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HomeMy WebLinkAboutSeptember 14, 2023Pickering Anti-Black Racism Taskforce Agenda September 14, 2023 Hybrid Electronic Meeting - 7:00 pm Main Committee Room Chair: O. Grignon 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 O. Grignon 2.Review and Approval of Agenda O. Grignon 3.Disclosure of Interest O. Grignon 4.Approval of Minutes – June 1, 2023 1 5.Presentations 5.1 Digital Transformation Strategy Shauna Muir, Supervisor, Public Affairs & Corporate Communications 5.2 Community Safety & Well-Being Plan Elaine Knox, Community Safety and Well-Being Advisor 6.Delegations 7.General Business 7.1 Terms of Reference Review and Discussion S. Mascoll D. Dill 9 7.2 EDI Strategy Community Working Group Update D. Dill 7.3 Community Events Updates -Canada Day -Emancipation Day -Community BBQ: In celebration of the International Day for People of African Descent -Black Joy Holiday Experience All 7.4 Student Placement O. Grignon 8.Correspondence Pickering Anti-Black Racism Taskforce Agenda September 14, 2023 Hybrid Electronic Meeting - 7:00 pm Main Committee Room Chair: O. Grignon For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca 9.Other Business 10.Next Meeting – October 12, 2023 11.Adjournment Page 1 of 8 Minutes/Meeting Summary Pickering Anti-Black Racism Taskforce June 1, 2023 Electronic Meeting 7:00 pm Attendees: D. David D. Dill Z. Donaldson A. Fraser O. Grignon K.Hanson B. Loiseau S. Mascoll K. Petrolo V. Shaw Z. Adatia (Guest) J. San Antonio, Senior Advisor, Equity, Diversity & Inclusion (Staff Liaison) C. Addo-Bekoe, Manager, People and Culture, Pickering Public Library (Staff Liaison) D. YewWoon, Community Engagement Coordinator, Equity, Diversity & Inclusion A. MacGillivray, Committee Coordinator (Recording Secretary) Absent: Mayor K. Ashe C. Canzius P.Martin C. Russell K. Smith 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. J. San Antonio provided information regarding the Durham Annual Pride Parade and invited Taskforce Members to participate. 2. Review and Approval of Agenda Moved by S. Mascoll Seconded by D. Dill - 1 - Page 2 of 8 Item/ Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate) That the June 1, 2023 Meeting agenda of the Pickering Anti-Black Racism Taskforce be approved. Carried 3. Disclosure of Interest No disclosures of interest were noted. 4. Approval of Minutes Moved by V. Shaw Seconded by D. Dill That the May 11, 2023 Meeting Minutes of the Pickering Anti-Black Racism Taskforce be approved. Carried 5. Presentations 5.1 Zhora Adatia Re: Confronting Anti-Black Racism Workshop Proposal The Taskforce took turns sharing what they love about Pickering. Zhora Adatia made a presentation regarding a proposal for a Confronting Anti-Black Racism Workshop. Discussion ensued with Taskforce Members regarding: •this initiative being an opportunity to team build; •concerns around the timing of the initiative given the Taskforce just formed; and, •the importance of this initiative for the Taskforce’s public engagement and messaging. Moved by Z. Donaldson Seconded by D. David 1.That the Taskforce proceed with the Confronting Anti-Black Racism Workshop; and, Z.Donaldson and D. David volunteered to be a part of the needs assessment for the Confronting Anti-Black Racism Workshop. - 2 - Page 3 of 8 Item/ Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate) 2.That two Members of Taskforce be a part of the initial needs assessment. Carried Moved by V. Shaw Seconded by K. Smith That Zhora Adatia be provided a payment in the amount of $100.00 for her services related to the Confronting Anti-Black Racism Workshop. Carried Taskforce Members inquired as to how this work will be undertaken and it was clarified that Z. Donaldson and D. David will be reviewing the content of the Confronting Anti-Black Racism Workshop. 6. Delegations There were no delegations. 7. General Business 7.3 Review Terms of Reference and Areas of Revision O. Grignon spoke to the Review of the Terms of Reference and solicited two Taskforce Members to volunteer to review the Terms of Reference and bring forward a draft to the Taskforce at the September Taskforce Meeting. 