HomeMy WebLinkAboutStaff Report 2404-2857CITY OF PALO ALTO
Policy & Services Committee
Special Meeting
Tuesday, August 13, 2024
7:00 PM
Agenda Item
4.Race and Equity Quarterly Report
Policy & Services Committee
Staff Report
From: City Manager
Report Type: ACTION ITEMS
Lead Department: City Manager
Meeting Date: August 13, 2024
Report #:2404-2857
TITLE
Race and Equity Quarterly Report to the Policy and Services Committee
RECOMMENDATION
Staff recommends that the Policy and Services Committee accept this informational update on
the City’s recent race and equity work.
BACKGROUND
As part of the City’s ongoing Race and Equity work, the City Council adopted a list of
assignments1 in November 2020 and most of the assignments have been completed. This
quarterly update report includes progress on the remaining two November 2020 assignments
and other efforts since the previous quarterly update reports to the Policy and Services
Committee on November 14, 20232 and March 12, 20243.
City Council received a presentation from Ivy Planning Group on the City Workplace Culture
assessment on April 22, 2024. The presentation included the objectives and assessment
methods used in analyzing data. Attachment B contains the summary minutes of City Council
meeting that took place on April 22nd, 2024. Additionally, City Council received a presentation
from staff on the Equity Action Plan 2024-20254. This action plan provides a clear framework for
actionable steps and measurable outcomes for DEIB initiatives.
1 City Council, November 16, 2020 Action Minutes: November 14, 2023 Action Minutes:
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=42697
2 Policy and Services Committee, November 14, 2023, Agenda Item #4, SR# 2309-2054
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=52358
3 Policy and Service Committee Tuesday, March 12, 2024, Agenda Item #1, SR# 2402-2655
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=52744
4 2024 and 2025 Race & Equity Action Plan: https://www.cityofpaloalto.org/files/assets/public/v/1/city-
manager/race-amp-equity/equity-workplan-2024.pdf
ANALYSIS
Staff continues to actively move forward with the City’s diversity, equity, inclusion, and
belonging efforts. In addition to the City Council’s actions in November 2020, the City has been
actively engaged in many community initiatives, conversations, and events related to race,
equity, and culture. These updates are provided at the end of this memo. Staff will continue
sharing information about race and equity efforts through the City’s communications channels
and update the Race and Equity webpage at www.cityofpaloalto.org/raceandequity. Updates
on the Race and Equity reports will also be reflected in upcoming blogs at Palo Alto’s Race and
Equity Page5.
In collaboration with Ivy Planning Group, staff developed an Equity Action Plan6 that outlines
Diversity, Equity, Inclusion and Belonging efforts to take place throughout calendar year 2024
through calendar year 2025. This action plan provides a clear framework for actionable steps
and measurable outcomes and includes efforts such as RIPA data analysis and CEDAW
(Convention on the Elimination of all forms of Discrimination Against Women) among other
efforts. The intention of the Equity Action Plan is to clearly describe the work to be done and to
set specific goals and objectives which ensures accountability and continuous progress. Staff is
kicking off projects in the Equity Action Plan and will provide applicable updates in the next
quarterly report.
The table below provides updates on the remaining two assignments from the original 17
assignments given by the City Council in November 2020 pertaining to the City’s Race and
Equity efforts. The status updates provided below outline the most recent action and
anticipated upcoming work. The 15 completed assignments are listed in detail in the prior
update reports and are summarized in Attachment A. For the remaining items, there are
further updates below the table, including for Assignments C, L, and Completed Assignment D
(related to mental health response programs).
