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HomeMy WebLinkAbout03-01-23 EVB Agenda & Packet MaterialsA.Call to Order - 6:00 PM This meeting will be held both in-person and also using an online videoconferencing system. You can join this meeting: Via Video Conference: Click the Register link, enter the required information, and click submit. Click Join Now to enter the meeting. Via Phone: This is for listening only if you cannot watch the stream, channel 190, or attend in- person United States Toll 1-650-479-3208 Access code: 2551 241 6247 B.Disclosures C.Changes to the Agenda D.Approval of Minutes D.1 Approval of February 1, 2023 Economic Vitality Board Meeting Minutes (DiTommaso) E.Public Comments This is the time to comment on any matter falling within the scope of the Economic Vitality Board. There will also be time in conjunction with each agenda item for public comment relating to that item but you may only speak once per topic. Please note, the Board cannot take action on any item which does not appear on the agenda. All persons addressing the Board shall speak in a civil and courteous manner and members of the audience shall be respectful of others. Please state your name and place of residence in an audible tone of voice for the record and limit your THE ECONOMIC VITALITY BOARD OF BOZEMAN, MONTANA EVB AGENDA Wednesday, March 1, 2023 General information about the Economic Vitality Board is available in our Laserfiche repository. If you are interested in commenting in writing on items on the agenda please send an email to agenda@bozeman.net or by visiting the Public Comment Page prior to 12:00pm on the day of the meeting. Public comments will also be accepted in-person and through Video Conference during the appropriate agenda items. As always, the meeting will be streamed through the Commission's video page and available in the City on cable channel 190. For more information please contact Brit Fontenot, bfontenot@bozeman.net 1 comments to three minutes. General public comments to the Board can be found in their Laserfiche repository folder. F.FYI/Discussion F.1 Belonging in Bozeman Equity & Inclusion Plan Update (Hess) G.Adjournment This board generally meets the first Wednesday of the month from 6:00 pm to 8:00 pm. Citizen Advisory Board meetings are open to all members of the public. If you have a disability and require assistance, please contact our ADA coordinator, Mike Gray at 406-582-3232 (TDD 406-582- 2301). 2 Memorandum REPORT TO:Economic Vitality Board FROM:Jesse DiTommaso, Economic Development Specialist Brit Fontenot, Economic Development Director SUBJECT:Approval of February 1, 2023 Economic Vitality Board Meeting Minutes MEETING DATE:March 1, 2023 AGENDA ITEM TYPE:Minutes RECOMMENDATION:Approve the February 1, 2023 Economic Vitality Board meeting minutes. STRATEGIC PLAN:1.2 Community Engagement: Broaden and deepen engagement of the community in city government, innovating methods for inviting input from the community and stakeholders. BACKGROUND:In accordance with Commission Resolution 5323 and the City of Bozeman's Citizen Advisory Board Manual, all boards must have minutes taken and approved. Prepared minutes will be provided for approval by the board at the next regularly scheduled meeting. Staff will make any corrections identified to the minutes before submitting to the City Clerk's Office. UNRESOLVED ISSUES:None. ALTERNATIVES:As recommended by the Board. FISCAL EFFECTS:None. Attachments: 2123 EVB Minutes.docx Report compiled on: February 24, 2023 3 Bozeman City Commission Meeting Minutes, [DATE] Page 1 of 2 THE CITY COMMMISSION MEETING OF BOZEMAN, MONTANA MINUTES [DATE] Present:Sara Savage, Craig Ogilvie, Danielle Rogers, John Carey, Katharine Osterloth, Christopher Coburn Absent:None Excused:None A)00:05:52 Call to Order -6:00 PM B)00:07:03 Disclosures C)00:07:08 Changes to the Agenda D)00:07:20 Public Service Announcements E)00:07:28 Approval of Minutes E.1 00:08:10 Approval of January 4, 2023 Economic Vitality Board Meeting Minutes 010423 EVB Minutes.pdf 00:07:39 Motion to approve I move to approve the January 4, 2023 Economic Vitality Board Minutes. Sara Savage: Motion Danielle Rogers: 2nd 00:07:54 Vote on the Motion to approve I move to approve the January 4, 2023 Economic Vitality Board Minutes.The Motion carried 4 -0. Approve: Sara Savage Danielle Rogers John Carey Katharine Osterloth 4 Bozeman City Commission Meeting Minutes, [DATE] Page 2 of 2 Disapprove: None F)00:08:09 Public Comments 00:08:56 Mary Wictor, Public Comment Mary Wictor commented on the City of Bozeman's engagement process. G)00:12:45 Action Items G.1 00:12:51 Discussion With Economic Vitality Board Regarding Potential Parking Changes to Chapter 38, Article 5, Division 540, Unified Development Code as Part