HomeMy WebLinkAboutHR15-275 - Original - Lue Rachelle Brim-Donahoe & Associates - Cultural Communiy Connectors & Conversations - 08/03/2015 1
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CONTRACT COVER SHEET
This is to be completed by the Contract Manager prior to submission
to City Clerks Office. All portions are to be completed.
If you have questions, please contact City Clerk's Office.
Vendor Name: Luerachelle Brim-Donahoe & Associates
Vendor Number:
JD Edwards Number
Contract Number: T1 5
This is assigned by City Clerk's Office
Project Name: Cultural Community Connectors & Conversations
Description: ❑ Interlocal Agreement ❑ Change Order ❑ Amendment ® Contract
❑ Other:
Contract Effective Date: July 31, 2015 Termination Date: 12/31/16
Contract Renewal Notice (Days): 7 Days
Number of days required notice for termination or renewal or amendment
Contract Manager: Lorraine Patterson Department: Human Resources
Contract Amount: $24,500
Approval Authority: ❑ Department Director ® Mayor ❑ City Council
Detail: (i.e. address, location, parcel number, tax id, etc.):
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As of: 08/27/14
!CENT PROFESSIONAL SERVICES AGREEMENT
between the City of Kent and
Lue Rachelle Brim-Donahoe & Associates
THIS AGREEMENT is made between the City of Kent, a Washington municipal corporation
(hereinafter the "City"), and Lue Rachelle Brim-Donahoe & Associates organized under the laws
of the State of Washington, located and doing business at 4009 47th Avenue S, Seattle, WA
98118 (hereinafter the "Contractor").
I. DESCRIPTION OF WORK.
Contractor shall perform the following services for the City:
Exhibit A - Work Plan & Budget Proposal for Cultural Community Connectors and
Conversations
Contractor further represents that the services furnished under this Agreement will be
performed in accordance with generally accepted professional practices within the Puget Sound
region in effect at the time those services are performed.
II. TIME OF COMPLETION. The parties agree that work will begin on the tasks
described in Section I immediately upon the effective date of this Agreement, and Contractor
shall complete the work by December 31, 2016.
III. COMPENSATION. The City shall pay Contractor a total amount not to exceed
$24,500.00 for the services described in this Agreement. The Contractor shall invoice the City
monthly based on time and materials incurred during the preceding month. The hourly rates
charged for Contractor's services shall be as delineated in the attached and incorporated
Exhibit A. All hourly rates charged shall remain locked at the negotiated rates throughout the
term of this Agreement.
IV. INDEPENDENT CONTRACTOR. The parties intend that an Independent
Contractor-Employer Relationship will be created by this Agreement. By their execution of this
Agreement, and in accordance with Ch. 51.08 RCW, the parties make the following
representations:
A. The Contractor has the ability to control and direct the performance and
details of its work, the City being interested only in the results obtained
under this Agreement.
B. The Contractor maintains and pays for its own place of business from which
Contractor's services under this Agreement will be performed.
C. The Contractor has an established and independent business that is eligible
for a business deduction for federal income tax purposes that existed before
the City retained Contractor's services, or the Contractor is engaged in an
independently established trade, occupation, profession, or business of the
same nature as that involved under this Agreement.
D. The Contractor is responsible for filing as they become due all necessary tax
documents with appropriate federal and state agencies, including the Internal
Revenue Service and the Depart of Revenue.
E. The Contractor has registered its business and established an account with the state
Department of Revenue and other state agencies as may be required by Contractor's
business, and has obtained a Unified Business Identifier (UBI) number from the
State of Washington.
F. The Contractor maintains a set of books dedicated to the expenses and earnings of
its business.
V. TERMINATION. Either party may terminate this Agreement, with or without cause, upon
providing the other party seven (7) calendar days written notice at its address set forth on the signature
block of this Agreement.
VI. DISCRIMINATION. In the hiring of employees for the performance of work under this
Agreement or any subcontract, the Contractor, its subcontractors, or any person acting on behalf of the
Contractor or subcontractor shall not discriminate against any person who is qualified and available to
perform the work to which the employment relates as provided for by the City of Kent's Equal
Employment Opportunity Policy. Contractor shall execute the attached City of Kent Equal Employment
Opportunity Policy Declaration, Comply with City Administrative Policy 1.2, and upon completion of the
contract work, file the attached Compliance Statement.
