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HomeMy WebLinkAboutMN-AAC-1993 • CITY OF ITHACA AFFIRMATIVE ACTION ADVISORY COMMITTEE REGULAR MEETING January 20, 1993 Present: Brenda Kuhn, Samuel Cohen, Thomas West, Thomas Deis, John Ware, Lisa Patz (Acting Personnel Administrator) , Denise Malone (Administrative Secretary) Absent: Linda Lerch, Anthony Poole, Joan Russell, James Miller The meeting was called to order by Co-Chair Brenda Kuhn at 1:45 p.m. APPROVAL OF MINUTES Due to the fact that there was not a quorum, the minutes from the June and December 1992 meetings were not approved. REPORT ON AFFIRMATIVE ACTION ACTIVITIES Ms. Patz reported that the Vacancy Review Committee had, when reviewing their request to fill vacant positions , discussed with department heads their affirmative action obligations. She stated that this was done on an informal basis. She mentioned the positive response she received from the Mayor, who said he will make the meetings more formal. Ms. Patz stated that she made sure each member of the Vacancy Review Committee had a copy of the policy and the current departmental statistics. Ms. Patz said she would ask the Personnel Administrator to continue this process at each of the meetings of the Vacancy Review Committee. DEPARTMENTAL STATISTICS The Committee reviewed and discussed the statistics for each department. Mr. Cohen stated how difficult it is to tell how each department is doing because of the City's new policy on hiring. OTHER ITEMS BY COMMITTEE MEMBERS UNION CONCERN Mr. Deis mentioned that the Ithaca Paid Firefighters Union is interested in how the new policy will affect the hiring process. Affirmative Action advisory Committee Meeting January 20, 1993 Page 2 The Committee discussed their concern and it was decided that Mr. Deis will suggest to the Union President to write a letter requesting someone from the Personnel Department to attend their meeting to explain the process. With no further business, the meeting was adjourned at 2:40 p.m. 63/iLte.c.e.A4 SAMUEL COHEN Co-Chair , CITY OF ITHACA AFFIRMATIVE ACTION ADVISORY COMMITTEE REGULAR MEETING March 16, 1993 Present: Samuel Cohen, Thomas Deis , Linda Lerch, Valerie Saul (Personnel Administrator) , Bonnie Fiorille (Personnel Associate) , Denise Malone (Administrative Secretary) Absent: Anthony Poole, Brenda Kuhn, John Ware, Thomas West The meeting was called to order by Co-Chair Samuel Cohen at 1:35 p.m. APPROVAL OF MINUTES The minutes from the June 1992 , December 1992 and January 1993 meetings were not approved because of a lack of quorum. PREVENTING SEXUAL HARASSMENT: A FACT SHEET FOR EMPLOYEES The Committee reviewed the fact sheet that Personnel Administrator Saul received on how employees can prevent sexual harassment. Ms. Saul asked the Committee members whether they thought this fact sheet should be distributed to all City employees. She stated that it would cost $325 to do so. Mr. Cohen asked why the cost is so high. Ms. Saul stated that it was because of the copyright law and the cost of ordering the number of copies needed. Mr. Cohen asked how could we get the employees to read the fact sheet. Ms. Saul stated that some employees , especially those who are concerned with sexual harassment, would read it. Mr. Cohen stated that maybe a brief memo could accompany the fact sheet highlighting the benefits of reading it. The Committee discussed some of the information brought out by the fact sheet as well as ways to get the information into the hands of all employees. The Committee will read over the fact sheet and will continue the discussion at the next meeting. OTHER ITEMS BY COMMITTEE MEMBERS FIREFIGHTER EXAM The Committee discussed the recruitment efforts for the upcoming Firefighter examination. The recruitment efforts will consist of information sessions, announcements on local radio and television stations and advertisements in the Ithaca Journal. Ms. Fiorille will also request referrals from Marcia Lynch, who is the coordinator for the volunteer firefighters and bunkers program. f* � Affirmative Action Advisory Committee March 16, 1993 Page 2 Mr. Cohen asked if there was anything the Affirmative Action Advisory Committee members could do. Ms. Saul stated that they could help by advertising the exam by word of mouth. Ms. Saul asked Mr. Cohen if he would ask the staff in the Youth Employment Service and the GIAC Teen Program to let program participants know about the exam. Mr. Cohen said that he would. OBJECTIVES/GOALS At the next meeting, the Committee Will try to set goals for 1993, and also discuss the Committee's role in general, particularly with respect to community issues. Ms. Saul suggested inviting the Mayor to the next meeting to discuss this issue. VACANCIES ON THE COMMITTEE Ms. Saul mentioned that there are three vacancies on the Committee. She suggested that the members contact the Mayor if they know of anyone who might want to be on the Committee. MEETING SCHEDULES The members present agreed to continue meeting every other month, but changed the day of the meeting to the third Tuesday. With no further business, the meeting was adjourned at 2:12 p.m. atta Of VALERIE SAUL Personnel Administrator CITY OF ITHACA AFFIRMATIVE ACTION ADVISORY COMMITTEE REGULAR MEETING August 23, 1995 Present: Phyllis Radke, Sam