HomeMy WebLinkAboutMN-AAC-1989 AFFIRMATIVE ACTION ADVISORY COMMITTEE
REGULAR MEETING
October 11 , 1989
Members Present: Jean McPheeters, Samuel Cohen, James Miller ,
Thomas West
Members Absent: Joan Russell , John Saul (Alternate ) , Douglas
Vliet, Clinton Tracy (Alternate) , Frances Eastman,
Cassandra Nelson, LaBerta Glasser
Members Present by Proxy: Miriam Granger (to Samuel Cohen)
Others Present: Valerie Walker, Personnel Administrator ; Lisa
Patz, Personnel Associate
Jean McPheeters called the meeting to order at 1 :40 p.m.
APPROVAL OF MINUTES
Jean McPheeters made a motion to accept the minutes of the August
meeting. Seconded by Sam Cohen. Motion carried 5-0.
COMMITTEE ATTENDANCE
The Committee discussed the seemingly never-ending problem of poor
attendance by Committee members , and the Committee ' s inability to
conduct official business due to the lack of a quorum. The Committee
agreed that letters should be sent to all Committee members
encouraging better attendance and inquiring as to whether each member
still wishes to serve on the Committee.
ELECTION OF CO-CHAIR
Jim Miller made a motion to appoint Sam Cohen as the second Co-Chair
of the Affirmative Action Advisory Committee. Seconded by Tom West.
Motion carried 5-0.
AFFIRMATIVE ACTION EFFORTS AT THE YOUTH BUREAU
Sam Cohen provided a detailed account of the recent Affirmative Action
efforts at the Youth Bureau. Mr. Cohen stated that the Youth Bureau
has created an internal Multi-Cultural Action Committee, made up of
Youth Bureau staff, which oversees Affirmative Action activities and
has enabled the Youth Bureau to obtain a more ethnically-balanced and
diverse staff. The Youth Bureau has taken a pro-active approach to
outreach recruitment and actively solicits minority applicants-both
individually and through outreach organizations-prior to job openings,
so that minority candidates will be available when openings occur.
The Youth Bureau has been very successful in hiring minority staff as
a result of these efforts.
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Affirmative Action Plan
Alderman Slattery read the loreward portion of the Affirmative Actio,
Plan and the purpose of that Plan . He stated that the Plan was
produced with recommendations and projections from the Mayor, Common
Council members , department heads and members of the Ithaca Community .
It should be noted that the Black Caucus of Ithaca , Inc . met with
the City of Ithaca on many occasions in the development of this
Affirmative Action Plan. It is hoped that this Plan and the program
to follow will be accepted in the spirit in which it is intended : 1
to pursue an active affirmative action program to show that the
City of Ithaca is truly an equal opportunity employer . The goal of
the Plan is equal opportunity for any individual , regardless of
race, color, religion, sex , marital status , age , national origin,
political affiliation, sexual orientation , and physical or mental
handicaps , with the terms and conditions and benefits of employment.
The Plan also implements the City ' s policy to provide motivation to
City employees and to provide employment opportunity to members of
minority groups and women. The City will develop an affirmative
action program to implement this affirmative action plan. A motion
to waive the reading of the entire document was voted on and
unanimously carried.
Resolution
By Alderman Slattery: Seconded by Alderman Saccucci
WHEREAS, The City of Ithaca believes in equal opportunity for all ,
f and
WHEREAS, An Affirmatiive Action Plan will aid in achieving equal
opportunity, and
WHEREAS, An Affirmative Action Plan has been presented to the Charter
and Ordinance Committee by the City of Ithaca Personnel Director
after many months of preparation by the mediation team, that is
the Black Caucus , the Justice Department and the City of Ithaca ;
NOW, THEREFORE, BE IT RESOLVED, That this Affirmative Action Plan
is hereby adopted, as recommended , unanimously , by the Charter and
Ordinance Committee as the official hiring plan for the City of
Ithaca for the years 1981 and 1982 , and
BE IT FURTHER RESOLVED, That this Common Council hereby acknowledges
the time and effort put forth by our Personnel Director Joan Collins ,
by Steve Wapen, Mike Montgomery, Calvin Walker , Carolyn Whitlow and
the many other people who helped in the preparation of this document .
Discussion followed on the floor .
A vote on the resolution resulted as follows :
Carried Unanimously
Citizens Complaint of Police Action Procedure Revision
Alderman Slattery reported on the status of the Citizens Complaint
of Police Action Procedure Revision. The Charter and Ordinance
Committee had planned on presenting a resolution at this meeting ,
but after Alderman Slattery had discussed the resolution with City
Attorney Shapiro he requested that the item be left in Committee
' , •-'scion at the next meeting . He apologized for
matter but felt that lbefore
: s
CITY OF ITHACA
AFFIRMATIVE ACTION PLAN
AFFIRMATIVE ACTION YEAR 1981/1982
(JULY 1, 1980 TO JUNE 30, 1982)
• tified True Copy.
futhenticating Official
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FOREWORD
This is a first attempt of publishing an Affirmative Action
Plan for the City of Ithaca. This plan has been produced
with recommendations and suggestions from the Mayor, Common
Council members, Department Heads and members of the Ithaca
community.
It should be noted that the Black Caucus of Ithaca, Inc. met
with a team from the City Government in mediation for approxi-
mately five (5) months during which time agreements were
reached concerning aspects of this plan. A copy of the agree-
ment is attached for information and historical documentation
of those mediation sessions.
CIt is hoped that this plan, and the program to follow, will be
accepted in the spirit in which it is intended; to pursue an
active Affirmative Action Program to show that the City of
Ithaca is truly an Equal Opportunity Employer.
RESULTS OF U.S. JUSTICE DEPARTMENT MEDIATION May 1, 1981 .
The following proposals were submitted by the Black Caucus of Ithaca, Inc.
and agreed to or modified and agreed to by the City of Ithaca during mediation
conducted by Mr. Lawrence Turner, U.S. Justice Department during the period
December 3, 1980 - April 28, 1981. These proposals have been included in the •
City of Ithaca's Affirmative Action Plan/Program where appropriate.
That the document be named the City of Ithaca Affirmative Action
Plan and that this plan be used as a basis for developing a program.
That the name of the Affirmative Action Committee indicate that it
is an advisory committee.
That members of the Affirmative Action Advisory Committee serve for
a period of 3-year staggered terms.
That the Black Caucus of Ithaca receive a copy of the Affirmative
Action Advisory Committee annual report.
That a qualified trainer be hired to design curricula and conduct
training sessions in Affirmative Action for all management, mid-
management and supervisory personnel within budgetary restraints.
That a formal written reporting and check-off system be developed
to insure in-process compliance with the Affirmative Action Program
t� and policy.
That a grievance procedure be written as part of the Affirmative
Action Program.
That an area of search (national, regional or local) be identified
for each job category; that all job vacancies be posted locally,
including in each City Department; and that outreach recruitment for
minorities, women, handicapped persons and Vietnam Era Veterans be
used for every job vacancy.
That the Affirmative Action Plan contain a list of advertising sources
and recruitment manuals, directories and other sources of information
for use by hiring officials and that local volunteers with this ex-
pertise will be actively sought out to help prepare these materials.
That searches at each level must include searches at the levels below,
ie. , a national search must also be regional and local.
In addition job announcements for management and mid-management positions
will be sent to all existing minority counsellors and all minority
student assistance programs at the colleges and universities in Tompkins
and contiguous counties as well as those in Broome, Monroe, Onondaga
and Steuben counties.
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The City of Ithaca will advertise nationally, regionally and locally
to fill vacancies in management and mid-management positions.
That minorities and women already in the employ of the City will be
• apprised of, and actively recruited for higher level positions.
That the test taking program for prospective Civil Service examinees
be continued and that the training program be improved possibly
through the hiring of a professional consultant to design curricula
and to train instructors or through other means that will accomplish
this goal.
The City will continue to make provisional appointments, as required,
and will follow Affirmative Action hiring guidelines and principles
1 in making such appointments.
That the top candidates nominated for non-competitive management,
mid-management positions by selection and/or screening committees be
numerically ranked with respect to qualifications following Affirmative
Action hiring guidelines and principles. It is further the responsibility
of the appointing authority to apply Affirmative Action hiring guidelines
and principles in accordance with the pressing need to increase the
number of minorities and women employed by the City of Ithaca.
Whereas, the City is committed to increasing the numbers of blacks,
minorities and women in all departments and agencies at all levels
within the City's employ, special emphasis will be placed on hiring
blacks, minorities and women at management, mid-management and supervisory
levels. Due to the relatively small number of projected new hires, the
hiring goals that make up "minorities" have not been listed separately.
It is expected, however, that due to the make up of the minority pop-
ulation in the area the predominate number of minority new hires will
be black.
That the Affirmative Action Program clearly states that the Mayor and
Common Council are ultimately responsible for the implementaion of
Affirmative Action policy.
j&rz,c, (4.:_pix*(2 /1 )144 ,
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Mayor , Q'ity of Ithaca Chairma , Ithaca Black Caucus
{
"Pos mo o`°
CITY OF ITHACA
10E1 EAST G=EEN STREET
ITHACA. NEW YORK 14850
OFF VLF O; TELEPHONE: 272-17
MAYOR • CODE G
M E M O R A N D U M
•
•
•
TO : All Department Heads and Employees
•
FROM Office of the Mayor
•
DATE November 26, 1980
SUBJECT: Second Annual Affirmative Action Policy Letter
This memorandum is to update you on the City's Affirmative Action progress
and. to remind you of the positive action needed on the part of all employees
to actively recruit and take those steps necessary to interest productive
persons of all backgrounds, races, creeds and color to consider working for
the City of Ithaca.
My predessor, Mayor Conley, in his Affirmative Action policy letter last
year stated: The Common Council and this office recognize our legal and
moral obligation to remove any vestiges of discrimination and to provide •a
working environment where each and every employee is respected as an individ-
. ual recognizing his or her capabilities, needs and aspirations. . ." That
attitude has not changed, if anything It has& been reinforced by strides made
. • in reevaluation of positions and promotions which had a positive impact on
many of our female and minority employees. In addition, the first of several
Affirmative Action seminars was conducted for Management, Mid-Management and
first line supervisors and during the period July 1, 1979 to June 30, 1980
we had a 19.3% minority hiring in•full time positions.