VII. IRDE6+ NI¢ICATIOH. Contractor shall defend, indemnify and hold the City, its officers,
officials, employees, agents and volunteers harmless from any and all claims, injuries, damages, losses or
suits, including all legal costs and attorney fees, arising out of or in connection with the Contractor's
performance of this Agreement, except for that portion of the injuries and damages caused by the City's
negligence. The City's inspection or acceptance of any of Contractor's work when completed shall not be
grounds to avoid any of these covenants of indemnification. The provisions of this section shall survive
the expiration or termination of this Agreement.
In the event Contractor refuses tender of defense in any suit or any claim, if that tender was made
pursuant to this indemnification clause, and if that refusal is subsequently determined by a court having
jurisdiction (or other agreed tribunal) to have been a wrongful refusal on the Contractor's part, then
Contractor shall pay all the City's costs for defense, including all reasonable expert witness fees and
reasonable attorneys' fees, plus the City's legal costs and fees incurred because there was a wrongful
refusal on the Contractor's part.
VIII. INSURANCE. The Contractor shall procure and maintain for the duration of the
Agreement, insurance of the types and in the amounts described in Exhibit B attached and incorporated by
this reference.
XII. CONTRACTOR'S WORK AND RISK. The Contractor agrees to comply with all federal,
state, and municipal laws, rules, and regulations that are now effective or in the future become applicable
to Contractor's business, equipment, and personnel engaged in operations covered by this Agreement or
accruing out of the performance of those services. All work shall be done at Contractor's own risk, and
Contractor shall be responsible for any loss of or damage to materials, tools, or other articles used or held
for use in connection with the work.
XIII. MISCELLANEOUS PROVISIONS.
A. Recyclable Materials. Pursuant to Chapter 3.80 of the Kent City Code, the City requires its
contractors and consultants to use recycled and recyclable products whenever practicable. A price
preference may be available for any designated recycled product.
B. Non-Wafver of Breach. The failure of the City to insist upon strict performance of any of the
covenants and agreements contained in this Agreement, or to exercise any option conferred by this
Agreement in one or more instances shall not be construed to be a waiver or relinquishment of those
covenants, agreements or options, and the same shall be and remain in full force and effect.
C. Resolution of Disputes and Governing Law. This Agreement shall be governed by and
construed in accordance with the laws of the State of Washington. If the parties are unable to settle any
dispute, difference or claim arising from the parties' performance of this Agreement, the exclusive means
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of resolving that dispute, difference or claim, shall only be by filing suit exclusively under the venue, rules
and jurisdiction of the King County Superior Court, King County, Washington, unless the parties agree in
writing to an alternative dispute resolution process. In any claim or lawsuit for damages arising from the
parties' performance of this Agreement, each party shall pay all its legal costs and attorney's fees incurred
in defending or bringing such claim or lawsuit, including all appeals, in addition to any other recovery or
award provided by law; provided, however, nothing in this paragraph shall be construed to limit the City's
right to indemnification under Section VII of this Agreement.
D. Written Notice. All communications regarding this Agreement shall be sent to the parties at
the addresses listed on the signature page of the Agreement, unless notified to the contrary. Any written
notice hereunder shall become effective three (3) business days after the date of mailing by registered or
certified mail, and shall be deemed sufficiently given if sent to the addressee at the address stated in this
Agreement or such other address as may be hereafter specified in writing.
E. Assignment. Any assignment of this Agreement by either party without the written consent
of the non-assigning party shall be void.
F. Modification. No waiver, alteration, or modification of any of the provisions of this
Agreement shall be binding unless in writing and signed by a duly authorized representative of the City
and Contractor.
G. Entire Agreement. The written provisions and terms of this Agreement, together with any
Exhibits attached hereto, shall supersede all prior verbal statements of any officer or other representative
of the City, and such statements shall not be effective or be construed as entering into or forming a part
of or altering in any manner this Agreement. Should any language in any of the exhibits to this
Agreement conflict with any language contained in this Agreement, the terms of this Agreement shall
prevail.
