Backup item 5b: Civic Engagement Discussion — original pdf

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Civic Engagement and the Austin Public Library: A Preliminary Report by City of Austin Library Commissioners JC Dwyer and Beth Smyer October 22, 2019 Purpose of this report ThisreportaimstoprovidetheLibraryCommissionwithanoverviewofcivicengagementwork withintheAustinPublicLibrarysystem(APL),includingworkcurrentlyunderway,opportunitiesin FY20 and recommendations to strengthen this work in FY21 and beyond. Definition of Civic Engagement Inthisreport,“civicengagement”isdefinedasactivitiesthatfurtherthegoalofaninformedlocal citizenrythatisactivelyengagedinshapingpublicdiscourseandparticipatinginthedecisionsthat affecttheirlives.Thisworkcentersthevaluesofinclusionandequityintheco-creationofpublic understanding and public policy. Itdoesnotrefertoindividualorhousehold-levelservicestypicallyconsidered“socialwork”(suchas publicbenefitsoutreachorhomelessservices),althoughsomelibrarysystemsgrouptheseactivities together.Whileitdoesincludeactivitiesdesignedtoincreaseparticipationinpublicelections,itis never partisan or agenda-driven. Why Do This Work? Civicengagementisarisingareaofinterestamongmanylibrarysystems,funders(e.g.Kettering Foundation)andnationallibrarygroups(e.g.AmericanLibraryAssociation,PublicLibrary Association, Urban Libraries Council). According the Urban Libraries Council: 1“Publiclibraries,workinginclosepartnershipwithlocalgovernmentandthemanyavailable resourcesandexperts,arewellpositionedtoprovidetheconsistent,close-to-home, sustainedleadershipthatcontributestocommunitysuccess.Theyaretrusted,stable, apolitical,safe,andpositive—inshort,idealcivicengagementleaders.Atatimewhentrust ingovernmentremainslowandmanycitizensfeeldisconnectedfrompublicinstitutions, libraries offer a bright light for producing long-term results.” 1 ​ULC Civic Engagement Report​, accessed 10/18/19. CivicengagementworkisbroadlyalignedwithAPL’svisiontoplayakeyrolein“​makingAustina dynamiccreativecenterandthemostlivablecityinthecountry.”ItisalsocloselyalignedwithCity Council’s Strategic Direction 2023 strategies, including: 2●Enhance communication and collaboration between City Council, City staff, and community members to enhance transparency, trust, and shared decision making. Ensure collaboration is strengthened by accessible, timely, and accurate information sharing. (GTW#5) ●Engage community members on the matters that impact them in ways that are timely, convenient, meaningful, and honor their communication preferences; and equip employees to better engage vulnerable and historically marginalized communities. (GTW#6) ●Create a new integrated approach to managing community members’ multiple relationships with different City departments to strengthen feedback loops, build trust, and improve satisfaction. (GTW#8) As well as the following City Performance Metrics: 3●PercentageofeligibleresidentswhoareregisteredtovoteandwhoparticipateinCity elections (disaggregated by race and geography). (GTW.E.1) ●Percentageofresidentswhoexpresshighlevelsofsatisfactionwiththeoutcomesoftheir engagement with the City. (GTW.E.2) ●PercentageofresidentswhobelieveAustinvaluesdialoguebetweenresidentsand government. (GTW.E.3) ●Numberof[stakeholder]engagement/outreachactivitiesbydepartment,Councildistrict,time and type of activity. (GTW.E.4)\ Current Areas of Civic Engagement SeveralAPLbranchlibrariesandstaffarealreadycommittingtheirlimitedtimeandresourcesto strengthencivicengagement.Thefollowingsectionsummarizestheiraccomplishmentsand providesexamplesofhowotherlibrarysystemsandlocalorganizationsarecommittedtosimilar work. Census Outreach What is the opportunity? ThedecennialCensusisamassiveefforttocounteverypersonresidinginournationonApril1st, 2020.Theresultswillbeusedtoallocatepoliticalrepresentation,aswellasbillionsofdollarsin publicandprivateresourcesoverthefollowingdecade.TheCityofAustinisamajorparticipantin ourlocalCompleteCountCommittee(CCC),whichaimstoensureanaccuratecountbyoffering 