Despite these accomplishments, equality still eludes us. There are no
minorities in Management positions, too few minorities in Mid-Management and
• first line supervision positions and no women and only' one minority serving
as a Police Officer or Firefighter. These problems require recommitment by
the entire City of Ithaca family - my office, the Common Council and all
City employees, and I request your assistance in this regard.
•
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Raymond Fordoni
Mayor
f^;
•
PRESS RELEASE 6/13/81
FOLLOWING APPROXIMATELY 5 MONTHS OF MEDIATION BETWEEN THE
BLACK CAUCUS OF ITHACA, INC. AND THE CITY OF ITHACA AGREE-
MENTS HAVE BEEN REACHED WHICH HAVE RESULTED IN A REDRAFTING
OF THE CITY'S AFFIRMATIVE ACTION PLAN AND THE PROMISE OF
CONTINUAL DIALOGUE BETWEEN THE TWO GROUPS , THE MEDIATION
WAS CONDUCTED BY MR. LAWRENCE TURNER, COMMUNITY RELATIONS
SERVICE, U.S . JUSTICE DEPARTMENT, NEW ENGLAND REGION, WHO
ACTED AS A CONCILIATOR IN THIS PROCESS .
C
FOR MEDIA PERSONNEL:
ADDITIONAL INFORMATION CAN BE OBTAINED BY CALLING :
1
MR, TURNER AT AREA CODE (617) 223-5170
MR. MARTIN SHAPIRO AT AREA CODE (607) 272-1713 CITY OF ITHACA
MR, CAL WALKER AT AREA CODE (607) 272-6372 BLACK CAUCUS OF
ITHACA, INC.
INDEX
Page
(�, Advertising 11 , 13
Affirmative Action Advisory Committee 2, 6
Audits (Reports) 17
Communication of EEO - Policy 1 , 2
Complaints - Equal Opportunity 6 , 19
Goals/Timetables 16 (Appendix 10)
Labor Market Availability 10
Minority Business Enterprise 6
Policy Letter 2 .a.
Problem Areas 12
Purpose of Plan 1
Recruitment 3, 4 , 11 , 13
Remedial Actions 12
C Responsibilities for Affirmative Action 3
Retention (upward mobility) 15
Testing 12, 16
Training 2 , 9 , 12 , 14
Glossary 20
APPENDICES
1 - General Labor Area Statistics
2 - Description of Job Groupings
3 - List of Titles in each Job Grouping
4 - Notification Dates for Appointment vs. Testing
5 - List of Advertising Sources , Recruitment Manuals & Directories
6 - List of Additional Advertising Sources for Management and
Mid-Management Positions
7 - History of City of Ithaca Employment
8 - Affirmative Action Report
9 - Numbers of minorities & women within each department
10 - Goals/Timetables
CITY OF ITHACA
AFFIRMATIVE ACTION PLAN
Purpose
The City of Ithaca has established its Affirmative Action
Program with the goal of achieving equal employment opportun-
ity in accordance with the intent of the rules, regulations,
and guidelines of the various federal, state and local laws
and agencies having purview in the equal opportunity area.
This written Affirmative Action Plan provides further assurance
for the full implementation of the City's policy on Equal
Employment Opportunity (EEO) , the goal of which is equal op-
portunity for any individual regardless of race, color, religion ,
sex, marital status , age, national origin, political affiliation ,
sexual orientation and physical or mental handicap to the terms,
conditions and benefits of employment . The plan also implements
the City' s policy to provide motivation to City employees and to
provide employment opportunities to members of minority groups
and women. The City will develop an Affirmative Action Program
to implement this Affirmative Action Plan.
Communication of EEO Policy
The City of Ithaca Affirmative Action Program will include pro-
cedures for dissemination of Affirmative Action Policy in ad-
dition to that contained herein. The primary objective of this
aspect of the Plan and Program is to insure awareness and under-
standing of and adherence to, the program by all employees. It
is understood that this is a crucial factor in determining the
eventual success of our efforts toward achieving the goal of
equal employment opportunity for the City of Ithaca. Within the
City we have furnished a copy of the Mayor's Affirmative Action
Policy letter to all employees.
Internal
Within the City Government , we have communicated the Affirmative
Action Policy letter reflecting the Mayor' s concern and commit-
ment to ensure equality of employment opportunity to all employees
and particularly department/agency heads who are involved with the
appointment , transfer and promotion of City personnel. An EEO
policy statement is also provided to each new employee of the City
and is also included in the City orientation sessions given to
all new employees.
An Affirmative Action Advisory Committee has been established
composed of members of target population organizations, members-
at-large, . employees of the City and the Personnel Administrator/
Affirmative Action Officer (AAO) , regarding Affirmative Action
progress. (See page 6 for additional information concerning
this advisory committee. )
The department heads along with the Personnel Administrator
will conduct quarterly reviews of EEO performance as compared
to the Affirmative Action Plan. EEO progress will be reviewed
and remedial action as warranted will be initiated as a result
of these reviews. Affirmative Action training sessions are an
important part of the Affirmative Action Program. All department
heads, and supervisors will be required to attend such sessions
which will be arranged by the Personnel Administrator/Affirmative
Action Officer (AAO) .
Internal Communication
An updated Equal Opportunity/Affirmative Action policy statement
will be made a part of the City Personnel Manual .
The written plan will be distributed to all divisions of City
departments for review by department heads and section supervisors.
The EEO policy statement by the Mayor is posted throughout the
City departments and offices for employee review. ,rr
External
Our dissemination of EEO/Affirmative Action Policy includes
publicizing Affirmative Action Policy to organizations within
the community whose membership is known to include significant
numbers of minorities and women or which represent minorities
and women. Continuous contact with such organizations will be
maintained by the Personnel Administrator/AAO for assistance
in current minority/female recruitment and to also aid in main-
taining a flow of minority/female applicants for future openings.
All organizations contacted will be advised of our Affirmative
Action policy commitment to meeting minority/female hiring goals
and our current openings. Additional recruiting sources will be
cultivated as a part of our outreach recruiting program. All
sources are informed of the City of Ithaca Affirmative Action
policy and sent a copy of the policy. Employment advertising
makes reference to EEO in the City of Ithaca and clearly conveys
the City Department ' s desire to interest female and minority
applicants; each advertisement will include the statement "An
Equal Opportunity Employer with an Affirmative Action Plan .
Minorities and women are encouraged to apply" .
•
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Copies of the written plan will be distributed to libraries.
within the City and City Community Centers for applicant review.
During the coming year we will reaffirm our Affirmative Action
policy with our recruiting sources both verbally and in writing.
Our continuing desire to hire and retain minorities and women
will be emphasized and implemented.
Sources Used for Outreach Recruitment
Inside/Outside Employment Opportunities Bulletin:
All City Departments and Agencies, other applicant sources,
including organizations representing minorities and women.
College and High School Recruitment :
Contact with primarily local colleges, universities, and
high schools, including those with large minority and
female enrollments. Involvement with Career Day Seminars.
News Media:
Major newspapers and periodicals as well as applicable
minority publications, for management/midmanagement positions.
All positions will be advertised in the local area.
(_
Assignment of Affirmative Action Responsibilities
The Mayor and the Common Council are ultimately responsible for
the implementation of the Affirmative Action policy with the
overall preparation and coordination of the Affirmative Action
► Plan as the responsibility of the Personnel Administrator/ •
Affirmative Action Officer (AAO) . To insure the fullest possible
implementation of the Affirmative Action program, responsibility
and accountability for complying with EEO/Affirmative Action goals
and practices are clearly delineated.
1. ORGANIZATION AND ADMINISTRATION OF EEO/AA PROGRAM are
the responsibilities of the Personnel Administrator/
Affirmative Action Officer (AAO) who is accountable
to the Mayor and Common Council for all phases of the
program. The Personnel Administrator/Affirmative Action
Officer (AAO) shall work with department heads in solving
EEO problems which may arise and continually attempt to
prevent the occurrence of such problems.
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2. RECRUITMENT AND SELECTION PROCEDURES are the responsi-
bility of the Personnel Administrator who is accountable
to the Mayor and the Common Council. In those job °
categories where underrepresentation is evident , out-
reach recruitment will be done in order to ensure that
eligible lists submitted to departments consistently
contain a representative number of women and minorities
as can be accomplished in accordance with Civil Service
Rules, Regulation and Law. The Personnel Administrator
and department heads shall work closely in developing
appropriate outreach recruitment techniques and solutions
to identified problems.
3. APPOINTMENT AND PROMOTION DECISIONS are the responsibil-
ities of department heads. As appointing authorities,
department heads will be held accountable in the meeting
of hiring goals for women and minorities. The top can-
didates nominated for non-competitive management/mid-
management positions by selection and/or screening com-
mitees will be numerically ranked with respect to quali-
fications following Affirmative Action Hiring Guidelines
and Principles. It is further the responsibility of the
appointing authority to apply Affirmative Action Hiring
Guidelines and Principles in accordance with the pressing
need to increase the number of minorities and women em-
ployed by the City of Ithaca. Justifications for request
to hire a non-minority or male for a position which the
job category in that department is underutilized and there
are minorities and/or women in the highest ranking cate-
gory of the eligible list will be submitted to the
Personnel Administrator/Affirmative Action Officer (AAO)
and no such appointment will be made without prior con-
sultation with the Mayor and the Common Council.
The responsibility for monitoring the compliance of the 0
above procedures and to make recommendations to the Mayor
and the Common Council for appropriate disciplinary action
for failure to comply with Affirmative Action regulations 4
will be that of the Personnel Administrator/Affirmative
Action Officer (AAO) . Whenever a managerial or super-
visory employee is found to be in violation of EEO/AA
regulations or practices, appropriate disciplinary action
• up to and including dismissal may result .
4 . OPPORTUNITIES FOR UTILIZATION OF PRESENT SKILLS OF
EMPLOYEES is the responsibility of the Personnel
Administrator who is accountable to the Mayor and the
Common Council. It will be his/her responsibility to
review qualification requirements to ensure elimination
of unnecessary or non-job related criteria within the
classification structure, and submitted to the Civil
Service Commission for consideration of re-evaluation and
rewrite. '
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The Personnel Administrator/AAO shall provide tech-
nical assistance with recommendations to overcome
unnecessary barriers in this area.
•
5. ASSURING EEO PROGRAM UNDERSTANDING, SUPPORT AND
COMPLIANCE BY ALL SUPERVISORS AND MANAGERS is the
responsibility of the Personnel Administrator/AAO
who is accountable to the Mayor and Common Council.
