## Agenda ## City of Minnetonka ## Diversity, Equity and Inclusion Commission Meeting Tuesday, October 29, 2024 ## 6:30 PM ## Community Center - Minnehaha Room ## 14600 Minnetonka Blvd 1.Call to Order 2.Roll Call 3.Approval of Agenda 4.Approval of Minutes A.Sep. 24, 2024 meeting minutes B.Sept. 26, 2024 special meeting minutes 5.Citizen Wishing to discuss Items Not on the Agenda 6.Report from Staff 7.Business Items A.Team building activity B.DEI consultant C.2025 workplan ## 8.Report from DEI Commission Members A.School assignment feedback 9.Other Business A.November agenda topics 10.Adjournment 1 ## DEI Commission ## Agenda Item 4.A Meeting of October 29, 2024 Title:Sep. 24, 2024 meeting minutes ## Report from:Jayce Alexander, Senior Diversity, Equity and Inclusion Coordinator ## Submitted Through:Moranda Dammann, Assistant City Manager ## Action Requested:Motion ## Form of Action:Minutes Votes needed:5 votes ## Recommended Action Motion to approve minutes. ## ATTACHMENTS: Sept. 24, 2024 meeting minutes 2 ## Minutes ## City of Minnetonka DEI Commission ## Regular Meeting Tuesday, Sept. 24, 2024 6:30 p.m. Commission Present: Naya Dubanaeva, Raina Green, John Henry, Rue Larson, Martin Quintana, Jason Brown, and Elisa Chen. Joaquin Pliego arrived after roll call. ## Staff: Moranda Dammann, Jayce Alexander 1. Call to Order Elisa Chen called the Meeting to order at 6:33 p.m. ## 2. Roll Call Naya Dubanaeva, Raina Green, John Henry, Rue Larson, Martin Quintana, Elisa Chen, Derrick Banks, and Jason Brown. 3. Approval of Agenda Raina Green moved, Rue Larson seconded a motion to approve the meeting agenda. All voted “yes.” Motion carried. 4. Approval of Minute A. Aug. 27, 2024 meeting minutes Raina Green moved, Naya Dubanaeva seconded approval of Aug. 27, 2024 meeting minutes. All voted “yes.” Motion carried. 5. Citizens wishing to discuss items not on the agenda: None 6. Report from Staff Jayce Alexander, Senior DEI Coordinator provided information about upcoming events. The commissioner forum on Sept. 26 will be held at the New Brighton Community Center from 6:30 p.m. to 8:30 p.m. Jayce also gave updates on the Hispanic/Latine Heritage Month event that was held at the City of Minnetonka Amphitheater on Sept. 21. ## 7. Business Items ## A. Communication Development Presentation Julie Wischnack, Community Development Director and Alisha Gray, Economic Development and Housing Manager for the City of Minnetonka gave a presentation to the DEI Commission. They shared information about current city programs and initiatives. They answered questions from commissioners about housing and businesses. 3 ## Minutes ## City of Minnetonka DEI Commission ## Regular Meeting Tuesday, Sept. 24, 2024 6:30 p.m. ## B. Tabling at Community Events Jayce Alexander, Senior DEI Coordinator discussed tabling at future events. Jayce shared some of the signage that has been used at other events. Commissioners talked about ways to entice people to come chat and a sign-up or sign-in form to gauge who is coming to these city events and who is coming to talk to commissioners. Commissioners discussed ideas around engagement and giveaways for attendees. Commissioners will have name tags ordered for them to move around crowds to engage with people. ## C. Team Building Activity Due to time constraints, Derrick Banks moved to move this item to a future meeting, Rue Larson seconded the motion. All voted “yes.” Motion carried. ## D. School Assignments and Language Jayce Alexander, Senior DEI Coordinator created a script for commissioners to use when calling or emailing schools. Jayce will divide schools between commissioners and shared information about school assignments and language. Commissioners gave feedback and discussed how best to share a consistent message. Commissioners agreed to make initial contact with the schools they have been assigned by the next meeting. ## E. Amendments of Bylaws Jayce Alexander, Senior DEI Coordinator shared the amended bylaws now state the meeting schedule and starting time will be as designated on the official city calendar. The official city calendar is adopted by council in October or November. The new start time for meetings will be 6 p.m. The amended bylaws also include specifying that proposed amendments will be electronically delivered at least five days prior to the meeting. Raina Green moved to amend the bylaws, Naya Dubanaeva seconded approval of amended bylaws. All voted “yes.” Motion carried. ## 8. Report from DEI Commission Members A. Intent of agenda item John Henry shared that he would like commissioners to look into Malik Peer as a person of interest to potentially present to the commission at a future date. The website shared with the commission was datewithdiversity.com. Commissioners will look into it and report back if they are interested in moving forward at the next meeting. 