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HomeMy WebLinkAboutMN-AAC-1998 AFFIRMATIVE ACTION ADVISORY COMMITTEE Regular Meeting January 22, 1998 Members Present: Marcia Fort, Brian Wilbur, Diann Sams, Tom West, Phyllis Radke Members Absent: Lauren Austin Staff Present: Valerie Saul,Denise Malone Others Present: Lynn Shreve(Tompkins County Affirmative Action Advisory Committee) Marcia Fort called the meeting to order at 12:18 p.m. APPROVAL OF MINUTES Phyllis Radke made a motion to approve the minutes from the September 25, 1997 meeting. Seconded by Brian Wilbur. Motion carried 5-0. CONSOLIDATION OF AFFIRMATIVE ACTION PROGRAM WITH TOMPKINS COUNTY Lynn Shreve was present to continue the discussion of the possibility of combining the Tompkins County's and City's Affirmative Action Programs. A Sub-Committee was formed which will consist of Marcia Fort, Valerie Saul and two members of the Tompkins County Affirmative Action Advisory Committee. This Committee will meet to discuss the feasibility of combining both programs. DRAFT OF THE PROPOSED AFFIRMATIVE ACTION GOALS The Committee discussed the proposed affirmative action goals. Ms.Fort asked that the proposed affirmative action goals be re-distributed to the members of this Committee. Ms. Fort asked the members to make any changes, additions or suggestions and be prepared to discuss at the next Affirmative Action Advisory Committee meeting. The revised affirmative action goals will be put on the February 11th agenda for the Community Issues Committee meeting. DIRECTOR OF PERSONNEL POSITION The Committee discussed the status of the search for a Director of Personnel. OTHER BUSINESS Ms. Sams would like this Committee to come up with a proposal for who should be on a selection committee. Mr. West suggested asking department heads for their opinions. Mr. Wilbur and Ms. Saul said they will mentioned this at the next department head staff meeting. With no further business, the meeting was adjourned at 1:20 p.m. • AFFIRMATIVE ACTION ADVISORY COMMITTEE Regular Meeting March 5, 1998 Members Present: Marcia Fort, Brian Wilbur, Diann Sams, Tom West, Phyllis Radke, Lauren Austin Staff Present: Denise Malone Brian Wilbur called the meeting to order at 12:05 p.m. APPROVAL OF MINUTES A quorum did not exist at the time, so the minutes were not approved. COMMITTEE MEMBERSHIP/MEETINGS Brian Wilbur and Phyllis Radke discussed meeting attendance and continued interest in the Committee. Mr. Wilbur suggested reviewing meeting time and location,having better agendas,writing current Committee members regarding continued interested, assigning each member a specific task to do and lobbying Common Council members about the Affirmative Action Program. Marcia Fort mentioned the names of a number of individuals she thought should be given to the Mayor as prospective Committee members. The names Ms. Fort suggested were Sertomi Hill, Samuel Velazuez, Winnie Taylor, Shawn Eversley-Bradwell and representative from the Ithaca Police Department. Mr. Wilbur volunteered to speak with Police Chief Basile and Deputy Police Chief Barnes about getting a representative from the Police Department. JOINT MEETINGS WITH TOMPKINS COUNTY COMMUNITY AFFIRMATIVE ACTION COMMITTEE The Committee discussed the benefits of combining both Committees(i.e. a larger Committee, similar goals, shared resources,interests and problems). The consensus of the Committee is to maintain autonomy but have one meeting a month with Tompkins County Community Affirmative Action Committee. NEXT MEETING The next Committee meeting will be Thursday-March 12, 1998 at 12:30 p.m.. The Committee will discuss the Job Description for the Director of Human Resources, the Benefits of Meeting Regularly with Tompkins County Community Affirmative Action Committee and the Expectations for the Personnel Department. With no further business,the meeting was adjourned at 1:12 p.m. AFFIRMATIVE ACTION ADVISORY COMMITTEE Regular Meeting March 12, 1998 Members Present: Marcia Fort, Tom West, Diann Sams Members Excused: Phyllis Radke, Brian Wilbur, Lauren Austin Staff Present: Denise Malone Marcia Fort called the meeting