## Equity and Inclusion Commission Agenda Wednesday, May 20, 2026 ## 6:30 PM ## City Council Chambers In accordance with Minnesota Statutes §13D.02 and City policy, Council and Commission members may attend meetings remotely up to three times per calendar year. (Times listed are approximate – please note that items may be earlier or later than listed on the agenda) ## 1. Roll Call ## 2. Approve Agenda ## 3. Receive Public Comment ## 4. Approval of Meeting Minutes a. Review and approve April meeting minutes ## 5. Business Items ## a. Commission Elections ## b. Joint Council Meeting Date ## c. Rosefest Parade ## 6. Commission Direction on Member Initiated Agenda Items ## a. Discuss and Finalize Constituent Outreach Email ## b. Discuss and Finalize New Commissioner Guide ## c. 2026 EIC Work Plan Priorities and Policy Review Topics ## 7. Other Business 8. Adjourn Page 1 of 19 1Equity and Inclusion Commission 2Meeting Minutes 3DRAFT – April 15, 2026 - DRAFT 4 5 ## 6Commissioners Present: Marayan Dhakal, Amanda LaGrange, Gabrielle Filip-Crawford, ## 7Nicole Singaram, Paul Stanley, Chris Taylor, and Prajwal 8Vemireddy 9 ## 10Youth Commissioners: Gwen Goedken, Sophia Salinas-Ruiz 11 ## 12Commissioners Absent: Gwen Goedken (excused) 13 ## 14Staff Present: Equity and Inclusion Manager Antonio Montez 15 16Call to Order/Roll Call 17 18The Equity and Inclusion Commission (EIC) meeting was called to order at 6:30 p.m. 19 20Approve Agenda 21 22Commissioner LaGrange moved, and Commissioner Filip-Crawford seconded a motion to 23approve the April 15, 2026, Equity and Inclusion Commission agenda as presented. Motion 24passed unanimously. 25 ## 26Receive Public Comment 27 28None. 29 30Business Items 31 ## 32a. Approve Minutes 33 34Commissioner Taylor moved, and Commissioner LaGrange seconded a motion to approve the 35March 18, 2026, Equity and Inclusion Commission meeting minutes as presented. Motion passed 36unanimously. 37 38The commission went through an icebreaker activity before moving on to regular business items. 39 ## 40b. Commissioner Onboarding Guide 41 42The Commission discussed the development of the onboarding guide, with Chair Vemireddy 43explaining that the document was created based on prior meetings and feedback, focusing on 44clarity, usability, and relevance to commission work. He noted the intent to refine the guide 45further and potentially share it with other commissions or present it to the city council. 46 Page 2 of 19 ## Equity and Inclusion Commission Minutes April 15, 2026 – Draft Minutes Page 2 of 7 47The Commission spent time refining the tone and language of the welcome section. 48 49Commissioner Stanley supported simplifying the wording to make it more direct and user- 50friendly, while Commissioner LaGrange emphasized the importance of maintaining a welcoming 51and human tone. The group generally agreed that the document should feel approachable without 52becoming overly informal. 53 54Discussion then focused on clarifying roles within the city government. 55 56Commissioner Filip-Crawford suggested removing redundant language and focusing more 57clearly on the relationship between the commission and the city council. 58 59Commissioner LaGrange supported restructuring the section to clarify roles, while Mr. Montez 60emphasized the importance of explicitly stating that the city council makes final policy decisions. 61 62The Commission agreed to streamline this section and improve its organization by adding clearer 63headings, such as “your job” and “roles.” 64 65The Commission reviewed the “first 30 days” section and agreed that it should remain concise 66and focused on essential onboarding steps. 67 68Commissioner Stanley and Commissioner Taylor noted that some items function more as 69ongoing expectations than as first-month tasks, and suggested relocating them to avoid 70confusion. 71 72Mr. Montez supported simplifying the section, while Chair Vemireddy highlighted the need to 73clarify processes such as how commissioners bring forward agenda items. 74 75The Commission also discussed onboarding logistics, including email use, training requirements, 76and conflict-of-interest forms. 77 78Mr. Montez clarified that commissioners are not required to use city email accounts and that 79training timelines depend on the timing of appointments. 80 81Commissioner LaGrange and Commissioner Filip-Crawford emphasized keeping the onboarding 82guidance simple so it does not feel overwhelming to new members. 83 84In reviewing the “common mistakes” section, the Commission agreed to revise the title to 85“common new commissioner mistakes to avoid” for clarity. 86 87Commissioner Filip-Crawford recommended removing an item related to misuse of influence, 88noting it did not reflect a typical or unintentional mistake. 89 Page 3 of 19 ## Equity and Inclusion Commission Minutes April 15, 2026 – Draft Minutes Page 3 of 7 90The group also clarified expectations around communication with staff, emphasizing the role of 91the staff liaison and the importance of not speaking on behalf of the commission or city without 92authorization. 