1.       EQUITY AND DIVERSITY PROGRAMME OR MEASURES

 

Programmes ou mesures POUR L'équité et LA diversitÉ

 

 

Committee Recommendation as amended

 

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. 

 

 

Recommandation modifiée du comité

 

Que le Conseil incite ses fournisseurs qui comptent 50 employés ou plus à établir un programme ou des mesures pour assurer l'équité et la diversité et à présenter un rapport simple à la Ville afin de confirmer la prise de ces mesures.

 

 

 

 

 

Documentation

 

1.   Equity and Diversity Advisory Committee Chair’s report dated 18 June 2007 (ACS2007-CCV-EQD-0003).

 

2.   Extract of Draft Minute, 4 September 2007.

 

 

 

 


Report to/Rapport au :

 

Corporate Services and Economic Development Committee

Comité des services organisationnels et du développement économique

 

and Council / et au Conseil

 

18 June 2007 / le  18 juin 2007

 

Submitted by/Soumis par : Hamed Essam, Chair,

Equity and Diversity Advisory Committee

 

Contact Person/Personne ressource : Stephanie Brown Bellefeuille, Advisory Committee Coordinator / Coordonnatrice des comités consultatifs

City Clerk’s Branch/Direction du greffe

(613) 580-2424 x16760, Stephanie.Brown@ottawa.ca

 

City-wide / À l’échelle de la ville

Ref N°: ACS2007-CCV-EQD-0003

 

 

SUBJECT:

EQUITY AND DIVERSITY PROGRAMME OR MEASURES

 

 

OBJET :

programmes ou mesures POUR L'équité et LA diversité

 

 

REPORT RECOMMENDATION

 

That the Equity and Diversity Advisory Committee recommend that the Corporate Services and Economic Development Committee recommend that Council encourage its suppliers which have 50 employees or more to demonstrate that they have established an equity and diversity programme, or measures.

 

 

RECOMMANDATION DU RAPPORT

 

Que le Comité consultatif sur l'équité et la diversité recommande au Comité des services organisationnels et du développement économique de recommander à son tour au Conseil d'inciter ses fournisseurs qui comptent 50 employés ou plus à montrer qu'ils ont établi un programme ou des mesures pour assurer l'équité et la diversité.

 

 

BACKGROUND

 

At their June 18 meeting, the members of EDAC discussed with staff in supply management the City’s procurement process, and holding a second information session in 2007 to promote awareness on this process, targeting all designated groups within the City’s Equity and Diversity Policy. Subsequent to that discussion, the following motion was passed:

 

Whereas the City of Ottawa has a diverse population that adds value to the City, and provides a diverse set of skills;

 

Whereas, the federal and provincial governments have established employment equity and diversity programmes for procurement of goods and services;

 

Whereas EDAC’s role is to provide the link between the City and its diverse population, and to provide advice to the City;

 

Therefore, be it resolved that the Equity and Diversity Advisory Committee recommend that the Corporate Services and Economic Development Committee recommend that Council encourage its suppliers which have 50 employees or more to demonstrate that they have established an equity and diversity programme, or measures.

 

 

DISCUSSION

 

It is in the spirit of inclusiveness of diversity that this motion was created, and passed. Most notably, and relevant to such a motion, are the following excerpts from EDAC’s current terms of reference:

 

The Equity and Diversity Advisory Committee shall be responsible for:

 

 

It is the belief of EDAC that such a caveat on equity and diversity measures, if incorporated into the procurement process, would contribute to the elimination of barriers experienced by designated diversity groups, as mirrored in many other initiatives where the City demonstrates leadership and forward thinking.

 

A second information session on the essentials of the procurement process, specifically designed for members of City diversity groups, is being planned by supply management staff and members of EDAC, based on the smaller, but very successful, 2006 session. EDAC members will be distributing information about the session to members of their various communities to ensure an healthy turnout, and at the June EDAC meeting, helpful tips and suggestions were passed along to staff to make this year’s session even more of a success.


CONSULTATION

 

Supply Management

 

In November 2002, the City of Ottawa’s Equity and Diversity Policy was approved by City Council.  The policy demonstrates the City’s commitment to ensure its workforce is qualified and reflective of the population that it serves.  It also ensures all clients and residents equal access to facilities, products, services, and grants. 

 

The City of Ottawa believes in providing fair and equitable employment practices.  The City has undertaken of number of initiatives in consultation with the Equity and Diversity Advisory Committee to support its policy.  Some of the initiatives related to employment focus on recruitment and selection, training and development, organizational support and management accountability. 

 

In the area of access to services, the City established contact with the diversity groups to promote the link to BIZPAL, an online, one-stop service for entrepreneurs for information on business permits and licences from all levels of government.  As well, Supply Management are working closely with members of EDAC to deliver annually a session on the City’s procurement process to business members of the diversity groups.  Supply Management want to encourage fair and equitable competition from all qualified bidders in accordance with the Purchasing By-Law.

 

While we agree with the motion proposed by the Equity and Diversity Advisory Committee in principle, we would want to undertake some further research before endorsing our commitment on procurement documents.

 

Legal Services

 

The approach identified in the recommendation to this report is consistent with the Charter of Rights and Freedoms, section 15 and consistent with legislation governing municipalities.