to order at 12:42 p.m. APPROVAL OF MINUTES A quorum did not exist, so the minutes were not approved. COMMITTEE MEMBERSHIP Ms. Fort mentioned that she has not received a response from the Mayor regarding the names she left with him last week. DIRECTOR OF HUMAN RESOURCES JOB DESCRIPTION (DISCUSSION) Ms. Fort stated that she received a call from Brenda Kuhn regarding the Director of Human Resources Job Description. Ms. Kuhn is a former Committee member and continues to receive the meeting minutes. Ms. Kuhn felt that the last line of the"Typical Work Activities"which says"May provide assistance to persons with disabilities in reaching less accessible areas of City facilities"was the only sentence in the job description that referred to people with disabilities. Ms. Fort stated that Ms. Kuhn felt that language should be added at the beginning of the"Typical Work Activities" section that lists all targeted groups. The Committee discussed the first year goals for the new Director of Human Resources. The goals are related to the bullets under the heading"Typical Work Activities." Bullet # Goals 1. Familiarize himselflherself with the City's Affirmative Action Plan; review for compliance with State or Federal Standards or Mandates; evaluate the Affirmative Action Plan and recommend necessary changes. 2. Gather information from Common Council Members, the Mayor, Department Heads and direct service or line staff which will help develop and implement programs, procedures and practices to attract, retain and support protected class members. Affirmative Action Advisory Committee Meeting March 12, 19998 Page 2 3. Develop a contact list of organizations(include names,addresses, phone number and contact persons) representing protected class members. The contact list would be kept in the Personnel Office and available for employee and public use. 4. Review and become familiar with State and City processes, including State& Civil Service Laws; Civil Service Testing Procedures, Departmental Hiring Practices, and the City's Personnel Manual. Review documents relevant to City's Affirmative Action Plan. 5. Make presentation to the Mayor, Common Council, Department Heads and the City's Affirmative Action Advisory Committee on existing programs designed to prevent bias in municipal organizations. 6. Attend regularly the Affirmative Action Advisory Committee meetings; set up distribution list for the minutes of the Affirmative Action Advisory Committee meetings;meet with personnel counterparts in the County, School District and other appropriate agencies. 9. Create a bibliography of excellent proven and appropriate training programs; make presentation to Affirmative Action Advisory Committee on bibliography training programs; develop a budget for implementation in year two(2) of training; develop a training schedule which would meet the needs of individual departments. These goals will be given to Ms. Sams for her meeting with the Personnel Administrator. BENEFITS OF MEETING REGULARLY WITH TOMPKINS COUNTY COMMUNITY AFFIRMATIVE ACTION COMMITTEE The Committee continued their dicussion of the benefits of meeting regularly with Tompkins County. Ms. Fort suggested inviting the Tompkins County Community Affirmative Action Committee to attend the April 9, 1998 meeting of the City's Affirmative Action Advisory Committee. EXPECTATIONS OF THE PERSONNEL DEPARTMENT Brian Wilbur and Tom West will be the Affirmative Action Advisory Committee liaison to the Sub-Committee created to look at the overall expectations of the Personnel Department. With no further business, the meeting was adjourned at 1:55 p.m. ' r F AFFIRMATIVE ACTION ADVISORY COMMITTEE Regular Meeting March 26, 1998 Members Present: Marcia Fort, Brian Wilbur,Diann Sams, Tom West,Phyllis Radke Members Absent: Lauren Austin Staff Present: Denise Malone Marcia Fort called the meeting to order at 12:36 p.m. APPROVAL OF MINUTES Phyllis Radke made a motion to approve the minutes from the January 22, 1998,March 5, 1998 and March 12, 1998 meetings. Seconded by Tom West. Motion carried 5-0. DIRECTOR OF HUMAN RESOURCES POSITION(DISCUSSION) Ms. Sams stated that