From: Trish Spencer
To: Lara Weisiger
Subject: Fwd: Agenda Item 7A - Employee Survey
Date: Tuesday, December 19, 2023 4:35:19 PM
Attachments: image001.png
From: Jennifer Ott <[email protected]>
Sent: Tuesday, December 19, 2023 10:41:36 AM
To: Trish Spencer <[email protected]>
Cc: Sarah Henry <[email protected]>; Amy Wooldridge <[email protected]> Subject: RE: Agenda Item 7A - Employee Survey
Hello Trish:
Please see responses below.
Jen
From: Trish Spencer <[email protected]>
Sent: Tuesday, December 19, 2023 1:58 AM
To: Jennifer Ott <[email protected]>
Subject: Re: Agenda Item 7A - Employee Survey
Hi Jen,
Thank you for this information.
The paper copy Employee Survey includes open-ended questions where employees can fill-in the blanks (e.g., B5, B6 and B6b). Where/what are those responses?
This qualitative data from this survey was used to form the themes that are shared in the survey findings.
D5 asks if you're a person with a disability under the Americans with Disabilities Act or a person with accessibility needs. Where/what is the answer? Are there any other questions or data regarding these employees?
We have requested this data. In addition, we have more recently shared the ADA Transition Plan survey with all staff to identify where they find gaps in accessibility
Thank you.
Trish
From: Jennifer Ott <[email protected]>
Sent: Monday, December 18, 2023 1:04:12 PM
To: CityCouncil-List <[email protected]>
Subject: Agenda Item 7A - Additional Information
Mayor and City Council:
Please find attached additional information regarding Agenda Item 7A – DEIB Presentation, including the employee survey document and the summary results from the survey, as well as SEED Collaborative’s other listening session efforts.
Thanks,
Jen
Jennifer Ott
City Manager
City of Alameda
[email protected]
c: (510) 867-8237
From: Jennifer Ott
To: Trish Spencer
Cc: Yibin Shen; Sarah Henry; Amy Wooldridge; Lara Weisiger; Jessica Romeo Subject: RE: 7-A Questions, request for additional data and documents Date: Monday, December 18, 2023 7:59:39 PM
Hello Trish:
Here are responses to your additional questions presented in BOLD.
Jen
From: Jennifer Ott <[email protected]>
Sent: Sunday, December 17, 2023 8:53 PM
To: Trish Spencer <[email protected]>
Cc: Yibin Shen <[email protected]>; Sarah Henry <[email protected]> Subject: Re: 7-A Questions, request for additional data and documents
Yes, we received them and are working on responses.
Jen
Sent from my iPhone
On Dec 17, 2023, at 8:33 PM, Trish Spencer <[email protected] > wrote:
Hi Jen,
I want to confirm that you received my email of Wednesday, December 13. See below.
To date, I don't believe that I've received responses.
I also want to confirm the questions that I asked during our last check-in of December 11:
1. Why DEIB and not DEIA?
Staff in consultation with its consultants think it is important to emphasize employees sense of belonging, which goes beyond just DEI and demographic statistics and addresses organizational culture and employees sense of belonging to the organization. That is why we include the “B” for belonging. Staff agrees that accessibility is a fundamental part of DEIB work and will be an important part of our strategies moving forward. After consulting with the employee working group and since accessibility is so integrated into all aspects of DEIB work and the City is working on a separate, stand-along accessibility plan, we don’t recommend changing the acronym at this point. It is something we can consider as our DEIB work evolves and is further implemented.
