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Home My WebLink About01-04-2023 HRC Agenda Packet Human Relations Commission AGENDA Wednesday, January 4, 2023, 5:00 p.m. Council Chambers, 990 Palm Street, San Luis Obispo The City of San Luis Obispo has returned to in-person meetings. Zoom participation will not be supported. For those attending in-person, City facilities will be at limited capacity and masks are strongly recommended. INSTRUCTIONS FOR PUBLIC COMMENT: Public Comment prior to the meeting (must be received 3 hours in advance of the meeting): Mail - Delivered by the U.S. Postal Service. Address letters to the City Clerk's Office at 990 Palm Street, San Luis Obispo, California, 93401. Email - Submit Public Comments via email to advisorybodies@slocity.org. In the body of your email, please include the date of the meeting and the item number (if applicable). Emails will not be read aloud during the meeting. Voicemail - Call (805) 781-7164 and leave a voicemail. Please state and spell your name, the agenda item number you are calling about, and leave your comment. Verbal comments must be limited to 3 minutes. Voicemails will not be played during the meeting. *All correspondence will be archived and distributed to members, however, submissions received after the deadline will not be processed until the following day. Public Comment during the meeting: Meetings have returned to an in-person format. To provide public comment during the meeting, you must be present at the meeting location. Electronic Visual Aid Presentation. To conform with the City's Network Access and Use Policy, Chapter 1.3.8 of the Council Policies & Procedures Manual, members of the public who desire to utilize electronic visual aids to supplement their oral presentation are encouraged to provide display-ready material to the City Clerk by 12:00 p.m. on the day of the meeting. Contact the City Clerk's Office at cityclerk@slocity.org or (805) 781-7114. Pages 1.CALL TO ORDER Chair Colyer-Worth will call the Regular Meeting of the Human Relations Commission to order. 2.PUBLIC COMMENT FOR ITEMS NOT ON THE AGENDA The public is encouraged to submit comments on any subject within the jurisdiction of the Human Relations Commission that does not appear on this agenda. Although the Commission will not take action on items presented during the Public Comment Period, the Chair may direct staff to place an item on a future agenda for discussion. 3.CONSENT Matters appearing on the Consent Calendar are expected to be non- controversial and will be acted upon at one time. A member of the public may request the Human Relations Commission to pull an item for discussion. The public may comment on any and all items on the Consent Agenda within the three-minute time limit. 3.a CONSIDERATION OF MINUTES - DECEMBER 7, 2022 HUMAN RELATIONS COMMISSION MINUTES 5 Recommendation: To approve the Human Relations Commission Minutes of December 7, 2022. 4.BUSINESS ITEMS 4.a STUDY SESSION ON THE PUBLIC ENGAGEMENT MANUAL PROJECT UPDATE 11 Recommendation: Receive a presentation from Public Communication Manager Whitney Szentesi pertaining to the Public Engagement Manual Project and hold a Study Session to provide feedback. 4.b HUMAN SERVICES GRANT SUBCOMMITTEE ASSIGNMENTS 43 Recommendation: Assign three (3) Human Relations Commissioners to the 2023-2024 Human Services Grant Subcommittee to review applications and make funding recommendations to the HRC as a whole 4.c STUDY SESSION ON THE DEVELOPMENT OF A DIVERSITY, EQUITY, AND INCLUSION AND ECONOMIC DEVELOPMENT BUSINESS GRANT PROJECT PLAN 45 Recommendation: Hold a Study Session to provide feedback to staff for the development of a Diversity, Equity, and Inclusion and Economic Development Business Grant Project Plan. 4.d APPROVE COMMISSIONER LIAISON ASSIGNMENTS FOR RECIPIENTS OF GRANTS-IN-AID FUNDING 51 Recommendation: Assign HRC Commissioners to serve as liaisons to all Grants-in-Aid Grant recipients. 5.COMMENT AND DISCUSSION 5.a STAFF & COMMISSIONER UPDATES AND AGENDA FORECAST Receive a brief update from Diversity, Equity, and Inclusion Management Fellow Matthew Melendrez. 6.ADJOURNMENT The next Regular Meeting of the Human Relations Commission is scheduled for February 1, 2023 at 5:00 p.m. in the Council Hearing Room at City Hall, 990 Palm Street, San Luis Obispo. LISTENING ASSISTIVE DEVICES are available -- see the Clerk The City of San Luis Obispo wishes to make all of its public meetings accessible to the public. Upon request, this agenda will be made available in appropriate alternative formats to persons with disabilities. Any person with a disability who requires a modification or accommodation in order to participate in a meeting should direct such request to the City Clerk’s Office at (805) 781-7114 at least 48 hours before the meeting, if possible. Telecommunications Device for the Deaf (805) 781-7410. Agenda related writings or documents provided to the Human Relations Commission are available for public inspection on the City’s website, under the Public Meeting Agendas web page: https://www.slocity.org/government/mayor- and-city-council/agendas-and-minutes. Meeting audio recordings can be found on the City’s website: http://opengov.slocity.org/WebLink/Browse.aspx?id=60981&dbid=0&repo=CityCl erk 1 Human Relations Commission Minutes December 7, 2022, 5:00 p.m. Council Hearing Room, 990 Palm Street, San Luis Obispo Human Relations Commissioners Present: Commissioner Catuih Campos, Commissioner Megan Souza, Vice Chair Angie Kasprzak, Chair Dusty Colyer-Worth Human Relations Commissioners Absent: Commissioner Stephanie Carlotti, Commissioner Jesse Grothaus, Commissioner Taryn Warrecker City Staff Present: Deputy City Manager Greg Hermann, Diversity, Equity, and Inclusion Management Fellow Matthew Melendrez _____________________________________________________________________ 1. CALL TO ORDER A Regular Meeting of the San Luis Obispo Human Relations Commission was called to order on December 7, 2022 at 5:00 p.m. in the Council Hearing Room a t City Hall, 990 Palm Street, San Luis Obispo, by Chair Colyer-Worth. 2. PUBLIC COMMENT FOR ITEMS NOT ON THE AGENDA Public Comment: None --End of Public Comment-- 3. CONSENT 3.a CONSIDERATION OF MINUTES - NOVEMBER 2, 2022 HUMAN RELATIONS COMMISSION MINUTES Motion By Commissioner Souza Second By Commissioner Campos To approve the Human Relations Commission Minutes of November 2, 2022. Ayes (4): Commissioner Campos, Commissioner Souza, Vice Chair Kasprzak, and Chair Colyer-Worth Absent (3): Commissioner Carlotti, Commissioner Grothaus, and Commissioner Warrecker CARRIED (4 to 0) Page 5 of 52 2 4. BUSINESS ITEMS 4.a CONSIDERATION OF THE 2023-24 COMMUNITY DEVELOPMENT BLOCK GRANT FUNDING RECOMMENDATIONS Assistant Planer Owen Goode and Deputy City Manager Greg Hermann presented the staff report and responded to Commission inquiries. Chair Colyer-Worth opened Public Comment Public Comments: Devon McQuarde Scott Smith --End of Public Comment-- Chair Colyer-Worth closed Public Comment Motion By Commissioner Souza Second By Vice Chair Kasprzak The Human Relations Commission reviewed the funding recommendations for the 2023-24 Community Development Block Grant Program and recommends the City Council approve them as presented. Ayes (4): Commissioner Campos, Commissioner Souza, Vice Chair Kasprzak, and Chair Colyer-Worth Absent (3): Commissioner Carlotti, Commissioner Grothaus, and Commissioner Warrecker CARRIED (4 to 0) 4.b PRESENTATION ON CURRENT INITIATIVES REGARDING SUSTAINABILITY, CLIMATE ACTION, AND DIVERSITY, EQUITY, AND INCLUSION Sustainability Manager Chris Read provided a presentation on the Office of Sustainability and Natural Resources current initiatives regarding sustainability, climate action, and their intersections with diversity, equity, and inclusion. Chair Colyer-Worth opened Public Comment Public Comments: None --End of Public Comment-- Chair Colyer-Worth closed Public Comment Page 6 of 52 3 Action: The Human Relations Commission received a presentation from the staff in the Office of Sustainability and Natural Resources on their current initiatives regarding sustainability, climate action, and their intersections with diversity, equity, and inclusion. This was an informational item; no formal action was taken. 