Starting after the full
implementation of the
Records Management
System (RMS) and the
first data collection
period, direct Staff to
resume annual data
Partially Complete: The first part related to annual data
collection is complete and information is available online at
the Racial and Identity Profiling Act (RIPA) Data – City of
Palo Alto, CA 7webpage. More details are provided below
this table for reference. Regarding the second part of this
work assignment related to analysis of the RIPA data, City
Manager’s Office staff in partnership with the Police
5 Race and Equity Page https://www.cityofpaloalto.org/Departments/City-Manager/City-Policy-Initiatives/Race-
Equity
6 2024 and 2025 Race & Equity Action Plan: https://www.cityofpaloalto.org/files/assets/public/v/1/city-
manager/race-amp-equity/equity-workplan-2024.pdf
7 Racial and Identity Profiling Act Data: https://www.cityofpaloalto.org/Departments/Police/Public-Information-
Portal/Racial-and-Identity-Profiling-Act-RIPA-Data
Assignment Work Assignment Status
collection and analysis
of police contact data
similar to the previous
Stop Data reports.
Department are working with the National Policing Institute
who is researching and evaluating the City‘s 2022 and 2023
full RIPA datasets (same data as public dashboard). NPI is
doing the foundational work of helping the City organize
future ongoing analysis of this data.
L Direct Staff, in
coordination with the
City’s overall diversity
and inclusion efforts,
to conduct a workforce
demographic
assessment as baseline
information and to
pursue an employee
assessment to measure
City workforce culture.
Partially Complete: Ivy Planning Group presented their
Workforce Culture Assessment and staff presented the
2024-2025 Equity Action Plan at the April 22 City Council
meeting. No updates related to demographics summaries in
this quarter. (Last quarter update regarding demographics:
Staff will share the demographic summaries on a Human
Resources webpage when complete).
Further Details
Assignment C Additional Details:
The Police Department released the updated RIPA Dashboard8 in June 2024. The dashboard
now reflects 2022 and 2023 data. Staff provided updates through the City’s communication
channels.
The Police Department and the City Manager’s Office continue to work with National Policing
Institute on an analysis of the City’s 2022 and 2023 RIPA data. NPI projects that they will have
their analysis completed in late 2024 or early 2025.
Assignment L Additional Details:
As part of the ongoing commitment to creating a workplace that is committed equity, inclusion,
and well-being, the City is offering trainings to staff since this showed up in the completed
assessment. One training offered was the Mental Health First Aid training designed to build and
enhance essential skills to support one another and recognize the signs of a mental health
crisis.
The City has organized multiple sessions, in partnership with Momentum for Mental Health, to
accommodate varying schedules and participation for staff throughout the organization is
highly encouraged. Funding for these particular trainings comes from the Federal Community
8 Racial and Identity Profiling Act Data: https://www.cityofpaloalto.org/Departments/Police/Public-Information-
Portal/Racial-and-Identity-Profiling-Act-RIPA-Data
Project Funding grant through Congresswoman Eshoo. Over 125 people have been trained in
Mental Health First Aid and outreach has been conducted to 246 individuals throughout the
community. Additionally, case management has been provided to 24 individuals. These Mental
Health First Aid trainings are helping to expand awareness and normalize the discussion of
mental health and supporting colleagues in the community.
Assignment D (completed) Update:
Human Relations Commission
in August. At the June 20, 2024, HRC meeting9, the Commission hosted a panel of 11 diverse
faith leaders to better understand the communities that they serve, their needs and ways in
which the faith community can work with the city.
Art Center
Between January 20 and April 7, 2024, the Palo Alto Art Center featured the exhibition In Feast
or Famine, which highlighted the role that food plays in connecting people to culture and each
other through art. Participating artists highlighted their unique perspectives on food culture
through compelling works in a wide range of media. More than half of the artists in the
exhibition identified as Asian American, Filipino, Southeast Asian, or Latinx.
The Art Center kicked off the summer exhibition What’s Cookin?: Art about food, culture and
community on June 22nd, 2024. This juried show features 60 diverse artists showcasing their
own individual and cultural connections to food—from pan muerto to pho, from chai to
escargot. This exhibition concludes the Art Center’s year-long food series which closes on
August 18th, 2024.
Public Art
Alma Landeta, the 2024 King Artist in Residence offered a free workshop on June 12th, 2024, at
the Mitchell Park Library Midtown Room. The public practiced close observation through the
process of creating portraits. This fun and free workshop was for community members at any
art level, no art experience was required. All ages were welcome.