of the Unified Development Code Update, Application 21381 00:13:35 Community Development Program Manager Saunders presented the potential parking changes in the UDC. 00:46:23 Questions of Staff H)01:31:08 FYI/Discussion 01:31:16 Economic Development Director Brit Fontenot provided an update on the Economic Vitality Board vacancy, arts in the Economic Vitality Strategy, and the DEI Plan. I)01:38:23 Adjournment 5 Memorandum REPORT TO:Economic Vitality Board FROM:Dani Hess, Community Engagement Coordinator SUBJECT:Belonging in Bozeman Equity & Inclusion Plan Update MEETING DATE:March 1, 2023 AGENDA ITEM TYPE:Citizen Advisory Board/Commission RECOMMENDATION:Listen to presentation, ask questions STRATEGIC PLAN:3.3 Friendly Community: Ensure Bozeman continues to welcome diversity through policies and public awareness. BACKGROUND:The Belonging in Bozeman Equity & Inclusion Plan is underway! This presentation will bring the EV Board up to speed on the Community Engagement Plan for the project and EV Board's role throughout the development of the plan. The update will include: Community Engagement Plan overview Community Liaison recruiting Steering Committee development Project Launch event on March 7th - help spread the word! UNRESOLVED ISSUES:NA ALTERNATIVES:NA FISCAL EFFECTS:NA Attachments: BZN_Community Engagement Plan.pdf Community Liaison Position Description final.pdf Report compiled on: February 23, 2023 6 www.mortengroup.com 1 COMMUNITY ENGAGEMENT PLAN Belonging in Bozeman - Equity and Inclusion Plan Last updated: 1/19/23 PROJECT LEADS ● City of Bozeman ○ Dani Hess, Community Engagement Coordinator (she/they) ○ Nakeisha Lyon, Associate Planner (she/her) ○ Takami Clark, Communications & Engagement Manager (she/her) ● Belonging in Bozeman Team - Community Engagement sub-group ● Morten Group, LLC ○ Mary Morten, President (she/her) ○ Vince Pagán-Hill, Project Director (he/him) ○ Jessica Kadish-Hernández, Consultant (she/her) COMMUNITY ENGAGEMENT PURPOSE/BACKGROUND The purpose of engaging the community in the Belonging in Bozeman Equity & Inclusion plan is to involve the people most impacted by inequities based on intersections of race, identity, and life circumstance. The plan will address City of Bozeman policies, practices, and procedures to improve equity for employees and the public by delivering services and implementing policies and regulations. The plan will also address community-scale issues that require coordination and partnership with external organizations in healthcare and education, for example. It is essential that these organizations and partners be collaborators in plan development. KEY TERMS1 ● “Community Engagement”: An inclusive and ongoing process that relies on a two-way exchange of information, ideas, and expertise between the public and the City of Bozeman to solve problems and make sustainable decisions. ● “Inclusive”: means that we strive to reduce barriers to participation, offer a greater diversity of ways to engage, and ensure that we create accessible and welcoming spaces for all people to engage. ● “Ongoing process”: means we plan for multiple interactions in multiple formats. It is not just one public meeting or a single outreach event. ● “Two-way exchange”: means that information flows back and forth between the public and decision-makers. One-way communications may be required throughout the community engagement process to ensure that those participating have the information they need to contribute meaningfully. A key factor of engagement is that decision-makers close the loop with those offering input by explaining how public input was considered and why public input was or was not reflected in the outcome of the decision. 1 From "Engage Bozeman" Community Engagement Initiative, pg. 5 7 www.mortengroup.com 2 Additionally, community members are valued as experts in their lived experience and day-to-day interactions with City services, projects, and processes. Community engagement efforts are founded on the idea that community members contribute to better outcomes by enriching the considerations before decision-makers and City staff. ● “Sustainable decisions”: result from effective community engagement and transparent decision-making processes. They result in community members’ satisfaction with the method used to reach a given outcome, EVEN IF they are not satisfied with the outcome itself. They bring us closer to establishing the trust, transparency, equity, and innovation outlined in our guiding principles. Sustainable decisions balance the long- term vision and current realities of a changing Bozeman. ● “Equality”: Sameness; treating everyone the same regardless of identity, life circumstance, or needs. The same resources or services may be available to all, but some people may