Affirmative Action training sessions will be given
to supervisors and managers in all departments.
6. DEVELOPING UPWARD AS WELL AS LATERAL MOBILITY
OPPORTUNITIES FOR EMPLOYEES is the responsibility
of the Personnel Administrator who is accountable
to the Mayor and Common Council. A vehicle for
lateral and upward mobility will be developed that
will meet EEO/AA requirements.
7. PARTICIPATION IN COMMUNITY EFFORTS TO IMPROVE CONDITIONS
WHICH AFFECT EMPLOYABILITY is the responsibility of the
Personnel Administrator who is accountable to the Mayor
and the Common Council . Such efforts should assure that
the City is involved with and aware of community efforts
to improve conditions which affect employability in-
cluding effective public transportation systems, day
care centers and housing opportunities . The various
City departments are expected to assist in this area
as appropriate
8. DEVELOPMENT OF THE SYSTEM FOR INTERNAL PROGRAM EVALUATION
including quarterly progress reports are the responsibility
of the Personnel Administrator/AAO who is accountable and
will make such reports to the Mayor and the Common Council.
(see section on internal audit and reporting)
9. PROMPT, FAIR, AND IMPARTIAL PROCESSING OF COMPLAINTS OF
DISCRIMINATION AND EEO COUNSELING are the responsibility
of the Personnel Administrator/AAO who is accountable
to the Mayor and the Common Council .
The complaint/grievance procedure will be reviewed by
the Personnel Administrator/AAO to insure that it is
• carried out in accordance with EEO/AA guidelines.
10. DISSEMINATING INFORMATION from federal , state and local
agencies on currect legislation and court decisions or
other policy guidelines concerning EEO and Affirmative
Action to City officials and employees shall be the re-
sponsibility of the Personnel Administrator/AAO.
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11. AFFIRMATIVE ACTION responsibilities as assigned at all
supervisory levels shall be included in any performance
evaluation for assistants and supervisors and managerial
levels who will be accountable to their department head
for compliance of Affirmative Action regulations for
those employees under their supervision. Appropriate
disciplinary action may be taken by the department head,
the Mayor or the Common Council for failure to adequately.
perform these responsibilities. It is their responsibility
as department heads to report quarterly to the Personnel
Administrator/AAO all activity with regard to the hiring
and terminations of City personnel within their respective
departments. It is also their responsibility to act as
a liaison between employees in their department and the
Personnel Administrator/AAO with respect to the dissem-
ination of Affirmative Action policy and to keep the
Personnel Administrator/AAO apprized of underutilization
of women and minorities in their department in an effort
to reach full utilization.
12. MINORITY BUSINESS ENTERPRISE responsibilities have been
assigned to the City of Ithaca Purchasing Agent who will
be responsible for the policies, procedures and guidelines.
The Purpose of the Affirmative Action Advisory Committee
The Affirmative Action Advisory Committee was established in 1981 /.
to serve as a communication link between City employees and
management. The main reason for the committee formation was to
serve as an advisory arm to the Mayor, Common Council and the
Personnel Administrator/AAO to assist in the achievement of equity
in employment opportunities and to identify barriers that have
operated in the past to favor some groups of employees over others
in the City Government labor force.
The Committee will provide advice and consultation to the Personnel
Administrator/AAO on the development , implementation and conduct
of the City 's Affirmative Action Program. Also, the Committee
will attempt to provide a channel of communication for all City
Employees to express their concerns, through representative
Committee members, about "equal opportunity" and other aspects
of Affirmative Action. The Affirmative Action Advisory Committee
• will be responsible to recommend an appropriate written complaint
procedure in addition to the formal collective bargaining agreement
grievance procedures under which employees or committee members
may address the Committee. The overall objective of the Committee
is to use the experience gained from these communications to im-
prove existing City policies or to propose new policies which will
help improve Affirmative Action as an integral part of the opera-
tions of the City of Ithaca Government .
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Committee membership includes representatives of City departments,
the Personnel Administrator/AAO in addition to representatives
from minority organizations, women and handicapped representation
when possible. The members will serve for a period of 3 year
staggered terms. The Affirmative Action Advisory Committee will
prepare an annual report evaluating the City's progress which
will be distributed to all sites in receipt of the Affirmative
Action Plan and all interested community groups/organizations.
Legal Basis of Equal Employment Opportunity and Affirmative
Action Plans Title VII of the Civil Rights Act of 1964 (as amended
by the Equal Employment Opportunity Act of 1972)
In 1978 a new Sec. 701(k) was added to Title VII. The amendment
prohibits discrimination in employment policies because of an
applicant' s or employee' s pregnancy or childbirth. It also re-
quires employees to treat pregnancy and childbirth the same as
other causes of disability under fringe benefit plans. Title
VII prohibits discrimination because of race, color, religion,
sex, or national origin, in any term, condition or privilege of
employment. The Equal Employment Opportunity Act of 1972 greatly
strengthened the powers and expanded the jurisdiction of the
Equal Employment Opportunity Commission (EEOC) in enforcement
of this law.
As amended Title VII now covers:
* All private employers of 15 or more persons.
* All educational institutions, public and private.
* State and local governments.
* Public and private employment agencies.
* Labor unions with 15 or more members.
* Joint labor-management committees for apprenticeship and
training.
"It shall be an unlawful employment practice for an employer:
1. To fail or refuse to hire or to discharge any individual ,
or otherwise to discriminate against any individual with
respect to his compensation, terms, conditions, or priv-
ileges of employment , because of such individual ' s race,
color, religion , sex, or national origin; or
2. To limit , segregate, or classify his employees or
applicants for employment in any way which would deprive
or tend to deprive any individual of employment oppor-
tunities or otherwise adversely affect his status as an
employee because of such individual ' s race, color, religion ,
sex, or national origin . " (Section 703(a) , Title VII ,
Civil Rights Act of 1964 as amended by the EEO Act of 1972)
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"Nor shall any state deprive any person of life, liberty
•
or property, without due process of law; nor deny to any
person within its jurisdiction the equal protection of
the laws." (Section 1 of the Fourteenth Amendment of
the U. S. Constitution)
The equal pay act of 1963 requires all employers subject to the
Fair Labor Standards Act (FLSA) to provide equal pay for men and
women performing similar work. In 1972, coverage of this Act
was extended beyond employees covered by FLSA to an estimated
15 million additional executive, administrative and professional
employees (including academic, administrative personnel and
teachers in elementary and secondary schools) and to outside
salespeople.
The Age Discrimination in Employment Act of 1967 prohibits
employers of 25 or more persons from discriminating against
persons 40-70 in any area of employment because of age.
Title VI of the Civil Rights Act of 1964 prohibits discrimination
based on race, color or national origin in all programs or activi-
ties which receive federal financial aid. Employment discrimination
is prohibited if a primary purpose of federal assistance is pro-
vision of employment (such as apprenticeship, training, work study
or similar programs) .
Revised guidelines adopted in 1973 by 25 federal agencies prohibit
discriminatory employment practices in all programs if such
practices cause discrimination in services provided to program
beneficiaries. This could be unequal treatment of beneficiaries
or in hiring or assignment of counselors, trainers, faculty, hos-
pital staff, social workers or others in organizations receiving
federal funds.
Executive Order 11246 (As Amended By Executive Order 11375) 4
This order issued by the President in 1965, requires Affirmative
Action Programs by all federal contractors and subcontractors
and requires that firms with contracts over $50,000 and 50 or
more employees develop and implement written programs, which are
monitored by an assigned federal compliance agency.
. Specific requirements for such "result-oriented" programs are
spelled out in Revised Order No. 4 issued by the Office of Federal
Contract Compliance, U. S. Department of Labor. These requirements
include identifying areas of minority and female "underutilization" ,
numerical hiring and promotion goals and other actions to increase
minority and female employment in job classifications where they
are currently underutilized.
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Other Laws
Employment discrimination has also been ruled by courts to be
prohibited by the Civil Rights Act of 1866 and 1970. Action
under these laws on behalf of individuals, private organiza-
tions, trade unions and other groups.
Employment Policies and Practices
•
The City of Ithaca Affirmative Action Program is operated in
conjunction with Civil Service. Existing employment policies
have been adopted by the City of Ithaca Common Council and the
Civil Service Commission including the classification of all
positions in the executive and legislative branches; minimum
qualification and methods of selection for any such positions,
promotions, transfers, causes and methods or removal from any
such position including demotions , layoffs, and dismissals;
annual sick and other leave; compensation and awards; resigna-
tions; work schedules; disciplinary actions including suspensions
and within grade reductions; and procedures for resolving major
complaints and grievances. These policies are included and
available for review in the City of Ithaca Personnel Manual ,
City of Ithaca Civil Service Rules and New York State Civil
Service Law.
Training and Development
To enable employees to continue their personal development and
in turn become increasingly more valuable to the City Government,
it is City policy to encourage employees to improve their ed-
ucational qualifications for advancement . Employees are also
encouraged in upgrading their performance in their current
positions. These objectives should be accomplished in part
through off duty educational opportunity and through programs
which will be developed by the Personnel Office in cooperation
with operating departments local educational institutions and
consulting firms. The programs will cover general and special-
ized fields, e.g. supervisory courses, employment workshops,
management seminars, etc.
Participation in these courses may further an employees' potential
for growth and/or advancement . Occasionally , in-service training
• is provided during an employee' s regular work day , at City ex-
pense.
The Educational Committee administers the City ' s Employee Tuition
Assistance Program which provides financial assistance to some
employees taking job related courses on their own time at local
educational institutions, as indicated in the Personnel Manual and
pertinent labor contracts.
All employees are encouraged to utilize the above services and
benefits as the need or their interest dictates.
-9-
Labor Market Availability Analysis
• The following was included in the consideration of availability
of minorities in the labor market:
The minority population of the general labor area surrounding
the City Government is approximately 6,726 or 2.62% of the total
128,008 persons (1970) (see appendix 1 for labor area considered) .
The immediate labor area of the City of Ithaca has approximately
1,976 non-white persons or 7.5% of total population of 26,226
(1970) . The immediate labor area of Tompkins County has approxi-
mately 3,045 non-white persons or 3.96% of total population of
76,879(1970) . The unemployment rate for minorities in Tompkins
County is approximately 85 or 2.8% of the total minority pop-
ulation (1979) (N.Y. State Dept. of Labor) .
