1. EQUITY AND DIVERSITY ADVISORY COMMITTEE – 2005 ANNUAL REPORT AND 2006 WORK PLAN

COMITÉ CONSULTATIF SUR L’ÉQUITÉ ET LA DIVERSITÉ – RAPPORT ANNUEL DE 2005 ET PLAN DE TRAVAIL 2006

COMMITTEE RECOMMENDATIONS

That Council:

a) Receive the 2005 Annual Report of the Equity and Diversity Advisory Committee as detailed in Attachment 1; and

b) Approve the objectives contained in the 2006 workplan, as detailed in Attachment 2.

RECOMMENDATIONS DU COMITÉ

Que le Conseil :

a) reçoive le Rapport annuel de 2005 du Comité consultatif sur les affaires, tel que décrit à la pièce jointe n^o 1;

b) approuve les objectifs qui sont présentés dans le plan de travail 2006, tel que décrit à la pièce jointe n^o 2.

DOCUMENTATION

1. Equity and Diversity Advisory Committee’s report dated 08 May 2006
(ACS2006-CCV-EQD-0001).

2.

Report to/Rapport au:

Corporate Services and Economic Development Committee

Comité des services organisationnels et du développement économique

and Council/et au Conseil

8 May 2005 / le 8 mai 2005

Submitted by/Soumis par: Chair/president Essam Hamed

Equity and Diversity Advisory Committee/Comité consultatif sur l’équité et la diversité

Contact/Personne-ressource: C. Langford,

Committee Coordinator/coordonnatrice du comité

580-2424, ext/poste 28934: Carole.Langford@Ottawa.ca

Ref N°: ACS2006-CCV-EQD-0001

SUBJECT: EQUITY AND DIVERSITY ADVISORY COMMITTEE – 2005 ANNUAL REPORT AND 2006 WORK PLAN

OBJET: COMITE CONSULTATIF SUR L’ÉQUITÉ ET LA DIVERSITÉ – RAPPORT ANNUEL DE 2005 ET PLAN DE TRAVAIL 2006

REPORT RECOMMENDATIONS

That the Corporate Services and Economic Development Committee recommend Council:

a) Receive the 2005 Annual Report of the Equity and Diversity Advisory Committee as detailed in Attachment 1; and

b) Approve the objectives contained in the 2006 workplan, as detailed in Attachment 2.

RECOMMANDATIONS DU RAPPORT

Que le Comité des services organisationnels et du développement économique recommande que le Conseil :

a) reçoive le Rapport annuel de 2005 du Comité consultatif sur l’équité et la diversité, tel que décrit à la pièce jointe n^o 1;

b) approuve les objectifs qui sont présentés dans le plan de travail 2006, tel que décrit à la pièce jointe n^o 2.

BACKGROUND

City Council, 3 December 2003, reconfirmed its governance structure. This included the advisory committees, and the requirement for each to complete a workplan outlining proposed projects and activities for the upcoming year. The workplan is to identify each and every activity the Committee plans to undertake in the upcoming year, whether they have a budgetary impact or not. The item should be identified, a brief description of the project or activity should be noted, and the anticipated timing of the item should be provided.

On 5 December 2005, City Council approved no additional funding for the advisory committees in 2006.

The Lead Department Representatives are to provide the Committee with information on the departmental workplan and priorities, where the workplans of the Committees tie into that workplan, and where the Committee can assist the Department. The Lead Department Representative will also advise on what staff and/or financial resources are available as part of departmental priorities.

DISCUSSION

The Equity and Diversity Advisory Committee approved its 2006 work plan on 20 March 2006

and its 2005 annual report on 24 April 2006.

The mandate of the Equity and Diversity Advisory Committee is to work towards the elimination of discrimination within the City of Ottawa. The complete Terms of Reference can be found at Attachment 3 of this report.

CONSULTATION

All departments were consulted and we received the following comments:

CORPORATE SERVICES DEPARTMENT

The CCSO, through the Human Rights and Employment Equity (HREE) Unit within Employee Services, remains committed to promoting Employment Equity within the City of Ottawa. In 2005, significant achievements included the completion of the City's workforce survey for federally-regulated employees and the development of an Employment Equity Plan for federally-regulated employees. In addition, a communications campaign was launched to promote the City's Equity and Diversity Survey for provincially-regulated employees which will take place in 2006.

