Loading...
HomeMy WebLinkAboutEquity Anti-Racism Advisory Committee Minutes - 2023-03-29EQUITY & ANTI -RACISM ADVISORY COMMITTEE MINUTES March 29, 2023 CITY OF KITCHENER The Equity & Anti -Racism Advisory Committee met electronically this date, commencing at 5:30 p.m. Present: Veronica Vasquez (Co -Chair), Ann Marie Beals, Avni Adams, Fiorella Benini, Leo Campbell, Paul Okoye, Saba Oji, Yexin Tan Absent: Ayesha Munir, Danny Martin, Oluseun Olayinka, Rida Rahman Staff: Rea Parchment, Committee Staff Liaison Amanda Drumond, Committee Administrator Ali Aminaei Chatroudi, Research Associate, Equity, Anti -Racism & Indigenous Initiatives Elin Moorlag Silk, Manager, Service Coordination & Improvement 1. CHECK-IN AND APPROVAL OF PREVIOUS MEETING MINUTES V. Vasquez convened the meeting. The minutes were approved as distributed. Motion put forward by A.M. Beals to add item to the April meeting agenda — provide communication to community members around staffing updates for the City's Equity team. 2. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - NIL 3. EQUITY, ANTI -RACISM & INDIGENOUS INITIATIVES (EARID — NEW EMPLOYEE INTRODUCTION A. Aminaei Chatroudi, Research Associate, EARII division, joined the meeting and gave a brief introduction and high-level background about their experience/history. A. Aminaei Chatroudi then shared an update with the committee about the work that he has started on reviewing some of the city's policies, notably the Honoraria Policy, and looking forward to coordinating and collaborating with the equity committee members. 4. STAFF PRESENTATION — ACCESS WITHOUT FEAR POLICY E. Moorlag Silk, Manager, Service Coordination & Improvement, Community Services Department, joined the meeting, as requested by the committee, to give a presentation on the City's Access Without Fear Policy (COR- GOV-2035) and provide an update on the impacts of the policy. Background on the development of the policy was shared; this policy was authored by the former Safe & Healthy Community Advisory Committee to Council and was given approval in December 2022. The purpose of the Access Without Fear Policy is to clarify and affirm the City's commitment to providing access to City services to Kitchener residents with uncertain or no immigration status. The policy clearly outlines that Kitchener residents with uncertain or no immigration status may fully access municipal services and may do so without fear that the City of Kitchener will ask for and/or provide information about their immigration status to other institutions or orders of government. EQUITY & ANTI -RACISM ADVISORY COMMITTEE MINUTES March 29, 2023 CITY OF KITCHENER The policy is a practical example of the City's commitment, outlined in the Equity, Inclusion and Anti -Racism Policy (GOV-COR-2025), to develop and foster an organization where equity, inclusion and anti -racism are core principles which help shape the City's policies, programs, services and procedures. This policy applies only to services provided by the City of Kitchener and relates only to the area of access to municipal services under the authority of the City. This policy does not apply to the Municipal, Council and School Board elections, which do require proof of citizenship for both candidates and voters. Details about the scope of the policy and policy content were shared with committee members, as well as an outline of the policy implementation plan. In response to a question about residential address, it was advised that many Kitchener programs are open to community members who live in Waterloo, and this policy would not affect municipal services offered or community members' eligibility to participate in programs based on their address. In response to a question about public awareness, it was advised that there are plans for a broad public awareness campaign, as well the City will be looking for different opportunities to connect with specific populations that would benefit from this information (e.g., Waterloo Region Immigration Partnership, Kitchener -Waterloo Multicultural Centre), City staff would also like to bring the proposed engagement plan to the committee for feedback and suggestions. It was also noted that part of the awareness campaign will include sharing with and encouragement of neighbouring municipalities to adopt their own similar policies (e.g., cities of Cambridge and Waterloo, the Region of Waterloo). In response to a question about the training provided to staff and volunteers, committee members requested if the training framework could be shared for feedback once a draft is developed. In response to a question about how this policy impacts the role of policing while accessing services, it was noted that the City of Kitchener does not oversee the Waterloo Regional Police Service. City staff will connect with committee again in the next few months to give updates and gather feedback. BREAK — 6:36-6:42pm 5. RISE GRANT IMPROVEMENTS V. Vasquez brought forward the topic of RISE Fund grant application improvements for review and discussion. Committee members shared their experiences with participating in previous grant application selection process, and what was changed to improve the process from the first intake to the second intake. Recommendation was made to identify a set of criteria that selection committee members can use to rate grant applications, for improved consistency. R. Parchment