HomeMy WebLinkAboutUpdate on Racial and Socioeconomic Equity Review Toolkits December 2018
Date: December 10, 2018
To: Simon Andrew, Assistant to the City Manager
From: Stefanie Bowers, Human Rights Coordinator & Equity Director
Re: Update on Racial and Socioeconomic Equity Review Toolkits
Introduction: Currently 8 City departments have received racial and socioeconomic equity
toolkit training and have used the training to review their policies, procedures, services, and
programs.
The use of racial and socioeconomic equity toolkits has allowed staff in those departments to
normalize conversations on race and to be conscious of race in the services we provide as a
City to the community. The toolkits have aided staff’s ability to more effectively collect data,
work with community voices, deliver the training of the toolkit to other staff for capacity
building within the City, and to recognize racial equity as a priority that will lead us to better
decision making and better outcomes.
Starting in August 2016 through August 2017, the following City Departments: Neighborhood
and Development Services, Police, Human Resources, Finance, and Human Rights evaluated a
current procedure, policy, program or service, and a new and/or potentially new procedure,
policy, program or service using a racial and socioeconomic equity review toolkit. These
departments were intentionally selected because they have one or all the following: 1) the
services provided are heavily relied upon by persons of color or immigrant populations; 2) the
community has expressed concern on how the services are delivered; or 3) the services
provided impact large groups or persons in the community.
The Departments used a three-step process to gather information that was used to inform
planning and decision making about public policies and programs. Each step is enumerated
below.
Step 1: What is the impact of the proposal on determinants of equity?
The aim of the first step is to determine whether the proposal will have an impact on equity or
not.
Step 2: Who is affected by the proposal?
This step identifies who is likely affected by the proposal.
Step 3: Opportunities for action?
The third step involves identifying the impacts of the proposal from an equity perspective. The
goal is to develop a list of likely impacts and actions to ensure that negative impacts are
mitigated, and positive impacts are enhanced.
Discussion: Below is the current progress and long-term impact on those Departments use of
toolkits.
January 11, 2019
Page 2
Accounting
Capital Grant Funding.
Now requires a racial minority impact statement as part of a new Grants Management Policy. It
includes creating a map showing distribution of racial minorities in the city a map was created in
ESRI (geographic information system software) and is available on the intranet for departments
to utilize. Capital grant applications must use this map to identify the grant's location and review
its impact on racial or ethnic minorities with a narrative statement as well as the block group
identifier to quantify the impact. The racial minority impact statement and block group are
required on the Grant Review Form that departments submit to get approvals for grants before
they apply.
Revenue
Utility Billing.
A donation program was established in March 2018. This fund helps sustain the City’s Utility
Discount Program, which provides income eligible Iowa City utility customers a discount of 60
percent of the minimum water and sewer charge, 60 percent of the monthly storm water charge
and 75 percent of the refuse and recycling charges each month. A news release, news
interviews, and a bill insert were used to promote the program. Stories appeared on KCRG and
KWWL news. Currently there are 123 accounts that make a monthly contribution on their water
bill. Nearly $6,400 has been given to date - about $726 per month for the regular contributors.
Purchasing
Requests for Bids and Proposals.
Purchasing now includes a voluntary demographic information survey in all Request for
Proposals and Request for Bids. Accounting also includes the voluntary demographic
information survey when it sends out Automated Clearing House (ACH) letters to vendors. Each
vendor that completes the survey and is identified as a "Women Owned Business", "Minority
Owned Business" or "Service-Disabled Veteran Owned Business" is marked as a
Disadvantaged Business Enterprise (DBE) in the financial software system. Sixty-one bids and
proposals were received to date, and 9 received were from DBEs, 41 received were marked
'none of the above', and 11 received were incomplete (did not complete the survey). Looking at
the slats, for the companies that filled out the survey almost 15% were DBEs. Of the 9 DBE
submittals, 3 were awarded a contract.
Police
Online Feedback Form.
The online feedback form went live on September 7, 2017. Between then and November 2018,
39 submissions were received from the public. Most of submissions either asked questions or
made comments about incidents in which the police were involved. Sixteen submitters asked for
a police supervisor to contact them for follow up; 12 submitters requested no follow up; 3
submitters did not answer the follow up question.
Juvenile Curfew Standard Operating Guidelines.