7.4 Volunteers for Communications, Social Media, Marketing & Budget O. Grignon provided a background of the social platforms that the Taskforce is on and indicated that the Taskforce is looking for Members to lead the Communications, Social Media, and Marketing efforts. O. Grignon indicated that P. Martin expressed interest in co-leading Communications, Social Media, and Marketing, and Z. Donaldson also volunteered to co-lead this area as well. D.Dill and S. Mascoll volunteered to review the Terms of Reference. O. Grignon to forward additional information around previous social media initiatives to P. Martin and Z. Donaldson, and it was suggested that P. Martin and Z.Donaldson meet with Shauna Muir, Supervisor, Public Affairs & Corporate Communications. - 3 - Page 4 of 8 Item/ Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate) The Taskforce discussed taking photos for the Taskforce’s social media channels at the upcoming Pride Parade Event. O. Grignon provided an overview of the Taskforce’s past experience with a digital marketer to manage the social media channels, and explained the need to fund and acquire a digital marketer for managing the Taskforce’s social media. The Taskforce engaged in discussion regarding: •whether the Communications Team should first provide a budget proposal before providing funds; •the urgency to fund Communications, Social Media, Marketing given low inventories of marketing materials prior to the summer recess; •the opportunity to potentially obtain marketing material at low cost through D. Dill’s marketing company; •whether the Taskforce should consider approving a budget for Communications, Social Media, Marketing for the duration of the summer, rather than the remainder of the year; •clarification that the approved budget would be for acquiring a digital marketer and obtaining marketing materials; •the expected timeline of contracting a digital marketer prior to September 2023; •ensuring that there is a marketing plan and whether marketing materials can be budgeted quarterly; •whether a student or intern could be considered for the Taskforce’s digital marketer role; •whether dry fit shirts can be considered if the Taskforce is considering branded shirts; and, •the anticipated hiring of the digital marketer before September 2023. Moved by K. Petrolo Seconded by D. David - 4 - Page 5 of 8 Item/ Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate) That the Taskforce grant up to $6,500.00 for Communications, Social Media, and Marketing from June – September 2023. Carried 7.1 Review of Executive Roles and Responsibilities O. Grignon solicited the Taskforce as to whether they wish to review the Executive Roles and Responsibilities. The Taskforce agreed to review this item in more detail in September. The Taskforce agreed to continue rotating the role of Meeting Chair. O. Grignon indicated that the Taskforce will be solicited over the summer for someone to volunteer to Chair the next meeting. 7.2 Stakeholder Representation O. Grignon spoke to the current makeup of the Taskforce Membership being residents, and solicited the Taskforce as to whether they would like representation from stakeholder or community organizations on the Taskforce. A. MacGillivray provided clarity as to how the Taskforce could add Stakeholder Organizations that they would like to sit on the Taskforce regularly, and suggested that the Taskforce have preliminary conversations with any stakeholder that they may be considering adding to their Terms of Reference. The Taskforce indicated that they would give this more thought over the summer and have a detailed conversation at the September Meeting. EDI Strategy - Community Working Group – Request for a Volunteer O. Grignon solicited the Taskforce for a Member to volunteer to represent the Taskforce on the City’s EDI Strategy - Community Working Group. D.Dill, S. Mascoll, and V. Shaw expressed interest in attending the EDI Strategy - Community Working Group, and that they will discuss/coordinate which one Member will attend each - 5 - Page 6 of 8 Item/ Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate) J. San Antonio provided an overview of the tentative details of the EDI Strategy - Community Working Group. Discussion ensued with Taskforce Members regarding the dates not being confirmed yet and whether the Taskforce could select an alternate Member that could attend, should the primary Member not be available. 