H. City Business License Reauired. Prior to commencing the tasks described in Section
I, Contractor agrees to provide proof of a current city of Kent business license pursuant to
Chapter 5.01 of the Kent City Code.
I. Counterparts. This Agreement may be executed in any number of counterparts,
each of which shall constitute an original, and all of which will together constitute this one
Agreement.
IN WITNESS, the parties below execute this Agreement, which shall become effective on
the last date entered below.
CONTRACTOR: CITY OF KENT:
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signa ure) -
Print Naki e:�Lll � 1 e3 Wim Aug11s (signature)
Its; Q( �Y1C.lC7Gl -.����„ �i'I-?,tn
Print Name. suzette Cooke
(title) I s�Mayor
DATE: b dr '
DATE: !' r' /
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NOTICES TO RE SENT TO: NOTICES TO RE SENT TO:
CONTRACTOR: CITY OF KENT:
Lue Rachelle Brim-Atkins Lorraine Patterson
Lue Rachelle Brim-Donahoe & Assoicates City of Kent
7611 S. 115 St 220 Fourth Avenue South
Seattle, WA 98178-3837 Kent, WA 98032
206-722-4400 (telephone) (253) 856-5276 (telephone)
206-772-1978 (facsimile) (253) 856-6270 (facsimile)
APPROJaE13 AS rT FOI,
Kent Law Department
DECLARATION
I
CITY OF KENT° EQUAL EMPLOYMENT OPPORTUNITY POLICY
The City of Kent is committed to conform to Federal and State laws regarding equal opportunity.
As such all contractors, subcontractors and suppliers who perform work with relation to this
Agreement shall comply with the regulations of the City's equal employment opportunity
policies.
The following questions specifically identify the requirements the City deems necessary for any
contractor, subcontractor or supplier on this specific Agreement to adhere to. An affirmative
response is required on all of the following questions for this Agreement to be valid and binding.
If any contractor, subcontractor or supplier willfully misrepresents themselves with regard to the
directives outlines, it will be considered a breach of contract and it will be at the City's sole
determination regarding suspension or termination for all or part of the Agreement;
The questions are as follows:
1. I have read the attached City of Kent administrative policy number 1.2.
2. During the time of this Agreement I will not discriminate in employment on the basis of
sex, race, color, national origin, age, or the presence of all sensory, mental or physical
disability.
3. During the time of this Agreement the prime contractor will provide a written statement to
all new employees and subcontractors indicating commitment as an equal opportunity
employer.
4. During the time of the Agreement I, the prime contractor, will actively consider hiring and
promotion of women and minorities.
S. Before acceptance of this Agreement, an adherence statement will be signed by me, the
Prime Contractor, that the Prime Contractor complied with the requirements as set forth
above.
By signing below, I agree to fulfill the five requirements referenced above.
Dated this 1 7 day of , 20 1,
By. /) t
For: d�Ute C, l�r 23 AtV-th5
Title: Yf I o(Gk pa- Silk fay-A
Date: 7l "1 l
FFO COMPI TANCF DOCUMFNTS - I
CITY OF KENT
ADMINISTRATIVE POLICY
NUMBER: 1.2 EFFECTIVE DATE: January 1, 1998
SUBJECT: MINORITY AND WOMEN SUPERSEDES: April 1, 1996
CONTRACTORS APPROVED BY Jim White, Mayor
POLICY:
Equal employment opportunity requirements for the City of Kent will conform to federal and
state laws. All contractors, subcontractors, consultants and suppliers of the City must guarantee
equal employment opportunity within their organization and, if holding Agreements with the City
amounting to $10,000 or more within any given year, must take the following affirmative steps:
1. Provide a written statement to all new employees and subcontractors indicating
commitment as an equal opportunity employer.
2. Actively consider for promotion and advancement available minorities and women.
Any contractor, subcontractor, consultant or supplier who willfully disregards the City's
nondiscrimination and equal opportunity requirements shall be considered in breach of contract
and subject to suspension or termination for all or part of the Agreement.
Contract Compliance Officers will be appointed by the Directors of Planning, Parks, and Public
Works Departments to assume the following duties for their respective departments.
1. Ensuring that contractors, subcontractors, consultants, and suppliers subject to these
regulations are familiar with the regulations and the City's equal employment opportunity
policy.
