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HomeMy WebLinkAboutStaff Report 2307-173711.Receive the Human Relation Commission’s Recommendations on the Evaluation and Celebration of Additional Dates to Advance Race & Equity, Including Through City Recognition and City Paid Holidays and Provide Direction to Staff on Further Actions. CEQA status – not a project. City Council Staff Report From: City Manager Report Type: ACTION ITEMS Lead Department: Community Services Meeting Date: September 11, 2023 Report #:2307-1737 TITLE Receive the Human Relation Commission’s Recommendations on the Evaluation and Celebration of Additional Dates to Advance Race & Equity, Including Through City Recognition and City Paid Holidays and Provide Direction to Staff on Further Actions. CEQA status – not a project. RECOMMENDATION Staff recommends that City Council: 1. Receive the Human Relation Commission’s recommendations responding to the Council referral on the evaluation and celebration of additional dates to Advance Race & Equity and provide direction to staff on the implementation of HRC recommendations including which to further pursue (subject to meet-and-confer as necessary). 2. Refer the proposed standard framework and procedure for considering City recognition of events, individuals, and celebrations to staff for further review and refinement. EXECUTIVE SUMMARY The Human Relations Commission is responding to a Council referral to consider ways to recognize key dates to advance race and equity. In doing so, they also created a standard framework and procedure when considering City recognition of events, individuals, and celebrations for the Council’s consideration. Concurrent with the HRC review, the City Council has successfully completed multi-year contracts with all the City’s labor groups which included discussions surrounding recognition of key dates to advance race and equity. New contracts include a new provision, implemented in summer 2023, for a Day of Reflection/Historical Significance as a floating holiday for employees to be taken on any workday. Any changes to the City’s designated holidays would require a change to Palo Alto Municipal Code Section 2.08.100; a City holiday determines whether “municipal business” is to be suspended and would also require staff to meet and confer with the City’s employee bargaining units. BACKGROUND On March 7, 2022, Council considered a Colleagues’ Memo from Mayor Burt and Vice Mayor Kou titled Recognizing Key Dates to Advance Race & Equity1 in which they recommended the local recognition and celebration of dates of historic significance that provide “an important opportunity to increase community awareness and for us to acknowledge the struggles and accomplishments of groups who have been fundamental to the development of American society.” As the Human Relations Commission (HRC) has previously played a strong role in engaging on issues related to diversity in the community, it was suggested that the Commission give helpful input on how the dates identified in the Colleagues’ Memo could be celebrated, and the evaluation of the other possible holidays/remembrance days mentioned. The Council provided the following direction in the motion that passed (7-0) on March 7, 2022: MOTION: The City Council voted to formally recognize and celebrate the following dates: A. Juneteenth, Cesar Chavez and Dolores Huerta Day, and add Indigenous Peoples’ Day as dates of historic significance, and May as Asian American Native Hawaiian/Pacific Islander Heritage Month; B. Authorize Proclamations celebrating the above dates; C. Refer to the Human Relations Commission recommendations on how to best recognize and celebrate these dates (ones above); and D. Ask the HRC to evaluate recognition of Holocaust Remembrance Day and Armenian Remembrance Day and evaluate if October 11th should be re-designated as Italian Heritage Day. 1 City Council, March 7, 2022; Agenda Item #7. https://www.cityofpaloalto.org/files/assets/public/agendas- minutes-reports/agendas-minutes/city-council-agendas-minutes/2022/20220307/20220307pccsmamendedfinal- linked.pdf The HRC discussed the Council referral at its meetings on June 9, 20222, August 11, 20223, and September 8, 20224, and used as background and discussion guide a report5 written by Human Services staff. The June meeting was a discussion to review the staff report and ask questions about the referral, and motions were entertained at the August 11th and September 8th, 2022 meetings. Specifically, the HRC was asked to consider: •How best to recognize and celebrate the holidays listed in the Council motion •Evaluation of the addition of Holocaust Remembrance Day and Armenian Remembrance Day for local recognition •Whether October 11th should be re-designated as ‘Italian Heritage Day’ (note: the HRC recommendation on this was reported to Council on September 12, 20226) At the August 11th meeting, the Commission discussed and made a recommendation related to the observance of the second Monday in October. The motion passed 2-1 with one commissioner absent. HRC MOTION: The HRC recommends that the second Monday in October be recognized as Indigenous Peoples’ Day and Columbus Day to be as inclusive as possible. The HRC’s recommendation on the observance of the second Monday in October was brought to the Council on September 12, 2022. There was a consensus by the Council that the name of the holiday should not include reference to Columbus Day, but that there continue to be a recognition of the contributions of Italian Americans in the community, therefore, a motion was passed to recognize the second Monday of October as “Indigenous People’s Day and Italian Heritage Day”7. 