4 ## Minutes ## City of Minnetonka DEI Commission ## Regular Meeting Tuesday, Sept. 24, 2024 6:30 p.m. ## 9. Other Business: A. Oct. agenda topics Jayce Alexander, Senior DEI Coordinator went over the topics of the October meeting. 10. Adjournment Elisa Chen moved, Rue Larson seconded a motion to adjourn the meeting at 8:35 p.m. All voted “yes.” Motion carried. Respectfully submitted, ## Sarissa Falk ## Deputy City Clerk 5 ## DEI Commission ## Agenda Item 4.B Meeting of October 29, 2024 Title:Sept. 26, 2024 special meeting minutes ## Report from:Jayce Alexander, Senior Diversity, Equity, and Inclusion Coordinator ## Submitted Through:Moranda Dammann, Assistant City Manager ## Action Requested:Motion ## Form of Action:Minutes Votes needed:5 votes ## Recommended Action Motion to approve minutes. ## ATTACHMENTS: Sept. 26, 2024 special meeting minutes 6 ## Commissioner Forum Date: September 26, 2024 ## Location: New Brighton Community Center Start Time: 6:40 PM ## Attendance from Minnetonka: Staff - Jayce Alexander Commission - Derrick Banks, Elisa Chen, Martin Quintana, Raina Green and Rue Larson ## Official Minutes: ## •S taff and commissioners from metro area cities gathered to network and shar e s uccesses, challenges, and strategies. •New Brighton City Manager, Devin Massopust, shared the steps the City of New Brighton took prior to chartering an equity commission. •New Brighton Equity Commission Chair, Lindsay Spooner, shared how New Brighton’ s ## E quity Commission is grounded in three pillars: education, influence, and service, whic h g uide their annual workpl an ## •S taff and commissioners engaged in two rounds of discussions regarding nine different topics: starting a commission; recruitment and retention; purpose and scope of equity/DEI/human rights commissions; community engagement; sharing success stories; impact of current events; event planning; how equity manifests in the city; and staf f liaisons connect. •Staff and commissioners expressed the value of networking and proposed an annual gathering. The City of Minnetonka offered to host next year’s Commissioner Forum. ## End Time: 8:25 PM 7 ## DEI Commission ## Agenda Item 7.A Meeting of October 29, 2024 Title:Team building activity ## Report from:Jayce Alexander, Senior Diversity, Equity and Inclusion Coordinator ## Submitted Through:Moranda Dammann, Assistant City Manager ## Action Requested:Discussion ## Form of Action:Other Votes needed:N/A ## Summary Statement DEI Commissioners will engage in a team building exercises to learn more about one another and how best to collaborate. This will be led by the commission's chair Elisa Chen. ## Recommended Action Participate in a team-building activity. ## Background On July 30, a majority of commission members agreed to conduct team-building activities to get to know one another. On Aug. 27, the commissioners completed the first activity. The second team-building activity has been postponed due to time constraints during the last two meetings. 8 ## DEI Commission ## Agenda Item 7.B Meeting of October 29, 2024 Title:DEI consultant ## Report from:Jayce Alexander, Senior Diversity, Equity and Inclusion Coordinator ## Submitted Through:Moranda Dammann, Assistant City Manager ## Action Requested:Motion ## Form of Action:Other Votes needed:5 votes ## Summary Statement Commissioners will vote on whether or not they are interested in reaching out to Date With Diversity Consultant. ## Recommended Action Determine if commission is interested in consulting services. ## Background At the meeting held on Sept. 24, 2024, commissioners were reminded to research a consultant recommended by John Henry. 9 ## DEI Commission ## Agenda Item 7.C Meeting of October 29, 2024 Title:2025 workplan ## Report from:Jayce Alexander, Diversity, Equity and Inclusion Coordinator ## Submitted Through:Moranda Dammann, Assistant City Manager ## Action Requested:Discussion ## Form of Action:Other Votes needed:N/A ## Summary Statement Commissioners attended a DEI Commission forum in New Brighton on Sept. 26, 2024. This meeting discussed the successes and failures across multiple cities' DEI commissions. Using the knowledge gained at that meeting and elements of the Minnetonka DEI Task Force history to be shared by Jayce Alexander, commissioners will discuss their goals for 2025. ## Recommended Action Review the information and discuss. ## Background The DEI Commission reviewed its 2024 work plan on June 25, 2024. After incorporating member feedback, staff compiled a document outlining relevant tasks. The commissioners plan to revisit this document