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Home My WebLink About07/11/2023 - Agenda Packet AGENDA EQUITY COMMISSION 5:30 PM -Tuesday, July 11, 2023 Council Chambers, 7th Floor, City Hall – 1055 S. Grady Way Please note this regular meeting of the Renton Equity Commission is being offered as a hybrid meeting and can be attended in person in the Council Chambers, Renton City Hall, 7th Floor, 1055 South Grady Way, Renton, 98057 or remotely through Zoom. Commission members are attending this meeting in person. For those wishing to attend by Zoom, please (1) click this link: https://us06web.zoom.us/j/86081195653?pwd=Y0dHSWs2bTV0MnYrcnZSY0sxZXl0QT09 Passcode: 590901 (or copy the URL and paste into a web browser) or (2) call into the Zoom meeting by dialing 253-215-8782 and enter Webinar ID: 860 8119 5653, Passcode 590901 or (3) call 425-430- 7394 by 10 a.m. on the day of the meeting to request an invite with a link to the meeting. Public comment is permitted in person, via access using the above Zoom link, or may also be submitted in writing to Lmoschetti@rentonwa.gov before 4 p.m. the day of the meeting. Those providing audience comments will be limited to three (3) minutes each speaker unless an exception is granted by the Commission. Attendees will be muted and not audible to the Commission except during times they are designated to speak. 1. CALL TO ORDER 2. ROLL CALL 3. STAFF COMMENTS 4. AUDIENCE COMMENT Those wishing to address the Equity Commission will be called upon. Each speaker is allowed three (3) minutes. 5. CONSENT AGENDA a) Approval of the May 9, 2023 Renton Equity Commission Regular Meeting minutes. b) Approval of the June 13, 2023 Renton Equity Commission Regular Meeting minutes. 6. UNFINISHED BUSINESS Page 1 of 31 7. NEW BUSINESS a) Inclusive Emergency Communication Plan Emergency Management Director Deborah Needham and Emergency Management Coordinator Michelle Theurer. 8. COMMITTEE MEMBER COMMENTS 9. COMMITTEE CHAIR COMMENTS 10. ADJOURNMENT Hearing assistance devices for use in the Council Chambers are available upon request. For more information please email: Lmoschetti@rentonwa.gov MEMBERS Nicole Hill, Chair Manami Imaoka Cassandra Baddeley Lisa Davis, Vice Chair Ashok Padhi Celina Kershner Vacant Youth Member - Vacant Vacant Page 2 of 31 May 9, 2023 REGULAR COUNCIL MEETING MINUTES MINUTES EQUITY COMMISSION 5:30 PM -Tuesday, May 9, 2023 Council Chambers, 7th Floor, City Hall – 1055 S. Grady Way CALL TO ORDER ROLL CALL Commissioners Present: Cassandra Baddeley Lisa Davis Nicole Hill Manami Imaoka Celina Kershner Commissioners Absent: Morgan Kroeger Ashok Padhi Rueben Turk MOVED BY IMAOKA, SECONDED BY DAVIS TO EXCUSE THE ABSENCE OF COMMISSIONER PADHI. MOVED BY DAVIS, SECONDED BY BADDELEY TO NOT EXCUSE THE ABSENCES OF COMMISSIONERS KROEGER AND TURK. CARRIED. ADMINISTRATIVE STAFF PRESENT Maryjane Van Cleave, Equity, Housing, and Human Services Administrator Kari Roller, Finance Administrator Kristin Trivelas, Fiscal Services Director Jennifer Hughes, Financial Operations Manager Linda Moschetti-Newing, Administrative Assistant Nina Christian, Administrative Secretary II Page 1 of 3 AGENDA ITEM #5. a) Page 3 of 31 May 9, 2023 REGULAR COUNCIL MEETING MINUTES STAFF COMMENTS Equity, Housing, and Human Services Administrator Maryjane Van Cleave commented Finance Administrator Kari Roller will give a presentation tonight on the city's revised Purchasing, Bidding, and Contracting Policy 250-02. AUDIENCE COMMENT Those wishing to address the Equity Commission will be called upon. Each speaker is allowed three (3) minutes. CONSENT AGENDA Approval of the March 14, 2023 Renton Equity Commission Regular Meeting minutes. MOVED BY BADDELEY, SECONDED BY DAVIS TO APPROVE THE CONSENT AGENDA AS PRESENTED. CARRIED. UNFINISHED BUSINESS Policy 250-02 Purchasing, Bidding, and Contracting Finance Administrator Kari Roller Finance Administrator Kari Roller gave a presentation with an overview of the Purchasing, Bidding, and Contracting Policy 250-02 and steps the city has taken toward updating the policy since the project began in 2017. Following the presentation the Commission asked questions and provided input on possible ways to reach more diverse contractors. NEW BUSINESS Summer Meeting Schedule EHHS Administrative Assistant Linda Moschetti-Newing At this time no summer meetings were canceled. COMMITTEE MEMBER COMMENTS COMMITTEE