2. Monitoring to assure adherence to federal, state and local laws, policies and guidelines.
FFO COMPI TANCF DOCUMFNTS - 2
CITY OF KENT
EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE STATEMENT
This form shall be filled out AFTER COMPLETION of this project by the Contractor awarded the
Agreement.
I, the undersigned, a duly represented agent of I III DOYlG9 1of, A l]5�6 �t
Company, hereby acknowledge and declare, at th fore-mentioned lyl meen oned company was the prime
contractor for the Agreement known as (�T1YLP,C- �T�(`&� Co71V { tYhat was entered into on
the (date), between the firm I represent and the City of
Kent.
I declare that I complied fully with all of the requirements and obligations as outlined in the City
of Kent Administrative Policy 1.2 and the Declaration City of Kent Equal Employment Opportunity
Policy that was part of the before-mentioned Agreement.
Dated this _� day of 20�
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For: If7� —pr:� rIy�lu-fw � ���C�CJ.$ ,
Title: rXA 1-.1/41
Date: 1� JJ
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FFO COMPI TANCF DOCUMFNTS - 3
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EXHIBIT B
INSURANCE' REQUIREMENTS
No Insurance is required for this Contract.
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Page 1 of 8 Exhibit A
Work Plan Et Budget Proposal for Cultural Community Connectors and Cultural
Community Conversations
Kent, Washington
Prepared by LueRachelle Brim-Atkins, Principal Consultant
Brim-Donahoe &Associates
Consultation bitted long-term contract rate of C$250/hour to be billed monthly
This Work Plan and Budget Proposal is based on the Six Essential Strategies for
Inclusive Engagement(included again in this document).
Goals:
• To Increase civic engagement
• To increase accessibility between the City and the communities
Tasks of Cultural Community Conversations bt Outreach Process
• To establish a multi-cultural advisory team (Cultural Community Connectors)
that serves as liaisons on community engagement to the City
• To convene five (5) Cultural Community Conversations with the Mayor of Kent,
City Council, Judges and racial/ethnic/religious communities in the City of
Kent by December 2016
• Include specific outreach to communities that tend not to participate in the
processes and events offered by the City (consultations with the advisory team
(Cultural Community Connectors); info at community events, speakers, etc.)
• Create a clear identity and message for the Cultural Community Conversations
process
• Carry out broad outreach, using multiple communications tools (e.g.
community functions, mailed and printed information, website and email lists,
cable TV, PSA's) to reach the diversity of community stakeholders
• Identify a single contact point for the public (e.g. a phone line and/or email
address) to provide easy access to the public to get information and provide
input, on the process
• Use the media strategically to advance this process—press releases, feature
stories, op-ed's, news conferences to announce initiation of project; key
milestones and decision-points. Focus on community newspapers and programs,
including ethnic media.
• Use public facilities - branch libraries, community centers, neighborhood
service centers as information repositories to provide ongoing information on
the project.
• Use technology to promote an interactive public process - City of Kent website,
email blasts, etc. to provide information and opportunities for feedback
through the life of the project.
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Page 2 of 8 Exhibit A
Work Plan Ek Budget Proposal
Estimated`
Task Time Lead Fee
Intake interview with the Mayor.__ 1 hour L.Patterson
Prepared Scope of Work Draft for Mayor Cooke rt Lorraine 3 hours L. Brim-Atkins $750.
Patterson
Met with Mayor 2 hour L. Brim-Atkins 500.
a Present Scope of Work draft
Met with Mayor, Dinah Wilson Et Lorraine Patterson to: 2.5 hours Mayor Cook 625.
L.• Clarify/refine the scope of the work It define project
success
• Identify decisions to be made
® Determine where ft how stakeholders should influence
decisions - use this to define stakeholder basic roles
Designate Staffing & Stakeholders
CDBG Coordinator Dinah Wilson (Liaison to work with
consultant) ft "R Directof Loffaine Patterson
Met with KC-DIG to announce project 1 hour L.
in Wilson 250.