President Biden's Executive Order of June 25, 2021 advanced DEIA in the Federal Government. That Executive Order directed "
all Federal agencies to expand the
availability of DEIA trainings for their workforce, so that Federal employees are supported in building skillsets to promote respectful and inclusive workplaces and have increased understanding of implicit and unconscious bias." https://www.whitehouse.gov/briefing-room/presidential-
actions/2021/06/25/executive-order-on-diversity-equity-inclusion-and-accessibility-in- the-federal-workforce/
https://www.whitehouse.gov/briefing-room/presidential-
actions/2021/06/25/executive-order-on-diversity-equity-inclusion-and-accessibility-in- the-federal-workforce/
"Diversity, equity, inclusion, and accessibility (DEIA) refers to a set of practices intended to ensure people from a broad set of socio- demographic backgrounds are represented and able to thrive in a workforce; and an organization’s actions and services to the public that consider the needs and desired outcomes for all its stakeholders." https://home.treasury.gov/about/offices/diversity-equity-inclusion-and- accessibility
The California Department of Human Resources has also adopted DEIA. "CalHR’s Diversity, Equity, Inclusion and Accessibility (DEIA) Toolkit provides helpful tools and resources to assist and empower organizations in their DEIA efforts." https://www.calhr.ca.gov/state-hr-professionals/Pages/Diversity-Equity-and-Inclusion- Toolkit.aspx
The California Community Colleges have also adopted DEIA. "Building a faculty and staff who are reflective of the students and communities we serve is integral to our commitment to put diversity, equity, inclusion and accessibility (DEIA) and anti-racism at the heart of our work." https://www.cccco.edu/About-Us/Vision-for-Success/diversity-equity-inclusion
"Accessibility, the 'A' in DEIA, is a foundation on which the federal workforce must build diversity, equity and inclusion for people with disabilities. Without accessibility, we cannot truly achieve the others...Agencies must consistently design, construct, develop, and maintain facilities, technology, programs, and services from the onset so that all people, including people with disabilities, can fully and independently use them. This requires the federal government’s commitment to accessibility, including proactive engagement with users and efforts to modernize infrastructures to support the rapid adoption of technological innovations."
https://www.section508.gov/manage/deia-guidance/
"Diversity is the presence of differences within a given setting. In the workplace that can mean differences in race, ethnicity, gender identity, age and more. Inclusion is the practice of ensuring that people feel a sense of belonging and support from the organization."
https://builtin.com/diversity-inclusion
2. The agenda item provides: "Diversity refers to the demographics of our workplace, which includes ethnicity, gender, sexual orientation, age, military/veteran status, location, nationality, disability status, skills, and many other factors."
Why aren't race, religion/religious beliefs, national origin (vs. nationality), and abilities (vs. disability status) enumerated?
Agreed, they are, of course, part of the definition of diversity and should have been listed. We have added them to the powerpoint presentation and revised version will be posted tomorrow.
What does "location" here mean? Geographic location? How is that applied here?
It means workplace location, as some workplaces have multiple work sites in different locations.
"The term “diversity” means the practice of including the many communities, identities, races, ethnicities, backgrounds, abilities, cultures, and beliefs of the American people, including underserved communities.
https://www.whitehouse.gov/briefing-room/presidential-actions/2021/06/25/executive- order-on-diversity-equity-inclusion-and-accessibility-in-the-federal-workforce/
"[R]ace, ethnicity, gender, religion, sexual orientation, gender identity, age, socioeconomic status, abilities, experience and more...." https://ucnet.universityofcalifornia.edu/working-at-uc/our-values/diversity.html
"Dimensions of diversity include, but are not limited to: age, ethnicity, gender, physical abilities/qualities, race, sexual orientation, educational background, geographic location, income, marital status, military experience, parental status, religious beliefs, work experience and job classification."
https://chr.ucla.edu/staff-diversity/terms-and-definitions
Additionally, "[i]n 2022, City Council approved an agreement with SEED Collaborative, [LLC], a consulting firm specializing in DEIB planning, to assist staff with the development of a DEIB plan for the City organization." https://www.seedcollab.com/services SEED interviewed Staff and Council. What all did they do for the City?
They conducted listening sessions, the survey and other due diligence, performed trainings and facilitations for the employee working group, and assisted the working group in preparing the recommendations being presented on 12/19.
How much did the City pay SEED? Please provide documentation (e.g., billing statements, invoices).
Per the staff report:
Contract Approval Date Authorized
Amount
Expended to
December 4,
2023
SEED
Contract
February 9, 2022 $275,000 $135,315
We can work on gathering the invoices for you, but do not currently have them available.
Why is the City no longer using SEED?
We completed the recommendation phase of the project and are planning to switch to another consultant to support the City in the implementation phase.
Who made that decision?
I did.
When did SEED last work for the City?
There is no specific date that they stopped working for the City; we have just decided not to continue working with them as we move forward implementing the recommendations.
Why didn't the issue return to Council for that change in Council direction?
We are presenting the recommendations to the Council tomorrow night and welcome Council feedback on the recommendations and our next steps.