It is a priority of the Chief Corporate Services Officer (CCSO) to continue to work closely with EDAC to implement the 2006 workplan and address their objectives and concerns. Further, the CCSO is committed to ensuring that additional Employment Equity initiatives are identified and implemented in 2006. HREE will also continue to track and investigate Human Rights complaints and deliver HREE training programs.

FINANCIAL IMPLICATIONS

There are no additional financial implications associated with the proposed workplan.

SUPPORTING DOCUMENTATION

Attachment 1 – 2004 Annual Report of the Equity and Diversity Advisory Committee

Attachment 2 – Proposed 2005 Workplan of the Equity and Diversity Advisory Committee

Attachment 3 – Equity and Diversity Advisory Committee Terms of Reference (on file with the City Clerk)

DISPOSITION

City Clerks Branch staff will forward the recommendations approved by the Corporate Services and Economic Development Committee to City Council for ratification.

ATTACHMENT 1

Equity and Diversity Advisory Committee

2005 Annual Report

INTRODUCTION

During the 12-month period of this report, January to December 2005, the Equity and Diversity Advisory Committee (EDAC) met 8 times to develop and comment on issues concerning the Committee’s mandate.

ACCOMPLISHMENTS
Description		Results
PRESENTATIONS – The EDAC received several presentations from city staff and outside organizations.
BUDGET - 2005	EDAC made a presentation to Committee of the Whole on 24 January 2005 regarding the 2005 City of Ottawa budget.
CITY FOR ALL WOMEN INITIATIVE (CAWI) UPDATE	CAWI continues to provide EDAC with updates on its initiatives on a semi-annual basis. Members of EDAC work with CAWI and present monthly updates to the Committee.
CITY’S PROCUREMENT PROCESS	Mr. Glen Ford presented EDAC with a breakdown of non-competitive contracts.
OVERVIEW OF THE CLIENT SERVICES AND PUBLIC INFORMATION (CSPI)	Mr. Philip Clarke provided an overview the Client services and Public Information Branch and its initiatives. Ms. Emburg offered to meet with CSPI with respect to advertising job postings in different communities in order to target visible minorities. Vice-Chair Loubani also offered to assist Ms. Emburg with this initiative.
PRESENTATION - COMMUNITY & PROTECTIVE SERVICES STRATEGIC FRAMEWORK	Mr. Mawby to ensure EDAC is provided with an update on the progress of the projects highlighted in the presentation and to ensure that EDAC is visible on all fronts.
CITY EMPLOYMENT EQUITY SURVEY -	Employee Services continues to provide updates to EDAC on the survey.

ACCOMPLISHMENTS
Description	Results
2004 Annual Report and 2005 Work Plan
The EDAC received regular updates on the accomplishments and on-going activities outlined in the 2005 work plan.	The 2004 Annual Report and the 2005 Work Plan were approved in December 2004.

ACCOMPLISHMENTS
Description	Results
COMPAC MEETING - BRIEFING - 9 JUNE 2005	A member of EDAC sits on the COMPAC Committee and reports regularly to EDAC.
CITY OF OTTAWA’S 2006 BUDGET	The Chair of EDAC presented to the Committee of the Whole in December regarding the Corporate Plan, 2020 Plan, Employment Equity and suggested several recommendations.
EDAC’S WEB SITE PILOT PROJECT	EDAC members met with city staff on the creation of the EDAC website, which was launched in June. Although EDAC had difficulties in maintaining the website, due to change of membership, the website continues to be updated with EDAC activities.
MAYOR’S GLBT TOWN HALL	EDAC provided funds towards an honorarium for two GLBT youth that were engaged in the Mayor’s 2005 GLBT Town Hall.
REQUEST FOR PROPOSAL (RFP)	The Committee worked with the VM Network and recommended the City explore the inclusion of the five groups designated under the City’s Equity and Diversity policy, include experience in working with minority clients in its selection criteria and several key issues regarding RFP’s.
2005 COMMUNITY PROJECT FUNDING PROGRAM	An EDAC member served on the 2005 Community Project Funding Program on behalf of the Committee.
SOCIAL PLANNING COUNCIL (SPC)	An EDAC member represents the Committee and participates on an on-going basis at SPC meetings.