Mayor Cooke
L.Patterson
Phone conversation with Dinah Wilson to strategize 30 min L. Brim-Atkins 125.
approach to the work; get agreement to send "homework"
request to KC-DIG members
Time to date 10 hours 2500
Estimated'
Task Time Lead Fee
Develop criteria Et description of roles for selection to 2 hour2 L.Brim-Atkins 500.
advisory team Cultural Community Connectors)
Draft letter of introduction to community leaders who might 1 hour L. Brim-Atkins 250.
have recommendations for the advisory team(Cultural
Community Connectors) members for Mayor Cooke's
signature see list in next task It add names
Draft request to KC-DIG members to be approved Ft sent by 1 hour L, Brim-Atkins 250.
Dinah Wilson asking them to come prepared to brainstorm
potential communities and community leaders who should be
consulted on this project
Identify a single contact point for the public (e.g. a phone Dinah Wilson n/a
line and/or email address) to provide easy access to the
public to get information and provide input on the project.
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Page 3 of 8 Exhibit A
Estimated;
Task Time Lead Fee
Follow up phone conversations or in-person meetings 10 hours L. Brim-Atkins 2 500.
following Mayor Cook's letter of introduction (Dinah Wilson, (depending pinch Wilson
Lorraine Patterson, Johnetta Rowsey, Brad Brown [Kent upon
whether
Middle Schools], Gwen Allen-Carsten [Black Action hones or
Commission], Black Ministerial Association, and other -person
identified groups) meetings
• Identify racial/ethnic/cultural/religious communities will be most
that will be hightighted effective)
• Solicit input on community stakeholders who would be
helpful in identifying prospective Cultural Community
Connectors
• Identify who else would have vatuabte input (other
a encies, non-profits, institutions Et organizations) etc.?
• 2" meeting to gather input on community stakeholders 1 hour tVinah Atson
kins 250.
to approach to identify prospective Cultural Community
Connectors
Meet with the Cultural Community Connectors (some 6, 2 hour L. Brim-Atkins 3,000.
individual community meetings should be anticipated) July- monthly
December 2016. meetings
• Explain the purpose Et function (what, why, when, where) of
the Team
• Get agreement on roles & responsibilities
• Identify alternate Community Group Members at the beginning
of the project in the event a Group Member has to withdraw
for any reason
Cultural Community Connectors will be asked to answer the
following questions:
• What must the City do to create a welcoming atmosphere at ail City
sponsored events?
• How do we ensure accessibility for all members of your community?
• What will make it easier for your community to engage city officials and
city services?
• What must we do to maintain a meaningU ongoing presence in your
community?
• What are the groupslorganizations in your community?How do we
develop relationships Wth them?
Design D incorporate culturally appropriate Engagement 2-4 hours t•Brim�Atkins $500-
v+fAe
Activities based on input from the Connectors (activities and Team am 1,000
venues will vary depending upon communities
Schedule check-in meetings with internal advice team o.wn on n/a
(Mayor Cooke, Lorraine Patterson, Dinah Wilson, PR person,
Council representative)
Convene periodic check-in meetings with internal advice 7, 1 hr L.Brim-Atkins 2,500.
team (Mayor Cooke, Lorraine Patterson, Dinah Wilson, PR meetings
person, Council representative) to keep informed of progress
Et solicit input
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Page 4 of 8 Exhibit A
Estimated:
Task Time Lead Fee
Coordinate publicity with City of Kent Communications 3 hours L. Brim-Atkins 750.
Director, Michelle Wilmot
• Coordinate press releases, feature stories, op-ed's, news
conferences to announce initiation of project, focusing
on community newspapers and programs, including ethnic
media
• Convey key milestones and decision-points
Create an Inclusive Public Engagement Plan based on input 10 hours L.Brim-Atkins 2,500
from stakeholders and Cultural Community Connectors:
• Prepare the community engagement plan (key activities,
milestones, and products on the project timeline)
• Develop a detailed work plan that includes specific
engagement activities/communities to be scheduled
based on overall strategy
• Schedule gradual roll-out of Cultural Community
Conversations in various communities (work with Dinah
Wilson to determine appropriate venues)
• Identify and make use of appropriate community
engagement tools consistent with the defined roles,
issues, audience, and resources.
• Identify multi-lingual needs for Cultural Community
Conversations
• Get approval from Communications Director, Michelle
Wilmot, who will connect with the Mayor and others as
needed.
