Kalamazoo City Commission - Committee of the Whole - August 17, 2026 Committee of the Whole Meeting

Updated 1 day ago

The commission reviewed the results of a Diversity, Equity, and Inclusion organizational assessment conducted by the consulting firm All Things Diverse. The assessment highlighted several key areas for improvement within the city's organizational structure. Major findings included communication delays, inconsistent accountability across departments, and the need for enhanced leadership training focusing on emotional intelligence and psychological safety. The report also emphasized the necessity for clearer pathways for employee promotion and the implementation of a structured onboarding and offboarding process. The Commission members discussed these findings and expressed support for implementing the recommended changes to improve the workplace environment and service delivery.

Chapters

Welcome and Call to Order (00:00:03)
The meeting was called to order and attendees were welcomed by the Mayor and Clerk Borling, marking the start of the Kalamazoo City Commission meeting.

The meeting began with a welcome to attendees from the chair, acknowledging the presence of colleagues and calling the Committee of the Whole meeting of the Kalamazoo City Commission to order.
Roll Call (00:00:25)
Roll call was conducted by the Clerk, confirming the presence of commissioners and the Mayor.

The Clerk conducted a roll call to confirm the attendance of the commissioners and the Mayor, ensuring that the necessary quorum was present for the meeting.
Public Comments (00:00:43)
Public comments were invited, with community members expressing views on various topics including assessments, propane use, and security cameras.

The floor was opened for public comments, where individuals such as Charlotte Davis and Zach Coley made statements. Topics included community involvement in assessments, the use of propane for city vehicles, and support for security measures like flock cameras.
Organizational Assessment Presentation (00:06:43)
All Things Diverse presented findings from a DEI organizational assessment, highlighting communication, accountability, and management issues.

All Things Diverse presented the results of a diversity, equity, and inclusion (DEI) assessment of the city's organizational climate. The presentation covered survey results, focus group feedback, and recommendations on improving communication, accountability, and leadership capabilities within the city government.
Discussion on Employee Concerns and Accountability (00:30:37)
Discussion on the need to publish a disciplinary framework covering senior leadership and the importance of exit interviews.

The discussion focuses on the need for the city to publish a disciplinary framework that includes senior leadership, to ensure accountability at all levels. There is also an emphasis on launching exit interviews to understand why employees are leaving.
Promotion and Career Path Clarity (00:32:00)
Employees are unsure about the promotion process and feel discouraged from raising concerns. They want clear career paths.

Employees have expressed concerns about the lack of clarity in the promotion process, feeling discouraged from raising concerns or not knowing how to advance. There is a need for clear career paths and regular meetings with department heads.
Turnover and Validation of Experiences (00:33:31)
High turnover rates in departments validate employee experiences. Support for implementing recommendations is expressed.

A commissioner discusses the high turnover rates within a department, which validates the experiences of former employees. There is appreciation for the assessment and support for implementing its recommendations.
Communication Channels and Organizational Structure (00:34:26)
Issues with communication and outdated organizational charts are discussed. Bulletin boards for communication are underused.

The discussion highlights problems with communication channels within the city, including outdated organizational charts and underused bulletin boards. There is a need for better communication, especially for employees without computer access.
Leadership Development and Training (00:40:31)
Supervisors promoted for technical skills lack training in people management. Leadership needs assessment is recommended.

There is a need for structured management training for supervisors, as many are promoted based on technical skills without preparation for managing people. A leadership needs assessment across departments is recommended.
Cross-Department Collaboration (00:42:00)
Employees request cross-functional teams and standardized processes across departments to reduce silos.

Employees have asked for the establishment of cross-functional teams and a dedicated process role to standardize operations across the city's departments, which currently operate in silos.
Succession Planning and Knowledge Retention (00:44:22)
Lack of succession planning results in knowledge loss. A succession framework and internal advancement program are suggested.

The city faces issues with knowledge retention due to voluntary exits and retirements. It is suggested to map retirement risk, build a succession framework, and launch internal advancement programs to retain talent.
Equity in Pay and Employment (00:51:36)
Discussion on racial disparities in pay scales, particularly affecting African American employees in lower pay brackets.