2 Human Relations Commission, June 9, 2022; Agenda Item #3. https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/agendas-minutes/human-relations- commission/2022/6.09/20220609ahrcr.pdf 3 Human Relations Commission, August 11, 2022; Agenda Item #4. https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/agendas-minutes/human-relations- commission/2022/8.11/8-11-22-agenda.pdf 4 Human Relations Commission, September 8, 2022; Agenda Item #5. https://www.cityofpaloalto.org/files/assets/public/community-services/human-relations- commission/agendas/2022/9-8-22-hrc-agenda.pdf 5 Human Relations Commission, June 9, 2022; Agenda Item #3. https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/agendas-minutes/human-relations- commission/2022/6.09/20220609cmrhrc3.pdf 6 City Council, September 12, 2022; Agenda Item #11; SR #14689. https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/agendas-minutes/city-council- agendas-minutes/2022/20220912/20220912pccsm-amended-v2.pdf 7 City Council, September 12, 2022; Agenda Item #11; Action Minutes. https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/agendas-minutes/city-council- agendas-minutes/2022/20220912/20220912amccsm.pdf The HRC resumed discussion and consideration of the remaining Council referrals at their September 8, 2022 meeting8. The Commission also reviewed a framework to present to Council for use when considering new holidays/observance days in the future and used this framework as a “test run” in the review and consideration of the Council referred dates of significance. ANALYSIS As summarized above, the HRC had multiple discussions related to the referral from Council. This work has followed two specific actions, 1) establishing a standard framework for when considering City recognition activities, and 2) specifically addressing the days of significance the Council requested direction on. This is a report back on the Commission‘s discussion and is organized into these two categories. Staff recommend that the Council receive this report and the Commission’s recommendations and provide direction to staff on desired next steps including, but not limited to, referring to staff further work on the framework and procedure as well as any further actions to direct staff’s work on recognition of specific days of significance. HRC Proposed Standard Framework & Procedure When Considering City Recognition Activities In responding to the Council referral, the HRC felt that it was important to create and utilize a standard framework and procedure when considering City recognition of events, individuals, and celebrations to ensure a process that is easy to follow, fair and inclusive of our diverse population. Chair Kaloma Smith stated that understanding, acknowledging, and celebrating events important to different sectors of the community is modeling growth through cultural competency. The HRC is recommending that the Council consider the draft framework and request that staff refine it, create a visual “decision tree” to help individuals work through the process, and post on the City’s website. The elements of the framework are outlined below. Categories Description Calls to Service (Service Events, Days of Service Celebrations of people or events that are a match to the promotion of service within the community Times of Celebration Of people, events, and/or issues Awareness Days/Months Bring forth awareness of social issues that affect the community, i.e., suicide prevention; and the awareness and honoring of the history, triumphs and struggles of different sectors of the community Days of Remembrance City recognition of significant past events and/or persons Affinity Group Celebrations Recognition of different groups and their times of celebration 8 Human Relations Commission, September 8, 2022; Agenda Item #5. Action Minutes. https://www.cityofpaloalto.org/files/assets/public/community-services/human-relations- commission/minutes/2022/9-8-22-hrc-minutes.pdf Process for submission of consideration: •Council Initiated •Community Initiated •Staff Initiated •Commission Initiated Types of Approval: •Commission recommendation to Council •Staff Approved •Council Approved Levels of Recognition/Celebration: * Level Description Base Level Proclamation/Certificate of Recognition Mid-Level Medium level of staff/financial resources required (i.e., Co-sponsorship, Division/Department level assistance). Other local resources available/partners available. High Level Significant level of staff/financial resources required. Multiple Departments involved * It is important to note that the “level of recognition” refers to the level of city staff work/partners involvement in the recognition and does not correlate to the significance of the event. Council Referral Requesting the Review of Days of Significance The City Council requested recommendations from the HRC on the following: Juneteenth, Cesar Chavez and Dolores Huerta Day, Indigenous Peoples’ Day and Italian Heritage Day, Asian American Native Hawaiian/Pacific Islander Heritage Month, Holocaust Remembrance Day, and Armenian Remembrance Day. The HRC’s recommendations to Council on the two specific referrals are discussed below and all passed 4-0 by the Commission. 