the Director of Human Resources Sub-Committee revised the goals submitted by this Committee. Ms. Fort asked that a copy of the revised goals be distributed to the Committee members. The Committee expanded on bullet#4: 4. Review and become familiar with State and City processes involving State and Civil Service Laws, Civil Service Testing Procedures, Departmental Hiring Practices and City's Personnel Manual. Make policy decisions that resolve existing conflicts between State and Civil Service Laws and the City's testing and hiring practices. Make these procedures and practices uniformed and this information accessible. The Committee added a new bullet: • Keep affirmative action interest in the forefront(i.e. exit interviews, grievance, etc.) Ms. Fort updated the Committee on the status of the search for a Director of Human Resources. BENEFITS OF MEETING REGULARLY WITH TOMPIINS COUNTY COMMUNITY AFFIRMATIVE ACTION COMMITTEE (DISCUSSION) Members of the Tompkins County Community Affirmative Action Committee will be invited to the next meeting. NEXT MEETING The next meeting of the Affirmative Action Advisory Committee will be on Thursday- April 9, 1998 at 12:30 p.m. The agenda will include a discussion on goals, meeting dates and times. With no further business,the meeting was adjourned at 1:23 p.m. AFFIRMATIVE ACTION ADVISORY COMMITTEE Regular Meeting April 23, 1998 Members Present: Brian Wilbur,Diann Sams,Tom West,Phyllis Radke,Lauren Austin Members Absent: Marcia Fort Staff Present: Valerie Saul,Denise Malone Others Present: Erica Mums(Tompkins County Community Affirmative Action Committee) Phyllis Radke called the meeting to order at 12:40 p.m. APPROVAL OF MINUTES Phyllis Radke asked that a correction be made to the March 26, 1998 meeting minutes. Ms. Radke made a motion to approve the minutes as amended. Seconded by Diann Sams. Motion carried 5-0. DISCUSSION WITH TOMPKINS COUNTY COMMUNITY AFFIRMATIVE ACTION COMMITTEE (Goals,Meeting Dates& Times) Phyllis Radke welcomed Erica Mims to the meeting. Ms. Mans will be the County's Affirmative Action Committee liaison to our meetings. Ms. Mims stated that the County's Affirmative Action Committee meets on the first Friday of each month. Their meetings are held at 9:30 a.m. in the Old Jail Conference Room. Minutes from Tompkins County Affirmative Action meetings(February 6th and March 13th)were distributed to the Committee. Ms. Mums gave some highlights from their meetings(i.e. establishing networks of support for employees of color, recruiting/advertising for the County Administrator position, training on diversification.) Ms. Mims would like to attend the City's first meeting of the month. The Committee discussed the position of Affirmative Action Officer. This position was created by the County with the possibility of sharing it with the City. The Committee would like to have defined the Affirmative Action Officer's job duties and responsibilities,the budget required to operate the office and the expectations of each agency for this position. The consensus of the those present was that the City and the County should develop and compare their goals for the Affirmative Action Officer. Phyllis Radke asked Valerie Saul if copies could be given to Ms. Mims of the goals this Committee developed and other information pertaining to this position. Ms. Saul answered in the affirmative. The Committee discussed gathering all the information that is currently available for this position and combining them into one document. Ms. Saul and Mr. Wilbur will be responsible for putting this information together. The next meeting is Thursday-May 14, 1998 at 12:30 p.m. in the Second Floor Conference Room. With no further business,the meeting was adjourned at 1:30 p.m. AFFIRMATIVE ACTION ADVISORY COMMITTEE Regular Meeting June 11, 1998 Members Present: Brian Wilbur, Diann Sams, Tom West, Phyllis Radke, Marcia Fort Members Absent: Lauren Austin Staff Present: Denise Malone Marcia Fort called the meeting to order at 12:40 p.m. APPROVAL OF MINUTES Marcia Fort stated that she was informed by Erica Mims that our minutes from the Affirmative Action Advisory