2 ​Austin Strategic Direction 2023 Master List of Strategies​, accessed 10/18/19 3 ​Austin Strategic Direction 2023 Metrics List​, accessed 10/18/19 outreachandassistancetotraditionallyundercountedcommunities,includingAustiniteswith low-incomes, immigrants, LEP families and others (see Map in Appendix). What is APL doing? APLhasformedaninternalstaffcommitteetoassisttheCCC.Plansarebeingdiscussedtoinclude Censuspromotion/educationalmessaginginexistingcommunicationschannelsandevents;using librarianswithlaptopsasmobileoutreach/accesspoints;andreservingcomputerstationsinsome branchesforpatronstocompletetheCensusonline.CensusProgramManagerJohnLawlerhas suggestedthatbranchesinundercountedcommunitiescouldalsoactasclearinghousesfor promotional materials and organizing neighborhood volunteers. Who else is doing this work in Austin? TheU.S.CensusBureauhasopenedaregionalofficeinAustintodirectlocalhiringandpromotional efforts.AlocalCCCincludingpublicofficials,privatebusinessesandnonprofitshasbeenformedto coordinateworkinthisarea.TheCityofAustin/TravisCountyhasjointlyhiredaCensusProgram Manager(Lawler)toassisttheCCC.TheUnitedWayofCentralTexasisintheprocessofhiringa similarpositiontoactonaregionalbasis.Localnonprofitsandchurchesareplanningtooutreach their communities. What are other library systems doing? TheTexasStateLibraryandArchivesCommission,aswellastheAmericanLibraryAssociation haveformallyrequestedtheassistanceoftheirmembersincarryingoutthecensus(seeAppendix). TheDallasPublicLibraryhascommittedtopushingCensusmessagingthroughalltheirexisting public programs for children (e.g. storytime) and adults (e.g. ESL classes). Voter Registration & Participation What is the opportunity? Votingisthecornerstoneofcivicengagement.AlthoughAustinhasahighoverallvoterregistration rate(95%in2018),thefranchiserequiresconstantmaintenance,andisnotequitablydistributed 4amongallAustincommunities.VoterparticipationinAustinismuchlower(61%in2018).Under 5statelaw,librariesareallowedtopromotevoterregistrationaswellasserveaspollinglocationson election day. 4 ​Daily Texan​, “Nearly 95 percent of Travis County is registered to vote, setting ‘modern-day record.’” Accessed 10/18/19. 5 ​Texas Tribune​, “Look up Texas midterm turnout in your county against historic numbers.” Accessed 10/18/19. What is APL doing? APLcurrentlymakesmail-invoterregistrationformsavailableateverybranch,althoughtheir presenceisnotalwaysobvious.Newlibrarycardapplicantsarealsoaskedwhethertheywouldlike amail-inform.TheTravisCountyElectionsOfficehistoricallypartnerswithAPLonanannual, system-wideeventatwhichVoluntaryDeputyRegistrars(VDRs)stafftablesatseveralbranchesto assistpatronsinregistering.OnesourceinvolvedsuggestedthiseventdoesnothaveastrongROI intermsofnewlyregisteredvoters.In2019,ninebranchesalsoservedaspollinglocationson election day. Who else is doing this work in Austin? Variouspolitical,nonprofitandcivicgroupsinAustinconductvoterregistrationdrivesandturnout efforts,howevertheseareusuallyeitherpartisanorfocusedonasinglepopulationorissue.Toour knowledge,noentityengagesinauniversal,citywideturnoutstrategy.TheCityandCountymake educationalresourcesavailabletothepubliconhowandwheretovote.TheCountyconducts ongoing voter registration, primarily through VDRs at events and locations across the city. What are other library systems doing? TheDallasPublicLibraryplanstoofferlibrarianstheopportunitytobecomeVDRs,andbrokeran arrangementwithlibrarytruckdriverstodelivercompletedregistrationformstotheCountywithinthe 3-daydeadline.Previouseffortstoinvolvelibrarystaffinvoterregistrationwerechallengedbythis deadline. The Anythink library system in Colorado provides ​voter registration kiosks​ in their largest branches, trains their librarians as VDRs and has a ​voter info page​ on their website. Public Discourse / Issue Engagement What is the opportunity? Public-policymakingisimprovedbyopportunitiesforcivildiscoursebetweendecision-makersand theirconstituents,aswellbetweenneighborswithdifferingviews.Asatrusted,non-partisan