The minority workforce as a proportion of the total workforce
in Tompkins County is approximately 1,070 or 3.3% (1970) .
f
The following was included in the consideration of availability
of women in the labor market:
The female population in the general labor area surrounding
the City Government is approximately 53,406 or 41 .7% of the
total 128,008 people (1970) . (see appendix 1 for labor area
considered) . The immediate labor area of Tompkins County has
37,380 women or 48.6% of the total population of 76,879 (1970) .
The immeidate labor area of the City of Ithaca has approximately
11,904 women or 45.4% of the total population of 26,226 (1970) .
The unemployment rate for women in Tompkins County is approxi-
mately 956 or 2.6% of the total female population (1979) (N.Y.
State Dept . of Labor) .
The female workforce as a proportion of the total workforce in
Tompkins County is approximately 13,118 or 41.1% (1977) .
Utiliization Analysis - The minority and female hiring goals and timetables
for the 1981/82 plan are based on population statistics. Future Affirmative
Action plans should use the labor market data as the basis for minority and
female hiring goals and timetables. The 1980 census data, when it becomes
fully available in 1982, should greatly facilitate the preparation of accu-
rate area labor market data. 1
l
-10-
Guidelines and Rationale
A presence in the City Government work force of minorities and
women individuals in less numbers than would be expected by
their presence in the area labor market is recognized as a less
than adequate and reasonable utilization of their skills. Al-
though the normal information furnished in this area is to
generally establish guidelines or norms expressed as percentages
in a particular occupational job category toward which the City
affirmatively desires to move to more fairly .'reflect ' its surround-
ing community labor market, since no previous guidelines or
norms have been set in the past , it is the intent at this point
to concentrate on getting more women and minorities placed in
City employment and to prepare present .employees for upward .
mobility (promotional opportunities) by department rather than
to prepare goals by individual position description.
Whereas, the City is committed to increasing the numbers of
blacks and minorities and women, et al in all departments and
agencies at all levels within the City's employ, special emphasis
will be placed on hiring blacks, minorities and women, etc. at
management/mid-management and supervisory levels. Due to the
relatively small number of projected new hires, the hiring goals
that make up "minorities" have not been listed separately. It
is expected, however, that due to the make up of the minority
population in the area the predominent number of minority new
hires will be black. Naturally a good faith effort will be re-
( quired by all department heads, supervisors and elected officials
to additionally concern themselves with placement of minorities
and women in those positions where it is obvious that historically
minorities and women have not been assigned. The City will also
continue to make provisional appointments, as required, and will
follow Affirmative Action hiring guidelines and principals in
making such appointments. You will note that the categories
will be established in two ways and accompanying charts will be
attached; job groups similar to the groupings required by the
reporting requirements of the EEOC and by total department count
to accomplish across department representation of both minorities
and women . Future annual guidelines may indicate more specifically
separation and assignment by relevant skills. (Appendix 2 and
offer a narrative description of job groupings and a list of titles
of each grouping for clarification) PLEASE NOTE: The area of
search is identified for each job category with the suggested
minimum length of time for the advertisement announcement period
( from application to closing) on each job category. (see appendix 4
concerning Civil Service constraints) The Affirmative Action
Officer will assist department heads/appointing authorities in
advertising procedures. A suggested list of advertising sources,
recruitment manuals and directories for use by hiring officials
is attached as Appendix 5 .
{
-11-
IDENTIFICATION OF PROBLEM AREAS AND REMEDIAL ACTIONS FOR
• AFFIRMATIVE ACTION YEAR 1982/1983 (July 1, 1981, to June 30, 1983)
On going assessments of the major areas of the City's employ-
ment process have resulted in the following conclusions and
planned actions.
a. The City has in the past year renewed personnel practices
and procedures but has lacked a systematic approach based
on appropriate statistics for analysis of patterns of the
underutilization of minorities and women. Such statistics
are necessary for the proper and indepth evaluation of
personnel practices to help determine whether effective
Affirmative Action is in fact occurring. In Affirmative
Action year 1981 this deficiency will begin to be corrected
as plans are being made to implement the regular collection
and compilation of statistics. The objective is to track
all personnel actions (ie. hires, transfers, promotions,
voluntary and involuntary terminations for each department) .
The whole area of statistical monitoring and analysis will
be given increased attention by the Personnel Office whose
responsibilities will be to increase concentration in the
Affirmative Action area.
b. Minimum-qualifications for selected Civil Service job class-
ifications will be reviewed to ensure that they are job
related and necessary to the performance of the particular
job. Those job classifications and positions which have
less than expected proportions of minorities and/or women
will be given first priority.
c. Another problem and barrier to a certain extent is the State
Civil Service Commission ' s requirement for a charge for
taking a test and for competitive job classifications to
select only those personnel in the top 3 positions on the
eligible list , as certified by the Civil Service Commission ,
to fill vacancies. Recognizing that some prospective appli
cants, especially women and minorities, fear the testing
process, due in part to past inability to .receive appropriate
training for certain fields of endeavor, it will be the
objective to develop a training procedure to assist in
preparation for testing. This program will be developed
and improved possibly through the hiring of a professional
consultant to design curricula and to train instructors, or
through other means that will accomplish the goal .
This will be done especially for those positions which are
underutilized in minority or women individuals in Affirmative
Action year 1979 and 1980. The local Civil Service Commission
can waive test costs in certain deserving cases and this
will be constantly reviewed to make sure otherwise qualified
applicants who meet the waiver exception are not being re-
fused testing due to lack of funds.
-12-
d. Most non-competitive vacant positions below the management/
mid-management level have a two week announcement period
prior to filling the position. This is often a barrier to
effective outreach recruiting for minority job candidates.
Therefore, for non-competitive positions below the manage-
ment/mid-management, a pool of applications for persons
previously applying for positions will be maintained for
instant referral. This will be in addition to advertising.
Minorities and women will be identified by the Personnel
Administrator to department heads, when possible and, when
it does not violate privacy of federal/state regulations.
In the case of competitive positions, most vacant positions
will have a 30 to 90 day announcement period from opening
to closing, except as restricted by State Civil Service
restraints. The City of Ithaca Civil Service employment
opportunity bulletin (job announcement) is mailed to
approximately 100+ referral sources as well as being
published in local newspapers and announced on local
radio stations. In addition, job announcements for manage-
ment and mid-management positions will be sent to all
existing minority counsellors and all minority student
assistance programs at the colleges and universities in
Tompkins and contiguous counties as well as those in Broome,
Monroe, Onondaga and Steuben counties. (see Appendix 6 )
This area will be examined more closely in Affirmative
Action year 1981/1982 to determine ways to maximize out-
reach efforts and in the case of annually scheduled testing
an attempt will be made to start notification earlier to
allow for maximum time for the test preparation course to
be conducted. In addition, the Personnel Administrator/
Affirmative Action Officer will periodically solicit in-
formation from department heads and other appropriate persons
as well as to meet with the Affirmative Action Advisory
Committee, to explore ways of improving the referral net-
work, recruiting visability and face to face contact with
referral source persons, and to assure that information is
disseminated in sufficient time and widely enough to touch
all sources.
e. Highly competitive salaries and wages at local educational
institutions as well as the protective services of Rochester,
Syracuse and Binghamton require that our outreach recruit-
ment methods be not only cost effective, but creative and
innovative. Additional dollars have been budgeted for
advertising to target areas of prospective applicants.
The fact that many persons are brought to this community
while attending local institutions of learning and then
remain due to the attractiveness of the area, poses a
problem when many highly qualified persons apply for posi-
tions which may otherwise be filled by unemployed residents.
Hopefully this is where the Civil Service preparation course
will be of the best use - to assist residents in preparing
for Civil Service testing.
-13-
OTHER PROBLEM AREAS NEEDING ATTENTION
The lack of training to enlighten appointing officers and
other employees as to the accomplishments which may occur
under positive Affirmative Action attitudes.
It is the intent during Affirmative Action year 1981 and 1982
to have Affirmative Action training conducted in the City of
Ithaca for all management, mid-management and first line
supervisors and as many employees as can be accommodated
during this time frame and with funds available. Additional
dollars have been budgeted for training to be conducted
locally for at least four two-day seminars during Affirmative
Action year 1981 and the first half of Affirmative Action year
1982. (Budget year starts January 1; Affirmative Action year
starts July 1) A qualified trainer will be hired to design
curricular and conduct the training sessions, within budgetary
restraints.
COMPARISON STATISTICS
To offer a comparison of the number and percentages of which
minorities and women were hired for all full time positions
during the period of July 1, 1974, to June 30, 1979, the
attached chart was compiled (EE04 reports from 1974 through
1979) . (see Appendix 7 )
As can be seen by the chart the percentages for full time
minority and female employees fall far below the percentage
of the population representing both females and minorities
in the City of Ithaca labor area. Female 45.5%; minorities
7. 5%; as well as in the Tompkins County labor area; female
48.6%; minorities 3.96% (A more representation area from
where many of our employees live (see appendix 1 for general
labor area indicates the following statistics: females 41 .7%
and minorities 2.62% (1970 census) ] During the period of
July 1, 1979 to June 30, 1980, an improvement was made, but
not in sufficient numbers to truly represent the population
as a whole.
A further comparison is offered in the attached chart which
indicates the percentages of full time minorities and women
' employees as compared to total employees in each department
during the period July 1 , 1979 to July 1 , 1980, (no accurate
information for dates prior to that time frame is readily
available) . (see appendix 8 )
As can be seen, three departments do not have any full time
minorities on board and several departments have a very small
number of women. However, due to the small numbers in some
departments, one cannot make a significant case in point using
percentages by departments. One can see , however, that three
departments with fairly constant larger numbers could make a
significant contribution in the addition of minorities and women,
specifically the Police and Fire Departments.
-14-
•
RETENTION
A review of Affirmative Action year 1979 and 1980 indicates
that employee strength (total) remains fairly constant. Where
full time employees positions have the largest turnover has
been in the area of entry level positions (laborers, recreation
attendants, etc. ) . This has had no obvious undesireable trend . •
on minorities and women. There had been a period of time in
' calendar year 1979 and 1980 when layoffs were contemplated in
the Department of Public Works. A final decision was made to
allow attrition to serve the purpose of the required cut backs.
This was decided in part due to the adverse impact the layoffs
would have had on minorities and women, as well as the general
poor morale effect on all employees.