Thank you.
Trish
Trish Herrera Spencer
Councilmember
From: Trish Spencer <[email protected]>
Sent: Wednesday, December 13, 2023 11:49:40 AM
To: Jennifer Ott <[email protected]>
Cc: Yibin Shen <[email protected]>
Subject: Re: CORRECTION - Additional Data Related to 12/19 DEIB Presentation
Hi Jen,
Thank you for this information.
7-A refers to:
Project Management Team: What are the racial demographics of this team?
Who are the total Executive employees and this group's racial demographics?
In 7-A, under Discussion:
Two Zoom meetings with "all staff." D
oes that include part-time employees? The
data shared is for full-time.
How many total employees (full-time and part-time) are there? What is the racial demographics of all employees?
Supervisors: Who, how many and racial demographics?
Administration: Who, how many and racial demographics?
Field Staff: Who, how many and racial demographics?
Six focus groups - Who in each group, how were members selected, and demographics?
Key Community Stakeholders - Who, how selected, and demographics?
Confidential employee satisfaction survey. Why only 298 responses? How chosen to participate?
Equity Working Group - who selected and demographics?
Four subcommittees - Who was on each, who selected, and demographics?
All-City Zoom meeting on October 26, 2023 - how many employees attended? How chosen? Demographics?
The survey data - how many answered each question? How many did not respond to each question?
Thank you.
Trish
Trish Herrera Spencer
Councilmember
From: Jennifer Ott <[email protected]
>
Sent: Wednesday, December 13, 2023 10:06:13 AM
To: CityCouncil-List <[email protected]>
Cc: Jessica Romeo <[email protected]>
Subject: FW: CORRECTION - Additional Data Related to 12/19 DEIB Presentation
Mayor and City Council:
Please find below a corrected table. The Asian employee count was updated; the Asian percentage was correct.
Thanks,
Jen
From: Jennifer Ott
Sent: Wednesday, December 13, 2023 9:09 AM
To: CityCouncil-List <[email protected]>
Cc: Jessica Romeo <[email protected]>
Subject: Additional Data Related to 12/19 DEIB Presentation
Mayor and City Council:
Based on Councilmember questions, please find below additional data related to the DEIB presentation scheduled for 12/19 that I thought might be of interest to the whole City Council:
Below is a breakdown of full-time employees by race:
Full-Time (534 EE total)
Race Employee Count %
American Indian 3 0.6%
Asian 102 19.1%
Black 30 5.6%
Caucasian 288 53.9%
Hispanic 86 16.1%
Other Race 4 0.8%
Pacific Islander 11 2.0%
Two or More 10 1.9%
Below is a breakdown by race of City residents:
· July 1, 2022 population estimates: 44.8% White alone, 6.9% Black or African American alone, .4% Indigenous and Alaska Native alone,
31.4% Asian alone, .5% Native Hawaiian and Other Pacific Islander alone, 11.9% 2 or more races, 12.1% Hispanic or Latino.
Thanks,
Jen
Jennifer Ott
City Manager
City of Alameda
[email protected]
c: (510) 867-8237
<image001.png>
From: Trish Spencer
To: Lara Weisiger
Subject: Fwd: 7-A Questions, request for additional data and documents Date: Monday, December 18, 2023 4:25:16 PM
Attachments: image001.png
image001.png
From: Trish Spencer <[email protected]>
Sent: Sunday, December 17, 2023 8:33:52 PM
To: Jennifer Ott <[email protected]>
Cc: Yibin Shen <[email protected]>
Subject: Fwd: 7-A Questions, request for additional data and documents
Hi Jen,
I want to confirm that you received my email of Wednesday, December 13. See below. To date, I don't believe that I've received responses.