institutionthatpromotesknowledge/understandingandhasresourcesspreadstrategicallyacross the city, neighborhood libraries are a perfect venue for promoting civil discourse. What is APL doing? Forthepastyear,LittleWalnutBranchManagerMarcosMartinezhaspilotedaseriesofstructured communityforumsatbranchlibrariesacrosseightCityCouncildistrictsco-sponsoredbythe NationalIssuesForum(NIF).Theseeventsincludeafacilitatedconversationwithlibrarypatrons aroundanissueofnationalinterest(e.g.immigration)supportedbyafactualissueguideproduced byNIF.Ifthepilotisdeemedsuccessful,onethenextstepfortheprogram(supportedbythe KetteringFoundation)couldbetocreateasystem-wideseriesofforumsresultingina locally-createdissuebriefandcitywideconversation,whichcouldthenbedocumentedforCity Council’suse.Thisnextstepwouldrequiresystem-widesupportandoneormoreformal partnershipswithoutsideorganizationswiththecapacitytocreatethefact-basedissueguide(such as UT or Glasshouse Policy). Otherbrancheshavehostedsmallerevents.CommonGroundforTexansrecentlyhelda non-partisanLegislativeRoundupatOldQuarryBranch.TheTwinOaksBranchhasamonthly SocialJusticeBookClub.TheTerrazasBranchhasamonthlyControversy&Conversationsfilm screeningprogramwiththeUTHumanitiesInstitute.TheOakHillandSpicewoodSpringsbranches haveheldaseriesofvolunteer-runeventseventsimilartotheNationalIssuesForumcalled Conversation Cafe. Systemwide,APLalsomaintainsalimitedCivicEngagementpage​ontheirwebsitewithafocuson volunteering.In2018,APL'sadultprogrammingadvisoryteamsubmittedanapplicationtohost Citizenfest, an annual civic engagement event started in Seattle (APL did not receive the honor). Who else is doing this work in Austin? CommonGroundforTexansisavolunteer-rungroupthatadvocatesfor“positivesolutionsthrough civilengagement”andhostsoccasionaleventsaroundAustinsimilartoNationalIssuesForums. BetterAngelsisanationalgroupalsoactiveincreatingopportunitiesforbipartisanconversationin Austin.TheLeagueofWomenVotersisavolunteergroupdevotedtoelectionissueeducation. GenerationCitizenisalocalnonprofitthatworksinhighschoolstodeveloppublicpolicyliteracyand engagement. What are other library systems doing? Anythink,theColoradolibrarysystemintendstoestablishtheirlibrariesasa“townsquare”intheir communities.Tothisendtheyhostaseriesofcivicdialogueprogramsaroundspecificissues, managearecurringprogramcalledCivicSaturdaysfoundedbytheSeattlegroupCitizenUniversity, and are a pilot location for the Aspen Institute’s Better Arguments Project. TheCincinnatiPublicLibraryrecentlyhiredaCivicEngagementCoordinator,whohasbeentasked withpositioningthelibraryasavenueandconvenerformulti-stakeholdercivicissuessuchas homelessness and workforce development. TheD.C.PublicLibraryalsorecentlyhiredaCivicEngagementCoordinator,whohasbeentasked withdevelopingaslateofservicesdesignedtoengagecommunitymembersindialoguearoundkey civic issues (see position descriptions in Appendix). Recommendations ThereisanincreasingamountofcivicengagementactivityhappeningatAPLandcomparable librarysystemsacrossthenation.Thereisalsoagrowinginterestbyfunders,associationsandother stakeholdersinusinglibrariesasconvenersandspacesforciviceducation,discourseandelection participation. WerecommendtheLibraryCommissionconsidertwoactionstorecognizeandsupportthis important work: 1.Intheshortterm,werecommendtheimmediatepassageofaresolutionrecognizing APLfortheircommitmenttopartneringwiththe2020Censusandhighlightingtheir valuetoCityCouncilandtheCompleteCountCommitteeascentersofCensus education and promotion. 