From September 2016 through August 2017, there were 25 juvenile curfew citations issued.
From September 2017 through August 2018, there were 6 juvenile curfew citations issued. This
represents a 76% decrease in citations, with 11 of the 12-months in that period accounted for.
Three of those cited were White; 3 were Black; and none identified as Hispanic. All the cited
curfew violations involved one or more additional criminal violation by the minor. When other
criminal acts are involved, the officer's discretion is reduced.
January 11, 2019
Page 3
Public Hours at Animal Care & Adoption Center.
There has been no significant change in the status of this proposal. Staffing models don't show
a viable option for expansion of service hours or additional programming without the cutting of
hours at the facility at some other time during the week. Currently it is open 10:30 AM to 5:30
PM Monday - Friday and 10:30 AM to 3:00 PM on Saturday. Iowa City Transit does not have a
route that runs to the location. Both the hours of operation and the location can serve as barriers
to persons in the community who wish to adopt.
Neighborhood and Development Services
Complaints Mapping.
The City received 2,400 complaints in calendar year 2017 and continues to monitor where
complaints are located. Complaints appear to be originating from every neighborhood.
Neighborhoods with more rental properties tend to have higher complaint activity. Steps have
been taken to be more proactive in high complaint neighborhoods. At the start of July 2018, a
Neighborhood Response Officer position was created. Their duties include addressing
neighborhood quality of life concerns and issues that arise in the downtown area. The regular
duty hours are Tuesday - Saturday 6:00 PM to 2:00 AM. Thursday, Friday and Saturday
evenings are peak times when many neighborhood complaints for nuisances such as loud
noise, garbage, parking, etc., come in.
Bike racks on older multi-family properties.
No progress has been made on the bike rack project. To move forward, partnerships with
private property owners will need to be explored. MPO will also gauge support for a code
change to retroactively require bike racks at all existing multi-family buildings if there is sufficient
interest amongst City Council and administration.
Notification of Rezoning and Redevelopment.
Staff continues to emphasize good neighbor meetings, post public notice signs and written
notification to all dwelling units for which applicants can obtain addresses.
Since the last report out in October 2017, Ordinance 17-4728 was adopted amending the major
site plan review process to require notification to occupants of rental properties and an occupant
transition plan for any additions or alteration to a residential development with more than 12
dwelling units. This includes the following requirements:
Within twenty-four (24) hours of applying for major site plan approval, the applicant shall post
notice on the subject property of intent to develop on the site. The notice to be posted will be
provided by the City and shall be posted as directed by the City. For major site plans involving
any additions or alterations to existing development containing over twelve (12) residential units,
the applicant, within twenty-four (24) hours of applying for major site plan approval, shall mail
written notice to all current occupants of the development property informing them of the
application and intention to develop on the site, the anticipated construction timeline, and
phasing of the project. The applicant shall furnish evidence satisfactory to the City that such
notice requirements have been satisfied before the application will be considered complete.
For major site plans involving any additions or alterations to existing development containing
over twelve (12) residential units, the applicant shall submit an occupant transition plan if there
are any occupants of the development on the date the application is submitted. Such a plan
must include the number of current occupants; a general description of current contractual
obligations between the owner and the occupant(s); when any leasehold interest expires; and a
construction timeline and phasing plan.
January 11, 2019
Page 4
In addition, the ordinance required that the City Council consider and approve the occupant
transition plan prior to approval of the site plan or issuance of a building permit.
The intent of the code change is to provide a means of communicating pending changes to
existing rental residents where the proposed changes would not otherwise trigger a zoning
process and to require City Council consideration in an otherwise administrative process. Since
the ordinance's adoption, 21 major site plan cases have been filed with the City. None of these
met the threshold for triggering use of the new major site plan process. Staff will continue to
monitor future site plan activity for compliance.
Staff is still in the process of acquiring new permitting and plan review software which will
incorporate electronic application submittals. After the contract is finalized it will take about 18
months to implement. Residents will also be able to view permit activity for subdivisions and
buildings.
Human Rights
Online Complaint.
The option to submit a discrimination complaint online went live in February of 2017. Since that
time 27 complaints of discrimination in the areas of education, housing, employment, and public
accommodation have been submitted online out of approximately 42 complaints total being filed
during that time. The online complaint option allows for persons to file a complaint of
discrimination with the Human Rights Office 24/7. This streamlines the process and allows for
an efficient and accessible way for persons to report discrimination at any time.