shared some of the improvements that were made after the first round of applications last year: - Hard copy applications provided - Translation services available upon request - Targeted marketing campaigns to Black, Indigenous, and racialized local groups - Free grant writing workshop - Increased funding budget EQUITY & ANTI -RACISM ADVISORY COMMITTEE MINUTES March 29, 2023 CITY OF KITCHENER In response to a question about attendance at the grant writing workshops, it was advised that last year registration was limited to twenty-five participants (online only), and this year 35 attendees have registered so far. In response to a question around providing updates from the groups/organizations who were successful in receiving RISE Fund grants in 2022, R. Parchment advised that evaluation surveys are requested to be completed by all applicants for feedback/improvements to the application, and to share the impact and results of their programs/projects. As well, success stories of the recipients are highlighted through City publications and social media. Recommendation was made to have promotional materials available in different languages at community centres for the most frequent users; suggestion was made to translate for the top 3-5 five languages spoken in the community or use QR codes to link to more information. Now that we have a full year of RISE Fund grant applications, the City will be analyzing the demographical information collected. A. Drumond will be supplying in-depth training for the RISE Fund grant selection process tool (Decision.io), at the next meeting committee meeting in April. 6. CALL FOR APRIL AGENDA ITEMS, STAFF REPORTS & GENERAL DISCUSSION V. Vasquez made the call for agenda items, the following items were put forth: • Decision.io training for RISE Fund grant applications • Brainstorm on how the City can acknowledge and celebrate Pride Month and National Indigenous History Month/National Indigenous Peoples Day (June) • Honoraria Policy — staff presentation • Places and Spaces project — engagement update 2023 Budget — Affordable Housing Strategy • Discussion about developing a process/strategy for how the committee can be more involved/integrated in the City's work 7. ADJOURNMENT The meeting adjourned at 7:27 pm. A. Drumond Committee Administrator J K;T R POLICY Policy No: GOV-COR-2035 Policy Title: Access Without Fear Approval Date: December 19, 2022 Reviewed Date: 12/2022 Policy Type: COUNCIL Category. Governance Next Review Date: 12/2025 Reviewed Date: Click here to enter text. Sub -Category: Corporate Last Amended: Click here to enter a Author: Safe &Healthy Community Advisory Committee Replaces: Click here to enter text. Dept/Div: Community Services Repealed: Click hereto enter a date. Department/Neighbourhood Programs & Services Replaced by: Click here to enter text. Related Policies, Procedures and/or Guidelines: GOV-COR-2025 Equity, Inclusion & Anti -Racism Policy HUM -WOR -060 Discipline Policy GOV-COR-015 Corporate Accountability & Transparency Policy 1. POLICY PURPOSE: The purpose of this policy is to clarify and affirm the City's commitment to providing access to City services to Kitchener residents with uncertain or no immigration status. The policy clearly outlines that Kitchener residents with uncertain or no immigration status may fully access municipal services and may do so without fear that the City of Kitchener will ask for and/or provide information about their immigration status to other institutions or orders of government. This policy is a practical example of the City's commitment, outlined in the Equity, Inclusion and Anti -Racism Policy (GOV-COR-2025), to develop and foster an organization where equity, inclusion and anti -racism are core principles which help shape the City's policies, programs, services and procedures. This policy applies only to services provided by the City of Kitchener. The Government of Canada has jurisdiction over immigration policies and regulations including law enforcement activities related to border management and immigration control. As these activities are under the jurisdiction of the federal government, this policy relates only to the area of access to municipal services under the jurisdiction of the City. This policy does not apply to the Municipal, Council and School Board elections, which do require proof of citizenship for both candidates and voters. 2. DEFINITIONS: Anti -Racism: means understanding and dismantling racism. It is a change and transformation focused practice and requires action. It is not anti -racism if a conversation is not followed by concrete actions and accountability. Equity: An equity approach creates the conditions for fair and equal access and opportunity for everyone, by addressing discriminations, exclusions and barriers experienced by distinct groups. Equity is not the same as equality, nor is it the same as inequality. Inclusion: The achievement of an environment in which all individuals are treated fairly and respectfully, have equal access to opportunities and resources, and can contribute fully to the organization's success. Immigration Status: Kitchener residents have diverse immigration status, including those with Canadian citizenship, permanent residency, temporary residency, and uncertain or no status. For the purpose of this policy, we refer to two specific categories of status: individuals with