4.c ASSIGN HUMAN RELATIONS COMMISSIONER LIAISONS TO RECIPIENTS OF GRANTS-IN-AID AND DIVERSITY, EQUITY, AND INCLUSION GRANT FUNDING Deputy City Manager Greg Hermann and DEI Management Fellow Matthew Melendrez presented the staff report and responded to Commission inquiries. Chair Colyer-Worth opened Public Comment Public Comments: None --End of Public Comment-- Chair Colyer-Worth closed Public Comment Motion By Commissioner Souza Second By Commissioner Campos Approve the following assignments of Human Relations Commissioners to serve as liaisons to organizations that have been selected to receive Grants-In-Aid and Diversity, Equity, and Inclusion Grant funding: Commissioner Name Organization Name Angie Kasprzak GALA Pride & Diversity Angie Kasprzak Richard Poncho Gonzalez Youth Foundation Angie Kasprzak San Luis Coastal Education Foundation Catuih Campos Central Coast Coalition for Undocumented Student Success Catuih Campos SLO County UndocuSupport Catuih Campos Hospice of San Luis Obispo County Page 7 of 52 4 Commissioner Name Organization Name Dusty Colyer-Worth Downtown SLO Dusty Colyer-Worth Leadership SLO Dusty Colyer-Worth R.A.C.E. Matter SLO Jesse Grothaus Boys & Girls Club Jesse Grothaus Independent Living Resource Center, INC Jesse Grothaus SLO Noor Foundation Megan Souza Restorative Partners Megan Souza SLOMA Megan Souza City Farm SLO Stephanie Carlotti Diversity Coalition Stephanie Carlotti San Luis Obispo Hillel Stephanie Carlotti San Luis Obispo International Film Festival Taryn Warrecker Asian American & Pacific Islanders of SLO Taryn Warrecker CASA Taryn Warrecker Transitions Mental Health Association Ayes (4): Commissioner Campos, Commissioner Souza, Vice Chair Kasprzak, and Chair Colyer-Worth Absent (3): Commissioner Carlotti, Commissioner Grothaus, and Commissioner Warrecker CARRIED (4 to 0) Page 8 of 52 5 5. COMMENT AND DISCUSSION 5.a STAFF & COMMISSIONER UPDATES AND AGENDA FORECAST Deputy City Manager Greg Hermann and Diversity, Equity, and Inclusion Management Fellow Matthew Melendrez provided an update of upcoming projects. 6. ADJOURNMENT The meeting was adjourned at 6:16 p.m. The next Regular Meeting of the Human Relations Commission is scheduled for January 4, 2023 at 5:00 p.m. in the Council Chambers at City Hall, 990 Palm Street, San Luis Obispo. _________________________ APPROVED BY HUMAN RELATIONS COMMISSION: XX/XX/2023 Page 9 of 52 Page 10 of 52 Item 4a Human Relations Commission Agenda Report For Agenda of: 1/4/2023 Item Number: 4a FROM: Matthew Melendrez, Diversity, Equity, and Inclusion Management Fellow Phone Number: (805) 781-7073 E-mail: mmelendr@slocity.org SUBJECT: STUDY SESSION ON THE PUBLIC ENGAGEMENT MANUAL PROJECT UPDATE RECOMMENDATION Receive a presentation from Public Communication Manager Whitney Szentesi pertaining to the Public Engagement Manual Project and provide feedback. BACKGROUND The City of San Luis Obispo has an official, formal guide for staff to use when reaching out to and engaging the community on all levels of policies, projects and services. This guide is called the Public Engagement & Noticing (PEN) Manual. The document serves as the guiding framework for all City departments to participate in meaningful two-way communication with the public on all aspects of City governance and delivery of services. The manual was created in response to community desires for clarity, wider noticing and a consistent citywide approach to public outreach. The PEN Manual contains an Action Plan Matrix that can help staff decide what level of engagement is right for the given situation, outreach tools, lists of audiences to consider, best practices for community outreach events and activities, templates for consistency, and a list of venues that work well for community participation. City Council approved the PEN Manual in November 2015 to bring consistenc y to the City’s messaging, and to refine and set community expectations for how the City will engage and notify the public moving forward. Since then, this manual has been recognized as a model for other cities to replicate when engaging the public. Unfortunately, since then there has also been employee turnover, a global pandemic that forever changed the way the City engaged the community, and civil unrest at a national level. During this time, the City’s major goals also shifted to support diversity, equity, and inclusion initiatives. In response to our commitment to making San Luis Obispo a more welcoming and inclusive city for all, the City continues to develop programs and policies to support diversity, equity, and inclusion initiatives and advance t he recommendations of the City’s DEI Task Force. Page 11 of 52 Item 4a As part of its efforts to increase access, inclusion and support for underrepresented communities, the City is working to revise and expand existing practices and programs. The goals are to (1) increase and diversify the community members who understand, navigate, feel connected to, and actively participate in the systems essential to creating meaningful improvements in the City, (2) increase understanding of the needs and ways to support undocumented residents, and (3) enlist efforts to ensure they know they are eligible for and how to receive City services. One work effort around this strategy is to update the City's formal PEN Manual as well as other public outreach processes and input efforts to increase diverse participation. Community outreach and education opportunities should include multi -lingual options for both written materials and in-person engagement. The events should also include demographic surveys as part of community outreach events to ensu re that participants are representative of the demographic makeup (e.g., race, age, ethnicity) of the city’s population as a whole. By updating the PEN Manual framework, City staff will have a better understanding of how to provide opportunities for commun ity organizations and other stakeholders to review strategy details before implementation. NEXT STEPS Provide feedback on the PEN Manual and propose improvements that can help the City increase diverse participation. City staff will then update City's formal Public Engagement & Noticing (PEN) procedures and identify additional costs needed to implement. ATTACHMENTS A - Public Engagement and Noticing Manual 2015 Page 12 of 52 PUBLIC ENGAGEMENT AND NOTICING MANUAL NOVEMBER 2015 2.1 Page 13 of 52 Page 14 of 52 TABLE OF CONTENTS INTRODUCTION ................................................................................2 HOW TO USE THE TOOLKIT ........................................................4 TOOLKIT ...............................................................................................5 Action Plan Matrix ..............................................................................5 Outreach Tools ...................................................................................6 Audience ..............................................................................................7 Media Contacts List ..........................................................................9 COMMUNITY EVENT .................................................................11 Workshop .............................................................................................11 Neighborhood Meetings ...............................................................12 Open House ......................................................................................13 Open City Hall ...................................................................................14 GLOSSARY ........................................................................................15 TEMPLATES ......................................................................................19 E-Notification ................................................................................20 Fact Sheet ..........................................................................................21 Flyer .....................................................................................................22 Paid Ad ...............................................................................................23 Postcard .............................................................................................24 Signage ..............................................................................................25 Survey .................................................................................................26 VENUES .............................................................................................27 1 Page 15 of 52 Communities work best when residents, organizations and institutions are engaged and working together for the good of all. San Luis Obispo is no exception. The people who live, work and play here take enormous pride in this city and care deeply about keeping it healthy and vibrant. Our city wants to accommodate different perspectives and encourage more residents to be informed and involved in shaping decisions. The pages that follow describe simple steps to take for broadening public outreach. We outline programs that encourage active and diverse citizen participation. We call it a toolkit; tools to be used for building community participation and adding new voices to the mix. Note that marketing of city services is generally managed department by department. Parks and Recreation enrolls residents in classes; Utilities Conservation educates on water conservation and SLO Fire Department follows up EMS calls with satisfaction surveys. While there are elements of marketing in all communication outreach, we’re talking about something different here: improving communication efforts so people get involved in decisions on topics that affect them. Assuring residents know what’s going on and getting them involved in the process will help generate consensus decisions. Use this guide to better understand the target audience, type of outreach and timing needed for various city issues and actions. Keep in mind this is a broad stroke approach that is intended to guide thinking, not define it. With 11 city departments and thousands of touch points every day, one size will definitely not fit all. THE CHALLENGE It’s not easy to determine the communication/outreach plan needed for individual projects, services and other items that make their way through the City decision-making process. Who needs to know? How do we tell them? That’s where this toolkit comes in. AT THE STARTING LINE Begin by asking seven questions about your item. The following questions also accompany the project plan template. 1.What is the action/program/project you need to communicate? 2.Who makes the final decision on the item, is this a staff decision? Subject to advisory body review? Will City Council ultimately receive the item for action? INTRODUCTION 2 Page 16 of 52 3.What type of community interaction is desired? •You may need to inform residents about a decision already made; a city action that needs to be understood (i.e., change in bus routes; increase in parking meter fees) •You may need to consult the community or special interest group members over proposed changes / new initiatives (i.e., options for new playground equipment; proposed ordinance regarding mandatory water conservation). •You may need to collaborate with the community to develop ideas /plans /programs on large scale future items (land use and circulation element, city budget) 4.Who needs to/wants to be informed? This question is critically important and calls for some consideration. The focus of engagement is to involve the community. In San Luis Obispo, that community has many faces: residents at large (along with individual neighborhoods); interest groups ranging from cycling enthusiasts to business; arts to education; seniors, children and so on. There is a large government sector in SLO that may need to be included. The point is that it is imperative to try to outreach to anyone who may be connected to the item, and specifically to find the key people affected by a decision (i.e., a change in the hours at the pool may not be a large scale issue, but is of keen interest to swimmers). Determining the outreach targets calls for thought, some digging and your own good judgment. 5.When does the outreach need to happen? The City’s review process can have many steps and take time to unfold. Some steps are defined by municipal code; others call for personal discretion. Give citizens adequate time to be informed, educated and involved. No one likes to be caught unprepared and on short notice. Start early and keep in touch. 6.What needs to be done? This guide outlines a series of recommended plans to use as reference for best practices on communicating your item. 7.What does success look like? Whether you’d like to see more people attend your community outreach event, to increase diversity of feedback, to introduce new ideas, or keep in touch with residents & stakeholders, setting a goal for your community engagement efforts will provide a benchmark for future efforts. Keep note of what worked, what didn’t, and any valuable feedback from the public. Consider issuing a survey to assess public satisfaction with outreach efforts following community outreach events or neighborhood meetings. 3 Page 17 of 52 The toolkit is organized into three sections. Follow the three steps below to develop your engagement plan. 1. Action Plan Matrix Use this section to identify the level of complexity and communication objective of your item. Once you’ve identified your communication objective, review the corresponding Outreach Tools. 2. Outreach Tools This section notes various elements that can be of use to you in communicating with the public (city website posting, e-notification, Open City Hall, community meetings, etc.) Each element is described in the glossary, and hyperlinked tools have corresponding templates, checklists and instruction on best practices for outreach events. 3. Audience Move to page 8 to determine your target audience(s). How significantly will this item affect people, and with that in mind, who should be notified and possibly involved? Consider if your item affects the entire city, or use the lists provided to review specific neighborhoods and/or certain special interest groups that may be affected. Determine whether media should be notified. The toolkit only works when you add your judgment to the process. Nothing is simply black and white when it comes to outreach and engagement. It’s all about communication. Communicate with your colleagues; communicate with stakeholders (they can often be the best help) and work from a plan that may need adjusting as time goes on. HOW TO USE THE TOOLKIT 4 Page 18 of 52 INFORM CONSULT COLLABORATE • One way communication – outreach to citizens. • Provide public with balanced and objective project/issue information to increase awareness and/or understanding of problems, alternatives and solutions. • Get ideas on finite number of options / limited time discussion. • Take public feedback on project or other issue proposal. • Interactive process that incorporates recommendations as much as possible. • Partner with the public to develop alternatives and identify preferred solutions. • May be open ended. STAFF LEVEL Normal procedures, existing program, services delivery DEPARTMENT HEADS, CITY MANAGER New program, expansion of existing program ADVISORY BODIES (i.e., land use issues, development projects) CITY COUNCIL New laws, major plans, significant issues (i.e. drought strategy) Yes Maybe Not Required 1 1 2 3 4DECISIONMAKING: LEVEL OF COMPLEXITYCOMMUNICATION OBJECTIVE Follow the steps below to find your outreach tool plan. Cross tab the level of complexity with communication objective ACTION PLAN MATRIX2.1 5 Page 19 of 52 INFORM CONSULT COLLABORATE EXPECTATION ADDITIONAL Official notice (if legally required) • Legal ad in newspaper • Postcards to neighboring owners/tenants • On-site signage E-notification (including affected neighbors) Website posting Applicable advisory bodies Key contacts, liaisons Social media (if applicable and available) Utilities billing insert – flyer Community Calendar Signage Paid media (newspaper, radio, TV, social media, digital, outdoor/transit) Informational materials (should also be available digitally on website, e.g. flyer, fact sheet, PowerPoint, postcard, door hanger, banner, poster) City website posting Awareness Walk Press release/Media notification Neighborhood meetings EXPECTATION ADDITIONAL All of the “Inform” expectations listed above Hearing (if legally required) Social media (if applicable and available) Utilities billing insert – survey Mailed survey Telephone survey Study session Focus group Special events with opportunities for interaction Awareness walk Open City Hall (web based) Neighborhood meetings EXPECTATION ADDITONAL All of the “Inform” and “Consult” expectations listed above Open City Hall (web based) Community Outreach Event (workshop, open house, neighborhood meeting, etc.) Utilities billing insert – survey Mailed survey Telephone survey Study session Focus group Special events with opportunities for interaction Awareness walk Committee formation Refer to glossary for tools descriptions *Bold indicates detailed descriptions available on page 11. OUTREACH TOOLS 6 Page 20 of 52 One of the most important aspects of community engagement is thinking through the “who.” Who will be interested in/affected by the topic under consideration? Who are the stakeholders? Begin by understanding the range of interest groups and organizations that care about San Luis Obispo. There are literally hundreds in the city alone. The category list that follows is provided to get you thinking. It does not include every potential outreach contact, but it is a framework for thinking about it. The City maintains many different interest databases and the 2015-launched City of SLO website offers an ideal way for citizens to add themselves to lists of people interested in being notified about different matters. Examples of lists include: • Airport area • Bicycle • Council notes • Economic development • General plan updates • Housing • Measure G • Neighborhood wellness • Planning and building • Skate park • Stormwater • Utility billing • Water • Youth services • Water conservation And remember; the contacts themselves can be a great resource for determining who else should be asked. AUDIENCE • Aquatics • Climate action plan • Downtown • Emergency preparedness • Historic preservation • Hot topics • Housing element • Natural resources • Parking • Public projects • Special events • Sports • Transit • Waste water 7 Page 21 of 52 ORGANIZATIONS/INTEREST AREAS TO CONSIDER The following are samples only and lists are not all-inclusive. ARTS/CULTURE ORGANIZATIONS. ArtsObispo, Foundation for the Performing Arts Center, Little Theatre, SLO Symphony, dance groups, art museum BUSINESS / COMMERCE ORGANIZATIONS. SLO Chamber of Commerce, SLO County Economic Vitality Corporation, SLO Downtown Association, Farmers Market Association, real estate associations, merchant groups, tourism interests, Developers Roundtable, local American Institute of Architects chapter CHILDREN. Children’s Museum, parent-child groups, PTA’s EDUCATION. San Luis Coastal Unified School District, Cal Poly, Cuesta College, private schools ENVIRONMENTAL. EcoSLO, Sierra Club, The Land Conservancy ETHNIC ORGANIZATIONS, CHURCH GROUPS GOVERNMENT. City advisory bodies, Mayor’s Roundtable PROPERTY OWNERS MEDIA. Key contacts list follows. RESIDENT/ NEIGHBORHOOD GROUPS. Neighborhood wellness groups/other city- identified neighborhood areas, Old Town Neighborhood Association, Slack Street Neighborhood, Los Verdes Park, mobile home parks, Homeowners Associations (owners & renters), Residents for Qualitiy Neighborhoods, Save our Downtown, Alta Vista, Neighborhoods North of Foothill. SPORTS/OUTDOOR ENTHUSIASTS. Runners, hikers, cyclists, skateboarders, swimmers, recreational sports teams, tennis players, youth sports groups including American Youth Soccer Organization, Cal Ripken Baseball, SLO Girls Softball Association SENIORS. Senior Center, Retired Active Mens Group SERVICE CLUBS. Rotary, Rotaract, Kiwanis SOCIAL SERVICE PROVIDERS. CAP SLO, health and human service organizations STUDENTS. Student Community Liason Committee TRANSPORTATION. SLO Bike Coalition, bus riders, Ride-On, Rideshare MISCELLANEOUS. Library users, SLO History Center, Young Professionals Networking Group 8 Page 22 of 52 MEDIA KEY CONTACTS LIST The following contacts list is general and may change over time, so be sure to keep your own records up to date. PRINT/ONLINE Tribune General inquiries, newsroom@thetribunenews.com Calendar items, calendar@thetribunenews.com General phone, (805) 781-7800 New Times Camillia Lanham, Editor, clanham@newtimesslo.com Calendar items, calendar@newtimesslo.com General phone, (805) 546-8208 Mustang Daily News, news@mustangnews.net General, editor@mustangnews.net Advertising, advertising@mustangnews.net General phone, (805) 756-1796 Journal Plus General inquiries, slojournal@fix.net General phone, (805) 546-0609 SLO Life Magazine General inquiries, info@slolifemagazine.com General phone, (805) 543-8600 SLO City News (Tolosa Press) General inquiries/publisher, Bret Colhouer, bret@tolosapress.com General phone, (805) 543-6397 TELEVISION KSBY – NBC Assignment desk, news@ksby.com Newsroom phone, 597-8400 x6 9 Page 23 of 52 KCOY (CBS) /KKFX (FOX) / KEYT (ABC) – Newschannel 3 Santa Barbara newsroom keyt.assignmentdesk@keyt.com (805) 882-3930 Santa Maria newsroom news12@kcoy.com (805) 928-4748 RADIO KVEC 920 AM Studio line, (805) 543-8830 Business line, (805) 545-0101 KCBX 90.1 FM General phone, (805) 549-8855 Newsroom, news@kcbx.org Community Calendar, calendareditor@kcbx.org American General Media General phone, (805) 781-2750 KZOZ 93.3 FM (American General Media or AGM) General phone, (805) 543-3693 KKJG 98.1 FM (AGM) General phone, (805) 543-3693 KIQO 104.5 FM (AGM) General phone, (805) 783-1045 KKAL 92.5 FM (AGM) No phone number, use AGM general line (805) 781-2750 10 Page 24 of 52 BEST PRACTICES FOR COMMUNITY OUTREACH EVENTS The following community outreach events are meant to expand involvement opportunities for community members by giving them a chance to speak directly to an issue or have direct involvement in the decision-making process. Workshops, open houses, road shows and open city hall should encourage participation, and every effort should be made to make the public feel welcome and heard. • All community events should be preceded by outreach noted in the “Inform” section of your matrix. A well attended event is key. • Incorporating outreach tools from the “Additional” column of your matrix will attract a larger audience which results in diverse representation and feedback. • Advertising these community events well ahead of their date with ongoing reminders is essential. • Plan for enough space to accommodate the audience. Page 27 includes a list of possible meeting space venues. • Choose an effective facilitator to lead the gathering. Facilitators are there to shepherd the conversation rather than provide input or influence opinion. He/she should be neutral in the discussion. • If a resident wants to provide input or feedback outside of the particular outreach event, make key project contact information available and/or offer a meeting with staff. WORKSHOP Workshops allow the public to hear a presentation on a particular item from city staff and/or consultants, then work in smaller groups to develop ideas and alternatives that directly affect the planning process. Following small group discussion, the groups reconvene to share their ideas with the larger group, and workshop outcomes are then passed on to decision-makers. Workshops should include an even balance of staff presentation and group discussion. When do I have a workshop? Workshops are an effective tool for collaboration and should take place early in the planning process so feedback can be incorporated down the line. In order to keep group discussion focused, workshops should not take place until a project has a determined set of options and/or ideas to explore. What should be included? Discussion groups should represent various parts of a plan where the public actually has an opportunity to weigh in on options and/or develop alternatives and solutions. Groups should COMMUNITY OUTREACH EVENTS: TOOLS FOR TWO-WAY COMMUNICATION 11 Page 25 of 52 be facilitated by city staff and/or consultants, and these facilitators should lead and promote public discussion. Always let the public know what happens next in the process, so that they understand what will happen with their feedback. Be sure to provide appropriate contact information so anyone who felt they were not heard has an opportunity to follow up. Essentials checklist: Space large enough to comfortably accommodate the expected audience (consider seating capacity as well) Water. Other refreshments and snacks are optional Sign-in sheets for names, email address, phone numbers and physical addresses (where applicable) so staff can follow up with attendees Visual or informational