1) Consideration of recognition of Holocaust Remembrance Day and Armenian Remembrance Day - The HRC discussion centered around comments from Councilmembers at their March 7, 2022 meeting on the importance of knowledge and education of important events in history. MOTION: The HRC recommends to Council that it formally add Holocaust Remembrance Day and Armenian Remembrance Day for local recognition. 2) Consideration of how best to recognize and celebrate a series of Holidays, including Juneteenth, Cesar Chavez Day, Dolores Huerta Day, Indigenous Peoples’ Day, Asian American, Native Hawaiian, Pacific Islander (AANHPI) month, Holocaust Remembrance Day and Armenian Remembrance Day. The HRC discussion centered around how best to recognize and celebrate the events and individuals below and included those in the recommendations. As mentioned above, the HRC utilized the framework referenced above as a “test run” in the review and consideration of the Council referred dates of significance below. In doing so, they discovered that events could fit into several categories and that the level of recognition could change based on the availability of internal and external resources. In response to the HRC suggestion that Juneteenth and Cesar Chavez Days be paid days off for City employees, the HRC staff liaison shared that that the City was considering the concept of a floating holiday, so that employees could choose a day of historical significance to them. Feedback from the HRC was that establishing certain days as paid days off, instead of letting staff choose, gives weight, meaning and awareness of a day and shows what a community values. Attachment A provides a summary of the HRC’s “test run;” below is a table outlining the recommendation for recognition and celebration of the days requested. Holiday/Day of Significance HRC Recommendation for Recognition & Celebration Summarized Juneteenth, June 19 •Add to the City’s paid holidays •City join East Palo Alto in annual celebration event(s) Cesar Chavez, March 31 Dolores Huerta, April 10 •Add March 31 (state recognized day for Cesar Chavez) to the City‘s paid holidays and recognize both, Cesar Chavez Day and Dolores Huerta Day •City to connect with local LatinX and women’s groups to support and create awareness of Cesar Chavez and Dolores Huerta Day Indigenous Peoples’ Day, 2nd Monday October •Recognize as both Columbus Day and Indigenous Peoples’ Day ➢Currently recognized as a City paid holiday and referred to as “Indigenous Peoples’ Day and Italian Heritage Day”, removing reference to Columbus Day as of 2022 •City to connect with local Indigenous groups to support existing activities and to create new ones, such as a land acknowledgement ceremony at City Hall Asian American, Native Hawaiian, Pacific Islander (AANHPI) month, May •City to connect with local AANHPI affinity groups to support existing activities and possibly create new ones •Palo Alto Library and Palo Alto Council of Parent Teacher Associations (PTAC) also produce AANHPI awareness events Holocaust Remembrance Day, January 27 City to connect with local Jewish affinity groups to support existing activities and possibly create new ones Armenian Remembrance Day, April 24 City to provide a proclamation This Council, in response to this report, may receive this report from the HRC, or receive the report and provide direction to staff to implement all or pieces of the recommended recognition and celebration activities. Impacts of these recommendations range from the ability to support through existing resources, to amendments to the City’s municipal code for changes to the City’s designated holidays and labor agreements with the City’s various unions. City holidays are designated in the Palo Alto Municipal Code Sections 2.08.100, and a designation as a City holiday determines if “municipal business” is to be suspended. In addition, in parallel to the HRC’s discussion on this topic, City Council completed labor negotiations and approved a Day of Reflection/Historical Significance as a floating holiday for employees to be taken on any workday that is approved in advance by a supervisor. This offers flexibility and encourages employees to take a day to reflect and honor a significant event or cause that holds personal meaning to them. While it may align with historically recognized dates like Juneteenth or Dolores Huerta Day, it does not have to be limited to these specific occasions. Any changes to the City’s designated holidays would require staff to meet and confer with the City’s employee bargaining units. Government organizations vary in the days designated as holidays and or number of “floater holidays” provided in employee’s total compensation. When looking at some nearby organizations such as City of Santa Clara, Milpitas, Redwood City, San Jose, San Mateo, and Santa Clara County, the number of designated holidays ranges from 10 days to 15 days. Palo Alto has 12. When one accounts