There has been some voluntary terminations in professional,
mid-management and para-professional positions which adversely
affected our minority and female population. However, the
reasons given for the voluntary terminations were not considered
significant and were due to accept more lucrative and challenging
positions, return to school for higher education and to accompany
family out of state. This causes a concern, however, because
it may reflect on a lack of progress or career ladder positions
into the officials and administrators category. A greater
effort will be utilized in both the exit interview and a survey
technique to gather information which may be helpful in this
area. This effort will be coordinated by the Personnel Administrator/
Affirmative Action Officer who has the responsibility for up-
grading and expanding the exit interview procedure. Pertinent
information will be shared with department heads.
UPWARD MOBILITY
During the past Affirmative Action year (July 1 , 1979 to June 30,
1980) a review of 22 job descriptions was accomplished to de-
termine if employees were in fact properly classified according
to their actual job performance. In most instances the position
descriptions were either upgraded or the salary line adjusted
to reflect their job performance. In fact , one entire depart- +
ment was reevaluated with the majority of job descriptions
being changed to better describe their actual performance.
This resulted in a change in many Civil Service classifications
upward, as well as allowing for more appropriate testing. This
• also resulted in some promotions and salary changes and had an
overall positive impact on minorities and- female employees.
In addition , although not identified as "Upward Mobility" as
such, there is an employee tuition assistance program for
off duty education, and if properly utilized, this can prepare
employees for promotion and/or advancement. Some labor contracts
allow for a payment of a premium on salary for off duty courses
taken which relate to their position or will enhance job performance.
•
-15-
All departments can authorize employees to .attend job related seminars,
classes and training which will make the employees more productive and
knowledgeable on the job. On-the-job training, however, is the most
commonly used vehicle to prepare employees for advancement within the
ranks. '"'j
Ways to expand career counselling will also be explored. The Personnel
Department will offer this counselling as well as a list of manuals avail-
able at the library, in personnel or local facilities which will enable
employees to prepare for future testing for advancement in Civil Service
positions. This will be done in addition to the Civil Service test pre-
paration course. In addition, minorities and women already in the employ
of the City of Ithaca will be apprised of, and actively recruited for
higher level postions. Quarterly evaluation of proper utilization of
these program/opportunities will be accomplished with a report made to
the Mayor and Common Council .
AFFIRMATIVE ACTION 1981 and 1982 AFFIRMATIVE ACTION GOALS TO BE MET
At this point it would be the purpose of ferreting out those areas where-
in a concentrated effort can be indentified to build a case for future
goals and timetables. Since the City 's average hiring rate is fairly
constant between 19 and 33 for an annual average 26 to 28 new full time
hires, it is considered an unnecessary project to produce volumes of
charts for comparison within each department by job grouping. Therefore,
the emphasis for goals and timetables will be conduOted on across
department lines, City wide in an effort to identify necessary outreach
for recruitment, and preparation for testing to assist minorities and
women to prepare themselves for Civil Service testing with the goal to
be a reachable position on the certified list of eligibles. The followi(
chart is provided to indicate the numbers and percentages of minorities
and women in comparison to total employees within each department by job
groupings. Although this can be utilized to show those areas where
positive action can be taken to correct minority and female inbalance,
it also indicates that due to the small number of employees in any given
group that just one hire of a minority could greatly effect the percent-
, ages. (see Appendix 9)
In Appendix 10, Goals and Timetables for Affirmative Action Year 1981
and 1982, goals have been established to accomplish a steady, consistent
increase in the numbers and percentages of minorities and women in corr-
elation with the Tompkins County population (1970 census) . Future
minority and female goals and timetables should also be adjusted annually
based on departmental hiring progress. Departments that exceed their
hiring goals for minority and female should not stop there, but should
continue to hire qualified minority and female candidates . Consideration
has been given to the requirement of Civil Service testing, projected
loss figures (which are small) and the positive attitude that will be
necessary to assist in aiding prospective applicants and employees to
prepare for the requirements of the Civil Service Laws and Regulations.
The important factor of cooperation by department heads with each other
to accomplish these goals cannot be over emphasized.
-16-
a ,
INTERNAL AFFIRMATIVE ACTION AUDIT SYSTEM
The City of Ithaca system for auditing our Affirmative Action
Program progress and detecting. potential .problems is described below.
This system involves a number of checks on Personnel actions
affecting Affirmative Action in general. The Personnel
Administrator will compile required information and will
provide semiannual reports to the Mayor, Common Council and
the Affirmative Action Committee. (copies will be furnished
to department heads upon their requests)
1. The Personnel Administrator will review all prospective
appointments, promotions and transfers of non-minority
or male candidates where a minority/female applicant is
available and the affected department is underutilized
in the job category in question (or department wide) .
Written justification from the appointing authority in
each instance is required for consideration by the Personnel
Administrator, in coordination with the Civil Service
Commission, with final appropriate consideration by the
Mayor and Common Council before an offer is made to
prospective applicants and before final approval for the
appointment is given. . An appropriate formal written check
off system will be developed by the Affirmative Action
Officer for use by the appointing authorities to insure
in process compliance with the Affirmative Action Program
and Policy.
2 . SemiannualEmployee Report :
Disciplinary Action - On a semiannualbasis, a report
will be furnished to the Personnel Administrator by
each department listing the number of disciplinary
actions taken (formal or informal) by race, sex and
national origin. Indicate those which resulted in union
grievance action .
3 . Applicant Flow:
For each position filled (advertised or not advertised)
a formal written reporting and check off report will be
compiled and submitted to the Personnel Administrator
by each department , indicating the number of applicants
who applied by race, sex, national origin and handicap,
and those hired by race, sex, national origin and handi-
cap, with justification of why a particular individual
was hired. This will include all hires; permanent , part
time, temporary, seasonal, etc. (see N1 for administrative
requirements prior to hiring) The justification should
include information concerning any position offers made
and refused, to include the reason the job offer was
refused, ie. salary, location , etc.
-17-
4.. Promotion and Transfer Information:
For each vacant position which can be filled by promotion "'
or transfer by present employees, a formal written report
will be filed by the department head to the Personnel
Administrator, indicating the names of the persons eligible
by race, sex, national origin and handicap and justification
of why the selected individuals) was promoted or transferred.
(see #1 for administrative requirements prior to promotion
or transfer)
5. Termination Data:
In all terminations for cause a formal written report will
be filed with the Personnel Administrator justifying the
reasons for termination. In all voluntary terminations a
resignation personally filled out by the departing individual,
with the reason for termination stated, will be forwarded
to the Personnel Administrator for review. These documents
will be forwarded prior to the regularly scheduled exit
interview. All personnel will receive their final pay checks
from the Personnel Administrator following the exit inter-
view. (see #7)
6 . Training, Off Duty Education , Seminar Attendance, Etc:
All requests for consideration for off duty education,
attendance at seminars, training, etc. will be forwarded
to the appropriate approving individual or committee via
the Personnel Administrator. In addition , periodic train-
; ing will be scheduled by the Personnel Administrator with
department head approval, for employees in courses leading
to education pertinent for improvement in job performance
and Affirmative Action involvement.
7. The Personnel Administrator/Affirmative Action Officer
conducts exit interviews with all exiting full time
employees and those part time, seasonal , etc. terminated
for cause. Constructive criticism, suggested improvement ,
comments on working conditions, etc. • are solicited. Sig-
nificant issues of an Affirmative Action nature are in-
vestigated and if necessary , reported to the Mayor, Common
Council and the Affirmative Action Advisory Committee. In
addition , the department head of the exiting employee will
receive a copy of the written exit interview for his assistance
in investigating such issues and implementing changes as
necessary .
Results, problems, adverse trends or patterns obtained as a result
of any of the above procedures will be reported to the Mayor and
the Common Council (with a copy to department heads) for appro-
priate action as is deemed necessary .
-18-
COMPLAINT PROCEDURES
Any employee who believes that he or she has not been afforded
equal opportunity for promotion or transfer or other term or
condition of employment may submit a complaint with an assurance
of protection against harassment and retaliation. The complaint
should be filed with the Affirmative Action Advisory Committee
through the Personnel Administrator/Affirmative Action Officer
in accordance with the Affirmative Action Advisory Committee
written complaint procedures. Additionally, cases involving
discrimination because of race, sex or other non-merit factors
may be appealed to the Personnel Committee by employees or
applicants (applicants should file within 10 days of the
alleged discriminatory action) . It is the City 's intention
to resolve all complaints internally and every effort will be
made to do so.
Employees and applicants also have the right to file a complaint
with the Tompkins County Human Rights Commission, DeWitt Building,
Ithaca, New York 14850, telephone number (607) 274-5550, or the
New York State Equal Opportunity Commission.
Complaints can also be filed with the U. S. Equal Employment
Opportunity Commission, Washington, D. C. 20506.
� 1
-19-
Glossary
1. EQUAL EL!PLOYMENT OPPORTUNITY (EEO) - A policy of appointing
assigning and promoting employees without regard to political
or religious affiliation, marital status, race, color, creed,
national origin, sex, age or physical or mental handicap,
except when sex, handicap or age involves a bona fide job
requirement.
2. MINORITY - Includes Black, Asian American, American Indian,
Hispanic and other (Aleuts, Eskimos, Malayans) .
3. OUTREACH RECRUITING - A recruiting program designed to attract
minority/female applicants through the use of organizations
and other sources with high minority/female populations.
4. TARGET POPULATION - Employees designated as "protected class"
members, those who continue to suffer the effects of dis-
criminatory employment practices; women/minorities.
5. UNDERUTILIZED - When the minority/female population repre-
sentation in a job category/group or job classification is
less than the established norm or less than would reasonably
be expected by their availability.
6. UPWARD MOBILITY - The ability of an employee to progress to
positions of increasing responsibilities through a program
of training and through the development of career develop-
ment procedures and programs.
7. UTILIZATION - The percent of City department or agency
minority/female representation as compared to the total
County population. Utilization conditions are determined
by relating this percent to the established norms for each
job category/group.
8. UTILIZATION ANALYSIS - An in-depth analysis of the composi-
tion of the work force by minority group status and sex
indicating by job category/group current utilization con-
ditions. Includes establishing goals to be attained for
the fiscal year for which the analysis is prepared.
. 9. AFFIRMATIVE ACTION (AA) - Positive efforts to recruit , hire
and promote qualified members of groups formerly excluded,
even if that exclusion cannot be traced to particular dis-
criminatory actions on the part of the employer.