face barriers in accessing or benefitting from them. ● “Equity”: Recognizing differences in people’s identity, life circumstances, and needs and ensuring that all are welcome, valued, and can thrive in our community. When we strive for equity, we intentionally create systems that are informed by people’s lived experiences so that everyone can access and benefit from available services and resources. ● “Diversity”: Variation and difference across individuals in a group, organization, or community. A group can be described as diverse when it is made up of individuals of varying characteristics. Some examples are race, ethnicity, language-spoken, nationality, cultural identity, spiritual practice, age, gender identity, gender expression, sexual orientation, ability, and income or socioeconomic status. When we strive for diversity, we honor the richness, value, and benefits of bringing people with different perspectives, identities, and experiences together. ● “Inclusion”: What we do with diversity. An individual, group, organization, or community is inclusive when differences and variation are leveraged and celebrated. When we strive for inclusion we are aware of how our words, actions, and beliefs impact others. Inclusive spaces are those in which people are respected, heard, and feel like they belong, even when they hold different identities, experiences, or perspectives from each other. ● “Belonging”: This definition will be crafted by the community during our engagement process. So far, the Belonging in Bozeman Core Team and several community members have come up with the following themes: ● Support, security, comfort, acceptance, understanding, purpose, ability to achieve full potential, authenticity, trust, openness, safety, confidence, pride, inclusion, representation, feeling respected, access, empathy, connection, language accessibility, possibility, agency, love, giving the same opportunities and different tools so everyone can succeed, and mental health access. KEY PARTNERS INTERNAL: Belonging in Bozeman core team, City Manager’s Office, Department Directors, Supervisors and managers, Frontline staff ADVISORY: City Commission, Economic Vitality Board EXTERNAL: External Steering Committee, Community Liaisons, a complete list of external partners is maintained internally 8 www.mortengroup.com 3 LEVEL & GOAL FOR COMMUNITY ENGAGEMENT We are collaborating with the community to develop visions, goals, and strategies for the Equity and Inclusion plan while working directly with community partners on time, resources, and partnerships needed for implementation. This document provides a roadmap for community engagement. Morten Group, LLC will be available for consultation on specific tactics and workflows for each item outlined in this document as the timeline progresses through the planning process. ENGAGEMENT TIMELINE PHASE ONE: DEFINE THE OPPORTUNITY Objective Inform the community of the project launch, outlining how they will be engaged, on what timeline, and how their input and feedback will be integrated into the plan. Timeline January - February 2023 Tactics ● Convene External Steering Committee ● Plan and host a community launch event to explain and set expectations around community engagement in the Equity and Inclusion Plan ● Establish ongoing communications with potential community partners Tools Press releases, Engage Bozeman project page, social media outlets, emails to community partners, community group site visits PHASE ONE TASK BREAKDOWN TASK CITY OF BOZEMAN BELONGING IN BOZEMAN (BIB) + EXTERNAL STEERING COMMITTEE (ESC) Convene External Steering Committee Early February Convene the External Steering Committee Attend External Steering Committee meeting Plan and implement a community launch event to explain and set expectations around community engagement in BIB Late February Plan online launch event with remarks from city, and introductions to key players Participate in online launch event Attend online launch event Establish ongoing communication with potential community stakeholders and partners Late February Establish initial communication and track community partners Support the development of outreach list 9 www.mortengroup.com 4 PHASE TWO: GATHER INFORMATION Objective Collect input and establish regular communication with community groups and partners on the development of: (1) historical narrative on equity/belonging in Bozeman; (2) vision statements adapted from Equity Indicator themes; and (3) the draft plan. Timeline March - August 2023 Engagement Tactics Engagement will continue throughout the planning process: (1) Hold meetings with relevant community partners to gather expertise and input on the story and history of belonging in Bozeman (2) Facilitate City-wide community member-led “Community