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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. - 10- September 2, 1981 11\ 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 S> t 9 — 1J — 8f jC ; !! `' N 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. -2- 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 , , „ 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. • <7- 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" . • -2- 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. -3- • 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. ' -4- 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. -5- 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 . -6- N ' 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) -7- • "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. -8- . t 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