2.WerecommendthecreationofatemporaryLibraryCommissionworkinggroupto(a) learnfromandinformAPL’sstaffworkinggroupand(b)investigatethepossibilityof articulatingamorecohesive,system-widecivicengagementstrategysupportedbya new or repurposed FTE starting in FY21. Appendix Map: Census “Hard to Count” Populations & Libraries in Travis County Source: ​https://www.censushardtocountmaps2020.us/​, visited 10/18/19 Letter from TSLAC to APL regarding Census participation: Position Description for Cinncinatti Public Library Civic Engagement Coordinator: THE PUBLIC LIBRARY OF CINCINNATI & HAMILTON COUNTY Position Description Civic Engagement Coordinator Reports to: Chief Strategy Officer Supervises: None FLSA Status: Exempt Division: Administration Pay Grade:10 Agency: Strategy POSITIONSUMMARY:Thispositionisprimarilyresponsibletoserveastheliaisontolibrarystaff andcommunitygroupswhoseprioritiesalignwiththeLibrary’sStrategicPlantopromoteand facilitatecivicengagementthroughtheLibrary.TheCoordinatorwillidentifyrelevantcommunity groupswhocanhelptheLibrarybetterservethecommunityandincreaseitsimpact;andassiststaff inprogramsandservicestofacilitatecivicengagementaroundissuesandtopicsthatalignclosely with the Library’s mission, vision and Strategic Plan. RESPONSIBILITIES(notall-inclusive)allofthedutieslistedbelowareessentialjobfunctionsfor whichreasonableaccommodationswillbemade.Alljobrequirementslistedindicatetheminimum levelofknowledge,skillsand/orabilitydeemednecessarytoperformthejobproficiently.Thisjob descriptionisnottobeconstruedasanexhaustivestatementofduties,responsibilitiesor requirements.Employeesmayberequiredtoperformanyotherjob-relatedinstructionsas requested by their supervisor, subject to reasonable accommodations. ESSENTIAL FUNCTIONS: Oversight •Developandimplementasystematiclong-termplanforinstitutionalizingCivicEngagement across the Library. •Periodicallyplan,implement,andevaluatetheeffectivenessoftheLibrary’scivic engagement strategies. Programs and Services •Collaborateswithcommunitygroupstoplan,organizeandimplementciviceventsaround topics of mutual interest to the Library and to the community. •Develop,implementandevaluatewaystooffercommunitymembersspecificopportunitiesto learntogether,frameissuesofcommonconcern,deliberateaboutchoicesforsolvingproblems, deepenunderstandingaboutothers’opinions,andconnectacrossthespectrumofthoughtonissues that relate to the Library’s Strategic Plan or priorities. •Activelyparticipateincommunityandcivicallyengagedgroupswhosefocusalignswithone ormoreLibraryprioritiesasidentifiedbytheStrategicPlanortheEvaJaneRomaineCoombe Directorto1)hearcommunityconcernsandidentifywaystheLibrarymightconnectwithcommunity groups to resolve them; 2) promote relevant library use, services and resources. Serve the community •AssistsLibraryagencieswithapplyinganequity,diversityandinclusionlenstostrategicplan prioritiesandthenidentifyingandpursuingprogramsthatalignwiththeplanandthataddresscritical community needs, especially those of vulnerable and/or underserved populations. •WhenrequestedbytheChiefStrategyOfficerorEvaJaneRomaineCoombeDirector, representtheLibraryatcommunitymeetingswhichfocusonissuesalignedwiththeLibrary’s priorities and Strategic Plan. •Shapeandleadcommunitydiscussionsthatencourageactiveandpurposefulcivic engagement and address issues of concern to the Library and to the community. •Collaboratewithexperiencedindividualsandorganizationstoorganizecivicengagement trainings and programs for and with the community. Engage and support Library staff •Servesasprimaryresourceforstaffinsupportofcivicengagement;ensurequalitycontrol; serve as point of contact for opportunities and identifying solutions to related issues. •Developeffectiveinternalrelationshipsbycollaboratingandconsultingwithdepartments, internalstakeholdersandco-workersinimplementingcivicengagementactivities;createvaluefor theeffortsofinternalstaffanddepartmentsbyparticipatinginandprovidingsupportto cross-functional library teams. •Regular and reliable attendance is a requirement of this position. •Buildknowledgeofappropriatecivicengagementservicesandresourcestomake appropriate referrals for Library users. Communications •WorkwithInternalCommunicationsstafftomaintainregularandappropriate communications about civic engagement activities with staff, board and key stakeholders. •Compileandupdateasneededalistofcommunitycontactswhocanassistwithcivic engagement efforts •ProvideregularreportstotheChiefDevelopmentOfficerontheoutcomeofattendanceat