Attend up to 5 existing community gatherings to explain 5 hours L.Brim-Atkins 1,000.
what we're doing It how they can help to identify Cultural
Community Connectors
Design community conversation formats, locations (wilt vary 10 hours L.Brim-Atkins 2,500.
depending upon the community)
Consult with Mayor Cooke Et staff
Schedule Cultural Community Conversations with assistance Dinah Wilson n/a
from identified community group members and City Staff
Schedule appropriate City personnel for the Cultural Dinah Wilson n/a
L.Patterson
Community Conversations
Decide upon note taking format - City will consider assigning
staff
Facilitate 5 2 hour Cultural Community Conversations 10 hours L.Brim-Atkins 2,500.
Evaluate the Process On-going
• Learn from each community conversation, replicate what
works; change what doesn't work.
• Use Plus/Delta verbal evaluations & written evaluation
forms at each conversation; ask for online feedback
• Track and record participation
Other unanticipated action items as required 10 hours L.Brim-AN ins 25000.
Estimated Total Budget includes all tasks) 24 500
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Page 5 of 8 Exhibit A
City of Kent,Washington
ton
Roles of Cultural Community Connectors
The Mayor, other elected officials and Department Heads in the City of Kent seek to increase
civic engagement and increase accessibility to City services for all communities. The ultimate
objective of the CuffuratCommundy Connectors wiff be to create a more equitable and
collaborative environment that provides opportunities for all City of Kent residents to have access
to appropriate services needed in their communities. in order to build strong coalitions, City
officials are seeking to convene Cultural Community Conversations by identifying individuals who
are well connected to their communities and are passionate about assuring that their
communities are served well by the City.
Roles& Responsibilities of Cultural Community Connectors
• Advise the Mayor and other city officials how they can successfully build relationships in
your community
• Suggest and support measures that advocate for quality of life in the City of Kent
• Provide input on the specific raciaUcultural/ethnic/religious populations to be involved in
Cultural Community Conversations with City elected officials and staff
• Explain the purpose of the Cultural Community Connectors to members of your
community to ensure that they are aware of the opportunities for engagement and feel
welcomed and encouraged to participate
• Serve as the eyes and ears for the community so that City officials can meet with
community members directly in whichever spaces deemed appropriate by the
communities
• Serve as liaisons to invite your community to the Cuhurai Community Conversations
• Help communities organize themselves to engage with resource providers to achieve
community goals—assist in scheduling meefings
• Recommend appropriate venues and activities to convene Conversations
• Identify needs/resources for Cultural Community Conversations that improve accessibility
• Help create communications networks in your community for disseminating information
regarding Community Conversations and resources
® Attend and support the Cultural Community Conversations in your community
• Identify other individuals who have the cultural knowledge and community relationships to
generate interest in the Cultural Community Conversations
• Connect existing resources to the community and the city
® Share ideas for improving accessibility or civic engagement
Cultural Community Connectors will be asked to provide answers (or identify resources who
can provide answers)to the following questions:
• What must the City do to create a welcoming atmosphere at all City sponsored events?
• How do we ensure accessibility for all members of your community?
• What will make it easier for your community to engage city officials and city services?
• What must we do to maintain a meaningful ongoing presence in your community?
• What are the groups/organizations in your community? How do we develop relationships
with them?
Time Commitment: It is estimated that Cultural Community Connectors will ever 4-6 weeks for
1'/ hours from September 2015—December 2016 as a group and will meet with the coordinator
more frequently while a Conversation is being planned for your community. Additional time will
be required as needed for the Connectorto identify and make contact with the various leaders
and groups within your community.
Page 6 of 8 Exhibit A
QUALIFICATIONS:
Strong leadership abilities and oral communication skills in your respective community
• Able to comfortably navigate and build trust among members of the various ethnic groups
within your community(e.g., East African—Ethiopian, Kenyan, etc. & the various groups
within those immigrant populations)
• Capacity to encourage and spur participation in group process by all age groups—elders,
younger adults,youth
• Knowledge of key community contacts and community events
• Committed to building a more equitable, inclusive, and community-oriented City in which
all residents have fewer obstacles and more opportunities to access City services
• Knowledgeable of socio-economic divides that may limit access to community services
including racism, sexism, and classism and how to work in ways that overcome them
within your community
• Sufficiently charismatic and optimistic to encourage wide participation
• Willing to assist in community strategy sessions
• Values consensus building and collaboration
• Proven strong organizafiona!skills
• Self-motivated, proactive and able to self-direct
• Proficient in the varied learning,decision-making and communication styles in your
community
• A peacemaker/way-finder who can get the job done
REQUIREMENTS:
• Good oral communication skills within your community
• Proven successful work within your community across ethnic lines
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Page 7 of 8 ExhibitA
Six Essential Strategies for Inclusive Engagement
Research indicates that effective community engagement takes careful planning and
acknowledgement that each population that we work with is a unique opportunity to broaden our
understanding of what makes a communfty. There are six groups of critical questions to
consider.
