HomeMy WebLinkAbout2024-03-14 Clarftwn
Clarington Diversity Advisory Committee
Thursday, Marach 14, 7:00 PM
If this information is required in an alternate format, please contact the IDEA Officer at
905-623-3379 ext 2563
Present: Tenzin Shomar
Ron Hooper
Dione Valentine (left at 8:43)
Joe Solway
Lauren Reyes-Grange
Pranay Gunti
Councillor Anderson
Also Present: Pinder DaSilva — Municipality of Clarington
Absent: Aaliyah Ruddock
The meeting called to order at 7:05 p.m.
1. Land Acknowledgement
Read by T. Shomar
2. Annual Selection of Vice-Chair as per current Terms of Reference
Moved by CIIrAnderson; seconded J. Solway
That the selection of the Vice-Chair be deferred to the April meeting to align with
new members who will be joining the committee.
Carried
3. Declaration of Interest
No declaration of interest declared by members.
4. Review and approval of Agenda
Moved by P. Gunti, seconded by J. Solway
That the agenda of the meeting of March 14, 2024, be approved.
Carried
5. Review and approval of meeting minutes.
Moved by R. Hooper, seconded by CounsellorAnderson
That the minutes of the meeting of February 8, 2024, be approved with correction
to the following motion:
"That the terms of reference for Clarington's Anti-Black Racism Task Force be
updated to include a 2-year term forthe Co-Chair position and that the Co-Chair
represent Clarington's Black community"
Be changed to:
That the following motion request from the Task Force be referred back to the
Anti-Black Racism Task Force for clarification on why there are two co-chairs for
the Task Force
"That the terms of reference for Clarington's Anti-Black Racism Task Force be
updated to include a 2-year term for the Co-Chair position and that the Co-Chair
represent Clarington's Black community"
Carried
6. Diversity Advisory Committee recruitment
P. DaSilva explained that the application process for new DAC members was updated
for this round to include demographic questions, in addition to questions regarding the
applicant's interest, skills and knowledge. Asking these questions provided more
information to Council to help increase representation on the committee. This
information will be used to create a skills matrix for the committee but in order to
complete it, the current members will also need to complete a demographic survey. P.
DaSilva will send a link to the anonymous survey next week.
D. Valentine shared that she felt more youth representation was needed on the
committee and we should make extra effort to ensure we are reaching out to youth.
P. DaSiIva explained that Terms of Reference does state that the committee
membership will include two youth members (aged 16-24) and that currently the
committee has two youth members but have had some challenges with getting one of
the members to attend due to conflicting priorities.
J. Solway asked if there were any youth applicants in this round of recruitment.
P. DaSilva explained that one of the postings was specific to a youth position but was
not sure if there were any youth applicants in the mix. CIIrAnderson stated he believes
there was one youth applicant, but they were not one of the successful applicants who
was recommended by council.
CounsellorAnderson asked if there are exit interviews /questions asked to find out why
individuals are resigning before theirterm is up. P. DaSilva explained there is no
process in place for this but can explore it and bring it back to the committee.
The committee discussed the idea of sending the posting to local colleges and high
schools next time to reach the youth.
D. Valentine asked about the anti-racism and anti-discrimination survey and what was
happening with the results. P. DaSilva advised that there is a meeting with the planning
committee next week and that the planning committee includes representation from
DAC and the ABR Task Force.
7. Workplan review
T. Shomar asked the committee to consider what topics mentioned in the agenda
(Training, community celebrations, diversifying community events etc.)that the group is
passionate about and would like to move forward in the work plan -topics that can help
the committee form some working groups to allow the members dive deeper into
specific topics and help move it forward.
D. Valentine asked where the committee was at with the updated 2024 work plan for the
year. T. Shomar explained that the plan was presented with a priority column a few
meetings ago and the topics suggested in this meeting are as a result of what was
identified in the work plan.
P. DaSilva explained that only extra topic added was "training" and it was based on the
conversation at the February meeting where members discussed the need to create a
strategy on what types of diversity education sessions the committee would engage in
as part of their continuous learning plan.
Committee members asked P. DaSilva to reshare the 2024 work plan with members.
Once it is sent out, committee members to look at what they are really passionate about
or if something new should be added — contact P. DaSilva or T. Shomar with this
information so that plan can be updated, and the committee can start action ing the
items.
8. Student Bursary Program
T. Shomarthanked the planning committee members (J. Solway, L. Reyes-Grange and
P. Gunti)for the work they have done on it. The following items were finalized for the
program:
Process — 1 scholarship to one student for about$1,000-$1,500. Decided this was the
best approach forth initial scholarship; can revisit as we move forward.
Application — Questions will be asked to better understand the applicants; what kind of
work are they doing in the community? What is the impact they are wanting to have?
How will the funds they have received impact them financially?
Letter of Reference and interview process to finalize the candidates.
D. Valentine asked if the committee would we also have input from other sources of
funding to support the student's application?
T. Shomar explained that the challenge with figuring out what level of financial
information the committee can ask for; the risk will always be there that we may receive
inadequate financial information but the interview will help the committee to get some
additional information.
J. Solway said that the committee will also request a reference letter which will help
narrow down the candidates.
T. Shomar explained that is gearing the bursary towards individuals who have done
exemplary work/involvement in the community and the secondary factor is the financial
need.
D. Valentine asked if it is aimed at exemplary students then do we need to focus on
financial need?
T. Shomar explained that the committee is not explicitly asking if they have financial
need; wording it carefully so that it doesn't exclude kids who may not have a financial
need but are doing great work in the community.The community involvementwill be the
key criteria, but financial circumstances will also be used to evaluate between equally
qualified individuals.