10 . AFFECTED CLASS - Members of a group, who, by virtue of
past discrimination continue to suffer the present effect
of that discrimination .
11 . TEST - Any paper and pencil or performance measures used as
a basis for any employment decision.
-20-
•
12. GOALS - Projections an employer makes of representation.
that minorities and women are likely to acheive in positions
where they have been underutilized.
The EEO. enforcement agencies emphasize that the goals should
not be viewed as rigid, inflexible quotas. Both the long-
range goals and annual targets should be based on anticipated
job openings and the availability of appropriate applicants,
but they cannot be based upon completely predictable data.
What is essential , according to OFCCP, is that the targets
be reasonably attainable ihy the employer's putting forth
"every good faith effort to make his overall affirmative
action program work. "
13. TIMETABLE - A time frame within which an employee tries to
reach the established affirmative action goals for hiring
or promotion .
14. GOOD FAITH EFFORT - Employers sometimes say they have made
a good faith effort in affirmative action but "we couldn ' t
find any qualified. . . " . Courts tend to disregard this de-
/
fense on the basis that regardless of intent , workers have
been hurt and the law must make them whole.
i
-21-
•
FROM 1970 CENSUS
4 TOTAL MINORITIES BLACK WOMEN
(Area)
(Cayuga) ( 2,896) (7) (2%) ( 1,458) (50.3%)
Genoa 1,744 5 2 879
K Locke 1,152 2 1 579
N
N Cheinung Area ( 4,918) (35) (.7%) ( 2,416) (49.12%)
Veteran 3,544 13 12 1,725
VanEtten 1,375 22 10 691
co w Cortland Area (33,570) (198) (.5%) (17,904) (53.3%)
Cortland City 19,621 129 90 10,774
Cortlandville Town 7,469 35 5 3,771
F Bcmer Town 6,480 34 0 3,359
Tioga Area ( 9,745) (78) ( .8%) ( 4,925) (50.5%)
1 Spencer 2,232 32 23 1,132
Candor 4,190 38 29 2,098
1 Newark Valley Town 3,323 8 2 1,695
Entire Tompkins County (76,879) (3,045) (3.96%) 2,844 (3.7%) (37,380) (48.6%)
Caroline 2,536 51 48 1,243
Danby 2,141 46 37 1,046
Dryden 9,770 102 61 4,790
Enfield 2,028 51 46 994
Groton 4,881 5 1 2,539
Ithaca City 26,226 1,976 (7.5%) 1,340 (5.1%) 11,904 (45.4%)
Ithaca Town 15,620 660 246 7,976
Lansing Town 5,972 103 37 2,976
Newfield Town 3,390 37 32 1,716
Ulysses Town 4,315 14 3 2,199
{
•
APPENDIX 2
Officials/Administrators
C.: Consists of 3 groups (ie. A. Upper Management ; B. Mid-Management;
C. First Line Supervisors) . Data included in these job goups
for most departments are based on New York State Department of
Labor statistics, description of job categories, employee
information reports and EEO-4 instructions. The groupings
may vary for some departments based on judgements and assump-
tions about the nature of requisite skills and experience needed
for supervisory/management positions. This is in addition to
consideration of data for minority and female utilization in
lower level resource pool job groups, ie. professional, para-
professionals, technicians, administrative, etc.
The figures utilized are as represented on July 1 , 1980.
Due to past limited internal utilization of minorities and women
the City has moved to affirmatively increase the numbers and
proportion of minorities and women in the various supervisory/
management levels. To effect a reasonable distribution of
minorities and women in job groups A, B, and C there must
logically be an emphasis on the first line supervisory (C)
level as a feeder source for positions in the B and A levels
(if education and all other requirements are equal) , as well
as direct Affirmative Action recruitment in the management/
mid-management categories.
Professionals
Are those positions where specialized and theoretical knowledge
which is usually acquired through college training or through
work experience and other training which provides comparable
knowledge. These positions should and can be filled by those
currently in the Technician , Paraprofessional and Skilled Craft
positions, as well as active Affirmative Action recruitment.
Professional job group is identified by the letter D.
Technicians, Paraprofessionals, Skilled Craft
Technicians include those occupations which require a combin-
ation of a basic technical knowledge and manual skill which can
be obtained through specialized past secondary school education
or through equivalent on-the-job training. Paraprofessionals
include occupations in which workers perform some of the duties
of a professional or technician in a supportive role, which
usually require less formal training and/or experience normally
required for professional or technical status . Skilled Craft
Workers include occupations in which workers perform jobs which
require special manual skill and a thorough and comprehensive
knowledge of the processes involved in the work which is required
through on-the-job training and experience .
Technicians are identified by the letter E , Paraprofessionals F,
and Skilled Craft G.
APPENDIX 2
Office and Clerical and Service/Maintenance
Office and Clerical includes those occupations in which workers `)
are responsible for internal and external communications,
recording and retrieval of data and/or information and other
paperwork required in an office. Service and Maintenance in-
cludes those occupations in which workers perform duties which
result in or contribute to the comfort , convenience, hygiene
or safety of the general public or which contribute to the
upkeep and care of buildings, facilities or grounds of public
property. Workers in this group may operate machinery, equip-
ment , vehicles.
Office and Clerical are identified by the letter H and Service
and Maintenance by I.
Protective Services
Protective Services include those occupations in which workers
are entrusted with the public safety,security and protection
from destructive forces. In this case this includes those
members of the Police and Fire Departments who are not con-
sidered Officials and Administrators of Professionals.
Police Officers are identified by the letter J and Firefighters
by K.
APPENDIX 3
OFFICIALS AND ADMINISTRATORS
Management/Mid-Management/First Line Supervisors
Management National, Regional , Local 45 days
Supt . of Public Works
Building Commissioner
Planning & Development Director
Controller
Director, Youth Bureau
Personnel Administrator
Purchasing Agent
Police Chief
Fire Chief
Mid-Management National , Regional , Local 45 days
Chamberlain
Deputy Chamberlain
City Clerk
Deputy City Clerk
Deputy Controller
Ass't . Supt . of Public Works (C&M)
Ass' t. Supt. of Public Works (W&S)
Deputy Police Chief)
Locally-testing notice 30-45 days
Deputy Fire Chief )
City. Engineer
Activities Center Coordinator
Recreation Coordinator
Youth Development Coordinator
CD Coordinator
Deputy Building Commissioner
First Line Supervisors Locally 30 days
Ass' t. Activities Center Coordinator
Recreation Supervisor
Youth Development Program Supervisor
Office Manager
Parks Supervisor
Transit Supervisor
• Ass' t. Fire Chief)
Locally-testing notice 30-45 days
Captain )
Al k NU1X 3
Ia
PROFESSIONAL Regional, Local 30-45 days
Ass't.• City Engineer
• Street Sanitation Supervisor
Traffic Engineer
Lieutenants)
Sergeants ) Locally-testing notice 30-45 days
Planner II
Chief Water Plant Operator
Chief Sewer Treatment Plant Operator
CD Specialist
PARAPROFESSIONALS/TECHNICIANS/SKILLED CRAFT Locally 30 days
Paraprofessionals
Recreation Leader
Art Program Supervisor
Recreation Attendant
Recreation Assistant
Recreation Specialist
Youth Worker
Technicians
Senior Engineering Aide
Fire Alarm Technician
Housing Inspector
Building Inspector
Zoning Inspector
Water Treatment Plant Operator
Plumbing Inspector
Sewer Treatment Plant Operator
Sewer Treatment Plant Operator Trainee
1
Skilled Craft
Working Supervisor
Auto Mechanic
Motor Equipment Operator
Auto Mechanic Foreman
Parking Meter Serviceman ,
• Electrician
Water Maintenance Foreman
Water Meter Foreman
Water Meter Serviceman
Sewer Maintenance Foreman
,
APPENDIX 3
OFFICE AND CLERICAL AND SERVICE AND MAINTENANCE Locally 30 days
(11; Office and Clerical
Principal Account Clerk
Senior Clerk.
Administrative Secretary
Senior Account Clerk
Telephone. Operator
Civil Service Executive Secretary
Senior Stenographer
Stenographer
Clerk
Account Clerk Typist
Parking Meter Checker
Dispatchers
Service and Maintenance
Laborer
Maintainer
Truck Driver
Maintenance Worker
Tree Trimmer
Bus Driver
Crossing Guard
PROTECTIVE SERVICES Locally 30 days
Police Officers
Firefighters
4
APPENDIX 4
MEMO FOR II MAY 8, 1981
C
SUBJ: Notification dates for Appointment vs Testing Re: Civil
Service rules and regulations.
Contact with the Executive Secretary, Civil Service Commission
on this date confims the following policies,regulations con-
cerning announcement periods for job openings and/or testing
dates.
In the case of :
Centralized Examinations Announcements: the amount
of time given the Executive Secretary for publica-
tion is controlled by the State. Therefore, we
cannot be held to a definite proceeding date for
notification/publication, etc; of testing dates .
Local Examinations: [4 only] . We control announce-
ment dates.
Filling Job Vacancies Provisionally:
[where no eligible list exists or test imminent]
Exempt in an emergency situation wherein a position
must be filled immediately, we can control position
availability amounts to a certain extent and will
try to have as long a lead time as possible con-
sidering needs of filling position .
� . . ollins
P.S. The Tompkins County and contigu•us County Resident
requirement only pertains to Testing. [ 30 days prior
to test date] .
-V
APPENDIX 5
SUGGESTED LIST OF ADVERTISING SOURCES, RECRUITMENT MANUALS
AND DIRECTORIES
LOCAL
Job Announcement List - 100+
Ithaca Journal
WTKO
WHCU - Night Sounds
REGIONAL
Newspapers
New York Times
Washington Post
Elmira
Binghamton
Buffalo
Rochester
Syracuse
MINORITY Student Placement Sections of Colleges & Universities
c which have a Department appropriate to position:
PLANNING DEPARTMENT - Planners
ENGINEERING DEPARTMENT - Engineers
ETC.
In New England, New York, New Jersey, Delaware, Maryland, Virginia
NATIONWIDE
Professional Magazines which are appropriate to position ie.
Engineering News
Public Works
etc.