7.5 Upcoming Events, Planning and Budget Canada Day Event O. Grignon provided an overview of the Taskforce’s involvement in the City’s upcoming Canada Day Event. O. Grignon solicited whether any Members would commit to taking the lead on coordinating the Taskforces involvement in Canada Day, including attending a Planning Meeting during the week of June 5, 2023, planning a children’s activity, scheduling Members to attend the event etc. O. Grignon also explained the photo frame children’s activity idea and described the anticipated costs associated with the activity. Moved by B. Loiseau Seconded by D. David That the Taskforce grant up to $1,500.00 to the Canada Day children’s activity. Carried. Emancipation Day Event D. YewWoon provided a brief update noting that the Event is still in the early planning stages and that there is an opportunity for the Taskforce to be involved having a table at the event. O. Grignon solicited Members for a lead on coordinating details with the Region of Durham and scheduling Members to participate in this Event. Discussion ensued with the Taskforce regarding the anticipated date of the Event being August 1, 2023 from 5:00 pm – 9:00 pm. session once the dates are confirmed. K. Petrolo volunteered to help with coordinating the Canada Day Event, noting that she will be unable to attend the Planning Meeting during the week of June 5, 2023, and that she is not available to attend the event on July 1, 2023. O. Grignon indicated that she may be able to attend the Planning Meeting in the event Keisha Smith cannot attend. D. YewWoon to follow up with the Taskforce to inform them when the planning meeting for the Emancipation Day event will be and whether someone from the Taskforce can attend. V. Shaw indicated that they would help with coordinating - 6 - Page 7 of 8 Item/ Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate) International Decade for People of African Descent / ABR Identifier Event in collaboration with Pickering Public Library O. Grignon provided a brief overview of the Event and that the Taskforce will be bringing forward a Report to Council for approval for this Event. She indicated that her and J. San Antonio were meeting on June 2, 2023 to begin drafting the Report to Council and that there will be future meetings to plan the details of this Event. details with the Region of Durham and scheduling Members to participate in the Emancipation Day Event. B. Loiseau and D. David indicated that they would help with the International Decade for People of African Descent / ABR Identifier Event. 8. Correspondence 8.1 'Very hurtful, scary ... traumatizing:' Ajax man decries anti-Black racist posters, letters in Ajax, Pickering O. Grignon explained that this article was sent to Councillor Brenner by a Black-identifying resident and provided an overview of the incident. Discussion ensued with the Taskforce discussing: • the response by the Mayor of the Town of Ajax; • whether the DDSB has sent any letters out or taken any action regarding the matter; • whether the Taskforce could consider an education campaign to promote awareness of the issue; • the perceived emptiness of the standard responses to these types of incidents; • what the scope of the Taskforce’s response should be; • the Taskforce not taking on the role of spokesperson for the City on these matters; • whether there is a process for the City to handle similar situations in the community in the future; • the role for the Taskforce to provide advice to Council; • the opportunity to include working on a City process to handle situations like this in the Taskforce’s Work Plan. - 7 - Page 8 of 8 Item/ Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate) 9. Other Business Pride and Inclusion O. Grignon spoke to the importance of fostering inclusion in the community and encouraged Members of the Taskforce to attend the Pride Parade Event. City of Pickering EDI Strategy - Survey J. San Antonio provided information regarding the survey now available to the community regarding the City’s EDI Strategy on the Pickering Lets Talk platform. 10. Next Meeting The next meeting is scheduled for September 14, 2023 at 7:00pm. 11. Adjournment The meeting was adjourned. Meeting Adjourned: 8:49 pm - 8 - Pickering Anti-Black Racism Taskforce Terms of Reference 1.0 Mandate The Pickering Anti-Black Racism Taskforce (PABRT) is a committee of Council appointees who work in partnership with the Pickering community, Durham -based organizations, businesses, stakeholders, and the City of Pickering to: ●Enhance the shared experience and opportunities of Black residents, ●Implement tangible and sustainable actions to support the prevention, reduction and response to systemic and institutional anti-Black racism in Pickering for all community members. ●Foster transparency and accountability in identifying and addressing systemic and institutional anti-Black racism within Pickering, ●Identify and coordinate opportunities for stakeholder and community engagement ●Support and provide anti-Black racism education for City STAFF, community partners, residents and other stakeholders; and, ●Celebrate, conserve, and promote the Black community and Black culture, heritage, and history. 