Additionally, on Thursday, June 20, 11:00AM – 2:00PM, at Cubberley Community Center Studio
E6, Alma Landeta held open studio drop-in hours. This was an opportunity for community
members to visit the artist in their studio and learn more about their practice and goals for the
residency.
Library
-Adults:
•Weekly ESL Conversation Group
•Quarterly ESL: Beyond the Basics Series
•Weekly Tai Chi Program
•Monthly Zumba for all-ages
•February: UNAFF Documentary Viewing of Lessons in Fear
9 Human Relations Commission, June 20, 2024 Agenda Packet,
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=6914
•March: Art Workshop: Portraits with Pencils (in Mandarin)
•May:
•NAFF Documentary Viewing of Learning to Skateboard in a Warzone (If
You’re a Girl)
•UNAFF Documentary Viewing of Sing Your Song: The Life of Harry
Belafonte
•June: Mental Health First Aid Workshops
-Kids:
•March:
•Women’s History Month (3/2/24): The Library hosted an all-ages event
celebrating women’s history in K-12 schools with author Kate Schatz of
the Rad American Women series and suffrage historian Dr. Wendy Rouse.
Activities included a talk, book signing, and themed craft led by students.
Local high school teachers Kristen Kelly & Serene Williams also shared
their work on a national campaign to advocate for an AP U.S. Women’s
History course.
•Various WHM Storytimes (3)
•April: Activism Workshop with Direct (PALY HS group)
-Pride: Includes creating online book lists and blogposts, as well as in-house displays at all
locations:
•Various Storytimes (3)
•Karaoke with PRIDE for Teens & Young Adults
•Community Portrait Workshop with King Residency Artist
•Documentary Viewing of Every Body
-Summer Reading for a Cause 2024: “Everyone’s a Reader!”
•The Library’s Summer Reading for a Cause program launched on June 1! This
summer’s challenge is for all participants to read 2000 hours, and the Library will
donate $2500 to the Downtown Streets Team, through the Friends of the Palo
Alto Library. Under the theme "Everyone's a Reader!", we encourage
participants to read or listen daily, whether it's books, articles, audiobooks, or
storytimes. We want to remind everyone that all reading counts, regardless of
language, proficiency level and interests. All-ages events will take place all
summer long, and participants can track their reading online or on a paper log.
-Celebrating Cultures: Includes creating online book lists and blogposts, as well as in-
house displays at all locations:
•Black History Month (FEB):
•Various Storytimes: Various Storytimes (3)
•Button-Making Pop-Up for Teens Craft
•Lunar New Year (FEB 10):
•LNY Festival (2/10/24): Over 500 attendees came out to celebrate the
LNY which featured music, dance and martial arts performances, and
crafts for all ages.
•Various Storytimes (3)
•Family Craft Lunar New Year Dragon Puppet
•Nowruz (3/9/24): Over 450 attendees came out to enjoy our Nowruz celebration,
which included classical Persian music and dance performances, a haft-seen
display, and crafts.
•Asian American Native Hawaiian & Pacific Islander Month:
•Various storytimes (3)
•Discovery of Anime & Manga with Author Oliver Chin
•Cupcake Liner Dumplings Craft
•Heritage Tiles Craft
•Button-Making Pop-Up for Teens Craft
•Jewish American Heritage Month:
•Storytime
•Documentary Viewing & Author Discussion: David Arben’s Life of Miracles
& Successes
FISCAL/RESOURCE IMPACT
Funding for the work described within this report was appropriated and contracts encumbered
in FY 2024. The contracts have continued into FY 2025 and any funding remaining in FY 2024
will be recommended to be reappropriated into FY 2025 as part of the annual reappropriation
recommendation to the City Council, estimated for October 2024. Funding in subsequent years
is subject to Council approval as part of the annual budget process.
