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2. EQUITY AND DIVERSITY ADVISORY COMMITTEE - 2007
ANNUAL REPORT, 2008 WORKPLAN AND REVISED TERMS OF REFERENCE COMITÉ CONSULTATIF SUR
L’ÉQUITÉ ET LA DIVERSITÉ - RAPPORT ANNUEL DE 2007, PLAN DE TRAVAIL 2008 ET
MANDAT RÉVISÉ |
Committee RecommendationS AS AMENDED
That
Council:
1. Receive the 2007 Annual Report of the Equity
and Diversity Advisory Committee as detailed in Document 1;
2. Approve
the objectives contained in the 2008 workplan, as detailed in Document 2; and
3. That the proposed revised Terms of
Reference for the Equity and Diversity Advisory Committee be referred to the
mid-term governance review and that staff be directed to work with the Advisory
Committee to clarify roles and responsibilities.
RecommandationS modifiÉeS du Comité
Que le Conseil :
1. reçoive le Rapport annuel de 2007 du Comité
consultatif sur l’équité et la diversité, tel que décrit à la pièce jointe no 1;
2. approuve les objectifs qui sont présentés
dans le plan de travail 2008, tel que décrit à la pièce jointe no 2;
et
3. Que le mandat révisé du Comité consultatif
sur l’équité et la diversité soit envoyé à l’examen de la gestion publique au
milieu du mandat et qu’on demande au personnel de collaborer avec le Comité
consultatif pour préciser les rôles et les responsabilités.
Documentation
1. Chair, Equity and Diversity Advisory
Committee’s report dated 25 March 2008 (ACS2008-CCV-EQD-0001).
2. Extract of Draft Minutes, 6 May 2008.
Report to/Rapport
au:
Corporate Services
and Economic Development Committee
and Council/et au Conseil
25 March 2008 / le 25 mars 2008
Submitted by/Soumis par: Essam Hamed, Chair/président
Equity and
Diversity Advisory Committee/Comité consultatif sur l’équité et la diversité
Contact/Personne-ressource: Stephanie Brown
Bellefeuille,
Advisory Committee
Coordinator/coordonnatrice du comité
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Ref N°: ACS2008-CCV-EQD-0001 |
SUBJECT: EQUITY AND
DIVERSITY ADVISORY COMMITTEE - 2007 ANNUAL REPORT, 2008 WORKPLAN AND REVISED
TERMS OF REFERENCE
OBJET: COMITÉ
CONSULTATIF SUR L’ÉQUITÉ ET LA DIVERSITÉ - RAPPORT ANNUEL DE 2007, PLAN DE
TRAVAIL 2008 ET MANDAT RÉVISÉ
REPORT RECOMMENDATIONS
That the Equity and Diversity Advisory Committee recommend that the Corporate Services and Economic Development Committee recommend Council:
1. Receive the
2007 Annual Report of the Equity and Diversity Advisory Committee as detailed
in Document 1;
2. Approve the
objectives contained in the 2008 workplan, as detailed in Document 2; and
3. Approve the Equity and Diversity
Advisory Committee’s revised Terms of Reference as outlined in Document 3.
Que le Comité consultatif sur l’équité et la diversité recommande que le Comité des services organisationnels et du développement économique recommande que le Conseil :
1. reçoive le Rapport
annuel de 2007 du Comité consultatif sur l’équité et la diversité, tel que
décrit à la pièce jointe no 1;
2. approuve les objectifs
qui sont présentés dans le plan de travail 2008, tel que décrit à la pièce
jointe no 2; et
3. approuve le mandat révisé du Comité consultatif sur l’équité et la diversité décrit dans le document 3.
City Council, on 6 December 2006, 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.
The Lead Department Representative is 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.
There was no funding approved for the advisory committee 2008 workplans.
DISCUSSION
At its meeting of 16 March
2008, the Equity and Diversity Advisory Committee approved its 2007 annual report,
2008 work plan and amended terms of reference. The 2007 annual report and 2008
workplan of the Equity and Diversity Advisory Committee form Document 1 and
Document 2 respectively of this report.
