The Keizer Community Diversity Engagement Council on Feb. 6 approved formal definitions for diversity, equity, inclusion and justice to be used in committee materials and for volunteer interviews. The council also agreed to simplify the volunteer coordinating committee (VCC) interview packet and to monitor city committee agendas so CDEC members can flag city projects that would benefit from the council’s review.

Key outcome: The council voted to adopt the definitions "as covered this evening" and to include them in the volunteer interview packet and scoring rubrics. During debate members recommended adding the word “impartiality” to the justice definition; Mayor Mary Clark introduced that wording during the discussion and the council accepted the change.

Why it matters: The definitions will guide how volunteers are evaluated and how the council frames future outreach and review of city programs. The volunteer coordinating committee had previously expressed discomfort conducting in-depth interviews with applicants; the council’s decision to simplify the questionnaire aims to provide a consistent, transparent tool that can be used whether the VCC or councilors make appointments.

Discussion highlights

- Definitions: Members reviewed multiple draft phrasings and settled on a single, more inclusive diversity definition and a justice definition that emphasizes impartiality. One member summarized the choice: "I would love to pick the second definition because I think it covers everything," (member speaking in support of the second draft). Mayor Mary Clark suggested adding the term "impartiality" to the justice definition and the council accepted that revision.

- Volunteer interview materials: Councilors and staff recommended simplifying the VCC questionnaire. Mayor Clark and other members suggested combining similar prompts and eliminating redundant items so interviews become two clear prompts with follow-up questions as needed. Council members noted the VCC had told the committee it was uncomfortable with the existing, lengthy packet — that feedback drove the plan to streamline questions and produce a more user-friendly form.

- Appointment process and timing: Staff explained that City Council is considering changes to terms and membership (for example, moving from three-year to two-year terms and creating a single, nonvoting council liaison). The council discussed whether appointment authority should move from individual council members to the VCC; no final decision was made but members agreed to bring simplified interview materials to the upcoming work session for discussion.

- Monitoring city committees: Members volunteered to monitor regular city advisory committees (planning, parks, traffic safety / bikeways & pedestrian, public art, budget, VCC etc.) and flag agenda items for CDEC review. The council emphasized early engagement (before project decisions are final) to ensure the diversity and inclusion lens can be applied.

Quotes

"Impartiality," Mayor Mary Clark said when urging a word change to the justice definition.

"I would love to pick the second definition because I think it covers everything that we stand for," a council member said while supporting the adopted diversity phrasing.

Formal action

- Motion to use the definitions as covered this evening (to be inserted into the volunteer interview materials and related scoring rubric): moved and seconded; approved by voice vote. Council staff indicated the finalized definitions and revised questionnaire will be attached to the applicant materials and used as the rubric when the VCC or councilors conduct interviews.

Implementation and next steps

- Staff (Dawn) will incorporate the approved definitions into the volunteer questionnaire and produce a shorter interview document that combines overlapping prompts (members suggested combining questions 4 and 5 and removing question 2). The council asked staff to return with a final packet for review and to take the packet to the Feb. 10 work session if needed.

- Members agreed to take responsibility for monitoring specific city advisory committee agendas and to report back items that warrant CDEC input. City staff will provide committee schedules and packet links to help members track opportunities.

Provenance

topicintro: "It looks like we're gonna move on to the definitions, the CDEC definitions." (transcript timestamp 3249.08)

topfinish: "All in favor of passing the definitions, say aye. Aye. Anyone opposed, say nay. Motion passes." (transcript timestamp 4260.89)