Discrimination Complaint Party Mapping.
Complaint mapping was completed for 2017. Based on this information staff will continue to
place more resources in the businesses and landlords in the downtown region due to the slightly
higher number of complaints filed. Staff will also provide broader outreach to students and
consumers on their rights.
Phase 2 of Toolkits: with the goal of continuing to advance social justice and racial equity
within City procedures, policies, programs, and services, several City departments, including
Parks and Recreation, the Housing Authority, the Fire Department and the Library are currently
using a racial equity review toolkit. Current updates follow.
Library
Adverse effects of overdue fines on children’s access to library services.
The Library has chosen to look at how fines present a barrier to children from moderate to low
income families and to eliminate these barriers if possible. The first step in their study was
mapping out locations of children’s library cards that were delinquent due to fines (owe $10 or
more). The data showed that the largest number of delinquent children’s cards are in
neighborhoods that have been identified by Housing and Urban Development (HUD) as low to
moderate income. During FY20 budget preparation further study was done to determine what
percent of all fine income came from children’s materials.
Multiple national studies are available that show a positive impact on children’s library use when
overdue fines are eliminated, and there is a national discussion regarding library fines. We
know that library fines represent a barrier to access and literacy resources for many children in
our community. While fines are not meant to be punitive, the reality is they become punitive for
children who face access and other issues related to utilizing Library services. An overdue fine
of 25 cents a day is equally assessed to all overdues, however it does not equally affect low,
medium and high-income households.
January 11, 2019
Page 5
The Library Board has approved a budget request that eliminates fines on all children and teen
library materials which will reduce income from fines. If approved through the City budget
process we hope to remove these fines by June 1, 2019, in time for the summer reading
season. Further study will show if a no fines policy for children’s materials results in higher use
and fewer delinquent cards.
Monitor conduct reports regarding teens to determine if racial minorities are disproportionately
affected. Identify ways to ensure fair and equal treatment.
The Library’s conduct database was reviewed, and it was determined that there are a much
larger percentage of conduct reports written for Black teens than any other racial group. To
determine a baseline, a usage study of the Teen Center was repeated twice, each for two
weeks, once in the summer and once in the fall, when school was in session. A count was done
each hour of the perceived ethnicity and race of the teens in the Teen Center. We found that,
during the summer, the teens who use the Teen Center are 49% Black, 45% White, 4%
Asian/Pacific/Islander and 2% Unknown. During the school year we found that the teens who
use the Teen Center are 64% Black, 32% White, 3% Unknown and 1% Asian/Pacific/Islander.
The information gathered will serve as a starting point for an ongoing study. Currently staff work
with teens whose behavior does not meet the criteria of the Teen Center so that they will not be
banned as an adult would. This entails talking with the teens and when possible with the
parents.
Study the ways that racially diverse groups obtain information about library services with a goal
to improve information delivery to identified populations.
The Library’s Communications Overview, a document that details each way the Library
communicates with the community and the intended purpose of the communication was
reviewed. The demographics for the community and demographics of students in the Iowa City
Community School District were also studied. Then three questions were focused: What are the
languages spoken in homes in our community? Where do new Iowans get information about the
Library and the community? Where do racially diverse groups get information about Library
programs? As a response, we gathered information to answer these questions.
There are a couple anticipated outcomes for this work. First, an email group will be cultivated to
share Library information. The people in the email group will have contact with populations who
find information in nontraditional settings such as newsletters, bulletin boards and other venues
related to the organizations they work with. Second, more flyers will be translated each year.
Staff is also considering translating the webpage to other languages. Staff have been working
with OmniLingua on additional translations of Library flyers. “How to Get a Library Card”
information was translated into Swahili and these bookmarks were available beginning in mid-
November.
In December, Kara Logsden gave a presentation about how the Library shares information
about Library collections, programs, and services to the City Manager’s Roundtable. Members
of the Roundtable were able to provide feedback to Kara on the initiatives. A copy of the
presentation follows this memorandum.
Parks and Recreation
Map and evaluate home address locations of Group Swim and Private Swim lessons.
Compare data with progression through the first four levels of swim lessons to determine if all
neighborhoods are represented and having similar success in learning to swim.