93 94The Commission discussed appropriate communication and public engagement. 95 96Commissioner Dhakal asked about identifying as a commissioner within the community, and Mr. 97Montez confirmed that it is appropriate, provided commissioners do not imply authority to make 98decisions or commitments. 99 100Commissioner Stanley added that commissioners may share personal views but should not 101present those views as representing the full commission. 102 103The “what a meeting is like” section was reviewed, with Commissioner Stanley recommending 104removal of informal phrasing and Chair Vemireddy agreeing to simplify the language. 105 106The Commission supported describing meetings as following a general or standard flow, while 107acknowledging some variation. There was also discussion about aligning the structure with other 108bodies, such as the city council. 109 110The Commission expressed support for incorporating human connection into the guide. 111 112Commissioner LaGrange emphasized that building relationships strengthens team effectiveness, 113and members discussed including language that encourages connection, such as icebreakers, 114while keeping the document flexible for use by other commissions. 115 116The Commission focused on making the onboarding guide clear, concise, and practical, while 117balancing professionalism with a welcoming tone and ensuring expectations are easy for new 118commissioners to understand. 119 120The Commission discussed how member-initiated agenda items should be brought forward, with 121Mr. Montez explaining that a commissioner would present their idea to the group, provide 122reasoning, and then the Commission would vote on whether to place it on a future agenda. 123 124Members clarified that this typically occurs under commission direction or a similar section, and 125that items are not acted on immediately but are scheduled for a later meeting if supported. 126 127The Commission considered whether guidance about member-initiated items belonged in the 128onboarding document. 129 130Commissioner Filip-Crawford questioned whether it was too detailed for a new commissioner, 131and the group ultimately leaned toward removing it from that section and potentially placing it 132elsewhere. 133 Page 4 of 19 ## Equity and Inclusion Commission Minutes April 15, 2026 – Draft Minutes Page 4 of 7 134The discussion shifted toward emphasizing connection among commissioners instead, with 135members agreeing that a common mistake is failing to build relationships, and that the document 136should highlight that the team’s function is better when members know each other. 137 138The Commission then reviewed the section describing what happens during an agenda item 139discussion. Members suggested rewording the title for clarity and simplifying the layout. 140 141There was discussion about including a brief explanation of motions and public comments, with 142Mr. Montez explaining that public comment typically occurs either at the beginning of the 143meeting for non-agenda items or during the specific agenda item when appropriate. 144 145The Commission discussed whether to include formal meeting rules such as Rosenberg’s Rules. 146Members agreed that rather than creating a separate section, it would be more effective to 147include a hyperlink to a simplified explanation of the rules. 148 149Commissioner Stanley and others supported combining overlapping sections and keeping the 150document concise, focusing on a high-level overview rather than detailed procedural instruction. 151 152The Commission reviewed expectations for commissioners, including attendance, preparation, 153and communication. 154 155Mr. Montez emphasized that agenda ideas should be sent through the staff liaison, who can 156coordinate with leadership. The group agreed that expectations should be written positively and 157clearly, focusing on what commissioners should do rather than what they should avoid. 158 159The Commission discussed attendance expectations and quorum. Members agreed that while 160attendance is important, the goal is not to discourage participation but to ensure engagement. 161 162Mr. Montez explained that attendance is tracked and reported to the city council, and while 163missing multiple meetings may prompt review, it does not automatically result in removal. 164 165The group supported including clear but reasonable language, explaining that consistent absences 166may result in city council action, while also recognizing that communication and valid reasons 167for absence are considered. 168 169The Commission finalized the “items to remember” section, focusing on clarity and 170accountability. Members agreed to include language on attendance tracking, the role of the staff 171liaison, and the possibility of city council review if participation remains consistently low. The 172tone was adjusted to reflect expectations without being overly punitive. 