for both designated holidays and floating holidays these same agencies range from 12 to 17 days and Palo Alto has 13. The State of California has 11 designated holidays and 1 floating holiday, and the federal government has 11 designated holidays. FISCAL/RESOURCE IMPACT The resource impact depends upon the costs associated with City initiated and led activities for the holidays listed above, but staff believes that these to be generally low in most instances. Should the Council provide direction for the City to implement additional designated City holidays, staff estimates that total payroll on a holiday at current base wages and staffing level is approximately $635,000; it would be approximately $735,000 if fully staffed in all funds (approximately 67 percent of this would be General Fund). However, the actual impact of an additional holiday is the loss of a municipal business day plus the incremental financial cost for holiday-specific compensation, such as overtime stipulated in the City’s memoranda of agreement. In addition, City holidays typically suspend some on-street parking regulations as well as permitted construction and other noise-generating activities. STAKEHOLDER ENGAGEMENT The item was discussed at the June 9, 2022, August 11, 2022 and September 8, 2022 HRC meetings. Agendas are posted online and sent to interested community members via Gov Delivery. ENVIRONMENTAL REVIEW This activity is not a project under California Environmental Quality Act (CEQA) as defined in CEQA Guidelines, section 15378, because it has no potential for resulting in either a direct or reasonably foreseeable indirect physical change in the environment. ATTACHMENTS Attachment A: HRC Recommendations via Lens of Proposed Standard Framework APPROVED BY: Kristen O'Kane, Community Services Director ATTACHMENT A Below is a summary of the HRC’s “test run” of the framework and procedures for when considering city recognition activities for the days of significance requested by the City Council . Juneteenth (June 19) Observed: June 19/Federal Holiday Categories: Time of Celebration, Day of Remembrance, Awareness Day, Affinity Process: Community and Council initiated Type of Approval: Commission recommendation to Council Level: High Level HRC Motion: The HRC recommends that Juneteenth be added to the City’s paid holidays and that the City join East Palo Alto in celebration event(s). Cesar Chavez & Dolores Huerta Day Observed: Cesar Chavez (March 31/State Holiday), Dolores Huerta (April 10) Categories: Call to Service, Affinity Group, Time of Celebration Process: Council Initiated Type of Approval: Commission recommendation to Council Level: Mid-Level HRC MOTION: The HRC recommends to Council that Cesar Chavez Day and Dolores Huerta Day be observed on March 31 (state recognized day for Cesar Chavez). To observe the date, the commission recommends for the city to connect with local LatinX and women’s groups to support and create awareness of Cesar Chavez and Dolores Huerta Day. Additionally, the commission recommends for the day to be added to the City’s paid holidays (Cesar Chavez Day is currently a paid holiday for the employees of Santa Clara Coun ty). Indigenous Peoples’ Day Observed: Second Monday in October (See note *) Categories: Day of Remembrance, Affinity Groups, Day of Awareness Process: Council initiated Type of Approval: Commission recommended to Council Level: High Level *Note: The HRC recommended to Council that the second Monday in October be recognized as both Columbus Day and Indigenous Peoples’ Day, however; Council voted to recognize the second Monday in October as both Indigenous Peoples’ Day and Italian Heritage Day, removing reference to Columbus Day. HRC MOTION: The HRC recommends to Council that Indigenous Peoples’ Day be recognized by the city through connecting with local indigenous groups to support existing activities and to create new ones, such as a land acknowledgement ceremony at City Hall. Asian American, Native Hawaiian, Pacific Islander (AANHPI) month (May) Observed: May Categories: Awareness, Affinity Group, Call to Service Process: Community Initiation, Council Initiated Type of Approval: Commission recommendation to Council Level: Mid-Level HRC MOTION: The HRC recommends that Asian American, Native Haw aiian, Pacific Islander Month (AANHPI) be recognized by the city through connecting with local AANHPI affinity groups to support existing activities and to possibly create new ones. In addition to affinity groups, the Palo Alto Library and Palo Alto Council of Parent Teacher Associations (PTAC) also produce AANHPI awareness events. Holocaust Remembrance Day Observed: January 27 Categories: Day of Remembrance, Awareness Day Process: Council and community initiated Type of Approval: Commission recommendation Level: Mid-Level HRC MOTION: The HRC recommends that Holocaust Remembrance Day be recognized by the city through connecting with local Jewish affinity groups to support existing activities and to possibly create new ones. Armenian Remembrance Day Observed: April 24 Category: Day of Remembrance Process: Council initiated Type of Approval: Commission recommendation to Council Level: Base level HRC MOTION: The HRC recommends that Armenian Remembrance Day be recognized by the City through a proclamation.