for further review and clarity. ## ATTACHMENTS: 2024 work plan items 10 ## Category Priority DEI Commission ## Responsibility ## Other Commission ## Responsibility ## Action ## Events: ## Hispanic Heritage Month Yes NA Plan event ## Dia De Los Muertos celebration/event. Yes NA Plan event ## Events for Pride and Trans Day of ## Remembrance ## Yes NA Plan event ## Potential partnership with St. Louis ## Park and Hopkins ## Yes NA Explore opportunities for collaboration ## External ## Education: Partnerships with schools in promoting inclusivity ## Yes NA ## Community cultural events Yes NA ## Internal Education items at meetings: Opportunities to learn more about small business and/or minority-owned business ## EDAC Commission Informational Learn more about affordable Housing in Minnetonka and how the DEI commission members can help promote programs ## EDAC Commission establishes the programs ## Informational ## Public Transportation EDAC Commission Informational 11 Learn about small business and/or minority-owned business relationships with the City of Minnetonka ## EDAC Commission Informational Learn about the City of Minnetonka’s efforts to hire more diverse staff ## City Manager Informational ## Review 2024 Community Inclusive ## Strategic Profile Action Steps ## City Council Informational Learn more about the Comp Plan, process and 2026 timeline ## Planning Commission Informational ## External ## Engagement: Promote more awareness and increase Minnetonka’s acumen around creating a more inclusive community ## Yes Facilitating dialogue between marginalized communities and the city council to inform them of the council's work ## Yes Explore opportunities ## Other: Create a success plan for the tenure of the commission ## Yes NA Develop a plan Develop the 2025 work plan Yes NA Create work plan Examine our city policies and procedures ## City Council Learn more from DEI on interested policies and procedures 12 ## DEI Commission ## Agenda Item 8.A Meeting of October 29, 2024 Title:School assignment feedback ## Report from:Jayce Alexander, Senior Diversity, Equity and Inclusion Coordinator ## Submitted Through:Moranda Dammann, Assistant City Manager ## Action Requested:Discussion ## Form of Action:Other Votes needed:N/A ## Summary Statement At the Sept. 24 meeting, commissioners agreed to reach out to their designated schools and report back to the group with any relevant information. ## Recommended Action Report on outreach efforts. ## Background At the Aug. 28 DEI Commission meeting, commissioners decided to assign Minnetonka schools to individual members in order to assess school interests and identify potential opportunities for future partnerships. During the Sept. 24 meeting, commissioners agreed to begin outreach to their assigned schools and were provided with a script and key talking points to guide their discussions. Commissioners are expected to report any relevant findings to the group. 13 ## DEI Commission ## Agenda Item 9.A Meeting of October 29, 2024 Title:November agenda topics ## Report from:Jayce Alexander, Diversity, Equity and Inclusion Coordinator ## Submitted Through:Moranda Dammann, Assistant City Manager ## Action Requested:Informational ## Form of Action:Other Votes needed:N/A ## Summary Statement This item is informational and is intended to provide the commission with the upcoming agenda items. ## Recommended Action Informational only. ## Background The DEI Commission is scheduled to hold a total of 8 meetings in 2024. Unless modified by the majority of the commission, the 2024 meeting agenda items for Nov. 19, 2024, are: Cultural and community events 2025 work plan 2025 meeting dates ## ATTACHMENTS: DEI commission work plan calendar 14 ## CITY OF MINNETONKA ## 2024 DEI Commission Work Plan ## JAN.FEB.MARCH ## APRIL MAY23 JUNE25 First meeting of commission Review of roles and responsibilities IT training City Attorney presentation ## Upcoming Community Events ## Racial Equity Dividends Index 2024 community survey results Chair and vice-chair selection  ## JULY30 AUG.27 SEPT.24 Cultural and community events Vote on 2024 Work plan Discuss partnership with schools Team building Communications report Community events Research information Housing information session ## with Community Development staff Partnership with schools and creation of baseline Team building Amendment of bylaws ## Sept. 26 DEI Commissioner Forum (New Brighton)  ## OCT.29 NOV.16 DEC.17 Review purview chart ## 2025 Work Plan Updates on Partnership with schools and creation of baseline Team Building continued Cultural and community events ## 2025 Work Plan ## 2025 Meeting Dates Cultural and community events ## QUARTER 4 ## QUARTER 3 ## QUARTER 1 ## QUARTER 2 15