Chats” to collect input on Equity Indicator themes to support drafting of vision statements (3) Disseminate a survey to collect feedback and information drafted vision statements (4) Host town hall sessions to share the plan and its timeline with the general public and collect reactions and feedback from community members (5) Community Liaisons amplify engagement and participation of their communities with support from City staff. Comms Tools Press releases, Engage Bozeman project page, social media outlets, emails to community partners, surveys for non-attendee feedback collection 10 www.mortengroup.com 5 PHASE TWO TASK BREAKDOWN TASK Timeline CITY OF BOZEMAN MORTEN GROUP BELONGING IN BOZEMAN (BIB) + EXTERNAL STEERING COMMITTEE (ESC) COMMUNITY Hold meetings with relevant community partners to gather expertise and input on the story and history of belonging in Bozeman February Schedule and facilitate meetings with community partners, send transcripts to MG Support CoB in developing agendas, collect and compile transcripts Review and respond to compiled notes from community partner meetings Participate in meetings and offer feedback as appropriate Facilitate City-wide community member- led “Community Chats” to collect input on Equity Indicator themes to support drafting of vision statements Mid-March Develop framework, identify and reach out to potential hosts; facilitate logistics and create feedback tool(s); communicate feedback to community Support creation of framework, feedback tools, and other items as appropriate Support identification of and outreach to potential hosts BIB: Commit to attending a community chat ESC: Commit to hosting (ESC) a Community Chat Host and attend community chats in accordance with framework and facilitation best practices provided by CoB Disseminate a survey to collect feedback and information drafted vision statements Mid-April Disseminate survey and collect responses to send to MG Facilitate session to draft vision statements, create agenda, and provide follow-up documentation BIB: Attend session to draft vision statements based on community feedback Complete survey as appropriate Host town hall sessions (in-person and/or online) to share updates on the plan and its timeline with the general public and collect reactions and feedback from community members Various Identify Town Hall hosts to work with on marketing; develop materials to share with hosts; lead panel on plan rollout Review and support the development of town hall agendas and facilitation guide(s) BIB: Work with City of Bozeman to present in at least one town hall ESC: Market events and support attendance of a diversity of individuals representing key communities Host and/or attend Town Halls Market events through professional channels 11 www.mortengroup.com 6 ENGAGEMENT STRATEGIES The strategies listed below align with communication opportunities throughout the process - they should be considered alongside and separate from the engagement timeline in the previous section. SUBJECT INFORM ENGAGE NOTES Project launch save- the-date Details around the event; what to look forward to as far as engagement (high-level - general dates and opportunities for participation) RSVP for the event; sign up for updates and more information; re-engage folks with equity indicator report Share a separate document with some bullets from findings, and a list of recommendations Project launch More details on engagement and a high-level overview of how feedback will be used Sign up to host a Community Chat; ask for a Town Hall to be brought into your community Should be immediate follow- up with expectations on when to hear next for potential CC hosts Community Chats High-level explanation of expectations (linked to complete details), what we want to accomplish (potentially with an example), and how feedback will be used Sign up to host a community chat Need to develop toolkits that include an info sheet with equity indicators and purpose of the chats, facilitation guide, and note taking template. Things to include/consider are: Ground rules to keep conversations respectful and productive, Potentially assign equity indicators themes so we get good input across all themes/vision statements Post-Community Chats Community Chat highlights (how many groups, how many participated, etc.); action items moving forward Host a town hall How do we focus on the voices we haven't heard in the past, while also providing opportunities for all to participate (1-2 sessions throughout the project to allow folks an opportunity to give feedback) Value statement review survey Parameters for feedback (TBD), a timeline for feedback, and how feedback will be used Complete the equity indicator recommendation review survey Post-survey Survey findings and action items moving forward RSVP for a town hall Post-Town Hall/Community Appreciation Express gratitude for the community members who participated and explain how the feedback gathered from the town Thank you! How will what we present here differ from what we give in the town halls? 