 

 

FINANCIAL IMPLICATIONS

 

There are no financial implications to this report.

 

 

SUPPORTING DOCUMENTATION

 

N/A

 

 

DISPOSITION

 

Supply Management to take appropriate action.



            EQUITY AND DIVERSITY PROGRAMME OR MEASURES

Programmes ou mesures POUR L'équité et LA diversitÉ

ACS2007-CCV-EQD-0003                               city-wide / À l’Échelle de la ville

 

Mr. E. Hamed, Chair of the Equity and Diversity Advisory Committee (EDAC), introduced himself and provided an overview of the above-noted report, which had resulted from a motion adopted by the EDAC.  He advised that a similar policy existed at the federal government level, noting that in discussing the matter, EDAC had decided to dilute the requirements somewhat to recommend that the City “encourage” its suppliers to have an equity program rather than “requiring” it of them. 

 

Responding to a question from Councillor McRae, Mr. Hamed confirmed that an information session had been held with respect to the City’s procurement process but that, because it was held in the afternoon rather than the evening, it had not been a total success.  He hoped the next one would be scheduled differently, resulting in better attendance.

 

Councillor McRae indicated it was her understanding that the EDAC had requested the meeting be held in the evening but that it had been held in the afternoon because of staff availability.  She noted that another meeting was planned for this year and, in order to ensure it was held in the evening when people would be able to attend, she asked that the City Manager instruct staff to make themselves available.  Mr. Kirkpatrick responded in the affirmative. 

 

In response to a question from Councillor Wilkinson on the staff comment contained in the report with respect to undertaking “further research before endorsing”, Mr. Hamed expressed some concern over the comment and wondered what more staff wanted before they could encourage suppliers to have an employment equity program.

 

Councillor Wilkinson indicated she had been surprised by the comment and she asked staff to elaborate on it.  Mr. P. Andrews, Manager of Supply, explained that as staff read the motion and looked into the federal and provincial policies, they found that the federal policy set a higher threshold than 50 employees but that the provincial policy was much less clear.  In light of these differences, he submitted that staff was uncertain whether the municipality would care to take the lead in this and therefore suggested doing a little more analysis.  However, he indicated staff was very much in favour of encouraging the City’s suppliers to be in line with this policy.

 

Responding to a further question from Councillor Wilkinson, Mr. Andrews confirmed that, if Council approved this recommendation, staff would not need to do any research in order to provide information to vendors.

 

In light of this response, Councillor Wilkinson suggested that Committee and Council simply approve this motion and direct staff to move forward without the extra research. 

 

Although he understood the Councillor’s perspective and agreed with the direction, Mr. Kirkpatrick submitted that there might be some issues in terms of the criteria with respect to the number of staff.  He suggested that Committee make the recommendation to Council and, prior to the matter being considered at Council, staff would look at whether the criteria should be set differently and present that information at Council.  However, he re-iterated staff’s support for the intent of the motion. 

 

Responding to questions from Councillor Jellett with respect to how staff would interpret the intent of this recommendation, Mr. Kirkpatrick noted that the recommendation spoke to “encouraging” vendors to adopt an equity and diversity program and stopped short of requiring it.  Therefore, it would not become part of the evaluation criteria.  However, it could form part of the kits provided to potential vendors in terms of providing information about the goals of such a policy and advising that it was the City’s desire to encourage its suppliers to consider such a policy with those goals in mind.  He maintained this would not form part of the evaluation criteria, which was specifically outlined in requests for proposals and tender documents. 

 

Responding to questions with respect to the intent, Mr. Hamed indicated the EDAC initially wanted a firm requirement but that, in discussing the matter, members agreed on a somewhat diluted recommendation; that the City could start by encouraging its suppliers so they would become accustomed to the idea that the City was looking at this with a view to eventually making it a requirement.

 

In response to a request from Councillor El-Chantiry, Mr. Kirkpatrick confirmed that staff could report back to Committee and Council in one year on the results of this new initiative. 

 

A discussion ensued with respect to the requirement for suppliers to “demonstrate” that they had a policy. 

 

Councillor Wilkinson proposed revised wording for the recommendation; to remove the reference to “demonstrate” and replace it with a request to “provide a simple report back to the City” that they had established an equity and diversity program or measure.  Mr. Hamed expressed agreement with the amendment.

 

Councillor Desroches indicated his understanding was that staff would be bringing forward some further details on the criteria threshold and with respect to how this would be operationalized.

 

Councillor Jellett asked that the recommendation be split for the purpose of voting: on encouraging suppliers to have a policy; and on asking that they report back to the City.

 

A brief discussion ensued on the wording of the recommendation and what would constitute a report back to the City. 

 

Councillor Jellett expressed support for the intent.  However, he had concerns with having suppliers report back to the City and with what would then be done with such information.  Therefore, he re-iterated his request to split the motion. 

 

Committee then voted on the recommendation, in two parts.

 

That the Equity and Diversity Advisory Committee recommend that the Corporate Services and Economic Development Committee recommend Council:

 

1.   Encourage its suppliers, which have 50 employees or more, to establish an equity and diversity programme or measures; and

 

                                                                                                CARRIED

 

2.   Provide a simple report back to the City confirming that they have done so. 

 

CARRIED with Councillors G. Brooks and R. Jellett dissenting