CHAIR COMMENTS Page 2 of 3 AGENDA ITEM #5. a) Page 4 of 31 May 9, 2023 REGULAR COUNCIL MEETING MINUTES ADJOURNMENT Hearing assistance devices for use in the Council Chambers are available upon request. For more information please email: Lmoschetti@rentonwa.gov MEMBERS Nicole Hill, Chair Manami Imaoka Cassandra Baddeley Lisa Davis, Vice Chair Ashok Padhi Celina Kershner Morgan Kroeger Youth Member - Vacant Rueben Turk Page 3 of 3 AGENDA ITEM #5. a) Page 5 of 31 Page 6 of 31 June 13, 2023 REGULAR COUNCIL MEETING MINUTES MINUTES EQUITY COMMISSION 5:30 PM - Tuesday, June 13, 2023 Council Chambers, 7th Floor, City Hall – 1055 S. Grady Way CALL TO ORDER The meeting was called to order at 5:30 p.m. ROLL CALL Commissioners Present: Cassandra Baddeley (arrived 5:32 p.m.) Lisa Davis (arrived 5:35 p.m.) Nicole Hill (arrived (5:50 p.m.) Manami Imaoka Commissioners Attending Virtually: Celina Kershner Ashok Padhi Commissioners Absent: Morgan Kroeger The Commission did not have a quorum present at the time of roll call and did not take action on absences. Action on the absence will be taken during the July 11 meeting. STAFF COMMENTS AUDIENCE COMMENT Those wishing to address the Equity Commission will be called upon. Each speaker is allowed three (3) minutes. CONSENT AGENDA Approval of the May 9, 2023 Renton Equity Commission Regular Meeting minutes. A quorum was not present until approximately 30 minutes into the meeting. Items on the June 13 Consent Agenda will be added to the July 11 Consent Agenda. AGENDA ITEM #5. b) Page 7 of 31 June 13, 2023 REGULAR COUNCIL MEETING MINUTES UNFINISHED BUSINESS Housing Action Plan (Follow up to March 14, 2023 presentation) Acting Community Development and Housing Manager Hannah Bahnmiller and GIS Analyst III Aaron Raymond GIS Analyst Aaron Raymond presented additional housing affordability data from the American Community Survey (ACS) and the Comprehensive Housing Affordability Strategy (CHAS) and some demographic data pertaining to housing. Acting Community Development and Housing Manager Hannah Bahnmiller presented follow up information on local solutions to housing, supply, stability, regional and local planning, and subsidies. Equity Commission Attendance (Follow up to questions raised during May 9, 2023 meeting) Equity, Housing, and Human Services Administrator Maryjane Van Cleave The Commissioners reviewed Commission attendance records for 2023. Review showed Commissioner Morgan Kroeger has exceeded the number of unexcused absences permitted within a calendar year per Section 3.9.iii of the Commission's Bylaws. MOVED BY BADDELEY, SECONDED BY IMAOKA TO RECOMMEND TO THE MAYOR COMMISSIONER KROEGER BE RELIEVED OF HER APPOINTMENT TO THE COMMISSION. CARRIED. NEW BUSINESS COMMITTEE MEMBER COMMENTS Commissioner Baddeley expressed concern over a personnel matter at Hazen High School. Vice Chair Davis inquired about receiving an update on transit services to the city and other updates pertaining to transportation projects. Vice Chair Davis, and Commissioners Baddeley and Kershner expressed concerned over safety in the Sunset Area of the Highlands. COMMITTEE CHAIR COMMENTS Chair Hill wished the group happy PRIDE month. AGENDA ITEM #5. b) Page 8 of 31 June 13, 2023 REGULAR COUNCIL MEETING MINUTES ADJOURNMENT Meeting adjourned 7:05 p.m. Hearing assistance devices for use in the Council Chambers are available upon request. For more information please email: Lmoschetti@rentonwa.gov MEMBERS Nicole Hill, Chair Manami Imaoka Cassandra Baddeley Lisa Davis, Vice Chair Ashok Padhi Celina Kershner Morgan Kroeger Youth Member - Vacant Vacant AGENDA ITEM #5. b) Page 9 of 31 Page 10 of 31 INCLUSIVE EMERGENCY COMMUNICATION PLAN (IECP) DEBORAH NEEDHAM, EMERGENCY MANAGEMENT DIRECTOR MICHELLE THEURER, EMERGENCY MANAGEMENT COORDINATOR AGENDA ITEM #7. a)Page 11 of 31 WHAT IS THE IECP? A plan for how to communicate in an emergency with people that speak English less than very well. Renton’s plan is an Annex to the King County plan. 2 AGENDA ITEM #7. a)Page 12 of 31 HISTORY Eastern Washington wildfires of 2015 resulted in evacuation confusion for residents with Limited English Proficiency. In 2017 the WA State Legislature passed HB 1540 and Substitute Senate Bill 5046, amending RCW 38.52.070 to address emergency notifications to Limited English Proficient populations. 