aid(s) of some sort to be included in the presentation and/ or stations (PowerPoint, video, photos, plans, maps, graphics, etc.) Large format paper and thick pens for notes that the public can see Facilitators for all small group discussions Comment cards Name tags for city staff Contact information “What’s Next” explanation NEIGHBORHOOD MEETING Neighborhood meetings are similar to workshops in that they involve staff presentation and public discussion. Neighborhood meetings mean staff bring their presentations directly to their intended audience, which could include a special interest group or a specific neighborhood. When do I have a neighborhood meeting? Neighborhood meetings should occur early in the planning process so feedback can be incorporated down the line. Staff should schedule a neighborhood meetings during hours when most people in the affected group will be available, typically after-work hours. What should be included? Neighborhood meetings benefit from creativity and content/style directed at the audience. Neighborhood meetings should include equal parts staff presentation and public discussion. Always let the public know what happens next in the process, so that they understand what will happen with their feedback. Comment cards should also be provided for people who do not feel comfortable speaking up. 12 Page 26 of 52 Essentials checklist: Space large enough to comfortably accommodate the expected audience (consider seating capacity as well) Water. Other refreshments and snacks are optional Sign-in sheets for names, email address, phone numbers and physical addresses (where applicable) so staff can follow up with attendees Visual or informational aid(s) of some sort to be included in the presentation (PowerPoint, video, photos, plans, maps, graphics, etc.) Large format paper and thick pens for notes that the public can see Facilitators for all small group discussions (see Best Practices page 11) Comment cards Name tags for city staff Contact information “What’s Next” explanation OPEN HOUSE An Open House typically features various informational stations rather than a formal presentation. The public is encouraged to engage in open dialogue with the facilitator at each station, including asking questions and providing feedback. Notes are taken on large format paper so people can see their comments have been noted. When do I hold an Open House? An Open House should be held in the middle of the planning process once drafts and conceptual plans are available. Open Houses should take place during hours where most of the public/affected audience will be able to participate, typically after-work hours. What should be included? The public should have a clear understanding of the distinction between an open house and workshop ahead of the event. Stations should be clearly labeled, feature visual representations or aids, and should incorporate a place where comments can be written down and seen by everyone. Staff should also consider comment cards, as some people are more comfortable speaking up than others. Be sure to provide appropriate contact information so anyone who felt they were not heard has an opportunity to follow up. 13 Page 27 of 52 Essentials checklist: Space large enough to comfortably accommodate the expected audience and stations (consider seating options for people who can’t stand for extended periods of time) Water. Other refreshments and snacks are optional Sign-in sheets for names, email address, phone numbers and physical addresses (where applicable) so staff can follow up with attendees Visual or informational aid(s) of some sort to be included at each stations (PowerPoint, video, photos, plans, maps, graphics, information boards, etc.) Large format paper and thick pens for notes that the public can see Facilitators for all stations Comment cards Name tags for city staff Contact information “What’s Next” explanation OPEN CITY HALL (WEB BASED) Open City Hall is an online tool for community engagement. Open City Hall can be used as an online alternative to in-person community outreach events like Workshops, Road Shows and Open Houses. Use of this tool allows those who can’t attend meetings to receive the same information and provide feedback. To see how it works, visit http://www.slocity.org/ opencityhall. When do I use Open City Hall? Open City Hall is encouraged to be used any time that the City hosts an in-person consultation or collaboration based community outreach event. In addition, Open City Hall can be on its own when it may not be feasible to host a traditional community outreach event. Open City Hall has the ability to pose questions in different ways, collect ideas, conduct polls, develop priority lists, comment on maps and more. What should be included? The experience of using Open City Hall online should mirror that of an in-person outreach event and can use many of the same materials. Open City Hall topics can contain graphics, videos and slide presentations (including narration). Please consult with the Administration Department to get started using Open City Hall. 14 Page 28 of 52 ADVISORY BODIES. Voluntary citizen groups appointed by the SLO City Council to provide input on key city issues and activities. (See list on Audience page). AWARENESS WALK. Neighborhood guided tour by staff or consultants to provide in-person details and answer questions about specific issues and activities. CITY WEBSITE POSTING. Share project news, meeting announcements, calendar items, progress reports, agenda packets and more. COMMITTEE FORMATION. For purposes of collaboration, consider forming a committee or subcommittee for regular contact/check-ins regarding a certain topic/project. This committee should be made up of a representative group of stakeholders or advisory body members, with the understanding that they will be called upon often over the course of the project/issue for their input and expertise. COMMUNITY CALENDAR. No-cost method of announcing event details through online, print, television and radio calendar postings. Most community calendar notices can be easily posted by the interested party using online resources. DIRECT MAIL. Postcard, letter, flyer, fact sheet and other items sent using U.S. Mail. Larger mailings can qualify for reduced postage costs by using bulk mail rates (bulk mail permit required). Bulk mail requires zip code sorting and other special handling and permits. Note: Only items handled by the U.S. Postal Service can be placed in residential or commercial mail boxes. It is illegal to use mailboxes for door to door flyers, notices, etc. that have not been mailed. Flyers under doormats and door hangers are often used to share neighborhood information without violating postal regulations. E-NOTIFICATION. Slocity.org enables users to self-subscribe to information lists based on their interests. While not required, some users also give their address, which gives you access to geographically targeted lists. Refer to interest lists/neighborhoods in the Audience section that may pertain to your particular project/issue and outreach to these groups via e-notification. FACT SHEET. Brief one-page description of a proposed project or activity. Fact sheets typically utilize bulleted format, to convey information succinctly. Fact sheet should always include contacts for further information (i.e., phone number, web address, email). FLYER . Graphically compelling print pieces circulated in specific areas to generate attendance at public meetings and activities. Typically 8.5 x 11” in size, but can use irregular sizes for cost efficiency and/or to gain additional attention. Can be used as billing inserts, or posted in willing businesses and other commercial locations. INTEREST GROUP. Citizens with shared interests who are often united in expressing their concerns and opinions about various project proposals; also called special interest group, i.e., seniors, cycling enthusiasts, homeless services advocates, etc. GLOSSARY *Hyperlinked items have corresponding templates 15 Page 29 of 52 KEY CONTACTS/LIAISONS/NEIGHBORHOOD CHAMPIONS. Some neighborhoods/special interest groups have key contacts or liaisons who will be essential in disseminating information to the larger group. See Audience section for details. NEIGHBORHOOD/ESTABLISHED NETWORK EMAIL TREE. Organized communication tool used by residents to communicate