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Home My WebLink AboutMay 11, 2023Pickering Anti-Black Racism Taskforce Agenda May 11, 2023 Hybrid Electronic Meeting - 7:00 pm Main Committee Room For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca Members of the public may observe the meeting proceedings by viewing the livestream. Page 1.Welcome and Call to Order J. San Antonio 2.Review and Approval of Agenda J. San Antonio 3.Disclosure of Interest J. San Antonio 4.Approval of Minutes – March 2, 2023 1 5.Presentations 5.1 Shauna Muir, Supervisor, Public Affairs & Corporate Communications Re: Corporate Communications 5.2 Shobha Oza, Director, Engagement & Client Experience, Pickering Public Library Sabrina Yung, Manager of Community Engagement & Marketing, Pickering Public Library Re: Pickering Public Library 5.3 Krystal Roberts, Supervisor (Acting), Cultural Services Re: Community Services 5.4 Clara Addo-Bekoe, Manager, People & Culture Re: EDI Strategy - Community Working Group 6.Delegations 7.General Business 7.1 Approval of 2023 Meeting Schedule J. San Antonio 7.2 Review of Executive Roles and Responsibilities J. San Antonio 7.3 Review of Proposed 2023 Work Plan and Budget J. San Antonio 7.4 Stakeholder Representation J. San Antonio 7.5 Review Terms of Reference and Areas of Revision J. San Antonio 6 Pickering Anti-Black Racism Taskforce Agenda May 11, 2023 Hybrid Electronic Meeting - 7:00 pm Main Committee Room For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca 8.Correspondence 9.Other Business 10.Next Meeting – June 1, 2023 11.Adjournment Page 1 of 5 Minutes/Meeting Summary Pickering Anti-Black Racism Taskforce March 2, 2023 Electronic Meeting 7:00 pm Attendees: Z. Adatia E.Gittens O. Grignon K.Hanson F. Heath K. Lopez C. Addo-Bekoe, Manager, People and Culture, Pickering Public Library (Staff Liaison) J.San Antonio, Senior Advisor, Equity, Diversity & Inclusion (Staff Liaison) D.YewWoon, Community Engagement Coordinator, Equity, Diversity & Inclusion A.MacGillivray, Committee Coordinator (Recording Secretary) Absent: J. Heath N. Hepburn A.Fraser Item/ Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate) 1. Welcome and Call to Order O. Grignon welcomed everyone to the meeting and called the meeting to order. 2. Review and Approval of Agenda J. San Antonio informed the Taskforce that Mayor Ashe sends his regrets and has provided recorded video remarks to be played prior to General Business. Moved by K. Hanson Seconded by Z. Adatia That the March 2, 2023 Meeting agenda of the Pickering Anti-Black Racism Taskforce be approved, as amended. Carried 3. Disclosure of Interest - 1 - Page 2 of 5 Item/ Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate) No disclosures of interest were noted. 4. Approval of Minutes Moved by Z. Adatia Seconded by C. Farihna That the February 9, 2023 Meeting Minutes of the Pickering Anti-Black Racism Taskforce be approved. Carried 5. Presentations There were no delegations. 6. Delegations There were no delegations. 7. General Business Video remarks from Mayor Ashe were played. Mayor Ashe highlighted key initiatives undertaken by the Taskforce during the term and thanked the Taskforce for their leadership, dedication, and service over their term. 7.1 Work Plan Update O. Grignon provided an overview of the 2022 Year End Report and Proposed 2023 Work Plan. O. Grignon spoke to the proposed funding of some initiatives that the Taskforce committed to in early 2023. The proposal included: •$1,000.00 to support the 16th Annual Black History Celebration with Cultural Expressions; •No more than $500.00 to support the Durham Black Community Collective Symposium with the Durham Anti-Racism Taskforce; •$3,000.00 to support the International Decade for People of African Descent Identifier Initiative with the Pickering Library Anti-Racism Working Group. Moved by Z. Adatia Seconded By K. Hanson - 2 - Page 3 of 5 Item/ Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate) That the Pickering Anti-Black Racism Taskforce approve the support of the following initiatives, with financial support not to exceed $4,500.00: a) the 16 th Annual Black History Celebration with Cultural Expressions; b)Durham Black Community Collective Symposium with the Durham Anti-Racism Taskforce; c)the International Decade for People of African Descent Identifier Initiative with the Pickering Library Anti-Racism Working Group. Carried O. Grignon briefly spoke to the proposed budget allocations for community partnerships, events, resources, consultation, and contingency identified in the Work Plan, and that the Work Plan has been approved by Council at the February 27, 2023 Council Meeting. 7.2 ADM 040 Recommendations J. San Antonio provided an overview of the ADM 040 Policy Review and recommendations gathered by Taskforce Members that will be brought forward to Council via Memo. J. SanAntonio provided an overview of issues brought forward to date including: •the definition of Taskforce; •concerns around quorum and the number of Members that constitute a meeting; •concerns around submitting individual reports to Council for events; •whether the City is championing anti-Black racism in other ways, other than the PABRT; •concerns around communication; and, •the need for more City staff dedicated to EDI and the Taskforce. J.San Antonio committed to preparing a Memo to present the Taskforce’s feedback and recommendations to Council at the March 27, 2023 Council Meeting. - 3 - Page 4 of 5 Item/ Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate) Discussion ensued with Taskforce Members discussing: •concerns around open meetings hindering the ability for vulnerable and fulsome discussions by the Taskforce; •the Taskforce needing the ability to meet all together in private, not to make a decision, but to formulate ideas prior to bringing them to a public forum; •the volunteer nature of the Taskforce and whether quorum provision is appropriate for this type of body; •the time constraints on the Taskforce when discussions are confined to monthly public meetings; •past issues the Taskforce experienced meeting quorum and during turnover of membership; •whether the City can share information on other initiatives that they may be undertaking to combat anti-Black racism; •whether the City could dedicate more resources and staff support to EDI to support various communities; •whether a portion of the City’s communication’s portfolio could be dedicated to EDI; •whether the City can consider a Coordinator for Project Manager role to help with the work of the Taskforce; •concerns around delegates being restricted to joining meetings by phone; •whether the City could consider waiving permit fees so that the Taskforces budget is not impacted; •whether the orientation of the new Taskforce Members could include a workshop around working with the public on a community engagement level; •whether the City’s payment policies and processes for vendors can be restructured; •concerns around organizational requirements and constraints, and that the Taskforce consider a community-led model/strategy; and, •concerns around the transition into the new term of the Taskforce. - 4 - Page 5 of 5 Item/ Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate) J. San Antonio provided an overview of the recruitment process for the new term of the Taskforce including the way in which the vacancies were advertised, the screening process, the community panel and roundtable interview stage, and the Council decision process. Discussion ensued with Taskforce members discussing: •whether a transitional sub-committee can be struck to include former members in the transition; •opportunities for involvement of former Members in an upcoming orientation session in the new term; and, •what would happen if not enough applications were received for the new term of the Taskforce. 8. Correspondence There were no items of correspondence. 9. Other Business J.San Antonio, C. Addo-Bekoe, and Taskforce Members provided closing remarks reflecting on the concluding term of the Taskforce. 10. Next Meeting J. San Antonio explained that Meetings will resume in May 2023. 11. Adjournment The meeting was adjourned. Meeting Adjourned: 8:27 pm - 5 - Draft Pickering Anti-Black Racism Taskforce 2023 Meeting Schedule May 11, 2023 June 1, 2023 September 7, 2023 October 5, 2023 November 2, 2023 - 6 -