The mandate of the Equity and Diversity Advisory Committee is
to work towards the elimination of discrimination within the City of
Ottawa. The complete revised Terms of
Reference can be found at Document 3 of this report.
Business Transformation Services Department (Bts)
In 2007, the City of Ottawa worked closely with
EDAC representatives to implement the Employment Equity (EE) Initiatives which
were approved by the Executive Management Committee in 2006.
The EE Initiatives focus on four key areas that are
designed to promote fair and equitable policies, practices and programs and to
attract and retain a talented pool of individuals including the diversity
groups that are identified under the City’s Equity and Diversity Policy.
The City of Ottawa participated in several career
fairs in an effort to increase job applications from diversity groups. In
addition, a testimonial from the City Manager stating the City is committed to
the principles of employment equity and a diverse workforce representative of
the population we serve was posted on Ottawa.ca
In the area of training, the Diversity Training
Program for management was launched with 56% of managers attending the
program. In addition, the Bias-Free
Interviewing and Selection course for supervisors and managers commenced
following the pilot that was attended by the Vice-Chair of EDAC. Of significant importance was the
development of a mentoring program for internal employees that will become an
integral part of the Talent Management Strategy.
A new award category for an Equity and Diversity
Award within the current Employee Recognition Program was developed and
presented at the City Manager’s Forum in December 2007. The management team
from the Employment and Financial Assistance Branch of Community and Protective
Services were the recipient of the award for their outstanding commitment and
leadership in promoting equity and diversity initiatives into their business
plans, work plans, practices and programs.
In addition, they have encouraged the hiring of individuals within the
designated groups and contributed to the development of a culture of respect,
equity and diversity.
An important activity whereby the City of Ottawa
staff worked closely with EDAC was in the promotion of a procurement forum to
inform business members of the diversity groups of the City’s procurement
process. Further in response to a motion passed by Council in 2007, Human
Rights and Employment Unit worked with Supply Management to develop an Equity
and Diversity clause that is now included in the City’s procurement documents.
In 2008, the Human Rights and Employment Equity
Unit will continue to work closely with EDAC and appropriate departments to
implement EDAC’s 2008 Work Plan.
In reviewing the revised Terms of Reference (TOR)
proposed by EDAC, Business Transformation Services (BTS) is recommending some
amendments in order to ensure that EDAC’s mandate applies to the City of Ottawa
as a whole and not to the City of Ottawa as a Corporation.
Specifically, BTS is proposing the following:
1.
That the wording under “Mandate” remain as it was
developed and approved by City Council in 2001.
2.
Under “Responsibilities” that the Gay, Lesbian,
Bi-sexual and Trans-gendered (GLBT)
group be added under “public forum” and that the following sentence be
removed: “educate Ottawa City Council
and city officials on the importance of engaging with diverse communities in
all decision –making processes.
3.
If the original wording for the mandate as approved
by Council in 2001 changes, then the section pertaining to “networking” (under responsibilities) should
be removed.
4.
Under “Organization” that the department of
Business Transformation Services replace Human Resources.
5.
Under “Lead Department/Reporting Relationship”,
that the opening sentence be changed to read as follows: “The lead department for the Equity and
Diversity Advisory Committee shall be Business Transformation Services,
specifically the Human Rights and Employment Equity Unit.
City Manager
The City Manager concurs with the comments of
the Business Transformation Services Department, as they relate to the change
in the Terms of Reference (Recommendation 3).
If the recommended mandate changes do not
occur so that the focus of the Committee is the City of Ottawa as a whole, the
Department recommends that the Committee become a Departmental Advisory
Committee reporting to the Executive Director, Business Transformation
Services.
There are no funds available in the City’s 2008 Operating Budget for
EDAC’s 2008 Work Plan items.
SUPPORTING DOCUMENTATION
Document 1 – 2007 Annual Report of the Equity and Diversity Advisory Committee
Document 2 – Proposed 2008 Workplan of the Equity and Diversity Advisory Committee
Document 3 – Equity and Diversity Advisory Committee Revised Terms of Reference
The advisory committee will work to complete the workplan tasks approved by City Council.