EMERGING ISSUES
Subject	Description of Project	Results
OTTAWA POLICE TOWN HALL	Ms. Emburg to arrange for a presenter from the Ottawa Police to attend a meeting.	EDAC to pursue inviting staff from the Ottawa Police to present at an upcoming meeting.
PRETORIA BRIDGE	EDAC approved a motion to request the Pretoria Bridge be renamed the Nelson Mandela Bridge.	After discussing the renaming of the Pretoria Bridge, EDAC agreed to do more research and continues to provide an update at every meeting.

	ONGOING ISSUES
	Subject	Description of Project
	EMPLOYMENT EQUITY SURVEY	EDAC promoted the survey to Council at the budget deliberations in December.
	PROPOSED RECOMMENDATION FROM THE CITY FOR ALL WOMEN INITIATIVE (CAWI) REGARDING THE CITY’S CORPORATE PLAN	The Equity and Diversity Advisory Committee recommended that the City of Ottawa’s Corporate Plan and each departmental strategic plan include a statement and action plan on equity and gender.
	REQUEST FOR EDAC REPRESENTATION ON THE STEERING COMMITTEE FOR THE MAYOR'S TASK FORCE - SOMALI YOUTH INITIATIVE	Member Daljit Nirman to attend on behalf of EDAC.
	UPDATE ON SENIORS ADVISORY COMMITTEE (SAC) MEETING HELD ON MAY 18 AND INTRODUCTION OF SAC REPRESENTATIVE	An EDAC member represents the Committee and reports back to the Committee on common interests.
	CONSIDERATION OF A PUBLIC SUBMISSION RECEIVED ON FEBRUARY 21, 2005 CONCERNING THE PETITION TO THE MAYOR BY THE VISIBLE MINORITY TRAINING AND EMPLOYMENT NETWORK	The Equity and Diversity Advisory Committee authorize the sub-committee to prepare a motion providing the advice requested by the Mayor and highlighted the guidelines for the action that may or may not be considered.
ATTACHMENT 2 2006 Work Plan Equity and Diversity Advisory Committee EDAC agreed that it should concentrate a majority of its efforts on the following cluster of activities in 2006 … one which the Committee could more readily monitor and work on together with the Human Rights and Employment Equity team and staff in the Community and Protective Services department.

Activity	Lead	Timelines	Summary
1. Implementing the City’s Equity and Diversity Policy Members: A. Loubani, B. Singh-Samagh, M. Malik, B. Gill
1.1 a) City of Ottawa’s Self-Identification Survey (to determine the demographics of city staff). b) Public Information Sessions on Procurement Contracts.			EDAC to continue to work with and provide advice to the City’s Employment Equity staff on the implementation, analysis, and follow-up of the survey. EDAC to contact Mayor’s office to offer help for conducting information sessions for groups identified in the equity and diversity policy to better understand how to maneuver through the city-hall maze for securing procurement contracts.
1.2 a) Use of Analysis Resulting from Self-Identification Survey. b) Staffing, Promotion, and Retention.	B. Singh Samagh		EDAC to use the resulting analysis of this survey as a useful tool for identifying potential activities under EDAC’s mandate. EDAC to work with the Human Rights and Employment equity team to review advertising, staffing (hiring & promotions) policies and practices to ensure that they are equitable and transparent.
1.3 Cultural & Diversity Training for City Staff.	A. Loubani		EDAC to continue to work with and provide advice to the City’s Employment Equity staff on the roll-out of a cultural & diversity sensitivity training program for all city staff (including management & employees)
1.4 a) Focus & Placement of Human Rights and Employment Equity team in City Organization. b) Ombudsperson	A. Loubani		EDAC to follow up on the Chief Corporate Services Officer confirmation that management will place a focus on HREE issues and will monitor HREE capacity and needs within its new organization. EDAC to contact Mayor’s office to follow up on the notion of creating an Ombudsperson for equity and diversity issues at City Hall
1.5 a) Diversity-related performance indicators for managers. b) Report Card on Equity & Diversity Performance. c) Report card on progress. d) Development of EE program and champion’s role.	M. Malik and A. Loubani		EDAC to review and comment on performance indicators at the generic level. EDAC to ensure that the performance indicators are accessible. EDAC to meet with HREE team to ensure that departments shall report on their progress to implement Equity and Diversity initiatives. EDAC to focus on reports pertaining to implementation of EE Program.