Committee meeting for April 23, 1998 inadvertently stated that Tompkins County has created the position of Affirmative Action Officer. Tompkins County has not created an Affirmative Action Officer position. Ms. Fort asked that the minutes be amended. Ms. Radke made a motion to approve the minutes as amended. Seconded by Ms. Fort. Motion carried 5-0. ROLE OF THE AFFIRMATIVE ACTION ADVISORY COMMITTEE (DISCUSSION) The Committee discussed the lack of support and commitment toward affirmative action on the part of the City. The Committee reviewed the goals regarding diversification. Ms. Fort stated that as co-chair she is at a loss on how to provide direction for this Committee. The Committee discussed inviting the Director of Human Resources to their July 23, 1998 meeting. In the interim, the Committee will put together a synopsis of what the Affirmative Action Advisory Committee has accomplished since 1995. A copy of the synopsis will be given to the Director of Human Resources. Mr. Wilbur suggested summarizing the Committee's primary objectives and steps that are needed to reach them. Mr. Wilbur suggested that a copy of the summary be distributed to Common Council members. Ms. Fort asked the members to make a list of what they would like to see this Committee accomplish, something that would move this Committee to action, and be prepared to discuss their ideas at a future meeting.. With no further business, the meeting was adjourned at 1:45 p.m. AFFIRMATIVE ACTION ADVISORY COMMITTEE Regular Meeting June 25, 1998 Members Present: Brian Wilbur, Diann Sams, Tom West, Phyllis Radke Members Absent: Lauren Austin,Marcia Fort Staff Present: Denise Malone Phyllis Radke called the meeting to order at 12:40 p.m. ROLE OF THE AFFIRMATIVE ACTION ADVISORY COMMITTEE (DISCUSSION CONTINUED) The Committee reviewed the language in the Affirmative Action Plan regarding the purpose of the Affirmative Action Program and the Affirmative Action Advisory Committee. This Committee is to oversee the implementation of the Affirmative Action Program and may write policies and procedures. This Committee feels that Common Council may be unaware of what the Affirmative Action Plan states regarding the purpose and discussed ways to communicate this to them. The Committee will invite Schelley Michell-Nunn, the Director of Human Resources, to the July 23, 1998 Affirmative Action Advisory Committee meeting. Prior to this meeting, a synopsis will be written to show what this Committee has accomplished since its revival in 1995. A copy of the synopsis will be given to Ms. Michell- Nunn to review and make suggestions on how this Committee should proceed. The Committee discussed putting more effort into advising the Mayor and Common Council on affirmative action issues. With no further business, the meeting was adjourned at 1:20 p.m. AFFIRMATIVE ACTION ADVISORY COMMITTEE Regular Meeting July 23, 1998 Members Present: Brian Wilbur, Diann Sams, Tom West, Marcia Fort Members Absent: Phyllis Radke, Lauren Austin Staff Present: Denise Malone, Schelley Michell-Nunn The meeting began at 12:40 p.m. APPROVAL OF MINUTES A quorum did not exist at the time, so the minutes were not approved. HISTORY OF THE AFFIRMATIVE ACTION ADVISORY COMMITTEE (PAST ACCOMPLISHMENTS/FUTURE HURDLES)- DISCUSSION Introductions were made. The Director of Human Resources Schelley Nfichell-Nunn asked the Committee to identify their needs. The Committee identified the biggest need as the lack of resources available for implementing the affirmative action program in the City. The Committee reviewed the meeting times and the vacancies. The names of possible members have been forwarded to the Mayor. To date, no response has been received. The Committee discussed changing the name of this Committee to Workforce Diversification. Background information was shared with Human Resource Director Michell-Nunn. The Committee discussed the process that would take place if the name was to be changed. The Committee discussed the department heads concern regarding the lack of resources for recruitment, the lack of a diverse pool of applicants for vacant positions, the