173 174The Commission briefly discussed the next steps for finalizing the document. 175 176Chair Vemireddy indicated that revisions would be made and brought back for review, with a 177final vote anticipated at a future meeting. The group also discussed creating a companion video Page 5 of 19 ## Equity and Inclusion Commission Minutes April 15, 2026 – Draft Minutes Page 5 of 7 178or e-learning component, with Commissioner Filip-Crawford volunteering to assist with 179voiceover work. 180 181The Commission also considered how to share the onboarding guide with new commissioners, 182particularly youth commissioners. Commission Members suggested email as an effective method 183and discussed options such as QR codes or digital formats. The Commissioners indicated that 184email would likely be sufficient, especially if shared shortly after application or onboarding. 185 186Overall, the Commission focused on refining the onboarding guide to ensure it is clear, concise, 187and practical, while balancing helpful detail with accessibility for new commissioners. 188 ## 189Commission Direction on Member-Initiated Agenda Items 190 ## 191a. EIC Response Template to Community Inquiries 192 193The Commission discussed developing a standardized response to member-initiated agenda 194items and public inquiries. 195 196Chair Vemireddy explained that the draft email template was intended to clearly communicate 197the Commission’s role while maintaining a focus on equity and inclusion work. He emphasized 198that while the Commission applies an equity and inclusion lens broadly, agenda topics must still 199align with the Commission’s scope and priorities. 200 201Chair Vemireddy noted that ideas brought forward by commissioners or the public would 202typically require coordination with staff, such as the staff liaison, to determine whether the topic 203fits within the Commission’s work plan before being advanced. 204 205Commissioner Filip-Crawford raised concerns about the tone, structure, and overall effectiveness 206of the draft response. She noted that portions of the message, particularly where it described the 207Commission’s work in detail, could come across as dismissive or disconnected from the 208concerns of residents who had taken the time to reach out. She explained that individuals 209contacting the Commission are often focused on a specific issue and may be frustrated or seeking 210action. A generic response about Commission activities could come across as impersonal or 211confusing. 212 213Commissioner Filip-Crawford recommended simplifying the response to directly acknowledge 214the concern, validate the outreach, and clearly guide the individual toward appropriate next steps 215for engagement. 216 217Other Commissioners supported this approach and expanded on the importance of clarity and 218responsiveness. 219 220Members discussed how a more effective response would focus on thanking the individual, 221referencing the specific issue they raised, and providing actionable options such as attending a 222Commission meeting or speaking at a city council meeting. Page 6 of 19 ## Equity and Inclusion Commission Minutes April 15, 2026 – Draft Minutes Page 6 of 7 223 224There was agreement that including information from both the commission and city council 225meetings would be helpful, particularly because the city council meets more frequently and may 226provide a more immediate opportunity for public comment. 227 228Commissioners emphasized that the response should feel tailored, even if it is based on a 229template, and should avoid overwhelming the reader with unnecessary or unrelated information. 230 231The Commission worked collaboratively on revisions, removing sections deemed redundant or 232potentially confusing. 233 234Members agreed that the revised version should flow more naturally, transitioning directly from 235acknowledgment of the concern to guidance on how to engage with the issue. 236 237There was also discussion about inserting customizable language at the beginning of the 238response so that commissioners can reference the specific topic the resident raised, ensuring the 239message feels more personal and relevant. 240 241The group emphasized that the goal is to strike a balance between consistent communication and 242a genuine, human tone. 243 244The discussion then shifted to how responses should be delivered and whether individual 245commissioner email addresses should continue to be used. 246 247Commissioner Stanley questioned the purpose of publicly listing individual emails if responses 248are expected to follow a standardized format. He noted that this could create confusion for 249residents if they receive identical responses from multiple commissioners or if the response does 250not appear to come directly from the individual they contacted. He also raised concerns about 251exposure, noting that providing personal contact information can lead to increased volume of 252messages or unwanted communication, particularly during high-interest issues. 