The mapping of swim lesson participants has been completed. The maps of swim lesson
participants show that the program reaches all areas of the community. Staff continues to
evaluate participation from youth who have been identified as coming from moderate to low
income households and underserved populations to determine how to reduce barriers to swim
lesson participation. Early indications are that transportation is the most common barrier.
January 11, 2019
Page 6
Map and evaluate home address locations of individuals who rent garden plots.
Compare with garden locations to determine future locations and outreach to expand
community gardens.
The mapping of garden plot renters has been completed. The map and information gathered, to
date, was presented to the Parks and Recreation Commission at its November meeting.
The maps of the garden plot renters identify several areas of the community where residents
are not using this program. Staff will be evaluating each of these areas to determine if there is a
suitable location for a new garden plot nearby or if there are other reasons why particular
neighborhoods do not seem to have an interest in garden space. The Parks Commission
recommended that priority be given to neighborhoods with concentrations of rental homes and
multi-family homes.
Map and evaluate home address locations of recreation summer camp participants to determine
if all neighborhoods are represented in the children served by Parks and Recreation.
Mapping of summer camp participants will be completed in the near future to determine if the
program is providing equitable service to all areas of the City.
Using recent Tree Inventory data, compare the tree canopy coverage of a variety of
neighborhoods and compare with data of income levels and race to prioritize future tree
planning projects to provide equity throughout the community.
Staff plan to evaluate tree planting efforts and tree canopy coverage through use of data from
the 2017 Tree Inventory.
Parks and Recreation Director, Juli Seydell-Johnson provided an overview of these toolkits at
the December City Manager’s Roundtable. Copies of the handouts from the presentation follow
this memorandum.
Fire
Emergency Services Youth Summer Camp – Are All Neighborhoods/Schools Being
Represented.
The camp held three sessions this year: junior high, senior high, and Dream Center. The camp
registration forms were used to obtain attendee demographic data needed for this proposal -
city, address and school. For the purposes of this proposal, “neighborhood” is defined using the
city’s census tracts boundaries. Attendees not residing in Iowa City were excluded from the
final data set. The Iowa City data set is 64.
In reviewing the data a few concerns were noted: school boundaries do not necessarily align
with the census tracts and, due to open enrollment, camp attendees may not live near the
school they attend or may live outside of Iowa City and attend school in Iowa City.
Moving forward “neighborhood” will need to be further refined to best represent the data (school
vs. census tract).
Unattended Cooking Fires – Evaluate Factors Tied to Incidences of Fire.
The purpose of this proposal is to identify the number of incidences of unattended cooking per
neighborhood, evaluate causal factors (age, alcohol, etc.), and identify any trends related to the
fire locations. For the purposes of this proposal, we again defined “neighborhood” using the
city’s census tracts boundaries.
Using incident data retrieved from the records management system (January 2017-November
2018). The initial review of data indicates unattended cooking fires are fairly spread out through
the city. As expected, a larger number of incidents occur in multi-family housing units located in
areas typically heavily populated by college students. A deeper look at the remaining census
January 11, 2019
Page 7
tracts will be conducted to provide additional information and identify trends – owner
occupied/rental, single family/multi-family, etc.
Ride Along Program – Are All Neighborhoods/Schools Being Represented.
A review was conducted of ride along request forms submitted from January 2017-November
2018. While the data clearly shows the Department hosts a significant number of riders (EMT
students, fire science students), it also shows very few community members take advantage of
the opportunity. As a result of the toolkit process, the ride along form has undergone an initial
revision and the process for conducting backgrounds checks is under review.
The Housing Authority
Survey current participants and new voucher holders to determine if the Housing and Urban Development (HUD) mandated briefings are creating participation barriers to working families
and Review t h e HUD mandated briefing materials to determine the impact of Limited
English Proficiency on Housing Choice Voucher Program (HCVP) participants' understanding of family obligations and reporting procedures.
Current Housing Choice Voucher participants and new voucher holders are being surveyed to
determine if the Housing and Urban Development-mandated briefings create participation
barriers. The Housing Authority sent out surveys in mid-August to 240 recipients of Housing
Choice Voucher. Administered surveys to briefing attendees in the 4 following briefings
(consisting of approximately 52 persons). Of the 292 surveys sent out, 44 have been completed
and returned.