Document 1
2007
ANNUAL REPORT
INTRODUCTION
During the 12-month period of this report, January to December, the Equity and Diversity Advisory Committee (EDAC) met 12 times to develop and comment on issues within the purview of the Committee’s mandate.
ACCOMPLISHMENTS AND ON-GOING ISSUES
Employment Equity
Initiative
EDAC continued working together with
the Human Rights and Employment Equity team and Executive Management on the
results from the survey of federally-regulated employees, and the
implementation of a survey for the provincially-regulated employees. EDAC continued collaborating with the City
throughout 2007 and continues to urge the City to implement EDAC
recommendations regarding the full representation of the target groups within
the City staff structure so that it may reflect equitably all the diversity and
orientations of the people it serves.
PRESENTATIONS
· March 2007: EDAC made a presentation to Council on the City’s proposed budget.
· July 9, 2007: EDAC made a presentation to Council based on a business case approach to implement the current Equity and Diversity Policy, by using a Diversity Lens (filter) within the totality of the City structure, both internally and in all aspects of the delivery of its services. As part of the presentation, there was a recommendation to establish a Diversity Office to be the focal point for all matters related to Equity and Diversity. The presentation also emphasized that the City maintain the advisory committees as part of its governance structure, as they are the most efficient way to keep itself in a constant consultative mode with the citizens of Ottawa.
·
September 4, 2007: EDAC made a presentation to the Corporate Services and Economic
Development Committee recommending that it recommend that Council encourage its
suppliers, that have 50 employees or more, to demonstrate that they have an
established equity and diversity programme, or measures. As a result of this recommendation, Council
approved the following motions:
That Council encourage its
suppliers, which have 50 employees or more, to establish an equity and
diversity programme or measures and to provide a simple report back to the
City confirming that they have done so.
That Council approve the insertion of a clause in all City of Ottawa bid solicitation documents issued by Supply Management Division which encourages all suppliers of goods and services to establish an equity and diversity programme or measures.
·
December 4,
2007: EDAC made a budget presentation to Committee of the Whole
OUTREACH
In November 2007, EDAC also took the initiative to hold information sessions on "How To Do Business With The City", aimed at community-based small businesses, to explain the procurement process to visibly minority groups, and assist them to maneuver through the ‘city-hall’ process for securing contracts.
Individual Meetings with City Councillors
A few EDAC members met with
their Councillors to raise employment equity and diversity awareness.
Presentations / Staff Updates
The Equity and Diversity Advisory
Committee received presentations and updates from City staff pertaining to the
following (to which the EDAC provided
comments and suggestions):
·
Corporate training in The City of Ottawa
·
The City of Ottawa Fire Department
·
Ottawa Immigration Initiative by EFA
·
COMPAC
·
Interfaith Ottawa
EQUITY AND DIVERSITY ADVISORY COMMITTEE
2008 Workplan
The Equity and Diversity Advisory Committee’s 2008 workplan aims to fulfill its responsibilities and focus on its key areas of activity
as outlined in its
terms of reference, revised March 2008.
All members shall commit to
participating in one committee.
|
Activity |
Timelines |
Summary |
|
That EDAC participate in the development and implementation of the Equity and Diversity Lens to the City’s policies and programs, as part of a multi-focal lens. |
Ongoing |
EDAC to work with all departments, most notably Business Transformation Services, to ensure the application of the City of Ottawa’s Equity and Diversity Policy to all policies and programs. |
|
Employment Equity Initiatives |
|
EDAC to continue to work with the City’s Human Rights and Employment Equity staff on the implementation, analysis, and follow-up of the Interim Action Plan. |
|
Connect Community concerns with City |
Ongoing |
EDAC to establish relationships with key stakeholders from all designated groups to ensure ongoing concerns within the community are raised with City Mayor’s office, Council and officials. |
|
Proactively Liaise with other Advisory Committees |
Ongoing |
EDAC to consult with other Advisory Committees to create synergies, etc. |
Document 3
(As per Council
approved Governance Report)
EQUITY AND DIVERSITY ADVISORY COMMITTEE
Terms of Reference
The mandate of the Equity and Diversity Advisory
Committee is to. encourage the City of Ottawa to foster an environment that is
barrier-free in its workforce and delivery of services, which is both
reflective and inclusive of the diversity within the community.