253 254Commissioners discussed the potential benefits of using a centralized Commission email address 255instead. Members noted that a shared email address could help ensure consistent messaging, 256reduce duplicate responses, and create a clearer point of contact for the public. 257 258At the same time, the group acknowledged that some flexibility may still be needed if 259commissioners are expected to engage individually or provide more personalized responses in 260certain situations. 261 262The discussion highlighted uncertainty around current expectations and whether commissioners 263are intended to respond independently or collectively. 264 265The Commission recognized that this issue may require additional guidance from the city council 266or staff. Members noted that questions about whether individual emails must be publicly listed, 267whether responses should be standardized, and how much discretion commissioners have in Page 7 of 19 ## Equity and Inclusion Commission Minutes April 15, 2026 – Draft Minutes Page 7 of 7 268communicating with residents are broader policy considerations. While there was general 269agreement that the template is a useful tool, the group acknowledged that the process 270surrounding its use should be clarified to avoid inconsistency or confusion. 271 ## 272b. EIC Commission Next Steps 273 274Chair Vemireddy concluded the discussion by outlining next steps, indicating that he would 275incorporate the suggested revisions into both the onboarding guide and the email response 276template. He stated that updated drafts would be shared with the Commission before the next 277meeting, to review final changes and take formal action to approve the documents. He also 278encouraged Commissioners to begin thinking beyond the onboarding materials and consider 279broader priorities for the Commission moving forward. 280 281Other Business 282 283The Commission briefly discussed future direction, with Chair Vemireddy inviting members to 284submit ideas for upcoming agenda items. He suggested that commissioners reflect on why they 285joined the Commission and identify issues that could be addressed through an equity and 286inclusion lens. 287 288Members identified potential topics, including city spending practices and engagement with 289contractors, that could warrant further exploration. 290 291The discussion emphasized the importance of continuing to evolve the Commission’s work 292beyond foundational efforts such as onboarding and communication tools. 293 294Adjournment 295 296Commissioner Stanley moved, and Commissioner Filip-Crawford seconded a motion to adjourn. 297Motion passed unanimously. 298 299Chair Vemireddy adjourned the meeting at 8:06 p.m. 300 301Respectfully submitted, 302 303Sue Osbeck 304TimeSaver Off-Site Secretarial, Inc. Page 8 of 19 ## Roseville Equity and Inclusion Commission ## Agenda Item DATE: May 20, 2026 ITEM: 5.a. ## ITEM DESCRIPTION: Commission Elections ## Background Commissions elect a Chair, Vice Chair, and representative to the Ethics Commission annually. The Equity and Inclusion Commission must elect a chair, vice chair and ethics commission representative for the new year (April 2026 -March 2027) ## Recommendation Nominate and elect a chair, vice chair and ethics commission representative. ## Attachments ## None Page 9 of 19 ## Roseville Equity and Inclusion Commission ## Agenda Item DATE: May 20, 2026 ITEM: 5.b. ## ITEM DESCRIPTION: Joint Council Meeting Date ## Background EIC will select a date to host its joint council meeting with City Council to share its progress and updated work plan. City council meets on August 10, 2 days before the EIC meets on Aug 12. Possible date to consider. ## Recommendation Discuss and decide on Joint Council date. ## Attachments ## None Page 10 of 19 ## Roseville Equity and Inclusion Commission ## Agenda Item DATE: May 20, 2026 ITEM: 5.c. ## ITEM DESCRIPTION: Rosefest Parade ## Background Rosefest parade will take place on Monday, June 22 at 6:15PM. Commissioners are invited to attend. The parade begins on County Road B2 near Roseville Area High School and end on Civic Center Drive near city hall. We are seeking a commissioner volunteer to drive a city owned golf cart in the parade. ## Recommendation Discuss and determine if any commissioners are able to volunteer to drive the golf cart. ## Attachments ## None Page 11 of 19 ## Roseville Equity and Inclusion Commission ## Agenda Item DATE: May 20, 2026 ITEM: 6.a. ## ITEM DESCRIPTION: Discuss and Finalize Constituent Outreach Email ## Background Discuss and Finalize Constituent Outreach Email template for commissioners to use in response to emails received from constituents. ## Recommendation Review and finalize. ## Attachments 1. DRAFT_Commission Response to Community comments Page 12 of 19 ## Dear [Constituent Name], Thank you for reaching out about _______________________________ and for taking the time to share your concerns with the Equity and Inclusion Commission. We received your message and appreciate