3 AGENDA ITEM #7. a)Page 13 of 31 RCW 38.52.070 (3)(a) …must include a communication plan for notifying significant population segments of life safety information during an emergency… 4Photo credit: The original uploader was Tradnor at English Wikipedia. -Transferred from en.wikipedia to Commons by Jay8g using CommonsHelper., CC BY-SA 3.0, https://commons.wikimedia.org/w/index.php?curid=15825153 AGENDA ITEM #7. a)Page 14 of 31 POPULATIONS WITH LIMITED ENGLISH PROFICIENCY “Significant population segment” = 5% of the population or 1,000 persons Language Number of LEP individuals % of Renton total population Spanish (written and spoken)5,996 6% Chinese (simplified/traditional, Mandarin/Cantonese combined) 3,878 4% Vietnamese (written and spoken)3,308 3% Russian, Ukrainian, or other Slavic languages (written and spoken) 1,402 1.4%AGENDA ITEM #7. a)Page 15 of 31 MESSAGING STRATEGIES AND METHODS •Pre-translated messages •Live interpreter services •ALERT Renton/ ALERT King County •Pictographs •Web and social media •Neighborhood Information Centers •Trusted Partner Network •Language community social networks 6 AGENDA ITEM #7. a)Page 16 of 31 DISCUSSION What’s not clear? Who or what is missing? How can we make it better? EM@rentonwa.gov AGENDA ITEM #7. a)Page 17 of 31 8 •Public input process •Referenced in the Comprehensive Emergency Management Plan (CEMP) •Emergency Support Function #2, Communications, Information Systems, and Warning •Emergency Support Function #15, External Affairs •Approved and adopted by Council in September/October 2023 •Approved by Washington State Emergency Management Division •Revisited annually, revised if needed •Full revision with CEMP every five years REVISION AND ADOPTION CYCLE AGENDA ITEM #7. a)Page 18 of 31 EM@RENTONWA.GOV THANK YOU! Photo Credit: Maddiewsu, CC BY-SA 4.0, https://creativecommons.org/licenses/by-sa/4.0 , via Wikimedia Commons AGENDA ITEM #7. a)Page 19 of 31 Page 20 of 31 Page 1 of 11 City of Renton Annex to the King County Inclusive Emergency Communication Plan July 10, 2023 AGENDA ITEM #7. a) Page 21 of 31 Page 2 of 11 Record of Changes Date Description of Change Posted By AGENDA ITEM #7. a) Page 22 of 31 Page 3 of 11 City of Renton Annex to the King County Inclusive Emergency Communication Plan Purpose The purpose of the City of Renton Annex to the King County Inclusive Emergency Communication Plan (IECP) is to highlight policies, context, needs, and processes in inclusive emergency communication that are unique to City of Renton. The full King County IECP can be accessed at https://kingcounty.gov/~/media/depts/emergency-management/documents/plans/IEC/LEP- IEC_plan_2022_final.ashx?la=en. City of Renton Policies in Utilization of the IECP When an emergency notification is issued regarding a threat to the life or health of people within the Renton community, the IECP will be referenced to aid in extending the notification to those who may be unable to receive or understand a conventionally transmitted message in English. When an emergency notification has been issued, and a follow-up message is deemed necessary to indicate an “all-clear”, that messaging will be issued in all the same languages and methods as the original emergency notification. When any emergency notification has been issued, an After-Action Review will be conducted to assess the effectiveness of messaging and to identify any deficiencies that should be addressed in an Improvement Plan and reported to the State. City of Renton Communications Context and Scope The City of Renton has a population of 107,500 (2022 est. Washington Office of Financial Management). In addition to many general hazards common to King County listed in the King County Hazard Mitigation Plan to which the city is signatory, Renton has many abandoned coal mines that pose a potential risk of subsidence. Renton is also rated as a high consequence area for natural gas and petroleum pipelines and storage facilities located in proximity to residential and business districts. Any one of those many hazards could trigger the necessity for issuing life or health safety emergency notifications. Because of Renton’s rich diversity in languages and cultures, it is necessary to communicate emergency messages in a way that can be understood by several significant populations that self-identify as speaking English “less than very well”. These languages are captured in Table 1. As population diversity increases, this table will be