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Equity Plan
Implementation
Presentation
2025
Presentation Topics
Implementation Strategy Approval Structure and
Process
Approved Implementation Strategies
Implementation Guidance
o Proposed Implementation Structure
o Proposed Next Steps with Implementation
2 2
Approval
Structure
&
Process
3 3
Approval Structure
4 18
Executive
Leadership
Team
Approved 29
implementation strategies
Implementation
Planning Taskforce
Received 33
implementation strategies
Culture
Subcommittee
Recs #3 and #4
Employee Lifecycle
Subcommittee
Recs #10 and #11
Community
Engagement &
Communications
Subcommittee
Recs #5, # 7, #8, #9
5 Implementation Strategy
Approval Process
ELT prioritized 5 Equity Plan
recommendations for review
by ELT, Rec #1, #2, #6, #12
and #13, and delegated 7
recommendations to IPT
IPT ultimately
responsible for 8
Equity Plan
recommendations
#3, #4, #5, #7, #8,
#9, #10, #11
IPT approved 33
implementation
strategies
Final approval
from ELT for 29
implementation
strategies
12/04/23 01/10/24 6/20/24 7/12/24
6 Equity Plan
Implementation Strategies
Approved Implementation Strategies
Recommendation Strategy
Rec #1 Create the VIBE. 1.1 VIBE has already launched.
Rec #2 City Manager may want to consider making changes to the organizational structure such that the DEI/ EEO
Officer position reports directly to the City Manager’s Office to ensure the position has the support needed
to effectively shepherd implementation of the Plan
across the City or consider alternate means and
measures to institutionalize structural best practices.
Recommendation is under consideration by the City
Manager.
Rec #6 Foster a culture of employee well-being,
transformation, and belonging.
6.1 Establish Training Program for Managers as resources allow and as a part of current training program refinement.
6.2 HR + DEI/ EEO Officer to create “Collaboration/ Co- creation” Toolkit, check list, or set of metrics and reflection questions.
6.3 Conduct all Employee Survey a minimum of every 2
years to learn employees’ experience of organizational
culture.
Approved Implementation Strategies
Recommendation Strategy
Rec #12 Strive for belonging in onboarding new hires. 12.1 Share organizational mission, vision, and diversity, equity, inclusion, and belonging values.
12.2 Share organizational initiatives to advance a
culture of belonging.
12.3 Establish employee communication
feedback loops.
Rec # 13 Strive for equity, transparency, and a sense
of belonging for promotional hires.
13.1 Establish mentor program to support
employee’s preparation for promotion.
13.2 Create career pathways and ladders for
employees.
Approved Implementation Strategies
Recommendation Strategy
Rec #3 City resources will be distributed in
ways that are equitable, fair, and
transparent both internally and
externally.
No strategies were approved by the ELT. Recommend that ELT consider alternative strategies to achieve recommendation #3.
Rec #4 The City will align its mission, vision,
and values to include principles of
Diversity, Equity,
Inclusion/Transformation, Bridging,
and Belonging (DEI/TBB).
4.1 DEI /EEO Officer to form a working group to create an internally focused draft Staff Mission Statement that aligns with DEI/TBB for ELT review and approval.
4.2 DEI /EEO Officer work in collaboration with Department Directors or their designees to develop Department mission statements that align with principles of DEI/TBB.
Rec #5 Develop communications that are
transparent, uniform, consistent,
timely, accessible and equitable for all
employees.
5.1 Monthly City Manager updates.
5.2 Quarterly newsletter for staff.
5.3 Brown bag lunches on different topics for staff.
5.4 Use existing intranet to tailor content to staff needs.
5.5 Train staff on how to use the Intranet, SharePoint, Teams, etc.
Approved Implementation Strategies
Recommendation Strategy
Rec #7 Foster a culture of language access
and justice in communications and
public participation in decision-making
processes.
7.1 Conduct a community survey to assess language access needs that are not currently being met.
Rec #8 Implement, external communication
and engagement to promote
legitimate, transparent information
and participatory processes.
8.1 Create an inventory of the tools and processes that are already in place.
8.2 Develop a citywide Community Engagement Strategic Plan outlining definitions, standards, strategies, methods, and metrics.
8.3 Develop consistent external and internal guidelines and methods of communication.
8.4 Train staff and educate the public to assure consistent and transparent implementation of communications and community engagement plans and methods.
Rec #9 Respond to individual and community
needs, complaints, and systematic
challenges through listening, empathy,
honesty, and collaboration.
9.1 Create an inventory of the tools and processes that are already in place.
9.2 Train staff and educate the public to assure consistent and transparent implementation of outwardly facing complaint - community needs process.
Approved Implementation Strategies
Recommendation Strategy
Rec #10 The City will increase workforce
diversity.
10.1 Review outreach and hiring processes in collaboration with the DEI / EEO Officer to ensure equity and belonging.
10.2 Improve marketing and promotion of job opportunities by uplifting the benefits of City employment and the diversity of city workforce.
10.3 Incorporate the city’s value statements regarding culture, diversity, equity, and belonging in outreach and hiring.
Rec #11 Create a transparent and inclusive public
data dashboard for recruitment and
hiring statistics.
11.2 Report total compensation on public dashboard job postings including the value of Santa Rosa's benefits and retirement plans.
11.3 Conduct annual citywide climate/culture survey to establish comparative data analysis over time.
11.4 HR should analyze employee benefits use data, such as mental health benefits, veterinary coverage, and other negotiated benefits, to see which ones are most valued/used to better promote them to applicants and staff.
11.5 Collect and analyze demographic hiring data to support achievement of DEIB goals.
Human Resource
Equity Recommendation
Recommendation Strategy
Rec #14 Increase opportunities for employee
development, training, and career
growth, and implement strategies to
create a culture where everyone
belongs.
Human Resources Director is handling strategy development.
Strategies may include:
• Departments conduct a training needs assessment survey and offer to open their training sessions to all city employees. • Encourage employees to take ownership of their career development and work with their management to develop skills and growth plans.
• In the next 3 years, Human Resources will analyze and create implementation plans for soon to be released city-wide
classification and compensation study, which emphasizes career progression and having job class series.
13 City Manager
Executive Leadership Team
Implementation Body
VIBE
Monitoring
DEI / EEO Officer
Support
Implementation Structure
14 18
Equity & Belonging Implementation
Suggested Next Steps
SEED COLLABORATIVE
15 Assign DEI /EEO Officer implementation management with responsibility for monitoring and reporting on implementation progress and helping with implementation strategies.
Develop Implementation Work Plans - Department/person responsible for strategy to develop an implementation work plan that includes but is not limited to:
Prioritization of strategies
Steps, activities, actions, approvals necessary to implement strategy Timeline to implement strategy
Costs to implement, e.g., staff time and other resources Metrics for determining that strategy contributed to achieving related equity recommendation
SEED COLLABORATIVE
Suggested Next Steps
16 21
Establish Implementation Norms – [suggested norms]
Directors share what works/best practices during ELT meetings Embrace 3 “Cs” – collaborate, co-create, and communicate Celebrate accomplishments (big and small)
Exercise patience and grace - culture change is a marathon not a sprint
Implement Work Plans
Conduct quarterly progress check ins
Implementation Accountability
Develop reporting protocols to:
o VIBE
o City Manager
o City Council
SEED COLLABORATIVE
Suggested Next Steps
17 22
Contact
Information
Paul Hudson, Lead Consultant
[email protected]
Evan Holland, Senior Consultant
[email protected]
Shana Aelony, Account Manager
[email protected]
SEED COLLABORATIVE