no immigration status and those with uncertain status. No Status: this term is used to describe individuals who reside or work without authorization, who have no immigration status, or who are generally referred to as `undocumented,' i.e. their documentation is not accepted or recognized by the state and therefore the individuals have no lawful status of residence. For example, newcomers arriving in Canada through regular channels may come to a point where their visa has expired, or find that their circumstances have changed such that their work permit is no longer valid. ii. Uncertain Status: For the purpose of this policy, uncertain status refers to individuals with pending and/or unknown immigration status. For example, an individual who has received a negative decision in their refugee application, and is actively appealing that decision, would be deemed to have uncertain immigration status. Refugee: The following is adapted from the United Nations High Commissioner for Refugees (UNHCR) 1951 Refugee Convention: Individuals, who are outside of the country of their nationalities and are unable to or unwilling to return to their country of origin owing to a well-founded fear of being persecuted for reasons of race, religion, nationality, membership of a particular social group or political opinion. 3. SCOPE: This policy applies to the following City services including, but not limited to: Community Services • Fire, including Public Education, Prevention and Emergency Response • Neighbourhood Programs and Services, including access to Community Centres, children's and youth services, older adult services, inclusion support, neighbourhood development, volunteer opportunities, and rental of city facilities • Sport and Recreation, including access to pools, arenas and golf facilities • By-law enforcement • Corporate Customer Service, including access to the 24/7 Corporate Contact Centre phone service and City Hall Service Centre Corporate Services • Licensing, including birth, death, marriage and business licensing • Human Resources - Applying for jobs at the City of Kitchener' • Public Council and Committee meetings, including registering as a delegate to Council or contacting the Office of the Mayor and Council Development Services • Building, including access to building permits and inspections • Economic Development, including access to Kitchener Market programming, special events programming, the Waterloo Region Small Business Centre and rental of City facilities • Planning processes, development applications, sign permits • Engineering, including project & design approvals, project construction & development processes, and infrastructure locate processes 1 Although reporting on citizenship status is not required as part of the City of Kitchener job application process, applicants are asked if they are legally eligible to work in Canada POLICY APPLIES TO THE FOLLOWING: 0 All Employees ❑ All Full -Time Employees ❑ All Union ❑ Management ❑ C.U.P.E. 68 Civic ❑ Non Union ❑ C.U.P.E. 68 Mechanics ❑ Temporary ❑ C.U.P.E. 791 ❑ Student ❑ I.B.E.W.636 ❑ Part -Time Employees ❑ K.P.F.F.A. ❑ Specified Positions only: 0 Other: Direct Volunteers ❑ Council ❑ Local Boards & Advisory Committees This policy applies to the following City services including, but not limited to: Community Services • Fire, including Public Education, Prevention and Emergency Response • Neighbourhood Programs and Services, including access to Community Centres, children's and youth services, older adult services, inclusion support, neighbourhood development, volunteer opportunities, and rental of city facilities • Sport and Recreation, including access to pools, arenas and golf facilities • By-law enforcement • Corporate Customer Service, including access to the 24/7 Corporate Contact Centre phone service and City Hall Service Centre Corporate Services • Licensing, including birth, death, marriage and business licensing • Human Resources - Applying for jobs at the City of Kitchener' • Public Council and Committee meetings, including registering as a delegate to Council or contacting the Office of the Mayor and Council Development Services • Building, including access to building permits and inspections • Economic Development, including access to Kitchener Market programming, special events programming, the Waterloo Region Small Business Centre and rental of City facilities • Planning processes, development applications, sign permits • Engineering, including project & design approvals, project construction & development processes, and infrastructure locate processes 1 Although reporting on citizenship status is not required as part of the City of Kitchener job application process, applicants are asked if they are legally eligible to work in Canada Transportation Services, including access to parking, transportation design and facilities and transportation safety Financial Services • Revenue, including access to customer services for utilities and taxation billing and collections, and processing payments for parking tickets, licenses, and permits Infrastructure Services • Gas and Water Utilities, including meter installation, hot water rentals and responding to gas or water emergencies • Parks and Cemeteries, including access to all City of Kitchener parks and amenities • Sanitary & Stormwater Utilities, including response to emergency residential sewer backups and