reviewed and revised on an annual basis. AGENDA ITEM #7. a) Page 23 of 31 Page 4 of 11 Table 1. City of Renton Significant Limited English Proficiency (LEP) Populations Language Number of LEP individuals % of Renton total population Spanish (written and spoken) 5,996 6% Chinese (simplified/traditional, Mandarin/Cantonese combined) 3,878 4% Vietnamese (written and spoken) 3,308 3% Russian, Ukrainian, or other Slavic languages (written and spoken) 1,402 1.4% City of Renton-Specific Access and Functional Needs Communication Accommodations In addition to resources and best practices outlined in the King County Inclusive Emergency Communication Plan, the City of Renton as a matter of policy uses TDD/TTY accommodation along with text messaging to assist deaf/hard of hearing recipients whenever an ALERT Renton message is issued, and alt text on images to assist visually impaired recipients in understanding the message. Additional web accessibility recommendations and checklists are provided at https://www.hhs.gov/web/section- 508/accessibility-checklists/index.html City of Renton Procedures for Activation of the IECP Any time the Emergency Operations Center (EOC) Duty Officer receives or initiates a request for an emergency notification to be disseminated to the public regarding a life or health threat, the IECP will be activated. Process for Annex Development This annex was developed by Emergency Management staff, with input from department representatives in the Emergency Management Group, including from the Equity, Housing, and Human Services Department. It was then reviewed by members of the Mayor’s Inclusion Task Force, presented for public comment and subsequent revision, and finally presented to Renton City Council for adoption along with the Comprehensive Emergency Management Plan. Maintenance of Annex This plan is the product of a collaborative partnership of City of Renton stakeholders. It will be reviewed and updated at a minimum when City of Renton’s CEMP is revised, following plan emergency activation After Action Reviews, or when otherwise deemed necessary based on changing procedures or information. AGENDA ITEM #7. a) Page 24 of 31 Page 5 of 11 Attachment A: City of Renton-Specific Messaging Strategies and Methods See the corresponding King County IECP Attachment A for general strategies and methods. ALERT Renton If the message is best distributed electronically and via the ALERT Renton platform, the message will be initiated and distributed in English first, with TDD/TTY and text transmission done simultaneously. Where available within the limits of the technology, messages will also be prepared and distributed electronically in the languages of the significant LEP populations for Renton. Trusted Partner Network The Trusted Partner Network (TPN) is an important resource to disseminate messaging via language community partners and should be used in addition to any technology platform. Access to the TPN is described within the King County IECP. Web and Social Media Renton may also use the following web and social media accounts to boost messaging as time permits. However, these are not considered primary alert and notification methods, and should not be relied upon as such: • City of Renton Emergency Information Page at rentonwa.gov (offers auto translation) • NextDoor • Facebook (offers auto translation) • Twitter • Instagram Voice Interpretation Options for live audio interpretation in an emergency are limited. Members of the Trusted Partner Network, some members of the Mayor’s Inclusion Task Force have volunteered to assist with interpretation when they are available. A list of those individuals is provided in Attachment B. A list of interpreter services which can be provided by vendors or contractors is also included in Attachment B. When possible, it is preferable to utilized certified or registered interpreters, but it is understood that in an emergency that may not always be possible. Written Translation Written translation is best done in advance of an emergency incident. Where written messaging would be most effective (e.g., door hangers for boil water orders), many pre-translated messages can be accessed through online links or Emergency Management files. Options for short turnaround written translation in an emergency are limited. A list of currently contracted translation vendors, and language community