2.0 Goals, Objectives and Responsibilities The Pickering Anti-Black Racism Taskforce will identify and implement actions in accordance with the following goals, objectives and responsibilities: 1.Work with the City to review and comment on City policies, programs, and processes related to anti-Black racism 2.Collaborate with the City on initiatives related to anti-Black racism 3.Provide advocacy to the City on behalf of the Black community, organizations , businesses, and other stakeholders; 4.Strengthen and support Black-led social, economic, political, cultural initiatives and; 5.Build partnerships and share resources with residents, organizations, businesses community partners, and other allied stakeholders, to maximize effect, reduce overlap of services and initiatives, and promote best practices Taskforce responsibilities include: a)Collaboration with the City to align priorities and support the Equity, Diversity and Inclusion initiatives of the City. b)Regular communication with Pickering residents, businesses, stakeholders, and organizations to identify issues, barriers, and opportunities within the mandate of the Taskforce. - 9 - Terms of Reference – Pickering Anti-Black Racism Taskforce 2021 - 2023 c) Facilitation of education and awareness around legislation, programs, services, initiatives, organizations and other resources that aim to dismantle anti -Black racism and/or support diverse Black communities. d) Development and presentation of an annual work plan to Council; which identifies activities and initiatives, timelines for implementation, measurement tools, and budgets that serve the mandate, goals and objectives of the Taskforce e) Development and presentation of an annual evaluation report to Council to share updates, results and impacts Taskforce activities and initiatives outlined in the work plan as well as recommendations on matters related to anti -Black racism within the City of Pickering. f) Schedule meetings, set agendas, review minutes, and organize sub - committees as needed to serve the Mandate, goals and objectives of the Taskforce Taskforce Members do not have the authority to assign work to City staff but will work cooperatively. Taskforce Members can assume related duties as informed by the Taskforce work plan. The PABRT will not be responsible for the following: 1. Development of City Equity, Diversity and Inclusion Strategy or related initiatives; 2. Budget approval; 3. City programming or events; 4. Day-to-day operations of the City or City facilities; and 5. Administrative matters including direction given to staff. 3.0 Composition Up to 20 Taskforce members will be appointed and strive to include a balanced representation from both residents and community stakeholders. All appointees will be voting members regardless of age. Three City representatives will attend meetings to provide support, and facilitate meetings including: ● 2 City staff liaisons; and, ● the Mayor City staff from the following departments may act as liaisons to the Taskforce: ● Office of the CAO ● Community Services Department ● Human Resources Department 4.0 Member Qualifications - 10 - Terms of Reference – Pickering Anti-Black Racism Taskforce 2021 - 2023 Qualifications include the skills, knowledge, and lived experience needed to contribute effectively to Taskforce goals and objectives. Membership will be sought on the basis of broad interest, understanding and commitment to the development of anti-Black racism initiatives in the municipality, in addition to specific expertise and interests related to Black business, culture, education, employment, health, heritage, and safety, among other areas. Per Policy ADM 040, Resident members must be 18 years of age, reside in Pickering, and represent a broad range of interests, ages, backgrounds, and experience. Youth representation is essential and must be provided a right to vote on the Taskforce. Community stakeholders must be from organizations that serve the City of Pickering. Where possible, appointments to the Committee should include resident and community stakeholder representatives who self-identify with the Black community --- https://applymd.utoronto.ca/black-student-application- program#:~:text=A%3A%20You%20must%20self%2Didentify,identify%20with%2C %20your%20African%20ancestry. from the African diaspora including, but not limited to, non-profit organizations, registered charitable organizations, local businesses, educational institutions, public services, and organizations that serve equity -deserving communities. 