with each other about issues and activities of shared interest; typically applies to specific geographic areas, i.e., Old Town SLO, Los Verdes Park, etc. May be created using database management products like My Neighbors, in which specialized outreach groups are created by neighborhoods. The NextDoor app is a popular version of this community tool. NEIGHBORHOOD MEETINGS. Staff takes information “on the road” for face-to-face communication with residents, interest groups and others. Neighborhood meetings can range from special interest group presentations (chamber of commerce committee meeting) and speeches to large bodies; to targeted outreach (playground equipment preferences asked of park users), to ice cream truck neighborhood events. Neighborhood meetings efforts mean staff “goes to them,” rather than citizens coming to City Hall and other venues. See Best Practices section for more information. NEIGHBORHOOD SURVEY. Surveys can be conducted online via the city website, or conducted by hand via door-to-door contact. Surveys can also be mailed and emailed. See Best Practices section for more details. NOTIFY MEDIA. Can include but does not require a formal news release. A formal release offers the “who, what, where, why, and how” of a particular issue or activity and is circulated via email by staff to local media for publication. See Audience section for a list of key local contacts. OPEN CITY HALL. Effective online program for generating citizen interest, knowledge and participation in city decisions. OPEN HOUSE. Informal public gathering to introduce a project, service proposal or other idea using information centers and materials; on site staff to answer questions, hear comments, etc. No formal staff presentation. See Best Practices section for more information. PAID ADVERTISING. Print ads, television and radio commercials, online advertising, bus and bench advertising, billboards and other paid media that have associated costs for design, copywriting, media placement. Media outlets are contacted for information on costs, deadlines, production needs. Typical print ads include: • Legal ad. Appears in a specific section of the newspaper. Typically contains text only. • Display ad. Advertisement appears alongside regular editorial content. Can contain text, photos, logos, maps, graphics. GLOSSARY 16 Page 30 of 52 POSTCARD. Printed piece used to provide brief, to-the-point information for citizens and sent via U.S. Mail. Postcards can range from traditional travel postcard size to “sumo” oversized postcards, with all requiring the same per piece postage. Lack of envelope may help assure the piece is viewed by recipient. POSTER. Graphic print communication promoting meetings, open houses, workshops and special events or services; generally 11x17” in size or larger. Post in willing local businesses and other commercial locations. PRINTED MATERIAL. Print announcements (flyer, postcard, door hanger, banner, poster) creatively designed to generate attention about issues and activities in specific neighborhoods. Printed materials should highlight pertinent information and/or direct people to additional information about a particular topic. PUBLIC ACCESS CHANNEL. Gavel-to-gavel webcast and televised public access to SLO government meetings. Carried on Charter Cable; also accessible live online via slocity.org. Channel 20 also carries informational on-screen fliers, announcements, etc. posted when meetings are not being telecast. REQUIRED LEGAL NOTICE Required by municipal code for most development projects. Timely posting in a newspaper of record about a project, rate increase, ordinance or other activity. These notices are required by law and are typically made through the City Clerk. Legal notices may also be physically posted on project sites, residential properties, etc. to alert neighbors and others of pending action, proposed changes, etc. on land use matters and to notice hearing dates for comment can be received. Council-approved notification standards for development projects detail who, where, and what needs legal noticing. SIGNAGE. Consider temporary signage (banner, stake sign, etc.) at the site of a project to keep neighbors and passersby apprised of project status and key contacts/websites for additional information. SOCIAL MEDIA. Apps, websites and other platforms that enable users to outreach to broad audiences and engage with those audiences in discussion on a daily basis. Users of social media have an expectation that communication is two-way and if your department chooses to engage in social media, you should expect and respond to discussion. Examples of platforms currently being used by city departments include Facebook and Twitter. Paid promotion of your department’s Facebook page or important posts should be considered in order to reach the appropriate audience type and size. A sponsored Facebook post, as it’s called, is a relatively inexpensive advertising method to utilize in order to expand viewer reach. SPECIAL EVENTS. Certain events should be leveraged as outreach opportunities when the demographic is appropriate. i.e., Saturday morning farmers’ market to inform/consult local residents regarding general interest projects/issues; local sporting events such as Damon- Garcia soccer games to inform/consult local residents regarding parks and recreation project/issues; etc. GLOSSARY 17 Page 31 of 52 STAKEHOLDER MEETING. Should be considered during the consult phase as a group meeting comprised of issue/project stakeholders. SURVEY. Early outreach opportunity to collect opinions at the start of a project. Multiple- choice questions generate better response than open-ended questions. TRANSIT MESSAGING. Outreach using posters on city buses and at bus stops; city reader boards; street light and overhead banners on downtown streets. UTILITY BILLING INSERT. Printed material added to utility bills mailed to customers by the City. Billing inserts (also called billing mailers) require approval of the city manager and Utilities Department and often require generous lead time for handling by a mail house. WORKSHOP. Community gathering, generally on a citywide matter, used for presenting information, and then facilitating public engagement using small group exercises and discussion questions. See Best Practices section for more information. GLOSSARY 18 Page 32 of 52 The following templates are simply guidelines to ensure city messaging is clear, consistent, branded, and encourages diverse public participation. Things to consider when designing and/or writing outreach materials: • Always refer to the San Luis Obispo City Style Guide and Brand Standards manual to ensure proper emblems, colors and typefaces are used. • Avoid government jargon and keep descriptions short. • Include all relevant contact information, including key contact names, phone numbers, email addresses and web addresses. • If noticing a meeting or community event, be sure to include pertinent information such as date, place, time, topic, description of community event and format, alternate ways to participate (if applicable), and directions and/or a map if necessary. • While unlikely, staff may experience language barriers when outreaching to specific groups. Be sure to include translation on all applicable materials. • Consider using attention grabbing words and phrases that evoke emotion, e.g. you, free, sale, guaranteed, new, now, announcing, tell us, etc. Also, a picture is worth a thousand words, so try to use imagery where appropriate. TEMPLATES 19 Page 33 of 52 NEWS POSTING TEMPLATES E-NOTIFICATION Standard template exists in the website content management system. Website news posting should accompany e-notification. 