Report
to/Rapport au:
Corporate
Services and Economic Development Committee
and Council/et au Conseil
17 April 2007 / le 17 avril 2007
Submitted by/Soumis par: Chair/président
Equity and Diversity Advisory Committee/Comité
consultatif sur l’équité et la diversité
Contact/Personne-ressource: C. Langford,
Advisory Committee Coordinator/coordonnatrice
du comité
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Ref N°: ACS2007-CCV-EQD-0001 |
SUBJECT: EQUITY
AND DIVERSITY ADVISORY COMMITTEE - 2006 ANNUAL REPORT, 2007 WORKPLAN AND
REVISED TERMS OF REFERENCE
OBJET: COMITÉ
CONSULTATIF SUR L’ÉQUITÉ ET LA DIVERSITÉ - RAPPORT ANNUEL DE 2006, PLAN DE
TRAVAIL 2007 ET MANDAT RÉVISÉ
REPORT RECOMMENDATIONS
That the Equity and Diversity Advisory Committee recommend that the Corporate Services and Economic Development Committee recommend Council:
a) Receive the 2006
Annual Report of the Equity and Diversity Advisory Committee as detailed in
Document 1;
b)
Approve the objectives
contained in the 2007 workplan, as detailed in Document 2; and
c)
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 :
a) Reçoive le Rapport
annuel de 2006 du Comité consultatif sur l’équité et la diversité, tel que
décrit à la pièce jointe no 1;
b) Approuve les
objectifs qui sont présentés dans le plan de travail 2007, tel que décrit à la
pièce jointe no 2; et
c) 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 should be noted, and the anticipated timing of the item should be provided.
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 2007 workplans.
DISCUSSION
At its meeting of 12 February 2007, the Equity and Diversity
Advisory Committee approved its 2006 annual report and 2007 work plan. The final 2006 annual report
and 2007 workplan of the Equity and Diversity Advisory Committee are at 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.
All
departments were consulted and the following comments were received:
Business
Transformation Services Department (BTS)
In 2006, the City of Ottawa worked closely with EDAC
representatives to establish the Employment Equity (EE) Initiatives, which were
approved by Senior Management in September 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.
An Outreach Recruitment Program, including radio
advertisements and career ads in community newspapers representing the
diversity groups, was launched in the summer of 2006. Job posters were also developed and distributed at job fairs and
to prospective job applicants, providing information on how to apply for a job
with the City of Ottawa. The City’s
career web site was also updated to promote the diversity of employees working
at the City of Ottawa.
A Diversity Training Program for management and
employees was developed in 2006 and delivery of the course for management staff
commenced in 2007. In addition, the
Interviewing and Selection Skills Training Course for supervisors and managers
was revised and a new course entitled Bias-Free Interviewing and Selection was
developed in 2006. The course was
piloted in 2007 and attended by the Vice-Chair of EDAC.
In the area of management accountability, the
requirement for a key deliverable related to Equity and Diversity was added to
management’s 2007 Individual Contribution Agreements.
In 2007, the Human Rights and Employment Equity Unit
will continue to work closely with EDAC and appropriate departments to
implement EDAC’s 2007 Work Plan. EDAC
has indicated that a community forum will take place in 2008 and planning will
begin in 2007. There will be no costs
associated with the forum this year.
In reviewing the revised Terms of Reference (TOR)
proposed by EDAC, Business Transformation Services (BTS) is recommending that
discussion of these be deferred until a decision is made with respect to the
review of all Citizen Advisory Committees, as approved by Council in December
2006 as part of the Governance Review.
The motion approved by Council reads as follows:
Moved by Councillor E. El-Chantiry
Seconded by Councillor S. Qadri
BE IT RESOLVED that the Advisory
Committee recruitment process be deferred to the end of 2007 to allow for the
City to review the Advisory Committee structure in conjunction with the final
version of Bill 130, and that the terms of current Advisory Committee members
be extended until that time;
AND that existing vacancies be filled
from the previously approved reserve members’ lists, where they exist;
AND that, where no names remain on the list of reserve members, the quorum be reduced accordingly.
PUBLIC WORKS
AND SERVICES
The Department has reviewed the 2006 Annual Report, 2007 Work Plan
and Revised Terms of Reference as prepared by the Equity and Diversity Advisory
Committee. As Public Works and Services is not the lead Department for this
Advisory Committee, we will work with and support Business Transformation
Services (BTS) on Equity and Diversity initiatives as required.
The remaining two departments, Community and Protective Services and Planning, Transit and Environmental Services did not provide any comments, however will continue to work with and support on Equity and Diversity initiatives.
There are no funds available in the City’s 2007 Operating
Budget for EDAC’s 2007 Work Plan items.
Document 1 – 2006 Annual Report of the Equity and Diversity Advisory Committee
Document 2 – Proposed 2007 Workplan of the Equity and Diversity Advisory Committee
Document 3 – Equity and Diversity Advisory Committee Revised Terms of Reference
City Clerks Branch staff will forward the recommendations approved by the Corporate Services and Economic Development Committee to City Council for ratification.
