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HomeMy WebLinkAbout2024-04-03 1 Clarington Anti-Black Racism Task Force Minutes April 3, 2024 7:30 pm – 8:30 pm Location of Meeting (add Teams invite) Present: Joseph Adesanya Pranay Gunti Angela Anderson Rochelle Thomas Lauren Reyes-Grange Nadia Nembhard-Hunt Hawa Mire Carlene Honigan Absent: Aaliyah Ruddock Also Present: Pinder DaSilva, Municipality of Clarington Samantha Aitken, CLMA Tenzin Shomar, Guest – Chair, Diversity Advisory Committee Meeting started at 7:35 pm 1. Land Acknowledgement Land Acknowledgement read by P. Gunti 2. Review of Agenda and previous meeting minutes Moved by L. Reyes-Grange; seconded by R. Thomas That the agenda of the meeting for April 3, 2024, be approved. No declaration of interests declared by any members. As meetings were not held in February or March due to lack of quorum, there were no meeting minutes, and a motion was not required to approve minutes. 3. ABR Task Force attendance survey results P. Gunti shared with the Task Force members that T. Shomar, Chair of Diversity Advisory Committee would be facilitating the next two agenda items (Task Force engagement survey results and changes to Terms of Reference). T. Shomar revisited the reason for the survey - to find out why there had been a lack of attendance and engagement in the last few months. He thanked members for taking the time to share their thoughts in the survey and provided an overview of the results which included: • Some members not sure of the value they would bring to the meetings. • Some members shared there were no agenda items that resonated with them. • Some of the recommended changes members shared in the survey included: o Clear agenda and objectives be shared ahead of the meeting. o Replace the two co-chairs with a Chair and Vice Chair o Unapproved absences from 3 consecutive meetings warrants removal or a request for a resignation. o Request for bi-monthly rather than monthly meetings. o Not having the Task Force as a sub–Task Force under DAC so members don’t feel they are working “under” DAC T. Shomar shared that prior to handing the conversation to the Task Force members he did want to share that he has been invited to the last 3 meetings and each time there has been an agenda shared outlining the items for discussion and asking for additional agenda items. He asked members to discuss if there are additional ways they felt it would be helpful to share the agenda. Members shared that it would be helpful to clearly highlight the objectives of the Task Force, including better goal setting so that they could better use the Task Force members and their expertise. P. DaSilva asked for clarification on how members are defining “objectives” – are members referring to objectives outlined in their Terms of Reference or objectives that are in their 2024 action plan. Members states objectives for what they would like to achieve for 2024. P. DaSilva stated that the 2024 work plan with action items that were identified by Task Force members has been shared with the Task Force on several occasions including today’s meeting. All members agreed that not having meetings due to lack of quorum has resulted in lack of direction on objectives for this year and there is a need to prioritize the actions on the work plan and move forward. Members also agreed that it’s important to recognize that some members join because they want to plan, and others join because they want to execute and it’s okay to do both or one. The Task Force just needs to figure out who wants to do what at the next meeting. Members also agreed they need guidance on whether the Task Force is strategic or operational. P. DaSilva stated that her role is to provide operational support for any initiatives and ideas the Task Force puts forward. She provided the DAC Student Bursary initiative as an example where the working group was tasked with cultivating the idea and creating the criteria, but municipal staff took care of all the operational tasks related to budget, comm’s, creating an application process etc. Members indicated they are interested in providing advice and guidance to the municipality on hiring more black staff. P. DaSilva shared HR is in the midst of creating a Diversifying Recruitment Strategy and she is one of the departments supporting their initiative. She will bring the Task Force’s desire to advice on this topic to HR. T. Shomar shared that he wanted to address the comment that the ABR felt they are working “under” the DAC. He stated the importance of having a reporting structure and that DAC, itself, reports to Council. Stated that the intention of DAC is not to undermine the work that ABR is doing or to hold ABR back from accomplishing its’ objectives but instead to provide flexibility, support and structure so that ABR can do its work. 4. Terms of Reference for ABR Task Force T. Shomar shared that the new Terms of Reference for ABR align with all Municipal committees. He shared changes that were specific to ABR based on motions that were put forward by ABR and accepted by DAC, specifically: • Changes to purpose and mandate so that focus of Task Force is only on Anti-Black Racism and not other forms of racism. • Majority of Task Force members must be part of the Black community. • Committee will no longer have two Co-Chairs but a Chair, and Vice-Chair (will need to be voted in at the next meeting). Additional changes highlighted for the Task Force: • Composition of Task Force (5 Citizen members, 1 youth, 2 DAC members). • If a member is absent for 3 consecutive meetings, the Task Force may request DAC remove the member from the Task Force. • Change from monthly meetings to the Task Force meeting a minimum of 5 times/year. Committee members discussed and agreed that they would like to put forward to DAC that the ABR Terms of Reference should include a specific number of Black members; for example, 75% of the committee will be composed of members from the Black community rather than stating “majority.” Moved by H. Mire; seconded by L. Greyes-Range That the Diversity Advisory Committee approve amending the Terms of Reference for the Anti-Black Racism Task Force to state that 75% of the Task Force members be part of the Black community. Carried Members also expressed a desire to select their own members rather than have DAC appoint their members for them. T. Shomar stated that DAC supporting the selection and appointment of ABR membership is part of the checks and balances that is required to ensure that membership selection is fair and equitable. Members discussed how would DAC know what the needs of the ABR Task Force are when they are selecting the members and how would they ensure representation. T. Shomar stated DAC would adhere to the selection criteria outlined in the Terms of Reference, including the 75% requirement. P. DaSilva also stated that this is the same process for all committees that report to Council as all members are selected by Council not the committees. P. DaSilva also offered to create a skills matrix for ABR similar to the one that is being created for DAC recruitment that outlines gaps in skills and representation that will help Council select appropriately skilled members for DAC. ABR stated they would like to have this skills matrix in place for them. L. Greyes-Range also reminded ABR members that there are 2 members from DAC who are on the ABR committee who will make sure that resumes being reviewed will take ABR needs into consideration. 5. 2024 Meeting Schedule Majority of Task Force members preferred 7:30 pm on Wednesday. 6. Finalize 2024 Work plan The following work plan action plan items were finalized for 2024: Making Municipal social media more diverse, relevant and reflective of the community through a social media editorial calendar. L. Greyes-Range and R. Thomas interested in working on this project. P. DaSilva advised that she is meeting with Communication department next week and will discuss who best to move forward with receiving feedback/advise from the Task Force on this. Diversity Recruitment Plan –H. Mire and A. Anderson are interested in providing advise and feedback to HR on how to improve recruitment strategies to increase hiring of black staff. P. DaSilva stated she will speak with HR to determine where they are at with the plan to determine if they can come and present to the Task Force. What’s up in Clarington – R. Thomas and L. Greyes-Range are interested completing write ups in the quarterly Clarington Connected newsletter specific to the ABR work and other learnings related to anti-black racism. 7. Other Business Next Meeting – Hybrid- May 1, 2024, at 7:30 pm In-person – Municipal Office, 40 Temperance Street, Office 1A (Church street entrance) Virtual – Teams (Link to be shared closer to meeting date)