5.0 Meeting Schedule The Pickering Anti-Black Racism Taskforce meets a minimum of 9 times per year. Established meeting dates and times shall not be changed unless circumstances warrant special consideration and can be resourced accordingly. Meetings will not be held in the months of July, August or December unless determined by the Taskforce that a meeting is necessary to meet the mandate or work plan of the Taskforce. During a Municipal election year, meetings shall continue unless determined by the Taskforce that a break in service is necessary. 6.0 Term of the Taskforce Taskforce members will serve for a term of four years starting in March of the year following a Municipal Election until they are no longer able to serve or a new Taskforce is appointed. The Taskforce will provide an annual update before the end of the term to be provided to the incoming Council with actions, achievements, and a recommendation/plan on how the Taskforce should continue in the next term. - 11 - Terms of Reference – Pickering Anti-Black Racism Taskforce 2021 - 2023 7.0 Taskforce Structure and Positions The Taskforce may choose to appoint a Chair or subcommittees in accordance with Boards and Committee Policy ADM 040. Chairs and Sub-committee chairs will be nominated by a member of the Taskforce and receive a majority vote to hold the position. Chairs will hold a term of no more than 12 months. Should a Chair not be able to attend a meeting, they will assign chair duties to a second member of the Taskforce. Should another member not be available, they can also request the staff liaisons to lead the meeting. The Chair will manage the activities of the meeting, develop agendas, and follow up on action items with Taskforce members and staff liaisons. The following Executive positions are adopted for the 2022 – 2023 Term of the Taskforce: 1.Chair – Staff/Government Liaison 2.Vice Chair – Action Plan Development Tracking/Presentations 3.Secretary – Committee Administration, Advocacy, Compliance, Accountability, Ethics, Community Hub Liaison, Mediation 4.Treasurer Subcommittees (ADM 040 Section 16.09) will be struck at the direction of the Taskforce by a majority vote, and must include at least two members of the Taskforce, and can include additional relevant stakeholders, experts, or members of the public as needed. Subcommittee Co-chairs will report to the Taskforce during regular meetings, and results will be recorded as part of the meeting minutes. Subcommittees chairs will be responsible for the recruitment of subcommittee members and organizing activities of the subcommittee in line with the work plan and approval of the Taskforce. Subcommittee chairs will manage their own administrative practice including meeting schedules, meeting platform, minutes, agendas, tracking and reporting. Reports to Council regarding subcommittee work will be presented by the Taskforce. 8.0 Budget The Taskforce activities will be paid from the Public Affairs and Corporate Communications account. Remuneration for appointed Taskforce Members will be paid from the Public Affairs and Corporate Communications account. A stipend shall be paid to Members of the Taskforce. The Taskforce Terms of Reference are to be reviewed at each term of the Taskforce by Human Resources and a rate assigned. - 12 - Terms of Reference – Pickering Anti-Black Racism Taskforce 2021 - 2023 For this term, the rate set is $65/Member and $75 for the Chair or Sub committee Chair, per each 2-hour regular Taskforce Meeting (active visible participation in meetings is required). A rate of $25 per hour shall be paid to appointed Members of the Taskforce for work which has been pre-approved by the Taskforce and recorded in the minutes. Staff liaisons will document and record meeting participation by Taskforce Members and submit relevant documentation to issue payment by December 15th of each calendar year. Payments will be issued twice a year (July / Dec). Members who do not wish to receive the stipend can submit a written request to staff liaisons. The maximum yearly income per Taskforce Member is $1,000.00. A T4 will be issued at the conclusion of the year, or the service of the Taskforce Member. - 13 -