drainage/flooding issues • Roads & Traffic, including ability to safely access all roads • Facilities Management, including access to Corporate Security Services 4. POLICY CONTENT: 4.1 Preamble and Rationale The vast majority of immigrants, migrants or refugees enter the country through authorized channels as refugee claimants, or as individuals with a valid student visa, temporary foreign workers visa, or with a visitor visa. However, their status sometimes changes for a variety of reasons, including sponsorship breakdown, a denied refugee claim or expiry of study or work permits. A person's situation becomes extremely perilous when they lose their permits as they are subject to detention and deportation; can work in poor conditions; become socially isolated; face poverty, abuse, and exploitation; and may affect an individual's ability to safely access essential services or programming. Immigration status is a social determinant of health and wellbeing, and such fears prevent people from seeking the support they need from government and community agencies of all types. The development of Access Without Fear policies are intended to help reduce fear of deportation and possible family break-up among people who are in the country without status, so that such people will be more willing to use health and social services, enroll their children in schools and recreation programs and access other necessary and essential services. 4.2 Policy Statements a) Access to City services is not dependent on immigration status City services will be provided regardless of immigration status. Further, City of Kitchener staff and direct volunteers will not ask for or otherwise seek out an individual's immigration status as a condition of providing City services. b) Privacy of Information The City of Kitchener will carefully uphold and enforce privacy legislation as outlined in the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) to ensure that any and all personal information concerning immigration status is not requested or gathered in the course of providing City services. The City does not currently require the collection of immigration status in order to access any services provided by the City. In the event that personal information concerning immigration status is disclosed voluntarily, the City will not document or share this information with other levels of government, and will protect the information in accordance with applicable privacy and disclosure laws. 4.3 Application of the Policy a) This policy applies to all City of Kitchener employees who oversee or directly provide services outlined in Section 3 (Scope). b) This policy applies to all direct City of Kitchener volunteers, which includes those who perform a task under the direct supervision of City staff on behalf of the City of Kitchener. Direct volunteers are those who are recruited, screened, trained, supervised and recognized by City staff. c) Enforcement of this policy is the responsibility of all municipal leaders (supervisors, managers, directors, and department heads) across the organization. d) City employee and volunteer conduct which contravenes the expectations set out in this policy will be subject to corrective action which may include discipline. All disciplinary procedures will be implemented in accordance to the Collective Agreement or relevant Human Resources processes outlined for the employee or volunteer being disciplined. e) If members of the public have concerns about the City's application of this Access Without Fear policy, a complaint can be submitted directly to the City of Kitchener through our online "contact us" forme, calling our 24/7 corporate contact centre line at 519-741-2345, or coming to City Hall to speak to someone in person at our customer service centre. Alternatively, a complaint can be 2 https://www.kitchener.ca/Modules/email/emailattachment.aspx?CV2=tnSwgWBsWafWgYUuEZiSOAeQuAIeQuAI&ref=https://www.kitchener.ca/en made to the Ombudsman of Ontario3, whose role it is to promote fairness, accountability and transparency in the public sector by investigating public complaints and systemic issues within Canadian municipalities, as per the City's Corporate Accountability & Transparency policy4. f) The City is committed to creating a workplace culture where leaders, staff and volunteers are aware of, understand, and apply the principles of the Access Without Fear policy in their roles at the City. Thus, the City is committed to providing ongoing information and instruction to all leaders, and where relevant, staff and direct volunteers, to ensure understanding and practical application of the Access Without Fear policy. g) This policy will be publicly posted on the City's website and service providers and community partners supported or funded by the City of Kitchener will be encouraged to adopt and support the principals of an Access Without Fear policy. 5. POLICY REVIEW The City is committed to conducting a review of this policy once every five years. If changes or amendments to the policy are made, all relevant staff and volunteers across the organization will be notified of the changes and encouraged to read the updated policy. 5. HISTORY OF POLICY CHANGES Administrative Uadates Formal Amendments 3 https://www.ombudsman.on.ca/ 4 http://Ifprodas/weblink/0/edoc/l541453/GOV-COR-015%20-%20Corporate%2OAccountabiiity%20%2OTransparency.pdf