I also want to confirm the questions that I asked during our last check-in of December 11:
1. Why DEIB and not DEIA?
President Biden's Executive Order of June 25, 2021 advanced DEIA in the Federal Government. That Executive Order directed "
all Federal agencies to expand the availability of
DEIA trainings for their workforce, so that Federal employees are supported in building skillsets to promote respectful and inclusive workplaces and have increased understanding of implicit and unconscious bias."
https://www.whitehouse.gov/briefing-room/presidential-actions/2021/06/25/executive-order- on-diversity-equity-inclusion-and-accessibility-in-the-federal-workforce/ https://www.whitehouse.gov/briefing-room/presidential-actions/2021/06/25/executive-order- on-diversity-equity-inclusion-and-accessibility-in-the-federal-workforce/ "Diversity, equity, inclusion, and accessibility (DEIA) refers to a set of practices intended to ensure people from a broad set of socio-demographic backgrounds are represented and able to thrive in a workforce; and an organization’s actions and services to the public that consider the needs and desired outcomes for all its stakeholders." https://home.treasury.gov/about/offices/diversity-equity-inclusion-and-accessibility The California Department of Human Resources has also adopted DEIA. "CalHR’s Diversity, Equity, Inclusion and Accessibility (DEIA) Toolkit provides helpful tools and resources to assist and empower organizations in their DEIA efforts." https://www.calhr.ca.gov/state-hr-professionals/Pages/Diversity-Equity-and-Inclusion- Toolkit.aspx
The California Community Colleges have also adopted DEIA. "Building a faculty and staff who are reflective of the students and communities we serve is integral to our commitment to put diversity, equity, inclusion and accessibility (DEIA) and anti-racism at the heart of our work."
https://www.cccco.edu/About-Us/Vision-for-Success/diversity-equity-inclusion "Accessibility, the 'A' in DEIA, is a foundation on which the federal workforce must build diversity, equity and inclusion for people with disabilities. Without accessibility, we cannot truly achieve the others...Agencies must consistently design, construct, develop, and maintain facilities, technology, programs, and services from the onset so that all people, including people with disabilities, can fully and independently use them. This requires the federal government’s commitment to accessibility, including proactive engagement with users and efforts to modernize infrastructures to support the rapid adoption of technological innovations."
https://www.section508.gov/manage/deia-guidance/
"Diversity is the presence of differences within a given setting. In the workplace that can mean differences in race, ethnicity, gender identity, age and more. Inclusion is the practice of ensuring that people feel a sense of belonging and support from the organization." https://builtin.com/diversity-inclusion
2. The agenda item provides: "Diversity refers to the demographics of our workplace, which includes ethnicity, gender, sexual orientation, age, military/veteran status, location, nationality, disability status, skills, and many other factors." Why aren't race, religion/religious beliefs, national origin (vs. nationality), and abilities (vs. disability status) enumerated?
What does "location" here mean? Geographic location? How is that applied here? "The term “diversity” means the practice of including the many communities, identities, races, ethnicities, backgrounds, abilities, cultures, and beliefs of the American people, including underserved communities.
https://www.whitehouse.gov/briefing-room/presidential-actions/2021/06/25/executive-order-on- diversity-equity-inclusion-and-accessibility-in-the-federal-workforce/ "[R]ace, ethnicity, gender, religion, sexual orientation, gender identity, age, socioeconomic status, abilities, experience and more...." https://ucnet.universityofcalifornia.edu/working-at- uc/our-values/diversity.html
"Dimensions of diversity include, but are not limited to: age, ethnicity, gender, physical abilities/qualities, race, sexual orientation, educational background, geographic location, income, marital status, military experience, parental status, religious beliefs, work experience and job classification."
https://chr.ucla.edu/staff-diversity/terms-and-definitions Additionally, "[i]n 2022, City Council approved an agreement with SEED Collaborative, [LLC], a consulting firm specializing in DEIB planning, to assist staff with the development of a DEIB plan for the City
organization." https://www.seedcollab.com/services SEED interviewed Staff and Council. What all did they do for the City? How much did the City pay SEED? Please provide documentation (e.g., billing statements, invoices). Why is the City no longer using SEED? Who made that decision? When did SEED last work for the City? Why didn't the issue return to Council for that change in Council direction? Thank you.
Trish
Trish Herrera Spencer
Councilmember
From: Trish Spencer <[email protected]>
Sent: Wednesday, December 13, 2023 11:49:40 AM
To: Jennifer Ott <[email protected]>
Cc: Yibin Shen <[email protected]>
Subject: Re: CORRECTION - Additional Data Related to 12/19 DEIB Presentation Hi Jen,
Thank you for this information.
7-A refers to:
Project Management Team: What are the racial demographics of this team? Who are the total Executive employees and this group's racial demographics? In 7-A, under Discussion:
Two Zoom meetings with "all staff." Does that include part-time employees? The data shared is for full-time.