The
mandate of the Equity and Diversity Advisory Committee is to work towards the
elimination of discrimination within the City of Ottawa.
APPLICATION
The
Equity and Diversity Advisory Committee’s mandate focuses on the designated
groups as outlined in the City of Ottawa’s Equity and Diversity Policy:
Designated Groups
- for the purposes of its overall equity and diversity initiatives, the City
has identified women, Aboriginal persons, persons with disabilities, and
members of visible minority groups and gay, lesbian, bi-sexual and
transgendered (GLBT) individuals. The selection of these five groups does not preclude the possibility of
addressing systemic discrimination for other identifiable groups.
RESPONSIBILITIES
The
Equity and Diversity Advisory Committee aims to fulfill its responsibilities as
outlined in the City
of Ottawa’s Advisory Committee Procedure By-law (No. 2007 - 104), approved by City Council, on March 28, 2007:
“Advisory
Committee” means a committee created by Council to provide
advice and technical expertise on major public issues and social trends, act as
vehicles for public consultation on issues of municipal interest and make
recommendations to City Council through Standing Committees.
Accordingly, the Equity and Diversity Advisory
Committee’s key areas of activity aim to include:
·
Advice
o providing advice and guidance to Ottawa City
Council, through the Corporate Services and Economic Development Committee, on
matters pertaining to policies and practices, over which the City of Ottawa has
direct control, on any discriminatory elements and suggesting necessary
amendments;
·
Public
forum
o providing a forum for members of minorities, women
and ethnic groups to raise and address issues of concern;
o educating Ottawa City Council and city officials on
the importance of engaging with diverse communities in all decision-making
processes;
·
Advocacy
o conducting advocacy on behalf of designated groups;
·
Networking
o
cooperating
with and supporting other organizations, associations and bodies with similar
aims and objectives, in order to develop a strong lobbying network;
o encouraging the formation and development of, and
collaboration between, minorities, women and ethnic groups, to better the needs
of their own members;
o encouraging on the neighborhood level, formal and
informal contact in order to promote a better understanding of different
cultures;
The
Equity and Diversity Advisory Committee shall be responsible for:
·providing
a forum for members of minorities, women and ethnic groups to raise and address
issues of concern;
·providing
advice and guidance to Ottawa City Council, through the Corporate Services and
Economic Development Committee, on matters pertaining to policies and
practices, over which the City of Ottawa has direct control, on any
discriminatory elements and suggesting necessary amendments;
·conducting
advocacy on behalf of racially and ethnically diverse groups, other minorities
and women’s issues;
·cooperating
with local bodies to ensure avoidance or elimination of discrimination in their
policies and practices;
·cooperating
with and supporting other organizations, associations and bodies with similar
aims and objectives, in order to develop a strong lobbying network;
·encouraging
the formation and development of, and collaboration between, minorities, women
and ethnic groups, to better the needs of their own members;
·encouraging
on the neighborhood level, formal and informal contact in order to promote a
better understanding of different cultures;
·
working
towards the elimination of discrimination within the City of Ottawa.
ORGANIZATION
The Equity and Diversity Advisory Committee shall
have a maximum citizen membership of between 9 - 15 residents of the City
of Ottawa, who shall reflect the diversity and demographics of the City of
Ottawa, including a minimum of one citizen appointment representing the rural
community. The process for choosing
membership for the Equity and Diversity Advisory Committee will follow the
approved Appointments Policy.
All appointments to the Equity and Diversity
Advisory Committee shall be approved by both the Corporate Services and
Economic Development Committee and Ottawa City Council.
In addition, the Equity and Diversity Advisory
Committee shall also have in a resource, liaison and/or advisory capacity, the
following:
·
1
Staff representative from the Human Resources Department (non-voting)
·
The
Equity and Diversity Advisory Committee shall have the ability to create
sub-committees to address specific issues affecting designated groups, as
required.