1. Build Personal Relationships With RaclaBEthnic/Cultural Communities
• Who are the key individuals or constituents with whom you already have or should be building
relationships?
• What venues can you attend or explore to identify the natural community leaders?
2. Create a Welcoming Atmosphere
• Does your process reflect, honor, and welcome all communities?
• Do the meeting spaces you choose for City-sponsored activities invite participation and
engagement?
• Do you hire staff or consultants from the community or that reflect the racial, cultural, age
and/or socio-economic population?
• Do you choose gathering places that are comfortable and that are conducive to the
Interactions that you want to have?
$. Increase Accessibility
• What are the issues/barriers to attendance or effective communication at events(language,
location, time,transportation, childcare, food,incentives, appeal, power dynamics, etc.)that
should be addressed throughout the process?
• How many methods have you developed to communicate with the various identified
communities?
• How will you increase the level of input a community has in a process?
• What are the most appropriate and effective communication methods to promote engagement
opportunities?
• What are the non-traditional methods of outreach used get people involved?
• Have you defined multiple ways for the community to contribute and feedback?
• What opportunities do you provide for social interaction and relationship building?
• What opportunities do you provide for community members to give feedback in photographic,
voice recorded, or video formats?
4. Develop alternative methods for engagement
• Do you have non-traditional methods of outreach to get people involved? Do you offer multiple
ways for contributing input and feedback?
® What opportunities for social interaction and relationship building will we provide?
• How will we provide opportunities for community members to give feedback in photographic,
voice recorded, or video formats?
S. Partner with Diverse Organizations and Agencies
• What are the organizations that currently have relationships with your target populations?
• Can you solicit advice from agencies or organizations that successfully implemented similar
programs or initiatives(perhaps on a smaller scale or in another community)?
• How can you connect with organizations that are already culturally tied to the target
communities or are currently providing services to your target populations?
• What is required to create a network of services that eliminates gaps or reduces redundancies
for the target population?
6. Maintain a Presence within the Community
• Are you visibly present within the identified communities?
• How have you communicated the availability of the City's calendar to the identified
communities?
• How do you encourage others to participate in community activities and special events?
• What are the local places where community groups can count on having informal interactions
with you?
Page 8 of 8 Exhibit A
Pre-Work for
[Used to Identify Community Members to serve as
Cultural Community Connectors]
Please bring and come prepared to discuss the following information at the
meeting on , 2015.
1. Name the communities you believe should be included in the Cultural
Community Conversations.
2. List contact information for people you believe can be instrumental in
providing names Ft contact information for potential Connectors
3. List existing community events or regular activities to which the City might be
invited to have a Conversation. List as many as you can think of, keeping in
mind that the goal will be for us to think of the best way to schedule the City
for one meeting with as many communities as possible.
4. In generating your list, please focus on the needs of adult as well as youth
populations.
sCommunities with which Individual Contact's Contact's.Phone &Email Existing/Scheduled lc it
you have familiarityEt Name to Help Identify Address Community Events
contact Cultural Community or Regular Activities
Connectors
1.
2.
3.
4.
5.
I
6.
7.
8
9.
10.
