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5 <br /> <br />4. Review of Client Internal Documents <br />Consultant will review internal Client documents, including but not limited to: organizational policies, <br />strategic plan, organizational structure documents, information from trainings, community <br />conversations, and any other available relevant data, metrics and measurement data, and <br />communications. <br />The document review helps frame the internal operating environment and begins to uplift structural and <br />systemic challenges and opportunities. <br />Client staff will be asked to assemble requested documents and provide access to the materials <br />electronically for Consultant to review. <br />5. Desk Review/Research <br />Consultant will research and identify best practices and next practices, as well as uplift case studies <br />that provide examples of strategies and plans that: <br />• Establish equitable organizational structures <br />• Enhance community engagement and empowerment <br />• Improve recruitment, hiring, development, promotion and retention of a diverse workforce <br />Activity Two: Group Facilitation Timeline: Feb 2021 – July 2021 <br />Facilitation is the second step in Consultant’s engagement process. Consultant’s group facilitation <br />process assumes formation of a Client decision-making group that interfaces with Consultant and to <br />whom Consultant reports. <br />Given Client’s existing organizational structure to address equity and race, composed of a community <br />advisory task force and an internal equity and race team, Consultant proposes to support and facilitate <br />both groups with the goal of aligning approaches, processes, shared goals, and outcomes. <br />Consultant recommends forming a third group, the Equity Work Group (EWG) composed of <br />representatives from the community advisory task force, equity and race team, and the executive <br />leadership team with a charter to review and discuss due diligence findings and review, discuss and <br />decide on structural, policy and practice recommendations. <br />EWG membership would be decided by leadership from the City and should include representatives <br />from key stakeholder groups. <br />Group facilitation is an important component of the engagement process because it provides a vehicle <br />to receive feedback, ensure group buy-in, create a sense of ownership of the process and outcomes, <br />build trust among the members and between members and Consultant, and provides a platform to <br />reach consensus decisions. <br />Consultant strongly believes in consensus decision-making and an inclusive review process as <br />important factors in creating sustainable solutions and change. <br />EWG members will review due diligence findings and analysis, develop shared goals and ideas, <br />establish priorities, and review and decide on strategies and recommendations.