communitymeetingsandeventsandworktogethertodeterminewhatfurthercommunicationis needed EDUCATION: Bachelor’sDegreeinSocialScience,PoliticalScience,CommunityOrganizing,PublicPolicy or related field or an equivalent combination of education and experience. Master Degree strongly preferred with preference for this with an MLS, MPA, MSW, or MPS MINIMUM QUALIFICATIONS: •Strongorganizingskills;abilitytocommunicateandworkeffectivelywithpeopleofdiverse backgrounds •Abilitytoworkondeadlineandmaintainaccountabilitywithothersincollaborativeprojects, and work well under minimal supervision •Excellent communication skills, both written and oral •Abilitytoworkeffectivelyandindependentlywithalllevelsofthelibraryorganizationaswell as community and other non-profit leaders. •Strong leadership qualities and leadership experience. •Demonstrated program development and implementation skills. •AbilitytorepresenttheLibraryeffectivelyinavarietyofsettingsandwithdiverse communities. Demonstrated understanding and appreciation for diverse cultures. •Ademonstratedinterestincivicandcommunityengagement,agiftforcommunicationand facilitation, and a drive to innovate. •Musthavetheabilitytosafely,frequentlyandindependentlymoveandhandleaminimumof 25 lbs. to a minimum height of 2 feet and/or carry such minimum of 5 feet. Position Description for DC Public Library Civic Engagement Coordinator: Civic Engagement Coordinator at DC Public Library TheCivicEngagementCoordinatorpositionisanewpositionattheDCPublicLibrary(DCPL),and theincumbentwillworkcollaborativelywiththeAssistantDirectorofServiceDesign&Engagement and internal/external stakeholders. The approach to the work is iterative and human-centered. ThispositionispartoftheServiceDesignandEngagementteamatthe(DCPL).TheLibrarySystem iscomprisedoftheCentralLibraryand25neighborhoodbranchlibraries.Withinthatframework,the CivicEngagementCoordinatorischargedwithcoordinatingthelibrary’sworkasavoterregistration agencyacrossalllibrarylocations,designingservicesthatpromotecivicparticipationand engagement,andsupportingtheCommunityAlliancesareaoftherenovatedMartinLutherKingJr. Memorial Library (opening 2020). Duties: •Serveasthelibrary’sliaisonwiththeDistrictofColumbiaBoardofElections(DCBOE);ensure that the library is kept up to date on voter registration policies and procedures. • Coordinate training to provide direct voter registration. •CoordinateprogramsandoutreacheffortstoactivelyencourageDistrictresidentstoregisterto vote and to actually vote. •Developaslateofservicesdesignedtoengagecommunitymembersindialoguearoundkey civic issues. •Supportneighborhoodlibrarystaffindevelopinghighly-localizedservicesthatsupportcivic engagementneighborhoodbyneighborhoodandlookforopportunitiesforhigher-profileDistrict-wide events. •WorkwiththeHealthHumanServicesManagerandtheAssistantDirectoroftheMartinLuther KingJr.MemorialLibrarytoformalizetheconceptandapproachforthenewcommunityalliances space. Qualifications: •Aminimumofthreeyearsofworkexperienceinprogramminginapubliclibrary,oradvocating, planningororganizingwithacommunityorganization,non-profitassociation,civicorganizationor campaign. •Twoyearsofexperienceusingtheprinciplesandpracticesofproducingpubliceventsand programs. • Two years of demonstrated experience in outreach and community engagement activities. • Two years’ experience facilitating group conversations and leading training. •Twoyears’experiencecoordinatingprogramservicesinvolvingseveralorganizationalentities and managing multiple, complex partnerships. • One year using MS Office and other technology applications. • Master’s Degree Required Additional Qualifications • Familiarity with design thinking-based approaches to addressing community problems. • Ability to train and lead others in new processes. •Skillincommunicating,collaborating,andestablishingeffectiveworkingrelationshipswith employees, volunteers, organizations, and the public. •Abilitytouseworkplaceandothertechnology,includingemail,internet,databases,socialmedia, and other software.