+ Public Jobs
Black Collegian Resume ' Service
The Retired Officer Assoc. Jobs Placement Service
Note: The Affirmative Action Officer has additional sources
for use.
t
•
• APPENDIX 6
JOB ANNOUNCEMENTS FOR MANAGEMENT AND MID-MANAGEMENT POSITIONS
WILL ALSO BE SENT TO THE FOLLOWING COLLEGES AND UNIVERSITIES
MINORITY COUNSELLORS AND/OR MINORITY STUDENT ASSISTANT OFFICES:
TOMPKINS COUNTY BROOME COUNTY
Cornell University SUNY Binghamton
Ithaca College
CAYUGA COUNTY MONROE COUNTY
Wells College University of Rochester
Rochester Institute of
CHEMUNG COUNTY Technology
Elmira College SUNY of Brockport
SENECA COUNTY ONONDAGA COUNTY
Eisenhower College Syracuse University
Lamoyne University
CORTLAND COUNTY
SUNY Cortland
•
• •
HISTORY OF CITY OF ITHACA EMPLOYMENT
JUNE 30, 1975 TO JUNE 30, 1980
. • (DATA FROM FORM EEO-4 REPORTS FILED WITH EEOC)
•
• ' FULL TIME
TOTAL ' FEMALE MINORITY BLACK
•
June 30, 1975 257 36 (14. 0%) 5 (1. 9%) 5 (1. 9%) .
June 30, 1976 308 30, (9.8%) 6 (1. 9%) 5 (1. 6%)
June 30, 1977 302 38'' (12. 6%) 7 (2. 4%) 6 (2. 0'/.)
:.one 30, 1978 317 29 (9. 2%) 7 (2. 2%) 6 (1. 9%)
June 30, 1979 328 35 (10.7%) 9 (2, 8%) 9 (2.8%)
June 30, 1980 341 50 (14. 6%) • 12 (3. 5%) 11 (3 . 2%)
• :
• ' PART TIME
•
TOTAL FEMALE MINORITY BLACK
June 30, 1975 ' 231 102' (44. 2%) • 16 (6. 9%) 12 (5. 2%) •
June 30,:1976 289 105 (36.3%) 27 (9.3%) . 24 (8.3%) '
June 30, 1977 327 ' • 136 • (41. 6%) 40 (12. 2%) 37 (11.3%)
June 30, 1978 • 317 138 (43. 5%) 31 (9.8%) . 24 (7 . 6%)
June 30, 1979 313 143 (45.7`..) 45 .(14.3%) 35 (11. 2"/.)
June 30, 1980 269 144 (53. 5%) 30 (11. 2%) 25 (9.3%)
•
•
• • NEW HIRES .
' TOTAL ' FEMALE MINORITY BLACK
. .
t
June 30, 1975 : . 33 0 0
4 (12.1%) . .
June 30, 1976 ' 30 . 10 (33. 3%) 3 (10. 0%) 3 (10. 0%)
June 30, 1977 5 37 5 (13. 5%) 0 0 • >
,June 30, 1978 . 26 8 (30. 8%) • • 1 (3.8%) • 1 (3.8%) '
June 30, 1979 ` ' 19 3 (15. 8%) ' . 2 (10.5%) 2 (10.5%) • •
Juna 30, 1900, , ' 31 •. 22 (71. 0%) 6 (19.4%) 5 (16. 1%)
•
AFFIRMATIVE ACTION REPORT •
CITY OF ITHACA
::. • JULY 1, 1979 TO JULY 1, :, 1980 •
(FULL—TIME EMPLOYEES) •
,
WORK FORCE WORK FORCE
DEPARTMENT JULY 1, 1979 TOTAL JULY 1, 1980 TOTAL .
1
MINORITY FEMALE • MINORITY FEMALE •
•
# # % # % , # %
BUILDING ' • 1 14.3 , 1 14.3 " 7 1 . 12.5 1 12.5 . ' 8
DPW 4 2.5 • 4 2.5 162 4 2.7 ' 7.. 4. 6 150 •
FINANCE 0 0 12 75. 0 I, 16 0 0 12 80. 0 15
FIRE 0 • 0 . 1 2. 0 51 0 • 0 , 1 1. 9 54
PERSONNEL • 0 0 2 100. 0 • 2 • 0 0 2 100. 0 • 2
PLANNING 1 20.0 2 .40. 0 5 1 14. 2 • 3 42. 9 7
POLICE 1 1.4 . • 4 5. 6 . • 71 ' 1 . 1.4 5 7.2 69
YOUTH BUREAU 3 16.7 10 . 56. 5 • 18 , 6 16.'7 22 61. 0 36
10 2.8 36 10. 7 • ,. 332 * 13 3.8 53 15. 5 341
•
r
• t
*These figures include corrected data following contact with
EEOC for. clarification of appropriate reporting statistics.
. • . .. • • •
I
OFFICE i CLERICAL/
DEPT. OFFICIALS AND ADMINISTRATORS PROFESSIONAL PARAPROFESSIONAL/TECHNICAL/SKILLED CRAFT SERVICE & MAINTENANCE PROTECTIVE SERVICES
• •—
A --_•- --B— —C--- D E F C • R I J K_�
I
`tin. F Tot. Min. F Tot. Min. F Tot. Min. F Tot. Min. P Tot. Kin. F Tot. Min. F Tot,_Kin. F Tot. Min. P Tot. Min. F Tot. Min. P Tct
Building 0 000 1 VACANT 0 80 8 80 14% 0 7 0 100%1
' 0 0 1 0 0 2 0 1 3 0 0 6 0 0 0 0 0 15 1 0 40 0 3 4 4 4 75
DPW 0 0 0 0 0 331/3% 0 0 0 0 0 0 .02%0 0 75% 5% 5%
Finance 0 0 1 0 2 5 0 9 9
0 0 0 40% 0 100%
1Fire 0 0 1 0 0 1 0 0 4 0 0 5 0 0 1 0 1 1 0 0 45
0 0 0 0 0 0 0 0 0 0 0 100% 0 0
0 1 1 • 0 1 1
:Personnel 0 100% 0 100%
0 0 1 1 1 1 0 1 4 0 1 1
Planning 0 0 100% 100% 0 25% 0 100%
0 0 1 0 0 1 0 0 3 0 0 6 0 5 8 0 0 2 1 0 50
Police 0 0 0 0 0 0 0 0 0 62i% 0 0 2% 0
1
'Purchasing 0 0 1 0 50% 1
Youth B. 0 0 1 1 0 3 1 3 5 1 12 14 0 4 4
0 0 33 1/3% 0 20% 60% 7% 85% 0 100%
' 0 0 1
Civil Svc. 0 0
Office & Clerical/
Officials 6 Admin. Professionals Para/Tech/Skilled Craft Service & Maintenance Protective Services
A. (upper management) D. Asst. City Engr., E. Para (Rec. Ldr.,Attend., H. 0 6 C (Acct. Clk, J. Police Officer
B. (mid-management) Lt./Sgts., Specialist, Etc.) Admin. Sec., Parking K. Firefighters
C. (first line supervisors) Planner II, F. Tech. (Sr. Engr. Aide, Meter Checker, Dispatchers,
'o
Chief Water Plant Operator, Housing Inspector, Etc.) Clerks, Etc.) b
Etc. G. SC (Working Supr., Auto I. S & )1 (Laborer, Truck Driver, z
Mechanics, Electrician, Haint. Worker, Bus Driver, O
• Water & Parking Meter Crossing Cuards, Etc.) at •
Servicemen, Etc.) ep
l;
.
. . . . .r ASSIGNED.Pi..RL__. ASSIGNED %‘; O ' RESPONSIBLE
• . • . PROJECTED • FULL TIME' HIRES- FULL TIME. HIRES APPOI.dTING
' UNDERUTILIZED' FULL.TIME HIRES • 1981 ' ' 1982 AUTHUITY
MIN. . FEMALE 1981 1982. ' MIN. ' FEMALE MIN. • FEMALE .
* NAGEMENT/MID— •
MGMT/SUPER 50% Mayor '
VISORY NO YES . • . 3 2 . 33 1/3% • • 0. . .50% ..
* • • * Common Counci
•
DEPARTMENT Department He
• Building
Building No . No • 1 - 0 0 0 • 0 0 Cormissioner
Department of Supt. of
Public Works Yes Yes 10 • 10 20% (2) . 10% (1) 20% (2) 10%(1) ' Public Works
1 Finance . Yes No 2 0 50% (1) • 0 ' 0 • 0 Controller
.
Fire Yes Yes 1 1 0 0 100% (1) 100%(1) Fire Chief
Personnel
Personnel . Yes No 1 • .' 0 100% (.1) 0 0 . 0 Administratoz•
1
Planning
Planning ' No No ' 0 ' • 0 • 0 0 0 0 ( Director
•
Police Yes . Yes 1 1 0 . 0 100%(1) 100%(1) Police Chief
•
Purchasing Yes No 0 0 0 • • 0 0 • 0 I Purchasing A
Director
• Youth Bureau No . No • 10 • . 10 . 20% 01 . • 10% (1) 20% (2) 10%(1) Youth Bureau
TOTAL 26 ' 22 23% (6) • 7.7%(21 27.2% (6) • 18% (4)
*These numbers will be subject to•increase m4�npr ties and voIen decrease.
Projected increase in percentages of minorities and
' ; -females in total work force if current strength remains 16.1% 17.3%
constanttand minorities & women do not decrease. 5. 6% 7'3'
lo........--....... 1..1.1 ....,.s.b.rtie;,„e,..,{e.tmn numbers are included in department totals.
Mission and Guidelines for the Affirmative Action Advisory Conunittee
City of Ithaca
THE PURPOSE OF THE AFFIRMATIVE ACTION ADVISORY COMMITTEE
The Affirmative Action Advisory Committee was established in 1980 to serve as a
communication link between. the City employees and management. The main reason'for
the Committee formation was to serve as an advisory arm to the Personnel Adminis-
tator/AAO to assist in the achievement of equity in employment opportunities and
to remove barriers that have operated in the past to favor some groups of employees
over others in the City Government labor force.
The committee will provide advice and consultation to the Mayor, members of Common
Council and Personnel Administrator/AAO on the development, implementation and con-
duct of the City's Affirmative Action Program. Also, the Committee will attempt to
provide a channel of communication for all City employees or members of the community
to express their concerns, through representative committee members, about "Equal
Opportunity" and other aspects of Affirmative Action. The overall objective of the
Committee is to use the experience gained from these communications to improve exist-
ing City policies or to propose new policies which will help improve Affirmative Action
as an integral part of the operations of the City of Ithaca government, Committee
membership includes representatives of City departments, the Personnel Administrator/
AAO in addition to representatives from women, minority organizations and handicapped
represemtation when possible.