How many total employees (full-time and part-time) are there? What is the racial demographics of all employees?
Supervisors: Who, how many and racial demographics?
Administration: Who, how many and racial demographics?
Field Staff: Who, how many and racial demographics?
Six focus groups - Who in each group, how were members selected, and demographics? Key Community Stakeholders - Who, how selected, and demographics? Confidential employee satisfaction survey. Why only 298 responses? How chosen to participate?
Equity Working Group - who selected and demographics?
Four subcommittees - Who was on each, who selected, and demographics? All-City Zoom meeting on October 26, 2023 - how many employees attended? How chosen? Demographics?
The survey data - how many answered each question? How many did not respond to each question?
Thank you.
Trish
Trish Herrera Spencer
Councilmember
From: Jennifer Ott <[email protected]>
Sent: Wednesday, December 13, 2023 10:06:13 AM
To: CityCouncil-List <[email protected]>
Cc: Jessica Romeo <[email protected]>
Subject: FW: CORRECTION - Additional Data Related to 12/19 DEIB Presentation Mayor and City Council:
Please find below a corrected table. The Asian employee count was updated; the Asian percentage was correct.
Thanks,
Jen
From: Jennifer Ott
Sent: Wednesday, December 13, 2023 9:09 AM
To: CityCouncil-List <[email protected]>
Cc: Jessica Romeo <[email protected]>
Subject: Additional Data Related to 12/19 DEIB Presentation
Mayor and City Council:
Based on Councilmember questions, please find below additional data related to the DEIB presentation scheduled for 12/19 that I thought might be of interest to the whole City Council:
Below is a breakdown of full-time employees by race:
Full-Time (534 EE total)
Race Employee Count %
American Indian 3 0.6%
Asian 102 19.1%
Black 30 5.6%
Caucasian 288 53.9%
Hispanic 86 16.1%
Other Race 4 0.8%
Pacific Islander 11 2.0%
Two or More 10 1.9%
Below is a breakdown by race of City residents:
July 1, 2022 population estimates: 44.8% White alone, 6.9% Black or African American alone, .4% Indigenous and Alaska Native alone, 31.4% Asian alone, .5% Native Hawaiian and Other Pacific Islander alone, 11.9% 2 or more races, 12.1% Hispanic or Latino.
Thanks,
Jen
Jennifer Ott
City Manager
City of Alameda
[email protected]
c: (510) 867-8237
From: Trish Spencer
To: Lara Weisiger
Subject: Fwd: CORRECTION - Additional Data Related to 12/19 DEIB Presentation Date: Monday, December 18, 2023 4:25:48 PM
Attachments: image001.png
From: Jennifer Ott <[email protected]>
Sent: Monday, December 18, 2023 3:57:37 PM
To: Trish Spencer <[email protected]>
Cc: Amy Wooldridge <[email protected]>; Sarah Henry <[email protected]>; Jessica Romeo <[email protected]>; Yibin Shen <[email protected]> Subject: FW: CORRECTION - Additional Data Related to 12/19 DEIB Presentation
Hello Trish:
Please see responses to your questions below.
Jen
Jennifer Ott
City Manager
City of Alameda
[email protected]
c: (510) 867-8237
From: Trish Spencer <[email protected]
>
Sent: Wednesday, December 13, 2023 11:50 AM
To: Jennifer Ott <[email protected]>
Cc: Yibin Shen <[email protected]>
Subject: Re: CORRECTION - Additional Data Related to 12/19 DEIB Presentation
Hi Jen,
Thank you for this information.
7-A refers to:
Project Management Team: What are the racial demographics of this team? We don’t currently have this information.
Who are the total Executive employees and this group's racial demographics?
Department heads and we can’t provide information on race for such a small group of employees.
In 7-A, under Discussion:
Two Zoom meetings with "all staff." D
oes that include part-time employees? The data shared
is for full-time.
The invitation was extended to all staff, full and part time, who have a City of Alameda email address.
How many total employees (full-time and part-time) are there?
We have 1,127 full-time and part-time employees (534 full-time and 593 part-time).
What is the racial demographics of all employees?
Information provided on full-time. Checking on information for part-time.
Supervisors: Who, how many and racial demographics?
Information provided.
Administration: Who, how many and racial demographics?