STAKEHOLDER ENGAGEMENT
Community engagement is an integral part of Palo Alto’s race and equity work. Engaging the
community at large to provide feedback for the City’s Race and Equity strategy has been a
priority throughout this process as shown in the Framework. The City continues to engage the
community through a series of Race and Equity conversations. Updates on the City’s ongoing
efforts can be found on the Race and Equity webpage on the City website
(www.cityofpaloalto.org/raceandequity). Staff is also planning an updated Community blog
with the information contained within this report. The blog will be posted on the City’s Medium
page at: https://medium.com/paloaltoconnect.
ENVIRONMENTAL REVIEW
Not a project.
ATTACHMENTS
Attachment A: R&E Completed Assignments
Attachment B: City Council Summary Minutes, April 22, 2024 Study Session
APPROVED BY:
1
Attachment A – R&E Assignments Completed as of the February 2022 Quarterly Report
This information was attached to the June 2022 R&E Updates Report
Assignment Work Assignment Status
A
Adoption of the mission statement as a
guiding statement of the City’s commitment
to make equity a foundational principle in
the City’s operational work;
Completed: the mission statement was
adopted by City Council on November 16,
2020.
B
Expedite implementation of the new
police records management system (RMS)
with quarterly reports to Council, and to
return with the necessary agreements for
the records management system allowing
for Racial and Identity Profiling Act (RIPA)
implementation;
Completed. A detailed update is included
below these tables.
D
Work with Santa Clara County on
implementation of participation in the
Santa Clara County Psychiatric Emergency
Response Team (PERT) program and the
Mobile Crisis Response Teams (MCRT)
program and to return to the City Council
with any necessary agreements for program
participation;
Completed. An update on this item is
included below these tables. Staff
continues to work on alternative service
programs through partnership with Santa
Clara County.
E
Develop/update a policy on the timing of
records release related to investigations that
qualify for public disclosure under SB 1421
and AB 748;
Completed: Earlier this year staff finalized
procedures and workflow related to the
release of records associated with
investigations that qualify for public
disclosure under SB 1421/AB 748.
F
Amend and expand the current Independent
Police Auditor’s (IPA) scope of services to
include all administrative use of force reports
where a baton, chemical agent, TASER, less-
lethal projectile, canine, or a firearm is used,
and all cases where the subject’s injuries
necessitate any treatment beyond minor
medical treatment in the field;
Completed: The City Council approved a
contract amendment with the IPA on June
14, 2021 which includes this language as
part of the expanded scope of services.
The first report to include this expanded
scope will be the next IPA report. The
August 30 report was written at the same
time the contract scope was amended
thus it did not include the expanded
scope. The staff cover memo for the
August report contained the summary of
IPA contract amendment items.
G
Maintain an every six (6) months schedule
for IPA reports to City Council containing
reviews ready at the time of the report; and
for the IPA to provide an audit workplan to
the City Council for approval;
Completed: The City Council approved a
contract amendment with the IPA on June
14, 2021 which includes this language as
part of the expanded scope of services.
Attachment A - Completed Assignments
2
Assignment Work Assignment Status
This new schedule of report release
started in August 2021.
The most recent IPA reports were
published on March 22 and August 30,
2021, as informational memos. The staff
cover memo for the August report
contained the summary of IPA contract
amendment items.
H
Include use of force information to the
regular Supplemental Report submitted to
the City Council as a cover memorandum
to each IPA report;
Completed. The use of force (UOF)
information for Dec. 2020-Dec. 2021 as
an annual report of a full calendar year of
data will be released with the next IPA
report in February 2022. This information
will be shared for the year 2022 in early
2023. The report includes all uses of force
similar to the June 2020 report. The use
of force (UOF) information for Jan. 1,
2015 – June 1, 2020 is available online
https://tinyurl.com/4kwwy6xb).
I
Refer the police reform legislative priority
thoughts and input to the Policy and Services
Committee who will be discussing the City’s
legislative priorities in December 2020;
Completed: This recommendation has
been completed; it was included in the
City Council-adopted legislative guidelines
CMR #11968:
https://tinyurl.com/evzjwhpw) in
February 2021. Staff and the legislative
advocates continue to track bills. The City
weighed in on several police reform bills
as well.