you contacting us. The Equity and Inclusion Commission is an advisory body to Roseville city staff and the City Council. By Ordinance No. 1676, the Commission was created to apply an equity and inclusion lens to City policies, procedures, projects, programs, operations, and initiatives. That is an important charge, but as a commission, we do not independently set City policy or direct City operations. That said, we do take community input seriously. We will work with our staff liaison to identify an appropriate path forward and to determine whether this issue is one our commission can take up within its scope. If you would like to share your perspective directly with the commission, you are welcome to attend our next meeting on Wednesday, April 15, 2026, at 6:30 p.m. in the Council Chambers at Roseville City Hall and provide public comment. You can also attend the upcoming city council meeting scheduled on Day, Month, Year and provide public comments. Thank you again for reaching out and for your engagement with the City of Roseville. ## Sincerely, ## Prajwal Vemireddy ## On behalf of the Roseville Equity and Inclusion Commission Page 13 of 19 ## Roseville Equity and Inclusion Commission ## Agenda Item DATE: May 20, 2026 ITEM: 6.b. ## ITEM DESCRIPTION: Discuss and Finalize New Commissioner Guide ## Background Discuss New Commissioner Guide with the modified changes recommended by the commission and vote on Final Draft ## Recommendation Discuss and finalize ## Attachments ## 1. New Commissioner Quick Guide - Revised Page 14 of 19 ## City of Roseville ## Commission Onboarding ## New Commissioner Quick Guide ## Updated: April May 2026 Fill in (optional) Commission name Meeting schedule Staff liaison Term dates 1) Welcome - Thank you for joining a commission! A Roseville commission is a group of residents that helps the City Council make better decisions by learning about issues, listening to residents and staff, discussing options in public, and offering advice and recommendations. Your job: show up prepared, participate respectfully, and help your commission give clear, well-reasoned advice. City government roles: the City Council sets direction and makes the final policy decisions, City staff run day-to-day operations, and commissions advise within that structure. 2) Your first 30 days • Meet your staff liaison. They are your main point of contact and your guide to how the City works. Ask them what the commission's current work plan, priorities, and upcoming council touchpoints are. • Skim recent agendas and minutes so you understand what the commission has been working on. Common new commissioner mistakes to avoid • Assuming the commission makes the final decision. It does not - it advises. • Reading the agenda for the first time during the meeting. • Speaking publicly as if you represent the entire commission or the city when you have not been authorized to do so. • Not connecting with fellow commissioners – teams work better when commission members know each other. Page 15 of 19 ## City of Roseville ## Commission Onboarding 3) What a meeting is like Most meetings follow the same basic rhythm. This is the standard flow. # Agenda section What it means ## 1 Roll Call Confirm who is present and whether the commission can do business. 2 Approve Agenda Agree on the plan for the meeting. ## 3 Public Comment Hear from residents on matters that are not otherwise on the agenda. 4 Approval of Minutes Approve or correct the record from the last meeting. ## 5 Business Items Discuss the main topics of the night. This is where presentations, questions, public comment on the item, discussion, and possible action usually happen. ## 6 Member-Initiated Agenda Items Discuss ideas commissioners want the group to consider, refine, or bring back later. 7 Other Business Share brief updates, reminders, or scheduling notes. 8 Adjourn Close the meeting. Note: City Council meetings follow the same general meeting structure. 4) What happens during a discussion of an agenda item 1 The chair introduces the item. 2 Staff or a commissioner gives background and explains the question in front of the group. 3 Commissioners ask clarifying questions. 4 Public comment is taken on that item. 5 If action is needed, a commissioner makes a motion and another commissioner seconds it. 6 The commission discusses the motion, votes, and the chair announces the result. Note: See Rosenberg’s Rules resource on the new commissioner checklist • The agenda is the roadmap for the meeting. • The chair runs the meeting and keeps discussion fair, respectful, and moving. • One person speaks at a time. • Formal action happens through a motion. Most actions begin with a motion and a second. • Debate the idea or motion - not the person. • Most decisions pass by majority vote. A tie vote fails. Commented [AM1]: Where does this go? After Item #3? Or here? Page 16 of 19 ## City of Roseville ## Commission Onboarding 6) What the City expects from commissioners • Attend meetings and let the staff liaison know ahead of time if you will miss one. • Be prepared. Read the materials, ask questions early, and show up ready to discuss. • Stay respectful and professional. Your role is public-facing. • Do not direct staff. • Do not speak for the City or for your commission unless you have been authorized to do so. • If you want to share something with the whole group, send it to the staff liaison rather than starting side conversations or email chains among commissioners. • Help create space for all voices. 