Cohen, Mark Spadolini, Marcia Fort, Tom West, Brenda Kuhn, Diann Sams, Valerie Saul (Personnel Administrator), Denise Malone (Administrative Secretary) Absent: Linda Lerch, Arleathia Evans Co-chair Marcia Fort called the meeting to order at 3:07 p.m. APPROVAL OF MINUTES Sam Cohen made a motion to approve the minutes from the July 25, 1995 meeting. Seconded by Mark Spadolini. Motion carried 7-0. RESOLUTION TO STRENGTHEN AFFIRMATIVE ACTION HIRING PROCEDURE The Committee reviewed the proposed resolution which gives the Affirmative Action Advisory Committee authority to disapprove the hiring of a non-minority male over an affirmative action candidate. Mr. Cohen stated that he mentioned the proposal at the July 28, 1995 department head meeting. Personnel Administrator Saul distributed notes from that meeting. The department heads had a number of concerns regarding the proposal. The Committee reviewed and discussed the department head's concerns. Phyllis Radke asked whether this was an additional step in the hiring process. Mr. Cohen stated that this is not an additional step in the vacancy review process but is a substitute for the current Step 2. Mr. Cohen stated that instead of a department head returning to the Vacancy Review Committee for approval to hire a non-minority male, he/she will have to make this request to the Affirmative Action Advisory Committee. The Committee discussed the City's recruitment efforts. The Committee decided to devote future meetings to the issue of recruitment. Discussion continued on the resolution. The Committee agreed to change all references to "women and minorities" to "members of the protected class". The Committee also discussed the negative impact lateral transfers can have on affirmative action. By ignoring an eligible list by hiring transfers, it can prevent the City from hiring affirmative action candidates that would otherwise have been reachable if prior vacancies had been filled with higher-ranking candidates on the eligible list. The Committee agreed to redraft the resolution to require Affirmative Action Advisory Committee approval to hire a lateral transfer candidate in lieu of a candidate from an eligible list. 4 Affirmative Action Advisory Committee Meeting August 23, 1995 Page 2 GUIDELINES TO BE USED WHEN EVALUATING REQUESTS TO HIRE NON-MINORITY MALES IN LIEU OF AFFIRMATIVE ACTION CANDIDATES The Committee agreed that they should establish standards to be used when evaluating requests for approval to hire a non-minority male. They are as follows: 1. Whether the amount of training and length of training required to make an affirmative action candidate relatively equal to the preferred candidate is reasonable; 2. What active recruitment by the department and its members has occurred in support of the affirmative action program (i.e. community, networking,working with City departments that have succeeded in their affirmative action efforts, etc.); 3. How actively the department has worked in conjunction with the Personnel Department and the Affirmative Action Advisory Committee to establish strategies for current and future recruitment efforts; 4. Whether all elements of a job,including both traditional and non-traditional skills, have been given due weight during the evaluation of candidates; 5. The department's past record with respect to affirmative action efforts and successes; 6. What types of reasonable accommodations may be made to a job to allow the employment of members of protected classes (i.e. accommodations for disabilities, child care accommodations, etc.); 7. What efforts the department has made to provide support for protected class members following their hiring. Personnel Administrator Saul will draft these standards for review at the next Affirmative Action Advisory Committee meeting. The meeting was adjourned at 4:35 p.m. • RESOLUTION TO STRENGTHEN AFFIRMATIVE ACTION HIRING PROCEDURE WHEREAS, the employment of members of protected classes in the City workforce continues to fall below the local labor force percentages, and WHEREAS, the deployment of members of protected classes in the City workforce continues to reflect an underutilization in positions categorized as Officials and Administrators, Professionals, Technicians, the Protective Service, and Skilled Craft, and WHEREAS, the current City policy supporting the transfer of external candidates into the City workforce in lieu of filling positions through competitive examination can impede the City's ability to move down a civil service list and reach affirmative action candidates, and WHEREAS, the Affirmative Action Advisory Committee believes the City Affirmative Action Program must be strengthened to correct these disparities, NOW THEREFORE BE IT RESOLVED, that whenever a department head has a choice of job candidates that includes members of one or more protected class, the department head shall not be permitted to hire a candidate who is not a member of a protected class unless the department head has first received approval to do so from the Affirmative Action Advisory Committee, and be it further RESOLVED, that whenever a department head is contemplating filling a position through the transfer of an external candidate in lieu of through a civil service list, the department head shall not be