J
Refer all race and equity work to the Policy
and Services Committee for citywide
diversity and inclusion practice areas and
policing practice areas;
Completed: The P&S Committee has been
receiving quarterly updates and discussion
items related to the City Council Social
Justice priority and Race and Equity.
Staff is working to get supplemental help
to assist the City with developing a race
and equity roadmap, training, and staff
assessments.
M
Policy and Services CEDAW
recommendation: Direct Staff to proceed
with a community summit on gender equity
issues and next steps in Palo Alto;
Completed: The Palo Alto Summit on
Women and Girls took place on June 12,
2021 with keynote speaker Lori Nishura
Mackenzie. Information online at:
https://www.cityofpaloalto.org/Events-
3
Assignment Work Assignment Status
Directory/City-Manager/Summit-on-
Women-Girls. Potential additional steps
and other recommendations are included
in this staff report.
N
If the County does not assign a resource to
Palo Alto in the next six months, refer to
Policy and Services Committee the
exploration of the feasibility of a CAHOOTS-
type program;
Completed: The County has assigned a
PERT resource to the City of Palo Alto.
O
Amend the contract to require the
Independent Police Auditor (IPA) to meet
with the City Council in open session twice a
year with each report;
Completed: The City Council approved a
contract amendment with the IPA on June
14, 2021 which includes this language as
part of the expanded scope of services.
The first of these meetings with the IPA
will occur on September 13, 2021.
P
Refer to the Policy and Services Committee
consideration of the Independent Police
Auditor (IPA) oversight of internal complaints
regarding misconduct related to harassment,
discrimination, or retaliation resulting in city
investigation of uniformed officers.
Completed: The Policy and Services
Committee fulfilled this City Council
referral and had this discussion at the
April 13, 2021 meeting. The staff report is
online as well as the action minutes. The
Committee voted to recommend the City
Council direct Staff and IPA to include
harassment, retaliation and discrimination
claims within the IPA scope; and research
best practices to balance the needs of
transparency and public oversight while
preserving the anonymity of
complainants, witnesses and the subject.
The City Council approved a contract
amendment with the IPA on June 14, 2021
which includes this language as part of the
expanded scope of services.
Q
Direct Staff to work with IT to streamline
publishing police policy updates to the City
website on a quarterly basis.
Completed: The Police Department found
a solution to streamline the redaction
process to make quarterly updates. The
policy was last updated on May 1, 2021.
SUMMARY MINUTES
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Summary Minutes: 04/22/2024
She also stated that SB 9 had been struck down, which was a win for charter
cities.
STUDY SESSION
3. Race and Equity Update: Assessment Report from Ivy Planning Group
on City Workplace Culture and 2024-2025 (Calendar Years) Equity
Action Plan
Ed Shikada, City Manager, explained this was the product of a several-
month effort following up on prior Council direction related to race and
equity as a Council priority.
Chantal Cotton Gaines, Deputy City Manager, provided an overview of this
topic and of Ivy Planning Group. She read the City's Equity Mission
Statement
Janet Smith, Co-founder & President Ivy Planning Group, gave further
background on Ivy Planning Group. She then discussed the assessment that
was done, including the objectives and the assessment methods. There were
five key themes identified, each of which she discussed in depth. Those
themes were the City of Palo Also has some infrastructure in place that can
enable Diversity, Equity, Inclusion, and Belonging (DEIB) success;
employees often feel they are treated poorly by the public and would like
more support to navigate difficult interactions; the City is missing a
structured approach to DEIB; some people processes encourage while others
inhibit the advancement of DEIB; and the lack of follow-through and the
history of exclusionary practices has made people question the City's
dedication to DEIB. Using those themes, the consultants built a draft DEIB
blueprint with four key goals: DEIB infrastructure, workforce, workplace, and
community. She highlighted actions to take in each of those four areas.
Deputy City Manager Cotton Gaines noted that Staff developed three
categories to be carried year over year as broader themes within Palo Alto's
DEIB work, cultivating experiences and appreciation, fostering an inclusive
environment, and applying an equity lens, all with a focus on people,
purpose, and practice. She further reviewed the Equity Action Plan in each
category, all included in the meeting packet.