lack of support on the part of the City toward diversifying the workforce, and the current hiring process.. The Committee wants to know what short-term and/or long-term goals the Mayor and Common Council would like the Affirmative Action Advisory Committee to accomplish. Diann Sams asked Ms. Michell-Nunn to check the status of joint Affirmative Action meetings between the City and the County. Ms. Fort would like to have a clear vision statement regarding workforce diversification drafted by the Mayor. A copy of the proposed vision statement would be forwarded to Common Council, department heads and the Affirmative Action Advisory Committee for feedback. The approved and adopted vision statement would be distributed to all employees and included in the Personnel Manual. The Committee would like to have this vision statement written, approved, and adopted by the end of the year. Affirmative Action Advisory Committee Meeting July 23, 1998 Page 2 Marcia Fort would like the draft of the proposed vision statement to go out in late August. The Committee would like the proposed vision statement to be on the agenda for the first Senior Staff meeting in September. All Affirmative Action Advisory Committee members are encouraged to attend this meeting. Summary: Diann Sams will look into the possibility of hiring an intern to review the Affirmative Action Plan and to find relevant case laws for and/or against changing the Committee's name to Workforce Diversification. Marcia Fort will write a letter to the Mayor regarding the City's proposed workforce diversification vision statement. This proposed statement will be shared with Common Council, department heads and the Affirmative Action Advisory Committee members to get their feedback. The Committee would like this proposed statement on the agenda for the September 11th Senior Staff meeting. Schelley Michell-Nunn will check the status of the joint Affirmative Action meetings between the City and the County. With no further business, the meeting was adjourned at 1:38 p.m. AFFIRMATIVE ACTION ADVISORY COMMITTEE Regular Meeting September 10, 1998 Members Present: Diann Sams, Tom West, Phyllis Radke, Marcia Fort Members Absent: Lauren Austin, Brian Wilbur Staff Present: Schelley Michell-Nunn The meeting was called to order at 12:40 p.m. MEETING PROCESS There was a brief discussion on the process. The Committee agreed to set the agenda at the end of each meeting. Minutes from the meeting will be sent out within a week of the meeting. The Committee will take turns scribing minutes since Denise Malone is in school during regularly scheduled meeting times. Schelley Michell-Nunn will get minutes to Denise for typing and distribution. NEW MEMBERSHIP There were questions on whether or not new members had been appointed. Follow up: Schelley spoke with the Mayor. The Mayor has contacted Sam Velasquez, Shawn Eversley-Bradwell and Winnie Taylor. Resumes have been completed but he does not know if the appointing letters have gone out. Schelley will follow up with him on this matter. Next Steps: Pull together orientation packets with Affirmative Action plan, Affirmative Action report, list of members, etc. Invite members to meeting. DIVERSITY STATEMENT The Committee reviewed the diversity statement from the Mayor. Next Steps: Marcia will present at Senior Staff meeting to get input. This is a City Diversity Statement. Once we have Senior Staff input, we will take it to Common Council. Tom suggested asking department heads to come up with ideas to get this out in their organizations. (Ex: laminated boards with the statement around the City, on buses, in Common Council Chambers.) Diane suggested sending the statement out to Common Council. Send a draft in advance and ask for feedback. Tom also suggested that the statement be more inclusive (i.e. instead of`eve expect employee"to ` ve expect our fellow workers.") Affirmative Action Advisory Committee Meeting September 10, 1998 Page 2 The Committee discussed proposing the statement to the Unions for input. NEXT MEETING'S AGENDA • Diversity Statement • Plan for Meeting with Union Representatives Around Diversity