Activity	Lead	Timelines	Summary
2. Collaboration and participation on key city initiatives (Internal) Members: B. Agbanti, E. Hamed, S. Ali Naqvi, W. Xie
2.1 Potential 2005 and 2006 City of Ottawa budget ramifications on minority groups.			EDAC to participate in the City’s budget process and possibly provide advice on the recommendations being considered by City Council. As warranted, EDAC to promote and/or facilitate community participation in the City’s public consultations phases.
2.2 Realize the 20/20 Vision's values and principles.			EDAC to work with the City and other stakeholders to build a ‘Caring and Inclusive City’. EDAC to promote the importance of implementing the principal of a "Caring and Inclusive City" which inter alia calls for "Access to the Basics - All people have access to adequate income, food, clothing, housing, transportation, health services, and creation"; " Citizen Engagement - Everyone has the opportunity to fully participate in the life of their community"; and "Diversity - the people of Ottawa respect and celebrate cultural and social diversity, and have access to services that are responsive to special and differing needs".
2.3 Municipal Accessibility Plan			EDAC to look to the City’s Municipal Accessibility Plan (under the Accessibility Advisory Committee) for linkages relative to EDAC’s mandate and objectives – including new scarce resources needed for EE and MAP activities.
2.4 Liaison with Other City Advisory Committees.			EDAC to consult with other Advisory Committees to create synergies, etc
2.5 Chairs’ Meetings and Other Joint Sessions	Chair & Vice-Chair		EDAC’s Chair and Vice-Chair to participate in activities designed to bring the Chairs of Advisory Committees together. EDAC to respond, as capacity permits, to invitations for EDAC’s involvement in activities -- invitations usually sent to all Advisory Committees.
2.6 Interacting with the City of Ottawa Management Structure.			EDAC to continue to meet with Deputy City Managers and other focal city officials to share aims and common objectives.
2.7 Intra-Committee Work for Social Housing Improvements.			EDAC to strike a subcommittee to work with other Advisory Committees on housing needs for the vulnerable in Ottawa. Under the Health and Social Services Advisory Committee’s lead, EDAC could work with other Committees such as the Poverty Issues Advisory Committee, the Seniors Advisory Committee, and the Accessibility Advisory Committee.
2.8 Support for the “City for All Women Initiative”.			EDAC to follow up with CAWI to ascertain what support EDAC might be able to offer in 2006 -- given CAWI’s successful endorsement by Council in July/04, and the resulting support offered by the City.

Activity	Lead	Timelines	Summary
3. Collaboration and participation on key city initiatives (External) Members: J-S. Lapolice, A. Loubani
3.1 EDAC participation in/at Town-Hall Meetings.			EDAC to provide support for and to participate in the 2005 Mayor’s GLBT Town Hall Meeting and to explore organizing activities or an event around diversity issues.
3.2 Op to partake in City hall Events.			EDAC to look for opportunities to promote EDAC’s mandate at activities held at City Hall; e.g.: the past 2004 AIDS walk and recognition of volunteers.
3.4 Assistance to the GLBTQ Community.			EDAC to follow up with Pink Triangle Services and the GLBT Community Centre Development Committee to ascertain what support EDAC might be able to offer in 2005 -- this would follow up on the PTS presentation at the October 20/04 EDAC meeting and would follow up on progress re: the implementation of the GLBT Wellness Study.
3.5 Interfaith Ottawa Steering Committee.	Essam Hamed		EDAC's Chair to continue to participate in the Interfaith Committee and to provide EDAC with regular feedback on the Committee’s activities
3.6 Liaison with Related Advisory Bodies.			EDAC to look at having an EDAC member attend related committees in Ottawa as a liaison member … such as the Police Service Board’s GLBT Liaison Committee.
3.8 Strengthening Ties with the Ottawa Police Service & COMPAC on Equity and Diversity Issues/Successes	A. Loubani		EDAC to continue to work with the Ottawa Police Services and the community and Police Action Committee (COMPAC) on equity and diversity issues.
Support for the “City for All Women Initiative” - Equality Framework			Listed under Objective 2, Activity 2.8.

Activity	Lead	Timelines	Summary
4. EDAC Website
4.1 Web site promotion of the EDAC.			On April 15, 2005, EDAC worked with the Chief Corporate Services Officer and senior Informatics managers and launched the new EDAC website. To continue to provide updates to city staff to include on the website. Review mid-year review of the pilot project.