representatives is provided in Attachment B. When possible, it is preferable to utilize certified or registered translators, but it is understood that in an emergency that may not always be possible. AGENDA ITEM #7. a) Page 25 of 31 Page 6 of 11 Neighborhood Information Centers Pre-translated posters specifying simple life or health safety messages have been developed to assist in messaging to all populations, including English-speakers, in the event of a widespread communications outage that makes it difficult to send or receive messages by other means. Volunteers may be mobilized to place these posters at pre-determined locations, listed and mapped at: https://rentonwa.gov/UserFiles/Servers/Server_7922657/File/City%20Hall/Executive/Emergency%20Ma nagement/Neighborhood%20Information%20Centers/Neighborhood%20Information%20Centers.pdf Pictographs Wherever possible, the use of pictographs with universal symbols is encouraged to extend the reach of messaging beyond the required languages. Free icons are available at https://thenounproject.com/ with credit requested to the artist. AGENDA ITEM #7. a) Page 26 of 31 Page 7 of 11 Attachment B: Key City of Renton Individuals and Organizations Providing Language Assistance See the corresponding King County IECP Attachment B for information on accessing the Trusted Partner Network and other key organizations to provide language assistance. Approved Vendors and Contractors A list of approved interpretation/translation vendors and contractors who are currently eligible to contract with the City of Renton is maintained by the Executive Services Department Communications Division and is included here: Dynamic Language 206-244-6709 jason@dynamiclanguage.com kimm@dynamiclanguage.com InterCom Language Services 206-979-6709 requests@intercom.cc Lingualinx 916-388-9000 abartlett@lingualinx.com Language Line Solutions 1-866-874-3972 Can be found at https://www.rentonwa.net/employees/SitePages/Interpreters.aspx Bilingual Mayor’s Inclusion Task Force Members The Mayor’s Inclusion Task Force has many members from different language communities. When available, they can provide valuable assistance in emergency translation/interpretation and in dissemination of messaging within their respective communities. Private contact information for those who have volunteered to assist can be obtained through the Equity, Housing, and Human Services Department. Sorted by language, those members are: Spanish • Raul Sandoval • Maggie Villareal • Martha Elena Maginniss Somali • Abukar Isaak Hindi • Vasudha Sharma Vietnamese/Chinese • Duc Tran Japanese • Manami Imaoka AGENDA ITEM #7. a) Page 27 of 31 Page 8 of 11 Attachment C: Key Life-Safety Messages Unique to City of Renton See the corresponding King County IECP Attachment C for most life safety messages. The online link for multilingual messages can be accessed at: https://kingcounty.gov/~/media/depts/emergency- management/documents/plans/IEC/IECplan-translated-messages-byhazard.ashx?la=en In addition to the general messages outlined there, additional messages related to unique Renton risks such as pipeline, dam, and coal mine failures under development and will be complete soon. AGENDA ITEM #7. a) Page 28 of 31 Page 9 of 11 Attachment D: City of Renton News Media Contacts See the corresponding King County IECP, Attachment D for a full list of media contacts. Additionally, Renton-centric media includes: • Renton Reporter AGENDA ITEM #7. a) Page 29 of 31 Page 10 of 11 Attachment E: City of Renton-Specific ADA Resources The King County Inclusive Emergency Communication Plan and Attachment E provide general ADA Language Accessibility compliance tips. Aside from the resources found in the in the King County IECP, in the City of Renton Language Line Solutions (mentioned in Attachment B) has an interpretive service for visual American Sign Language upon request as well as committing to alt text images for the visually impaired or blind. AGENDA ITEM #7. a) Page 30 of 31 Page 11 of 11 Attachment F: City of Renton Additional Culturally Relevant Resources to Aid in Communication Some culturally relevant resources provide by the Mayor’s Inclusion Task Force include but are not limited to: 1. Supermarket from different cultures 2. YMCA in Kent 3. Partnering up with ESL classes 4. Elderly housing as a target area for elderly population 5. LEP communities AGENDA ITEM #7. a) Page 31 of 31