20 Page 34 of 52 FACT SHEET tt Foothill Boulevard Road Repairs Public Works will be conducting road repairs on Foothill Boulevard beginning July 10. One-way traffic controls will be in place between 8:00 a.m. and 5:00 p.m. and the road will be closed to pedestrian and bicycle traffic. Please plan alternate route. Fact sheet date: 6/10/15 Project details: •Project detail Project detail Project detail •Project detail Project detail Project detail •Project detail Project detail Project detail •Project detail Project detail Project detail •Project detail Project detail Project detail •Project detail Project detail Project detail •Project detail Project detail Project detail For more information, visit the Public Works page on the city website, http://www.slocity.org/government/department-directory/public-works. You can also email info@slocity.org or call (805) 888-8888. For editable word document template, click here. 21 Page 35 of 52 FLYER t ATTENTION FOOTHILL COMMUTERS Public Works will be conducting road repairs on Foothill Boulevard beginning July 10. One-way traffic controls will be in place between 8:00 a.m. and 5:00 p.m. and the road will be closed to pedestrian and bicycle traffic. Please plan alternate route. The Foothill Boulevard Road Repairs project will affect vehicle and pedestrian traffic from 8:00 a.m. to 5:00 p.m. Monday-Friday, 7/10-7/20/2015 For more information, visit the Public Works page on the city website, http://www.slocity.org/government/department-directory/public-works. You can also email info@slocity.org or call (805) 888-8888. Foothill Boulevard Road Repairs For editable word document template, click here. *Poster content replicates flyer content, but is usually larger in size. Consider using 11x17 paper for posters, or larger if not printing in house. 22 Page 36 of 52 PAID AD ATTENTION FOOTHILL BLVD. COMMUTERS & RESIDENTS Foothill Boulevard Road Repairs begin July 10, 2015. Commuters should expect delays, as one-way traffic will be in effect. The road will be closed to pedestrians and commuters. Detour information can be found at http://www.slocity.org/government/department-directory/public-works. Foothill Blvd. Road Repairs July 10-July 20, 2015 Crews will work from 8:00 a.m. to 5:00 p.m. For more information, visit the website listed above. Questions or concerns? Call (805) 888-8888 or email info@slocity.org. For editable word document template, click here. 23 Page 37 of 52 POSTCARD City of San Luis Obispo San Luis Obispo Public Works Department 990 Palm Street San Luis Obispo, CA 93401 t YOUR ROUTE COULD BE AFFECTED Foothill Blvd. Road Repairs July 10-20 Public Works will be conducting road repairs on Foothill Boulevard beginning July 10. One-way traffic controls will be in place between 8:00 a.m. and 5:00 p.m. and the road will be closed to pedestrian and bicycle traffic. Please plan alternate route. Questions or concerns? Call (805) 888-8888, email info@slocity.org or visit http://www.slocity.org/government/department -directory/public- works. For editable word document template, click here. 24 Page 38 of 52 SIGNAGE Expect delays July 10-20 between 8:00 a.m. – 5:00 p.m. while crews work to repair your streets. FOOTHILL BLVD. ROAD REPAIRS Visit slocity.org or call (805)888-8888 for more information. 25 Page 39 of 52 SURVEY YOUR OPINION MATTERS: RENTAL HOUSING INSPECTION PROGRAM A proactive rental inspection program provides a system to inspect rental units on a periodic basis to ensure that they are safe and habitable. The city included the exploration of a rental inspection program as part of the Neighborhood Wellness Major City Goal. The city council was presented a set of options for this program several months ago, and has directed staff to seek additional public feedback to determine if the program is necessary. City staff would like public feedback on elements of the plan to ensure the program meets the needs of tenants and landlords alike. Elements include: Inspections conducted every three years Applies to single-family residences and duplexes Includes interior and exterior inspections Provides incentives for well-maintained rentals Fees estimated at $100 annually per rental unit The city appreciates your input. 1. Are you currently a tenant or landlord? a. Yes b. No 2. If you are a landlord, do you inspect your residence on a regular basis to ensure it is safe and habitable, and if so, how often? a. Not inspected b. Only inspected when there is a complaint c. Inspected when new tenants move in or out d. Inspected annually e. Other/NA 3. What are your thoughts about the rental inspection program? a. Don’t care b. It’s necessary c. It’s necessary but I don’t agree with some elements (please list elements and concerns) d. It’s unnecessary e. Other (please describe) 4. Please list any additional comments, questions or concerns below. Questions or comments? Email planner@slocity.org or call (805)888-8888. For editable word document template, click here. There is also an online survey template available in the website management system. planner@slocity.org 26 Page 40 of 52 Meetings should be held in an easily accessible location with available parking. Some possible meeting venues in San Luis Obispo include, but are not limited to: LUDWICK COMMUNITY CENTER 864 Santa Rosa Street (805)781-7222 Capacity: 100+ ELKS LODGE 222 Elks Lane (805)543-0322 office@bpoelso322.com Capacity: 50-300 EMBASSY SUITES 333 Madonna Road (805)547-6407 Embassysanluisobispo.sales@wcghotels.com Capacity: 2-500+ MADONNA INN 100 Madonna Road (805)543-3000 Expo Center: Capacity: 2,600+ Balcony Room: Capacity: 40 Round Room: Capacity: 60+ SLO CITY/COUNTY LIBRARY 995 Palm Street (805)781-7222 Reserve online: https://apm.activecommunities.com/sloparksandrec/facility_search? Capacity: 100+ SLO SENIOR CITIZENS CENTER 1400 Osos Street (805)781-7222 Reserve online: https://apm.activecommunities.com/sloparksandrec/facility_search? Capacity: 100+ VENUES 27 Page 41 of 52 2.1 Page 42 of 52 Item 4b Human Relations Commission Agenda Report For Agenda of: 1/4/2023 Item Number: 4b FROM: Matthew Melendrez, Diversity, Equity, and Inclusion Management Fellow Phone Number: (805) 781-7073 E-mail: mmelendr@slocity.org SUBJECT: HUMAN SERVICES GRANT SUBCOMMITTEE ASSIGNMENTS RECOMMENDATION Assign three (3) Human Relations Commissioners to the 2023-2024 Human Services Grant Subcommittee to review applications and make funding recommendations to the HRC as a whole. BACKGROUND The Human Relations Commission (HRC) is tasked with reviewing the Human Services Grant (formally Grants-in-Aid) applications and providing funding recommendations for Council to review and approve. To ensure a comprehensive and equitable recommendation, a subcommittee from the HRC is formed to review and discuss each application before the entire HRC votes for on a recommendation to the City Council. NEXT STEPS The subcommittee will meet in February and return to HRC with a recommendation in March. Final approval by the City Council is expected in April. Page 43 of 52 Page 44 of 52 4c. Item 4c Human Relations Commission Agenda Report For Agenda of: 1/4/2023 Item Number: 4c FROM: Matthew Melendrez, Diversity, Equity, and Inclusion Management Fellow Phone Number: (805) 781-7073 E-mail: mmelendr@slocity.org SUBJECT: STUDY SESSION ON THE DEVELOPMENT OF A DIVERSITY, EQUITY, AND INCLUSION AND ECONOMIC DEVELOPMENT BUSINESS GRANT PROJECT PLAN RECOMMENDATION Hold a Study Session to provide feedback to staff for the development of a Diversity, Equity, and Inclusion and Economic Development Business Grant Project Plan. BACKGROUND The City of San Luis Obispo’s Major City Goals include components pertaining to diversity, equity, and inclusion, and economic recovery, resiliency, and fiscal responsibility. These two goals created shared workplan projects amongst the Office of Diversity, Equity, and Inclusion (DEI) and the Office of Economic Development (ED) resulting in $150,000 in funding for the development of a one-time DEI/ED Business Grant. Staff from both offices have collaborated to develop a project plan (Attachment A) with the criteria and parameters that will guide the grant process. This study session will provide an opportunity for the HRC to provide feedback on the plan and also confirm the HRC’s role in reviewing the applications and making funding recommendations to the Council. NEXT STEPS A final program will be presented to the HRC at the February 1, 2023 meeting for approval and implementation in Spring 2023. ATTACHMENT A - Diversity, Equity, and Inclusion and Economic Development Business Grant Project Plan Page 45 of 52 Page 46 of 52 Project Plan Project Title: DEI/ED Grant Project BACKGROUND In 2021 the City established a Major City Goal for Diversity, Equity, and Inclusion. This goal outlines the City’s commitment to making San Luis Obispo a more welcoming and inclusive city for all, continue to develop programs and policies to support diversity, equity, and inclusion initiatives and advance the recommendations of the DEI Task