Please name other organizations I1 contact persons you believe might provide
additional information for this process (use the reverse side):
i
REQUEST FOR MAYOR'S SIGNATURE
d7 Print on Cherry-Colored Paper
IDCEI
Routing Information (ALL REQUESTS MUST FIRST BE ROUTED THROUGH THE LAW DEPARTMENT)
Approved by Director—Z
n inator: `,i LLI Irlo 1 `T Phone (Originator):
Date Sent: Date Required: iS
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VENDOR NAME:
� Date Finance Notified:
1_Ue �L LVlfi�lf l r/r7 1y1h t1 t q �1 5= � (Only required on contracts 7. �_ ] �
10 000 and over or on an Grant I I
DATE OF COUNCIL APPROVAL: Date Risk Manager Notified: i l I0(S
(� Q (Required on Non-City Standard Contracts/Fl reements
Has this Document been Specifically Account Number:
Authorized in the Bud et? YES 0 NO it-1 c
Brief Explanation of Document:
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All Contracts Must Be Routed Through The Law Department
(This area to be completed by the Law Department)
I s
Received:
Approval of Law Dept.:
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Law Dept. Comments:
Date Forwarded to Mayor: (
Shaded Areas To Be Completed By Administration Staff
Received;
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Recommendations and Comments:
Disposition: yE C'N ,J K'A-It
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Date Returned:
ICrvNF IC wmen�q •ng Requwllol Mayw'sS L^a^re tlece
Komoto, Kim
From: Patterson, Lorraine
Sent: Thursday,July 30, 2015 9:39 AM
To: Komoto, Kim
Cc: Hiatt, Jan
Subject: RE: Lue Rachelle Brim-Donahoe &Associates
The difference is likely do to me not lining something out in the scope. I will take a look.
Search Business Ucenses
1_1 yr a Inforrrraliont
Entity Means!: LVERACHELLE BRIM•DONAHOE
-0u5iri¢ss MOM.: WERACHELLE BRIM-0 QONANOE S ASSOCIATES
'.-License Type; Washington State nosiness '..
EnInv T4ue�.Solt PrWrietM
URI: (101006951 Sosil IDpo0t-- Location I61000i
Statust To check the stator of this b"neas,Oa za RY ,}L.Jr,14S s.?y9f?itg.
Location Addrrss: Mailing Address:
4404.4M AVES 40094MtAVE 6
SUTTL,IVA,99119 Sil WA,9911E
Shins EXldros rlrstiss"d
Registered Trade Neaten:
WERACU€LLE BRIM DONAUd6& Active NIA n2/17/1957
A55GC[AiES
Wya I,�p 6�•
Wr32a,6HELLE IIRM Uatl HbE
lateral C mnt as of 07/29/2015 e02.94 Pacific rime
�rx iSearcry�
Me Site is gal to seanNn9 for business 11censcs issusdHiraugh the W.sWf gtsn Stale nusieees tftensiw S."ke,'
From: Komoto, Kim
Sent: Thursday, July 30, 2015 9:05 AM
To: Patterson, Lorraine
Cc: Hiatt, Jan
Subject: Lue Rachelle Brim-Donahoe&Associates
Lorraine:
In reviewing your contract with Lue Rachelle Brim-Donahoe & Associates, I have a couple of questions:
1. 1 cannot locate the business under either the Department of Licensing or corporation search. Can
you confirm that they are registered with the State of Washington?
2. The contract compensation is for $23,500, but the Scope of Work totals $24,500.
Let me know if we need to prepare a new contract.
Thanks,
Kim Korinci 0, Legal Analyst
Assistant to City Attorney
Public Safety Committee Secretary
1
REQUEST FOR MAYOR'S SIGNATURE
a T Print on Cherry-Colored Paper
1GETl
Routing Information (ALL REQUESTS MUST FIRST BE ROUTED THROUGH THE LAW DEPARTMENT)
Approved by Director
Originator: ct rSc! r) I Phone Originator): ;�53 •-,K
Date Sent: 77 - j Date Required: i S
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VENDOR /N�AMj NAME: Date
��,� ® Date Finance Notified:
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(� ��� O II} ..Re Fedwri'Nony Standard Connls)
Has this Document been Specifically '`'Account Number:
Authorized in the Bud et? YES Q NO ( t � • ( .
Brief Explanation of Document:
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All Contracts Must Be Routed Through The Law Department
(This area to be completed by the Law Department)
Received:
Approval of Law Dept.:
Law Dept. Comments:
Date Forwarded to Mayor:
Shaded Areas To Be Completed By Administration Staff
Received:
Recommendations.and Comments: -
Disposition:
Date Returned:
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