The Housing Authority is beginning to review completed surveys to determine the impact of
Limited English Proficiency on the effectiveness and accessibility of the Housing Choice
Voucher Program (HCVP), specifically regarding participants’ understanding of family
obligations and reporting procedures.
Review and analyze the impact of periods of ineligibility for families terminated or denied
housing assistance.
Staff has reached out to forty-seven Housing Authorities across the country to inquire into
their policies regarding periods of ineligibility. However, the response rate has been low. Staff
will continue to reach out to more Housing Authorities to get more data.
Conclusion: Staff will continue to report out on its use of toolkits within City operations.
How we tell the
Library’s Story
KARA LOGSDEN
COMMUNITY & ACCESS SERVICES COORDINATOR
DECEMBER 5, 2018
Libraries have thousands of stories and …
… thousands of stories to share!
➢Collections
➢Programs
➢Services
➢Advocacy
➢Serendipity
“How” We Share the Story
ICPL Communications
Plan
Inventory of all venues where we
communicate with our community.
Social Media Sites Policy
& Posting Guidelines
Management of each venue and Staff
guidelines for posting.
Equity Toolkit Work “Study the ways racially diverse groups
obtain information about Library services
with the goal to improve information
delivery to identified populations.”
Public Relations Team &
Marketing Work Group
Staff make strategic decisions and plan
for how to do the work.
Telling the Library’s Story through
Social Media Posts
➢Promote collections, programs and services.
➢Cross-promote activities from partners including the City of Iowa
City, City of Literature, Downtown District and others.
➢Advocate for core issues related to the Library mission such as
Intellectual Freedom and Literacy.
➢Serendipity ☺
What is our social media reach?(Nov. 2018)
➢Facebook
➢9,000+ “likes”
What is our social media reach? (Nov. 2018)
➢Instagram
➢7,100+ followers
What is our social media reach? (Nov. 2018)
➢Twitter
➢4,600+ followers
Telling the Library’s Story through
City of Iowa City Monthly eNewsletters
The Little Window 1st Thursday Children’s Collection &
Program Information
2,700+ reach
The Windshield 2nd Thursday Bookmobile Information 2,700+ reach
Check It Out 3rd Thursday General Library
Information
2,850+reach
TBD 4th Thursday Library Collections
Information
Launches January
2019
Telling the Library’s Story through
NextDoor
➢Information about the
Library to targeted
geographic areas.
➢Primarily share
Bookmobile schedule
Information.
Telling Our Story to New Audiences
City of Iowa City Equity Toolkit
Equity Toolkit: 3 Library Committees
Library Fines & Fees: Determine if any populations are adversely affected and
denied library services due to fines and fees.
Interactions with Teens: Monitor conduct reports regarding youth and teens to
determine if racial minorities are disproportionately affected. Identify ways to
ensure fair and equal treatment.
Access to Information about Library Services: Study the ways racially diverse
groups obtain information about Library services with the goal to improve
information delivery to identified Populations.
FY19 Equity Toolkit Work –3 Questions
➢What is the impact of the proposal on determinants of equity?
➢Who is affected by the proposal?
➢What are the opportunities for action?
Equity Toolkit: Library Fines
What is the impact?
➢Accounts blocked because of fines.
➢Barrier to use of the Library.
Who is affected?
➢Heat map shows where most
accounts are blocked.
Opportunities for action?
➢Budget request to eliminate fines
on materials for children and young
adults. Cost = $52,737 per year.
➢Future look at equity impact of
fines on other collections.
Equity Toolkit: Teens
What is the impact?
➢Teens who use the Teen Center lose the
privilege of using the Teen Center after
behavior issues.
Who is affected?
➢We are gathering data to determine who uses
the Teen Center, types of behavior issues, and
who struggles with use expectations.
Opportunities for action?
➢Review of policies and procedures.
➢Staff training.
➢Relationship building with teens and parents.
Equity Toolkit: Info about the Library
What is the impact?
➢Traditional venues of sharing information do not
always reach racially diverse residents.
Who is affected?
➢New Iowans.
➢People new to the community.
➢People who get information from other venues.
Opportunities for action?
➢Formal and informal networks developed to reach a
wider audience.
➢More translated information about the Library.
➢Budget request to translate the Library’s webpage.
Translations of Library Handouts
How to Get a Library Card
Sharing Information about the Library
➢We need your help!
➢Which venues do you recommend to share Library information?
Questions
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