GUIDELINES FOR HOLDING OF ME1 INGS WILL BE AS FOLLOWS:
1. Meetings will be held on the 3rd Thursday of each month at 2 p.m in the Common
Council Chambers of the Ithaca City Hall.
2. Meetings will be conducted under recognized procedures as determined by
Robert's Rules of Order.
3. With the exception of discussions pertaining to specific decisions of employment, 4
the Affirmative Action Advisory Committee meetings will be open to the general public.
4+. Announcements of upcomming meetings will be posted in the Ithaca Journal as well
as on Public bulletin boards within the Ithaca City Hall. '
5. Members of the community will be given an opportunity to address concerns related
to equal opportunity within the City government. This forum will occur at the begin-
ning of each scheduled Affirmative Action Advisory Committee meeting.
** 6. Should a member of the Affirmative Action Advisory Committee miss a total of (4)
four unexcused meetings in any calendar year or (3) three consecutive meetings, a
recommendation will be made by the Co-Chairman to the Mayor requesting that the member
be removed and appropriately replaced. Excuses for absences for unusual circumstances
will be considered by the Affirmative Action Advisory Committee Co-Chairman.
1
-2-
THE FOLLOWING POINTS ADDRESS SPECIFIC ISSUES UNDER WHICH THE AFFIRMATIVE ACTION
ADVISORY COMMITTEE WILL BE OPERATING:
1. Serve as an Advisory •Committee to the Mayor of Ithaca, the members of Ithaca
Common Council, and the City of Ithaca's Personnel Administrator/AAO.
2. The Committee will recommend methods of outreach toward increasing the pool of
women and minorities who may be considered for positions within the City government.
This may include suggestions relative to the use of printed and electronic media, .as
well as personal contact to attract candidates for positions.
3. The Committee will assist the Personnel Administrator/AAO in the development of
appropriate grievance procedures which may be used to investigate and redress alle-
gations of discrimination-within the City's employment process. Moreover, the Com-
mittee will advise the Personnel Administrator/AAO Ielative to specific issues of
discrimination which may be brought to the Committee's attention through existing
channels.
4. The Committee will review the City of Ithaca's Affirmative Action Plan on an annual
basis as the program is periodically updated.
5. The Committee should be kept advised of Equal Opportunity matters which may involve
external regulatory agencies.
6. The Committee will assist the Mayor, members of Common Council, and the Personnel
Administrator/AAO in the identicication of 'specific problem areas within the City
governmentwhich may warrent focussed results oriented action.
7. The Committee will periodically review the effectiveness of the various citywide
Affirmative Action Training Programs. Specifically, the Committee will make appro-
priate suggestions for enhancing such efforts.
8. The Committee will review all official employment documents, as well as brochures
and publications, for the City of Ithaca to determine their conformity to requirements
for being bias free, and to meet appropriate compliance criteria.
1
Y +
AAAC meeting - October 1989
Page 2
Jim Miller asked whether the Youth Bureau could distribute a list of
the agencies and individuals they use for outreach recruitment to
other departments to assist them in their efforts. Mr. Miller stated
that establishing a similar informal recruitment network would greatly
assist the Department of Public Works in its Affirmative Action
efforts. Mr. Cohen responded that the Youth Bureau would be glad to
assist other departments as much as possible.
CIVIL SERVICE EXAMINATION FEES
Valerie Walker advised the Committee that recent State legislation has
authorized local governments to begin charging application fees to
candidates for civil service exams, to cover the administrative costs
associated with the exam process. Ms. Walker stated that the Civil
Service Commission is considering implementing an application fee
schedule. Ms. Walker stated that she is opposed to charging exam fees
because it will negatively impact the Affirmative Action efforts of
the City, and the City's recruitment efforts in general. Ms. Walker
asked for input from the Committee on this issue.
Several Committee members spoke against the proposed exam fees. Jean
McPheeters noted that Tompkins County has a very low unemployment rate
and that job applicants are already scarce. Ms. McPheeters stated
that the exam fees would discourage applicants further and add yet
another barrier to City employment. Tom West stated that the City
should be attempting to remove road blocks for minority applicants,
not adding them. Mr. Cohen stated that Civil Service exams by
themselves hinder Affirmative Action efforts, because many minorities
have difficulty on the examinations. Mr. Cohen felt that adding a fee
to the process would make outreach recruitment even more difficult.
Sam Cohen made a motion to send a letter to the Civil Service
Commission advising them of the Affirmative Action Advisory
Committee's opposition to the applicant fee proposal. Seconded by Tom
West. Motion carried 5-0.
REVIEW OF STATISTICS
The Committee reviewed the application statistics from the first two
quarters of 1989. Discussion occurred as to how valuable the
statistics really were, because they did not reflect 100% of the
applications received. Further discussion will be held at a later
date.
With no further business, the meeting was adjourned at 2:50 p.m.
1._./attitiUJDJUkkA
Valerie Walker
Personnel Administrator
C. Paolangeli
Clerk's Office
AFFIRMATIVE ACTION ADVISORY COMMITTEE
REGULAR MEETING
November 15 , 1989
Present: Jean McPheeters - (Co-Chair) , Samuel Cohen (Co-Chair) , Jim
Miller, Tom West, Joan Russell, Cassandra Nelson, Valerie
Walker (Personnel Administrator ) , Lisa Patz ( Personnel
Associate) -
Absent: Doug Vliet
Sam Cohen called the meeting to order at 1 : 40 p.m.
APPROVAL OF MINUTES
Jean McPheeters made a motion to accept the minutes of the October
meeting . Seconded by Jim Miller. Motion carried 6-0 .
SEXUAL HARASSMENT POLICY
Personnel Administrator Walker reported the .results of the Human
Services Committee' s review of the Sexual Harassment Policy.
Alderperson Richard Booth had expressed concern because the Policy did
not address the behavior of City employees toward the general public.
The Committee discussed the issue.
Cassandra Nelson stated her concern for Youth Bureau program
participants and their right to participate in programs without the
threat of harassment. Concerns were also raised about the rights of
non-City employees who work in City facilities.
After further discussion, the Committee agreed that the broader issue
of employee behavior toward the general public should be addressed in
a separate policy which prohibited all types of disci^iminatory
behavior ( racial discrimination , sex discrimination , religious
discrimination, sexual harassment, etc. ) by City employees toward the
general public.
The Committee then discussed Alderperson Booth's recommendation that a
more informal complaint procedure be incorporated into the policy.
Tom West and Jean McPheeters expressed concern that a less formal
process may result in sexual harassment complaints being handled
insufficiently. Tom West stated that he felt City government was
small enough that the recommended complaint procedure provided enough
avenues for employees to file complaints. The Committee agreed that
an informal grievance procedure could have a negative impact on the
goals the policy was trying to achieve and decided to leave the
complaint procedure as proposed.
Affirmative Action Advisory Committee Meeting
November 1989
Page 2
Ms . Walker stated that the Human Services Committee also had concerns
as to what appeal procedures were available to employees who did not
have disciplinary protection through labor contracts or Civil Service
Law. The Committee discussed the issue and determined that
disciplinary protection for department heads was an issue to be
addressed by Common Council not the Affirmative Action Advisory
Committee.
The Committee further discussed the appeal procedures cited in the
policy and agreed to expand the policy to - specify the appeal process
for employees whose sexual harassment complaints were determined to be
unfounded by the City (appeal through Human Rights Commission, EEOC or
contract grievance procedure ) and employees who were charged with
sexual harassment (appeal through contractual or Civil Service
disciplinary procedure) .
The Committee discussed the distribution of the policy and agreed it
should be distributed to all current employees once it is adopted, and
all new employees upon their hiring. The Committee also recommended
that it be re-distributed to all employees every two-to-three years ,
perhaps during Human Rights Week.
The Committee reviewed and agreed to several other non-substantive
language changes recommended by the Human Services Committee.
Jean McPheeters made a motion to accept the changes to the Sexual
Harassment Policy specified above . Seconded by Tom West . Motion
carried 6-0 .
YOUTH BUREAU AFFIRMATIVE ACTION INITIATIVES
Sam Cohen distributed information regarding the steps the Youth Bureau
has taken to implement the City' s. affirmative action goals in the
Youth Bureau. Mr . Cohen described the Multi Cultural Workshop
conducted by Donald Barr of Cornell University which all Youth Bureau
staff were required to attend. As a result of the workshop, the Youth
Bureau created an internal Multi Cultural Action Committee which
oversees the department' s affirmative action efforts . Since the
establishment of the Committee, six (6 ) full-time minority employees
and one ( 1 ) part-time minority employee have been hired.
Mr. Cohen also described the challenges the Youth Bureau has faced in
trying to achieve their affirmative action goals within the framework
of the Civil Service system. Personnel Administrator Walker and Mr.
Cohen agreed to combine the outreach recruitment efforts of their two
departments when recruiting for upcoming civil service exams .
Jim Miller asked Sam Cohen to provide the Department of Public Works
with a list of the contact individuals in the community that the Youth
Bureau uses when recruiting. Mr. Miller stated that it is sometimes
difficult for DPW to achieve their affirmative action goals because
they receive hundreds of applications per year , but none of the
applications indicate whether the candidate is a minority. DPW cannot
Affirmative Action Advisory Committee Meeting
November 1989
Page 3
feasibly interview all of the applicants , so they need to develop
methods for determining which of the applicants are minority
candidates . Mr. Cohen stated that he would be glad to assist Mr.
Miller in this capacity.
Mr . Cohen suggested that the City establish a City-wide Minority
Recruitment Team so that departments could coordinate their outreach
recruitment efforts . Personnel Administrator Walker agreed to send a
memo to department heads requesting volunteers so that the Committee
could be established.
COMMITTEE MEMBERSHIP
Personnel Administrator Walker reported on the results of the survey
of Committee members and their willingness to continue to serve on the
Committee . Betty Corrigan and Laberta Glasser resigned from the
Committee and Frances Eastman did not respond. Ms . Walker will speak
with Mayor Gutenberger and ask that the Committee seats be filled as
expeditiously as possible.
The Committee discussed potential meeting dates and time . The
Committee agreed to meet every other month, on the second Wednesday of
the month, at 1 : 30 p.m.
With no further business , the meeting was adjourned at 2 : 52 p.m.
G(thAAK.
VALERIE WALKER
Personnel Administrator
aDia o s,xxszj