7) Who does what? ## Chair Commission members Staff liaison Runs the meeting, recognizes speakers, keeps discussion fair, and helps the group reach clear decisions. Prepare, participate, ask good questions, listen well, and help the commission give thoughtful advice. Coordinates agendas and packets, helps with process, prepares minutes, and connects the commission to City staff and Council. 8) Final items to remember Conflicts of interest If you have a personal conflict on an issue, disclose it and step back from discussion and voting. Ask your staff liaison if you are unsure. Social media Your views are personal unless you have been designated to speak for the commission or the City. ## Attendance Staff liaison takes attendance at each meeting. Missing three consecutive meetings and/or 30% of meetings in a rolling 12-month period may will be forwarded to the City Council. Yearly rhythm Each commission sets a work plan, reports accomplishments, and has an annual joint meeting with City Council. Where to go for details This guide is the starting point, not the full rulebook. For full details, ask your staff liaison for the Commissioner's Handbook, ethics materials, rules of order, and the uniform commission code. You can also find great resources on the City’s new commissioner checklist website. Page 17 of 19 ## Roseville Equity and Inclusion Commission ## Agenda Item DATE: May 20, 2026 ITEM: 6.c. ITEM DESCRIPTION: 2026 EIC Work Plan Priorities and Policy Review Topics ## Background The Equity and Inclusion Commission was created to advise the City Council and City staff by applying an equity and inclusion lens to City policies, procedures, projects, programs, operations, and initiatives. At the most recent meeting, the Commission has discussed the importance of moving beyond broad concepts and identifying tangible, practical areas where the EIC can provide useful feedback. The Commission has already completed work on a New Commissioner Guide, which is one example of a concrete project intended to make City government easier to understand and participate in. The purpose of this agenda item is to discuss and prioritize possible future work plan items for the Commission. These topics are intended to help the EIC focus its time on projects where the Commission can provide meaningful advisory input while staying within its role as an advisory body. Possible areas for Commission review include: ## Digital Access Review Review whether residents can complete common City tasks without needing a computer or a high comfort level with English. This could include reviewing City webpages, online forms, application processes, payment options, and public notices for clarity and accessibility. ## City Communications Accessibility Review Review whether key City communications are written in plain English, easy to find, and understandable to residents who may be unfamiliar with City government. This could include reviewing webpages related to commissions, permits, utility billing, parks and recreation registration, public meetings, and resident services. ## Maintenance Operations Center Equity Review Review the new Maintenance Operations Center project from an access, service, workforce, construction-impact, and climate perspective. The Commission could provide advisory questions or recommendations related to public access, construction communication, service impacts, accessibility, and community benefit. Page 18 of 19 The value of LEED certification, electrification of lawnmowers, Bus stop covers? ## Climate Equity Action Plan Review Review the City’s Climate Equity Action Plan and discuss whether the Commission can provide feedback on implementation, public engagement, accessibility, and how climate actions affect renters, low-income residents, seniors, people with disabilities, and other residents who may face barriers. ## Community Engagement Standards for Major City Projects Discuss whether the City should have a simple engagement checklist for major projects, asking who may be affected, how residents will be informed, what barriers may exist to participation, and how public feedback will be reported back. ## Parks, Recreation, and Program Access Review Review whether City programs, recreation opportunities, scholarships, fee assistance, registration processes, and public information are easy to understand and accessible to residents across income levels, ages, abilities, and backgrounds. ## Recommendation Discuss and finalize workplan ## Attachments ## None Page 19 of 19