There is a discussion on how African American employees are disproportionately represented in lower pay brackets. The need for clearer pathways for advancement and addressing potential disparities is highlighted.
Anonymous Concerns Submission (00:56:01)
An anonymous channel for submitting employee concerns is proposed to improve communication and support.

An anonymous channel for submitting employee concerns is proposed to allow employees to report issues without fear of retaliation. This aims to improve communication and employee support across all levels.
Discussion on Retirement Transition (01:01:02)
Discussion on the transition from a person to a computer system for retirement planning, with concerns about the imminent retirement of a key staff member.

The meeting discussed the transition from having a person handle retirement planning to a computer system. Concerns were raised about the retirement of a key staff member who is highly regarded for her expertise. Attendees expressed the importance of obtaining retirement information before her departure.
Recommendations for Live Listening Sessions (01:01:55)
Discussion on how to implement live listening sessions effectively for city employees, with suggestions to accommodate various shifts and departments.

Commissioner Praedel raised questions about the implementation of live listening sessions for city employees. Suggestions were made to hold multiple sessions at different times to accommodate shift workers and various departments. The idea is to ensure all employees have the opportunity to participate and voice their opinions.
Concept of Skip Meetings (01:03:19)
Discussion on the concept of skip meetings with management, allowing employees to engage directly with higher-level management to provide feedback and suggestions.

The concept of skip meetings was discussed, where employees can engage directly with higher management. The idea is to offer these meetings on a voluntary basis, allowing employees to provide feedback without fear of retaliation. This is seen as a way to improve communication and trust within departments.
Peer Level Trust and Safety (01:05:29)
Discussion on peer-level trust and safety among employees, with suggestions to model successful behaviors across departments to improve overall trust and communication.

The meeting highlighted the high level of trust and safety among peers in some departments, suggesting that these successful behaviors could be modeled across the organization to improve overall trust and communication. The buddy system and leadership engagement were discussed as key factors in building trust.
Demographic Information on Exits (01:06:55)
Discussion on the lack of comprehensive demographic information on employee exits, highlighting the need for exit surveys to better understand reasons for departures.

Vice Mayor Duncan inquired about demographic information regarding employee exits. It was noted that while some data on ethnic groups is available, the lack of exit surveys makes it difficult to fully understand the reasons for departures, such as retirement or dissatisfaction.
Identity and Inclusion Concerns (01:08:32)
Discussion on avoiding identity trigger words and the absence of concerns related to identity, ethnicity, or sexual orientation in the survey results.

The discussion touched on the avoidance of identity trigger words and noted that no significant concerns related to identity, ethnicity, or sexual orientation were raised in the survey results. This was surprising given the current climate, suggesting a need for further exploration into these areas.
Onboarding and Offboarding Processes (01:11:17)
Discussion on the need for improved onboarding and offboarding processes to ensure continuity and knowledge transfer within departments.

Commissioner Slaby raised concerns about the lack of formal onboarding and offboarding processes. The discussion emphasized the need for department-level onboarding and the creation of continuity books to ensure seamless transitions and knowledge transfer when employees join or leave the organization.
Psychological Safety and Accountability (01:13:21)
Discussion on the importance of psychological safety and accountability in the workplace, with a focus on creating an environment where employees can speak up without fear.

Commissioner Slaby discussed the importance of psychological safety, emphasizing the need for employees to feel safe to speak up and challenge ideas without fear of retaliation. The discussion included plans for training supervisors and frontline employees to foster a culture of openness and accountability.
Equity and Policies (01:19:35)
Discussion on the need for equitable policies, processes, and procedures to ensure consistency and fairness across departments.

The meeting addressed the importance of having equitable policies, processes, and procedures that are applied consistently across the organization. Concerns about favoritism and inconsistencies within departments were raised, highlighting the need for clear guidelines and accountability measures.
Commissioner Comments (01:26:37)
Opportunity for commissioners to provide additional comments or reflections on the discussions and topics covered in the meeting.

The final item on the agenda was an opportunity for commissioners to provide comments or reflections on the discussions held during the meeting. This section allowed for additional insights and final thoughts before the meeting was adjourned.