L. Reyes-Grange shared that in herexperience of managing bursary process in herjob
that most students who are looking at bursaries are usually looking because they need
some financial support so the bursary can cover having aspirations to make positive
change plus provide some financial support.
Next steps — P. DaSilva to present the request to implement the bursary to the Mayors
Office for support forthe initiative this year; moving forward will need to also look for
financial support to increase the amounts and expand the program.
9. Anti-Black Racism Task Force
T. Shomar shared the challenges the Task Force has been experiencing with
achieving quorum; the March Task Force meeting was cancelled as we couldn't
make quorum.
P. Gunti shared that there is definitely gap and challenge as the committee has not
been able to move the workplan forward or make any motions or decisions as
quorum hasn't been met in quite a few meetings.
T. Shomar shared that atthe last DAC meeting, there was a discussion around
changing the Task Force's Terms of Reference to include a section stating that if a
member missed 3 meetings, then they can be removed from the Task Force through
a motion and vote by DAC.
D. Valentine asked if we talk about the commitment level and accountability when
we do recruitment?
T. Shomar explained that the website talks about the commitment level, the number
of meetings and it's included in the conversations.
D. Valentine suggested that perhaps the Task Force members don't feel motivated
or engaged as the monthly agenda is not sufficient or they don't relate to what is
being covered in the agenda or in the workplan.
P. Gunti stated he does not believe it has to do with the agenda or the frequency of
meetings. There is always an opportunity for people to add items to the agenda and
the workplan includes a number of items that were identified by the committee.
CIIrAnderson shared that there is still lots happening in the in the community related
to Anti-Black racism and there is still work to be done by the Task Force.
D. Valentine asked what happened with the results of Clarington's Anti-Black
Racism survey results that was done in 2020 or 2021 (differentfrom the Anti-Racism
survey completed in 2023) and why is the committee not using the results of that
survey to form their agenda and workplan.
P. DaSilva and committee members asked D. Valentine for more detail on the
survey as no one was aware of this survey. L. Reyes-Grange stated that she has
been part of the Task Force since inception and does not recall a Clarington specific
Anti-Black Racism survey.
D. Valentine stated she will look for the survey information and send it out to the
committee members.
L. Reyes-Grange suggested that DAC ask the Task Force members through a
mandatory anonymous surveywhythey have notbeen attending the meetings? She
offered to help come up with the questions which she will forward to P. DaSilva who
will coordinate with Communication departmentto set up the survey.
Moved by L. Reyes-Grange, seconded by R. Hooper
That a mandatory survey be sent out to Anti-Black Racism Task Force
members asking about the lack of attendance and engagement at
meetings.
Carried
10.Council Update
Councillor Anderson provided the following updates:
Confirmed thatthe following motion was passed by Council and will be sentto the
Province:
That the Diversity Advisory Committee recommends that the Municipality of
Clarington Council putforward a motion to call on the provincial governmentto
make changes to the Oath of Office to include Indigenous and treaty rights.
Committee member recruitment- there were eight resumes/applications put forward to
Council for consideration atthe GGC meeting and three individuals have been
recommended. The recommendation will be ratified at the March 25th Council meeting
at which point the successful candidates will be contacted. They will be invited to the
April DAC meeting.
The recommended changes to the Terms of Reference for all committees were also
approved and will go to Council forfinal ratification. P.DaSilva to share the document
with the committee.
CouncillorAnderson thanked and congratulated both the committee and the Task Force
on the success of the first Black Vendor Village. The feedback was great, the event was
well received and well attended. Only recommendation was for there to be food vendors
at next years event.
J. Solway suggested possibly doing a one-day event highlighting diverse food and
vendors.
The results of a recent Region of Durham Employee Census showed that there is an
important need to create better and more inclusive hiring practices to improve staff
diversity and representation. Councillor Anderson indicated there is a similar need at
Clarington and is wondering how the committee could impact the hiring practices at
Clarington.
P. DaSilva shared that diversifying the workforce is part of the IDEA and HR strategy so
there is a plan in the works.
Parks, Recreation, and Culture Master Plan report will be presented at the March 18th
Planning and Development Committee meeting. Councillor Anderson emphasized that
there may be some misinformation regarding the cricket pitch in Courtice, indicating that
the pitch is not booked that often so there is not a need to expand it. Stated he knows
this is not true and recommended to P. Gunti that the community complete a delegation
to council to emphasize the need for it.
11.Community Update
P. DaSilva shared the following information with the committee:
The 2023 IDEA report has been passed by Council and will be shared with the
committee.
The IDEA Strategy 2024-2027 will be going to Council for approval in April. P. DaSilva
to share the strategy once it is approved.
The Region of Durham is embarking on community focus groups of part their next
Strategic Plan. P. DaSilva will share the information and link to participate.
P. DaSilva will share a link to a survey being hosted by Durham Community Health
Centre focused on the future of 2SLGBTQI community, theirfamily members and allies.
The DRPS Community Safety Advisory Council is recruiting and last time a member of
DAC helped with the interviews. P. DaSilva asked anyone who is interested in helping
to reach out to her and she will provide information.
12.Other Business
Next meeting will be a hybrid so that all those wanting to attend in person will be able to
do so. A link to Teams will also be provided for those members not able to join in
person.
Future item:
Share off line the results of the anti-racism and anti-discrimination survey results
Moved by P. Gunti, seconded by R. Hooper
That the meeting be adjourned at 9.04 p.m.
Carried
Next meeting: Thursday, April 11, 2024 @ 7:00 PM
Hybrid: In person - Municipal Administrative Centre, Room 1A and via Teams link