permitted to hire the transfer candidate unless the department head has first received approval to do so from the Affirmative Action Advisory Committee. CITY OF ITHACA AFFIRMATIVE ACTION ADVISORY COMMITTEE REGULAR MEETING October 11, 1995 Present: Brenda Kuhn, Thomas West, Phyllis Radke, Mark Spadolini, Diann Sams, Samuel Cohen, Arleathia Evans, Harlin McEwen (Police Chief) , David Barnes (Deputy Police Chief) , Kathryn Torres (Police Officer) , William Gray (Superintendent of Public Works) , Brian Wilbur (Fire Chief) , Mayor Nichols, Denise Malone (Administrative Secretary) Excused: Valerie Saul (Personnel Administrator) The meeting was called to order at 3:15 APPROVAL OF MINUTES Tom West made a motion to approve the minutes from the August 23, 1995 meeting. Seconded by Mark Spadolini. Motion carried 7-0. RESOLUTION TO STRENGTHEN AFFIRMATIVE ACTION HIRING PROCEDURE - REVISED The Committee reviewed the revised proposed resolution that will give authority to the Affirmative Action Advisory Committee to disapprove hiring a non-minority male over a member of the protected class. Mr. Cohen stated that department heads were invited to this meeting to express any concerns they may have about this resolution. Police Chief Harlin McEwen spoke first about how well he was doing in meeting the affirmative action goals. He mentioned that he has hired and promoted members of protected classes and has participated in major recruitment efforts that were done prior to exams to reach the underrepresented populations. He feels he is limited at times in reaching affirmative action candidates because of civil service guidelines. Police Chief McEwen is not in favor of the resolution because he feels it is disruptive and adds more work to his already busy schedule. He feels that the Vacancy Review Committee is doing an excellent job in monitoring his progress in reaching affirmative action goals. He stated that he is open for any suggestions the Affirmative Action Advisory Committee may have on areas where he can improve. Mayor Nichols stated that he feels the Police Chief has shown a strong commitment toward affirmative action. Fire Chief Brian Wilbur described what efforts he has made to recruit minorities and women. He feels his progress in reaching members of protected classes has been limited because of the low turnover rate in his department, the civil service process and the lack of interest of people in this profession. Affirmative Action Advisory Committee October 11, 1995 Page 2 Fire Chief Wilbur spoke against the resolution for the same reasons mentioned by the Police Chief. He made some suggestions that he felt may help in reaching members of protected classes, such as reducing the attractiveness to college graduates or raising the entry level educational requirements so that community members who are attracted to the fire department know up front what is required to compete, the need for hard commitment on the City's part in terms of dollars if any long term affirmative action program is to succeed, and departments working together to utilize existing programs to reach affirmative action candidates. The Committee thanked those present for attending the meeting and expressing their concerns. The Committee felt this discussion should continue at the next meeting to give other department heads an opportunity to comment on the resolution. Mr. Cohen will extend an invitatiion .to them to attend the next meeting of the Affirmative Action Advisory Committee which is scheduled for October 25, 1995. With no further business, the meeting was adjourned at 4:40 p.m. RESOLUTION TO STRENGTHEN AFFIRMATIVE ACTION HIRING PROCEDURE WHEREAS, the employment of members of protected classes in the City workforce continues to fall below the local force percentages, and WHEREAS, the deployment of members of protected classes in the City workforce continues to reflect an underutilization in positions categorized as Officials and Administrators, Professionals, Technicians, the Protective Service, and Skilled Craft, and WHEREAS, the current City policy supporting the transfer of external candidates into the City workforce in lieu of filling positions through competitive examination can impede the City's ability to move down a civil service list and reach affirmative action candidates, and WHEREAS, the Affirmative Action Advisory Committee believes the City Affirmative Action Program must be strengthened to correct these disparities, NOW THEREFORE BE IT 4 RESOLVED, that whenever a department head hasta choice of job candidates that includes members of one or more protected class, the department head shall not be permitted to hire a candidate who is not a member of a protected class unless the department head has first received approval to do so from the Affirmative Action Advisory Committee, and be it further RESOLVED, that whenever a department head is contemplating filling a position through the transfer of an external candidate in lieu of through a civil service list, the department head shall not be permitted to hire the transfer candidate unless the department head has first received approval to do so from the Affirmative Action Advisory Committee. CITY OF ITHACA AFFIRMATIVE ACTION ADVISORY COMMITTEE REGULAR MEETING October 25, 1995 Present: Mark