ORGANIZATION
The
Equity and Diversity Advisory Committee shall have a maximum citizen membership
of between 9 - 15 residents of the City of Ottawa, who shall reflect the
diversity and demographics of the City of Ottawa, including a minimum of one
citizen appointment representing the rural community.
All
appointments to the Equity and Diversity Advisory Committee shall be approved
by both the Corporate Services and Economic Development Committee and Ottawa
City Council.
In
addition, the Equity and Diversity Advisory Committee shall also have in a
resource, liaison and/or advisory capacity, the following:
·1 Staff representative from the Employee Services
Branch (non-voting)
·The
process for choosing membership for the Equity and Diversity Advisory Committee
will follow the approved Appointments Policy.
The
Equity and Diversity Advisory Committee shall have the ability to create
sub-committees to address specific issues affecting visible minorities, ethnic
groups, women, the lesbian/gay/bisexual/transgender communities or other
minority groups, as required.
LEAD
DEPARTMENT/REPORTING RELATIONSHIP
The lead department for the Equity and Diversity
Advisory Committee shall be the Human Resources Department. The Equity and Diversity Advisory Committee
shall report through the Corporate Services and Economic Development Committee
to Ottawa City Council.
LEAD
DEPARTMENT/REPORTING RELATIONSHIP
The
lead department for the Equity and Diversity Advisory Committee shall be the
Department Employee Services Branch.
The Equity and Diversity Advisory Committee shall report through the
Corporate Services and Economic Development Committee to Ottawa City Council, however
may report to another Standing Committee where appropriate, depending on the
issue.
WORKPLANS
AND ANNUAL REPORTS
The Equity and Diversity Advisory Committee must
report annually to City Council through the Corporate Services and Economic
Development Committee (timing to be determined by the Chair, Advisory Committee
Coordinator and City Clerk) on the activities of the Committee in the current
year and on the Committee’s workplan for the following year.
WORKPLANS AND ANNUAL REPORTS
The
Equity and Diversity Advisory Committee must report annually to City Council
through the Corporate Services and Economic Development Committee (timing to be
determined by the Chair, Advisory Committee Coordinator and City Clerk) on the
activities of the Committee in the current year and on the Committee’s workplan
for the following year.
EQUITY AND DIVERSITY ADVISORY COMMITTEE - 2007 ANNUAL REPORT, 2008 WORKPLAN AND REVISED TERMS OF REFERENCE
COMITÉ CONSULTATIF SUR L’ÉQUITÉ ET LA DIVERSITÉ - RAPPORT ANNUEL DE 2007, PLAN DE TRAVAIL 2008 ET MANDAT RÉVISÉ
ACS2008-CCV-EQD-0001 city-wide / À l’Échelle de la ville
Ms. Rhonda Fernandes, Vice Chair of the Equity and Diversity Advisory Committee (EDAC), provided the following reasons for the Advisory Committee’s recommendation to amend its Terms of Reference:
· To clarify, for the benefit of its members, their roles and responsibilities;
· To make the Committee work as efficiently as possible; and
· To streamline what the EDAC’s functions in terms of supporting the City in the implementation and application of its Equity and Diversity Policy.
She referenced the staff comment with respect to leaving the EDAC’s mandate as originally stated and she indicated she was comfortable with this, as long as it allowed them to continue to network with community members. With respect to adding the GLBT community under the “public forum” sub-bullet, she explained that in the previous version of the Terms of Reference, there were sporadic references to various designated groups, which was not equally reflective of all groups. As a result, the Advisory Committee was recommending that all references to particular groups be removed from any of the sub-bullets and that only the designated groups be named up front. Therefore, she continued to support the change originally put forward with by the EDAC in this regard. Lastly, Ms. Fernandes referenced staff’s recommendation to remove the term “networking” (under Responsibilities) from the Terms of Reference. However, she submitted that the EDAC’s networking function was important because it served as a liaison between the City and community stakeholders working on issues related to the Equity and Diversity Policy. In closing, she advised that the EDAC had been advocating for a diversity office or central body within the City structure, which would be responsible for the implementation and application of the Equity and Diversity Policy. She noted that to date, the focus had been primarily on employment equity but that the Policy related to representative workforce as well as service delivery to residents.
