1 2024 and 2025 EQUITY ACTION PLAN (WORKPLAN)
Creating the Infrastructure
This ac�on / work plan is for two calendar years and it will follow these year-over-year broad objec�ve areas to support ongoing consistency in the City’s Diversity, Equity, Inclusion, and Belonging (DEIB) work even beyond the two years:
1. Cul�va�ng Experiences and Apprecia�on
2. Fostering an Inclusive Environment
3. Applying an Equity Lens: Strategic Review of the Organiza�on through an Equity Lens
Ac�ons within each objec�ve will be organized by values within the City’s Posi�ve Work Environment Efforts focused on People, Purpose & Prac�ce (3Ps):
PEOPLE – How we present ourselves to others: Our people define our culture – how we interact, treat each other with care and respect. This focus is about how are we helping each other and focusing to bring our best selves every day.
PURPOSE – The work is meaningful: Serving the community is meaningful work, and together we make an impact.
PRACTICE – How we approach the work: Value professionalism and staff exper�se. Focus on benefits and other changes that support the workforce. Importance of budget and fiscal sustainability; inves�ng in the future. 1 Note, while some ac�ons will be led directly by the Equity and Inclusion Program Manager, many of the ac�ons within this workplan will be led by a variety of department stakeholders with support from the Equity and Inclusion Program Manager.
Acronym use defini�ons:
- BCC: Boards, Commitees, and Commissions
- CEDAW: The Conven�on on the Elimina�on of All Forms of Discrimina�on Against Women - DEIB: Diversity, Equity, Inclusion, and Belonging
- HRC: Human Rela�ons Commission
- HR: Human Resources Department
- 3Ps: People, Purpose, and Prac�ce
2 Objective 1: Cultivating Experiences and Appreciation
Cul�va�ng Experiences and Apprecia�on: People
Actions Additional Context
1.1 Share informa�on about specific cultural and heritage months and holidays
• Define Diversity, Equity, Inclusion and Belonging in the workplace as baseline informa�on
• Share messaging about recognized dates of significance and holidays Cul�va�ng Experiences and Apprecia�on: Purpose
Actions Additional Context
1.2 Review Citywide events through an inclusion and equity lens; iden�fy gaps
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Cul�va�ng Experiences and Apprecia�on: Prac�ce
Actions Additional Context
1.3 BCC Related: Create a process that includes the HRC for annual calendar se�ng related to holidays and heritage months
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1.4 Annually report progress on DEIB goals, accomplishments, and ac�vi�es especially giving recogni�on to departments or teams advancing DEIB strategies (can be combined with other update reports)
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1.5 Establish resources for difficult interac�ons between City staff and the public. The resources should highlight the importance of de-escala�on as well as employee safety and support
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1.6 Understand exis�ng language barriers with the public. Assess which departments need transla�on services the most to beter serve the public
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1.7 Allow all residents to provide feedback to the City in their language of choice
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Note: Where appropriate, ‘additional context’ is included in the right column to further describe some action items.
Thus the ‘additional context’ column is not utilized for every action item.
3 Objective 2: Fostering an Inclusive Environment
Fostering an Inclusive Environment: People
Actions Additional Context
2.1 Share DEIB values with New Employees at New Employee Orienta�on in context of workplace culture
Include informa�on on DEIB at the New Employee Orienta�on
2.2 Conduct Quarterly Interac�ve DEIB Workshop Trainings for All Employees
Topics could include but are not limited to: DEIB founda�ons, Government business case for DEIB (History), Implicit Bias Training, Understanding & Mi�ga�ng Microaggressions, Inclusive Leadership, Understanding Cultural Competency, Allyship, etc.
2.3 Establish a staff DEIB Commitee Form a team responsible for coordina�ng and sharing status updates on DEIB ini�a�ves within individual departments; Ensure representa�on from various levels and departments in the group.
2.4 Explore op�ons related to affordable housing for City staff to live in the City of Palo Alto
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Fostering an Inclusive Environment: Purpose
Actions Additional Context
2.5 Finalize process for annual City staff demographic data repor�ng; release the first report online
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2.6 Finalize process for annual City Board, Commitee, and Commission member demographic data repor�ng; release the report online This survey has been conducted in 2021 and 2024. This item is to firm up the ques�ons and the process for future annual surveys.
2.7 Break apart employee survey data by demographic(s) and iden�fy any differences; work with department directors to address differences iden�fied
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Fostering an Inclusive Environment: Prac�ce
Actions Additional Context
2.8 Create more diverse interview panels (tools and policies) Update the hiring manager toolkit to include informa�on about DEIB (such as ensuring representa�on on the panel, increasing cultural competency, and sharing tools to reduce implicit bias)
2.9 Expand demographic data collec�on related to candidates Update the candidate profile pages to include the opportunity for candidates to add their demographic informa�on; This would be for data analysis purposes
2.10 Expand recruitment efforts to atract diverse talent Review the recruitment process and offer DEIB best prac�ces; Provide recruiters with educa�on and resources for recrui�ng through a diversity lens
2.11 Further define and communicate employee career paths by func�on/department; encourage all employees to have individual development plans to make sure employees are fairly developed ---
Note: Where appropriate, ‘additional context’ is included in the right column to further describe some action items.
Thus the ‘additional context’ column is not utilized for every action item.
4 Objective 3: Applying an Equity Lens: Strategic Review of the Organization through an Equity Lens
Applying an Equity Lens (Strategic Review of the Organiza�on through an Equity Lens): People Actions Additional Context
3.1 Create a space/process for employees to share input and suggest solu�ons in areas where they see current barriers related to the inclusion needs of specific groups (e.g., gender-neutral bathrooms, accessibility, etc.)
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3.2 Begin explora�on and understanding of pronoun usage for the City of Palo Alto organiza�on
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Applying an Equity Lens (Strategic Review of the Organiza�on through an Equity Lens): Purpose Actions Additional Context
3.3 Begin to partner with the HRC to work with other commissions to apply an equity lens to their work (will further define with the HRC) Conduct trainings with HRC to prepare them for this work
3.4 Finalize CEDAW Ordinance and Present it to the City Council for Adop�on
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Applying an Equity Lens (Strategic Review of the Organiza�on through an Equity Lens): Prac�ce Actions Additional Context
3.5 Develop a best prac�ces protocol for wri�ng policies in alignment with the City's inclusive language standards and equity lens. These best prac�ces protocols will be incorporated into Policy 1-01 MGR which establishes guidelines for any City Department wri�ng or revising policies. Once developed the HR team in conjunc�on with City Departments will plan a five-year review cycle to bring all policies into alignment with these best prac�ces.
This could include things like the review of part �me roles to full �me roles, reasonable accommoda�ons process review, explora�on of the expansion of the defini�on of disability to include invisible disabili�es, etc.
3.6 If iden�fied, then begin to implement solu�ons that address the inclusion needs of specific groups (e.g., gender-neutral bathrooms, accessibility, etc.)
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3.7 Coordinate with City departments to learn how they are suppor�ng citywide DEIB efforts
Share the DEIB goals for the current year on a team, department, and organiza�onal level
3.8 Work with an external firm to begin analysis and present analy�cal summary of the RIPA (Racial Iden�ty Profiling Act) Police data ---
Note: Where appropriate, ‘additional context’ is included in the right column to further describe some action items.
Thus the ‘additional context’ column is not utilized for every action item.