12 www.mortengroup.com 7 SUBJECT INFORM ENGAGE NOTES halls is being used to implement the plan COMMUNICATION TOOLS TOOLS CITY OF BOZEMAN BIB/ESC Press releases, media advisories, etc. Develop materials, incorporate feedback, and finalize Supply quotes, blurbs, and review Email marketing + Provide contacts for email lists Social media posts + Share on social media accounts as appropriate Other, non-online tools Tabling and outreach by Community Liaisons, Belonging in Bozeman team, External Steering Committee members Engage Bozeman Platform Monthly newsletter updates, analog engagement has an online version on this hub A note on accessibility - Before the release of these materials, each item should be checked for accessibility, including but not limited to: color checking, screen reader compatibility, image descriptions, formatting such as font size and legibility, language considerations such as language and literacy levels, etc. 13 Community Liaison Position Description Background: The City of Bozeman and local partners are developing a plan to address equity and inclusion in the Bozeman area. The goal of the plan is to outline action steps for the City of Bozeman and other local organizations to take to make Bozeman a place where everyone feels welcomed, included, and like they can thrive regardless of their race, identity, or life circumstance. Many of the issues that people face such as housing, access to healthcare, or to information in their own language are issues that this plan may address. The Community Liaison’s role is to gather input from people in their communities who are affected by these issues. Learn more about the project at engage.bozeman.net/belonging Position description: Community Liaisons are well-connected, trusted leaders and relationship builders in their own neighborhoods or communities. The goal of Community Liaisons is to elevate voices and increase participation among underrepresented groups in the development of a city-wide Equity & Inclusion Plan. The City of Bozeman is looking to contract with three Community Liaisons to help reach different underrepresented groups including but not limited to the Spanish-speaking community, low-income households, BIPOC (black, indigenous, people of color) households, LGBTQ+, and/or people with disabilities. They receive regular support, training, compensation, and resources to engage their communities and gather input from residents where they live, eat, play, work, and/or worship. Terms and pay: This is a temporary, short-term position with the City of Bozeman. Community Liaisons are employees of the City of Bozeman and will be paid an hourly rate of $24. Community Liaisons may not work more than 90 days total. It is expected that Community Liaisons work an average of 10 hours a month. Skills needed: Ideal Community Liaison candidates will bring lived experience as part of an underrepresented community, be a natural relationship builder with community members of diverse backgrounds, and wholly dedicated to providing productive feedback, great attention to detail, and excellent communication skills throughout the length of this work. Tasks may include: • Participate in regular check-ins with fellow Community Liaisons and city staff to coordinate work • Co-design and co-facilitate culturally relevant outreach and engagement events and activities to elevate the voices of underrepresented communities • Review content and drafts related to the project; identify and examine issues related to community needs • Participate as a member of an external Steering Committee for the project 14 • Develop and maintain contact list; expand network of community member contacts; distribute information to community members and inform contacts of outreach/feedback opportunities • Present to community, staff, or City Commission on project findings and Community Liaison experience • Participate in professional development opportunities (e.g., leadership, communication, and collaboration skills) • Capture input from community members with their consent through notes, recordings, photos, etc. and help to summarize and incorporate input in the Equity & Inclusion Plan ______________________________________________________________________________ Questions? Contact Community Engagement Coordinator, Dani Hess at dhess@bozeman.net To apply: Please visit the city’s jobs site to fill out the online application and submit the materials below! 1. Letter of interest 2. Resume OR description of relevant experience 15