Mayor O’Brien asked whether the speaker believed the recommended changes made the EDAC more relevant in terms of the decision-making process and its recommendations to Committee and Council. Mr. Fernandes responded affirmatively. She advised that some of the EDAC’s members were unclear on their roles and responsibilities and as a result, they were raising issues that were not of relevance to the City or that were outside the City’s scope of responsibilities. Therefore, she believed amending the Terms of Reference would provide clarity upfront and make the EDAC more effective.
Responding to a further question from Mayor O’Brien, Ms. Fernandes indicated she was aware of the upcoming governance review and submitted that changes in the EDAC’s Terms of Reference would strengthen their ability to provide the support Council needed.
Councillor El-Chantiry referenced the changes being requested by the Advisory Committee, as outlined in Document 3 of the report, the staff recommendations, found in the body of the report, the implications of the changes and the impact on the reporting relationship. He wondered whether there was any urgency to deal with this issue and he posed a series of questions in the interest of clarify the issues.
Ms. Fernandes expressed the EDAC’s interest in supporting the City as a whole with regards to the implementation of the Equity and Diversity Policy, which specifically focused on ensuring a representative work force as well as ensuring that services were being delivered to residents and clients in an effective and equal manner. She expressed the Advisory Committee’s desire to ensure there was a voice for the community to ensure services were being provided effectively and to support the City in developing plans to ensure the City was reflective of the diversity within the community. She maintained the EDAC viewed itself as a voice for the community and a support to the corporation to be able to deliver its mandate to stakeholders. She acknowledged that employment equity was a corporate issue. However, she noted the Equity and Diversity Policy also talked about providing services effectively to all residents and to all clients within the community.
Ms. Lyn Hunt, Manager of Labour Relations, referenced examples of advice provided by the EDAC and suggested the nature of these recommendations were proof of the Advisory Committee’s dual focus.
Councillor El-Chantiry felt the matter needed more clarification and he indicated he was not comfortable approving any amendments to the Terms of Referenc until the issue were clarified and Committee and Council were sure what they were approving.
Responding to questions from Councillor Wilkinson with respect to the EDAC’s workplan, Ms. Fernandes indicated one of the challenges faced by the Advisory Committee related to turn-over in its membership and the need to approve a workplan that would be open enough to allow new members to influence it and to provide ideas, suggestion and support with regards to meeting the mandates. She indicated the Advisory Committee had and the past and would continue to work with other advisory committees and the community on areas of shared responsibilities and suggested the workplan was a constant, living document to which the EDAC kept adding activities related to specific works.
Mayor O’Brien suggested the issue related to where Council wanted the EDAC to focus its energies; whether internally in terms of hiring policies and other activities or whether externally, to the community. He noted this was a delicate situation because it crossed a line between operational policy and Council responsibilities towards residents.
Ms. Fernandes re-iterated the EDAC’s willingness to participate in discussions related to the governance review. However, she also re-iterated the position that the EDAC was one vehicle to support the City in implementing its Equity and Diversity Policy.
At this juncture, Committee voted on the following motion.
Moved by Councillor E. El-Chantiry
BE IT RESOLVED that the proposed revised
Terms of Reference for the Equity and Diversity Advisory Committee be referred
to the mid-term governance review and that staff be directed to work with the
Advisory Committee to clarify roles and responsibilities.
CARRIED
Committee then voted on the item, as amended.
That the
Equity and Diversity Advisory Committee recommend that the Corporate Services
and Economic Development Committee recommend Council:
1. Receive
the 2007 Annual Report of the Equity and Diversity Advisory Committee as
detailed in Document 1;
2. Approve the objectives contained in the 2008
workplan, as detailed in Document 2; and
3. That the proposed revised Terms of
Reference for the Equity and Diversity Advisory Committee be referred to the
mid-term governance review and that staff be directed to work with the Advisory
Committee to clarify roles and responsibilities.
CARRIED as amended