Council Member Veenker stated she enjoyed the interview she had during
this process as it forced her to think through these issues more deeply.
Noting that participation was voluntary and there was only 29%
participation, she questioned how that might have skewed the results and
SUMMARY MINUTES
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Summary Minutes: 04/22/2024
why that happened. She described that one thing done at the January
retreat was to change the Council's priority Community Health and Safety to
Community Health, Safety, Wellness, and Belonging. She hoped that was a
step in the right direction along with the plan outlined. She also commented
on the importance of mentoring as a link between equitable hiring and
promotion.
Deputy City Manager Cotton Gaines explained the focus groups were done at
the end of July last year, which was a difficult time of year and impacted the
ability of Staff to participate.
Ms. Smith felt the study had balanced perspectives with multiple voices. She
felt communication was important to make changes so that people
understand it really matters. It is critical to allocate resources around this
matter, and once the action plan is laid out, anything that supports
accountability is important.
Gary Smith, Co-Founder of Ivy Planning Group, agreed that mentoring was
one aspect of ensuring the entire employee life cycle is performing the best
it can.
Mayor Stone asked if the responses of the various participants were similar
across different job classifications. He noted the uniform grievance that staff
members felt mistreated by the public was disturbing and wondered if it was
a more systemic issue. He liked the recommendation to include DEIB
performance metrics in employee evaluations and asked if that has worked
in other cities.
Ms. Smith responded there were similarities in the themes and that Staff
who were more public facing had stories about what it felt like to be a city
employee. Employees at the lowest levels or younger employees cared more
about being developed. Demographics drove some of the variants, and some
job functions were disproportionally one demographic more than another.
She noted not everyone felt they were being mistreated, but it was more
than you would want. Mistreatment was primarily talked about as from the
community, not peer-to-peer or from bosses. She explained the DEIB
performance metrics work when there is a culture of accountability.
Council Member Lythcott-Haims asked if there were specific
recommendations for the campaign design to increase public awareness of
Staff. She asked how Palo Alto is doing compared to other clients or
employers and whether there was anything either novel or concerning. She
noted the focus groups were described around race, gender, and tenure and
questioned how to get at the root of more subtle distinctions around class,
education, and perceived worth stemming from one's job. She also
SUMMARY MINUTES
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mentioned LGBTQ and disabled individuals had to self identify in the focus
groups and wondered how the other characteristics were not considered self
identified. She pointed out that if any members of the Staff were interested
in having a Pride event, she was interested in that conversation.
Mr. Smith explained that a big part of it is creating a sense of connection.
People treat people differently when they feel connected to them. He felt
that if this study were repeated today, the participation rate would be
different as people see that the City is still committed to this idea.
Ms. Smith noted that Palo Alto's location makes the City different. The
socioeconomic differences of residents and Staff cause questions of
belonging. The Council and City continuing to engage around and speak for
DEIB will demonstrate its importance.
Deputy City Manager Cotton Gaines noted the information on Staff regarding
race, tenure, and gender is held within an employee's file, but LGBTQ and
disability status are not. Those options had to be self selected.
Council Member Kou asked if the City included employees with
developmental disabilities. She felt that was another group to include.
PUBLIC COMMENT:
1. Aram J. (Zoom) wanted to know the cost of the Ivy Planning Group
consultation. He was offended that the police department claimed not
to be appreciated, as he believed the department had a history of
racism. He wondered if the citizens were asked how they felt about
law enforcement.
2. Elizabeth G. (Zoom) underscored that housing was critical to feeling
included and feeling like there is equal access. She felt housing and
the wage component were missing from this discussion.
3. Winter D. (Zoom) was unsure how to make the analysis and
suggestions concrete. She was glad the review was done. She felt
things were going in the right direction after the Independent Police
Auditor's report, partly thanks to the cooperation, new leadership,
and new policies of the Palo Alto Police Department.
NO ACTION
CONSENT CALENDAR