Spadolini, Sam Cohen, Tom West, Marcia Fort, Diann Sams, Thys VanCort (Director of Planning) , Brian Wilbur (Fire Chief) , Denise Malone (Administrative Secretary) Absent: Arleathia Evans, Brenda Kuhn, Valerie Saul (Personnel Administrator) Co-chair Sam Cohen called the meeting to order at 3:10 p.m. APPROVAL OF MINUTES A quorum did not exist at the time, so no action was taken. RESOLUTION TO STRENGTHEN AFFIRMATIVE ACTION HIRING PROCEDURE - DISCUSSION CONTINUED The Committee welcomed Director of Planning Thys VanCort and Fire Chief Brian Wilbur to the meeting. They attended the meeting to express their views on the proposed resolution to strengthen the affirmative action hiring procedure. Fire Chief Wilbur highlighted some of the concerns and suggestions mentioned at the previous meeting. He iS interested in seeing the Affirmative Action Advisory Committee play a more active role throughout the entire recruitment process. Mr. Wilbur suggested that department heads should work with this Committee to reach their affirmative action goals. Planning Director VanCort stated that because of the low turnover rate in his department, his recruitment efforts have been limited. He mentioned past recruitment and the procedure he followed to reach affirmative action candidates. He voiced concerns already mentioned. The Committee thanked the department heads for coming to the meeting. They appreciated all concerns and suggestions made by the department heads. The Committee discussed their concerns and decided to address them in a memo to the Mayor and Common Council. Marcia Fort and Diann Sams volunteered to write the memo. The Committee discussed and supported replacing the Affirmative Action Advisory Committee as the Committee from which a department head must receive approval to hire a white male in lieu of an affirmative action candidate with a smaller subcommittee consisting of the Mayor, the Common Council liaison to the Affirmative Action Advisory Committee and a member of the Affirmative Action Advisory Committee. The Committee discussed the need to revise the resolution to reflect this new subcommittee. CITY OF ITHACA AFFIRMATIVE ACTION ADVISORY COMMITTEE REGULAR MEETING November 29, 1995 Members Present: Phyllis Radke, Mark Spadolini, Marcia Fort, Tom West, Brenda Kuhn, Diann Sams, Valerie Saul (Personnel Administrator) , Denise Malone (Administrative Secretary) Members Excused: Sam Cohen Members Absent: Arleathia Evans Others Present: Mark Hassan Brenda Kuhn called the meeting to order at 2:45 p.m. APPROVAL OF MINUTES Brenda Kuhn made a motion to approve the minutes from the October 11 & 25, 1995 meetings. Seconded by Mark Spadolini. Motion carried 6-0. RESOLUTION TO STRENGTHEN AFFIRMATIVE ACTION HIRING PROCEDURE - CONTINUED DISCUSSION The Committee discussed at length the comments and concerns expressed by department heads and members of Common Council regarding the proposed resolution to strengthen the Affirmative Action Hiring Procedure. After discussion, the Committee agreed to amend the proposed resolution to clarify that the Affirmative Action Advisory Sub-Committee is not intended to replace the Vacancy Review Committee, and to establish composition of the Affirmative Action Advisory Sub-Committee. The Committee also agreed to revise the proposed resolution which re-establishes the Vacancy Review Committee, by deleting prior Affirmative Action responsibilities. Personnel Administrator Saul agreed to revise both resolutions and distribute them to all concerned parties. Diann Sams stated that this revised resolution will be discussed at the Human Services Committee meeting on December 13, 1995 and invited members to show their support by attending. COMMUNICATION WITH INDIVIDUAL CITY DEPARTMENTS The Committee decided to establish a regular schedule for department heads to meet with the Affirmative Action Advisory Committee to discuss their progress, concerns and needs. The schedule is as follows: Meeting Date Department January 24 , 1996 Mayor February 28, 1996 Department of Public Works Affirmative Action Advisory Committee November 29, 1995 Page 2 March 27, 1996 Youth Bureau, City Attorney, City Prosecutor, Commons Coordinator April 24, 1996 Building, Finance May 22 , 1996 Summary Meeting Department heads that have recently attended the Affirmative Action Advisory Committee meetings (Police, Fire, Planning) will be included in the next cycle. The Committee discussed criteria and time allotment, and agreed to an agenda as follows: 2: 30 pm-3 :00 pm - Affirmative Action Advisory Committee Business - Approval of Minutes - Review of statistics for the department under - discussion 3 :00 pm-3 :45 pm - Discussion with Department Head 3 :45 pm-4: 30 pm - Affirmative Action Advisory Committee Business - Discussion and Wrap-up Marcia Fort will send out the schedule with a cover letter to department heads and Common Council members. RECRUITMENT The Committee discussed the recruitment efforts of the City. They would like to tap into other agency's programs to reach area youths. The discussion continued on affirmative action training and ways to get results from it. The Committee will continue this discussion at a future meeting. There will be no meeting in December 1995. With no further business, the meeting was adjourned at 4:40 p.m.