Force. Additionally, the City’s Major City goal on Economic Recovery, Resiliency and Fiscal Responsibility outlines the City effort to support a thriving local economy by supporting local businesses, arts and culture, downtown vitality, practicing fiscal responsibility, and investing in critical infrastructure. Within both MCG workplan there is a shared charge for the office of DEI and Economic Development to research, explore and utilize innovative practices such as micro-loans, targeted sector recruiting and promotion, City facilitated lending, grants, private support, and crowdfunding to support businesses owned by or serving underserved/underrepresented communities. The City will also leverage its partner network, including the Chamber, Downtown SLO, REACH and others to support the DEI initiatives as they relate to economic development including creation, retention and attraction efforts. Project Scope & Approach & Deliverables The Human Relations Commission would serve as the advisory body that would manage the selection process for the grant program. They would form a subcommittee of reviewers and provide funding recommendation to be approved by the HRC followed by City Council. Staff would provide the logistical support for launching the grant program and intaking grant applications. Grants from $2,500 to $25,000 will be awarded for businesses to better serve underserved/underrepresented communities in the City of SLO. Examples of possible funding requests: 1. $500 to translate and print new menus to enhance accessibility and/or provide multilingual options 2. $5,000 to add an additional hair stylist who specializes in diverse hair textures and protective hairstyles (e.g., braids, locks, twists). This would include funding for marketing, initial product inventory and to subsidize the stylist for up to 3 months. 3. $5,000 to add a new chef and/or menu for a diverse cultural cuisine that would add to culinary diversity of the community and enhance the experience of all residents as well underserved/underrepresented communities at an existing restaurant. 4. $20,000 to help start a new business that meets the needs of historically marginalized populations within the community. (Would require the completion of the 5-hour Small Business Development Centers (SBDC) consulting program) Funding Criteria: • Applicants must be a business based in the City of San Luis Obispo with a current business license and PURPOSE Establish a one-time $150,000 economic development grant program through the HRC to meet the direction given by the City Council in the DEI and ERR&FS Major City Goals. The HRC will be supported by the Offices of DEI and Economic Development in the development and execution of this program. Last Updated: 1 1 /3 0 /2 2 Page 47 of 52 be in good standing or be willing to complete 5 hours of one-on-one SBDC consulting services and then secure a business license. • Funding requests must be for activities, services, or other concepts that primarily occur in the City. •Funding requests must be focused on serving underserved/underrepresented communities. • Requests must be for activities, services, or other concepts with the ability to show measurable impact and/or successes. • Viability and sustainability are also key indicators in final review and recommendation. Supporting Reasoning: This proposal enables the City to leverage the knowledge, expertise, dedication and credibility of the HRC in establishing a grant program to aid in the City’s goal of coordinating both DEI and Economic Development to help increase diversity and economic activity. By focusing on serving underserved/underrepresented communities we increase the sensing of belong and welcoming atmosphere of the City of SLO while avoiding the complication of ownership-based programs. PROJECT ASSUMPTIONS • The is a current need within the community for a grant program that supports diverse business owners and business models that serve historically underrepresented communities in San Luis Obispo. • The City has the staffing capacity to support the logistical operations of a new grant program. • The City has the financial resources to create the needed support efforts for staff moving forward. • The HRC has the capacity and motivation to support the grant selection process. PROJECT CONSTRAINTS Unplanned issues, projects, or assignments could divert staff time away from this project, which could cause project delays. The successful hiring and onboarding of a new DEI manager could also cause delays in project execution. PROJECT ORGANIZATION AND TEAM Project Manager: Lee Johnson, Economic Development Manager Project Sponsor: Greg Hermann, Deputy City Manager Project Advisor: DEI Manager & Matthew Melendrez, Diversity Equity and Inclusion Management Fellow STAKEHOLDERS External – Partner organizations and nonprofits; diverse community groups who already participate in City programs, policy discussions, projects, and services; diverse community groups who do not currently participate in City programs, policy discussions, projects, and services. Internal – City leadership team, managers, and supervisors; City administrative support staff; City Council; Human Relations Commission PROJECT TASKS AND SCHEDULE Task Who When 1. Develop the proposal for the HRC including purposes, program, funding criteria as well as the sub-committee and schedule. DEI Analyst/ED Manager December 12th, 2022 2. Attend HRC Meeting and facilitate study session for Commissioners DEI Analyst/ED January 4th, 2023 Page 48 of 52 PROJECT RESOURCES (What financial aspects should be factored in) Total $0 $0 $0 Supervisor Sign Off: Date: Manager 3. Present proposal to the HRC and secure sign-off/approval of the purposes, program, funding criteria as well as the sub-committee and schedule. New DEI Manager and DEI Analyst w/ED&T support February 1st 2023 4. Grant Application Period New DEI manager/DEI staff March-April 1st 5. HRC Subcommittee Review and selection Matthew M April 6. HRC review final funding recommendations Matthew M. May 3rd 2023 7. City Council approve final funding recommendations New DEI Manager June 6th or June 20th 2023 Page 49 of 52 Page 50 of 52 Item 4d Human Relations Commission Agenda Report For Agenda of: 1/4/2023 Item Number: 4d FROM: Matthew Melendrez, Diversity, Equity, and Inclusion Management Fellow Phone Number: (805) 781-7073 E-mail: mmelendr@slocity.org SUBJECT: APPROVE COMMISSIONER LIAISON ASSIGNMENTS FOR RECIPIENTS OF GRANTS-IN-AID FUNDING RECOMMENDATION Assign HRC Commissioners to serve as liaisons to all Grants-in-Aid Grant recipients. BACKGROUND The HRC is the advisory body that reviews Grants-in-Aid (GIA) applications and provides funding recommendations for Council. Council approved the list of grant recipients, which is followed by assigning liaisons to each organization. The purpose of liaisons is to update the HRC on the organization’s progress with their GIA projects and to communicate with organizations when mid and end of year reports are due. NEXT STEPS Assign liaisons to each grant recipient, while taking into consideration the DEI Grant liaison assignments, which were approved at the December 7, 2022 HRC Meeting. Commissioner Name Organization Name 5Cities Homeless Coalition Access Support Network Big Brothers Big Sisters Of San Luis Obispo County City Farm SLO Community Action Partnership of San Luis Obispo County, Inc Community Counseling Center (CCC) of San Luis Obispo Court Appointed Special Advocates of San Luis Obispo County, Inc Cuesta College Foundation Food Bank Coalition of San Luis Obispo County Page 51 of 52 Item 4d Commissioner Name Organization Name French Hospital Medical Center Foundation Hospice of San Luis Obispo County Jack's Helping Hand, Inc Literacy for Life Organization Long Term Care Ombudsman Services of San Luis Obispo County Lumina Alliance Meals That Connect One Cool Earth People's Self-Help Housing Corporation Pregnancy and Parenting Support (Formerly ALPHA) R.A.C.E. Matter SLO San Luis Obispo Children's Museum San Luis Obispo Committee for Education on Alcoholism, dba "MiddleHouse" San Luis Obispo Legal Assistance Foundation Senior Volunteer Services Shower the People SLO Noor Foundation Smart Share Housing Solutions, Inc The San Luis Obispo Child Development Resource Center The San Luis Obispo Wind Orchestra Tolosa Children's Dental Center United Way Page 52 of 52