Document
1
2006 ANNUAL REPORT
INTRODUCTION
During the 12-month period of this report, January to December, the Equity and Diversity Advisory Committee (EDAC) met 9 times to develop and comment on issues concerning the Committee’s mandate.
EDAC worked together with the Human Rights and
Employment Equity Unit and Executive Management Team (EMC) on the results from the
2005 survey of the federally regulated employees and the implementation of a
2006 survey for the provincially regulated employees. EDAC continued
collaborating with the City throughout 2006 and continue to urge the City to
implement EDAC recommendations regarding the full representation of the target
groups in the City staff so that it may reflect the diverse composition of the
citizenry it serves. EDAC contributed to the development of the Employment
Equity Initiatives plan that was approved by EMC in September 2006.
EDAC supported a motion that was considered by the Accessibility Advisory Committee resolving that the City institute an office of the Ombudsperson.
EDAC supported recommendations 1, 2, and 3 of a report prepared by the Poverty Issues Advisory Committee on the ‘Impact of School Fees on Low Income Families’. The report was submitted to the Health, Recreation and Social Services Standing Committee and City Council.
Information Session on
"How To Do Business With The City", aimed at Community-Based Small
Businesses
The public information session on procurement contracts was held in May to help visible minorities and other small-business groups to better understand how to navigate through the city-hall process in order to position themselves for doing business with the City and compete for its requirements and eventually secure contracts.
After having
participated in the No Sweat Coalition, the Equity and Diversity Advisory
Committee wrote a letter to the Mayor and Members of Council supporting the No
Sweat Workshop Campaign.
The EDAC website pilot
project was created and launched in June of 2005. Throughout the second half of the year, EDAC continued to update
the website with information such as current activities, upcoming
events/meetings, and links to the City and External
Resources.
Special heartfelt thanks and appreciation go to former EDAC Vice-Chair Garry McDonnell who continued to work on the Committee’s website until December 2006.
Bridging The Continents....A Multicultural Rendezvous With The Mayor
EDAC endorsed and participated in a Multicultural event in June. Dozens of embassies took part in the event and provided information, desserts and teas from different countries.
Meeting City Councillors
A few EDAC members met with
their Councillors to raise employment equity and diversity awareness.
Representation
EDAC was also represented on Interfaith Ottawa’s Steering Committee.
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
·
Procurement Process
·
BIZPAL
·
Overview of the
Client Services and Public Information (CSPI)
·
Community &
Protective Services Strategic Framework
·
COMPAC
·
Briefing
- Meeting with Chief Bevan
·
Presentation By The United Nations
Educational, Scientific And Cultural Organization (UNESCO)
Presentations From Various Organizations
·
City of All Women’s Initiatives (CAWI)
·
Crime
Prevention Ottawa
EQUITY AND DIVERSITY ADVISORY COMMITTEE
2007 Workplan
The Equity and Diversity Advisory Committee’s 2007 workplan aims to fulfill its responsibilities and focus on its key areas of activity
as
outlined in its Terms of Reference, revised February 2007. All
members shall commit to participating in one committee.
|
Activity |
Lead |
Timelines |
Summary |
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ADVICE |
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Applying an equity and diversity lens to the City of Ottawa’s policies and programs |
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Ongoing |
EDAC to work with all departments, most notably the Employee Services Branch, to ensure the application of the City of Ottawa’s Equity and Diversity Policy to all policies and programs. |
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Employment Equity Initiatives |
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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. |
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PUBLIC FORUM |
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Plan a community forum |
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2007 |
EDAC to work with City staff and other interested parties to develop a forum for members of designated groups to raise and address issues of concern. |
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Connect Community concerns with City |
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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. |
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ADVOCACY |
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Develop Business Case |
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Spring 2007 |
EDAC to educate City staff and council on the added value and return on investment of working towards the elimination of discrimination within the City of Ottawa. |
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Motion to apply an equity and diversity lens to all City policies and practices |
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Spring 2007 |
EDAC to develop and present a motion to the Corporate Services and Economic Development Committee to encourage the city to ensure that all policies and programs developed are reviewed against the Equity and Diversity Policy before finalized for implementation. |
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NETWORKING |
|||
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Proactively Liaise with other Advisory Committees |
|
Ongoing |
EDAC to consult with other Advisory
Committees to create synergies, etc. |
Document
3
EQUITY AND DIVERSITY
ADVISORY COMMITTEE
Terms of Reference
The
mandate of the Equity and Diversity Advisory Committee is to
work towards the elimination of discrimination within the City of Ottawa.
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.
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 four groups does not
preclude the possibility of addressing systemic discrimination for other
identifiable groups.
RESPONSIBILITIES
The
Equity and Diversity Advisory Committee
shall be responsible for
aims to fulfill its responsibilities as outlined in the City of Ottawa’s Advisory
Committee Procedure By-law (No. 2003 - 600),
approved by City Council, on December 3, 2003:
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;
·
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 DepartmentEmployee 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 designated groups, as required.
LEAD
DEPARTMENT/REPORTING RELATIONSHIP
The
lead department for the Equity and Diversity Advisory Committee shall be the Human Resources DepartmentEmployee Services Branch. The Equity and Diversity Advisory Committee
shall report through the Corporate Services and Economic Development Committee
to Ottawa City Council.
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.