We don’t currently have this information.
Field Staff: Who, how many and racial demographics?
We don’t currently have this information.
Six focus groups - Who in each group, how were members selected, and demographics? Members of the six focus groups were selected by the project management team in collaboration with the consultant, and included a diverse cross section of individuals. The focus groups were confidential and facilitated by the consultant.
Key Community Stakeholders - Who, how selected, and demographics? The project management team identified a diverse cross section of community leaders for the consultant team to interview, however only a few interviews took place before we limited our scope to starting with the creation of an internal plan.
Confidential employee satisfaction survey. Why only 298 responses? How chosen to participate? The survey was sent to all City staff, full time and part time, with a City of Alameda email and 298 were the number of employees that participated.
Equity Working Group - who selected and demographics?
Members of the Equity Working Group were selected by the project management team in an effort to have a diverse cross section of employees from all City departments. Once invited, it was optional for staff to participate.
Four subcommittees - Who was on each, who selected, and demographics? Below is a table of subcommittee members – we do not currently have demographic information for the subcommittees.
Recruitment, Hiring,
Onboarding, and
Career Advancement
Promotion,
Professional
Development,
Retention, and Harm
Prevention
Culture Communications
Rachel
Wagstaff
Mike Magaro
Morace McKay
Walker Toma
George Nijmeh
Billie Van
Hoosan
Amy
Wooldridge
Mirna Moreno
Deirdre
McCartney
Divya Rajput
Marcie
Johnson
Lisa Cooper
Lois Butler
Sam Yussim
Michelle
Esguerra
Jose Lim
Irene Jung
Irma Glidden
May Sayparn
Trina Dikitanan
Sarah Henry
Because of their different schedules, it was difficult for public safety staff to attend the EWG meetings and be part of the four subcommittees, so we formed a public safety review team to provide feedback on the subcommittee recommendations. That group includes:
Alex Barbour
Allison Rigau
Cody Moxley
George Nijmeh
Sam Yussim
Scott Dole
Mike Ortega
Monique Raqueno
Maria Sanchez
All-City Zoom meeting on October 26, 2023 - how many employees attended? How chosen? Demographics?
We had 180 participants at this meeting. All employees with a City email address were invited and attendance was optional. We do not have information on the demographics of participants.
The survey data - how many answered each question? How many did not respond to each question?
The number of poll takers ranged from 102-118. In pulling this information, we identified a typo in the presentation for Recommendation 8. We will update this in the PPT, but here is the correct table:
Support 54%
Neutral 18%
Don't Support 4%
Need More Info 25%
Thank you.
Trish
Trish Herrera Spencer
Councilmember
From: Jennifer Ott <[email protected]
>
Sent: Wednesday, December 13, 2023 10:06:13 AM
To: CityCouncil-List <[email protected]>
Cc: Jessica Romeo <[email protected]>
Subject: FW: CORRECTION - Additional Data Related to 12/19 DEIB Presentation
Mayor and City Council:
Please find below a corrected table. The Asian employee count was updated; the Asian percentage was correct.
Thanks,
Jen
From: Jennifer Ott
Sent: Wednesday, December 13, 2023 9:09 AM
To: CityCouncil-List <[email protected]
>
Cc: Jessica Romeo <[email protected]>
Subject: Additional Data Related to 12/19 DEIB Presentation
Mayor and City Council:
Based on Councilmember questions, please find below additional data related to the DEIB presentation scheduled for 12/19 that I thought might be of interest to the whole City Council:
Below is a breakdown of full-time employees by race:
Full-Time (534 EE total)
Race Employee Count %
American Indian 3 0.6%
Asian 102 19.1%
Black 30 5.6%
Caucasian 288 53.9%
Hispanic 86 16.1%
Other Race 4 0.8%
Pacific Islander 11 2.0%
Two or More 10 1.9%
Below is a breakdown by race of City residents:
· July 1, 2022 population estimates: 44.8% White alone, 6.9% Black or African American alone, .4% Indigenous and Alaska Native alone, 31.4% Asian alone, .5% Native Hawaiian and Other Pacific Islander alone, 11.9% 2 or more races, 12.1% Hispanic or Latino.
Thanks,
Jen
Jennifer Ott
City Manager
City of Alameda
[email protected]
c: (510) 867-8237