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HomeMy WebLinkAboutMINUTES - 01101989 - IO.2 ' '. BOARD OF SUPERVISORS I. 0. 2 FROM: INTERNAL OPERATIONS COMMITTEE JI � ly � l January 9 , 1989 `� .JI ito DATE: Quarterly 11"�F�/ Quarterly Status Report on Affirmative ` /J ltd SUBJECT: Action and MBE/WBE Programs SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: 1 . Adopt as a County goal that the representation of Hispanics and Asians in county government employment will equal their representation in the workforce in Contra Costa County by December 31, 1990 and request the County Administrator to advise all department heads of this goal and of their responsibility to cooperate fully with the Director of Personnel and the Affirmative Action Officer in achieving this goal. 2 . Request the Affirmative Action Officer to provide the 1989 Internal Operations Committee with a report by April 15, 1989 on the following: An analysis of hiring and promotional patterns for County employees for the period October 1, . 1988-December 31, 1988. A description of efforts which have been made or are planned to provide additional hiring and promotional opportunities for Hispanics and Asians. f A report on the results of the analysis of both voluntary and involuntary separations from County service during the January 1, 1989-March 31, 1989 quarter with particular emphasis on blacks and women to determine whether there appears to be any reasons for such separations which indicate any racial, ethnic or sexual bias of which the Board of Supervisors should be aware. A report on plans to interview a sample of voluntary resignations during the April 1, 1989-June 30, 1989 period to determine whether there are any indications of racial, ethnic or sexual bias of which the Board of Supervisors should be made aware and plan to report the results of these interviews during the quarterly report due to the 1989 Internal Operations Committee during July 1989 . CONTINUED ON ATTACHMENT: _ YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR X_ RECOMMENDATION OF BOARD COMMITTEE X APPROVE OTHER `/'rl�� 1 owt let?- SIGNATURE(S): Sunne. W. McPeak Tom Torlakson ACTION OF BOARD ON January 10, 1989 APPROVED AS RECOMMENDED X OTHER VOTE OF SUPERVISORS 1 HEREBY CERTIFY THAT THIS IS A TRUE X UNANIMOUS (ABSENT AND CORRECT COPY OF AN ACTION TAKEN AYES' NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. CC: County Administrator ATTESTED /O 9 Affirmative Action Officer IL BATCHEL R, CLERK OF THE BOARD OF Minority & Women' s Groups (via CAO) SUPERVISORS AND COUNTY ADMINISTRATOR Personnel Director Community Development Director l,Q All Department Heads (via CAO BY —,DEPUTY DEPUT.Y M382/7-83Linda Moulton, Community Dev. Page 2 Request the Affirmative Action Officer to schedule meetings with as many groups representing minority populations, interests and cultures as possible during the period January 1, 1989 - March 31, 1989 to brief them on the progress which has been made by the County in Affirmative Action and MBE/WBE activities and report the results of her meetings to the 1989 Internal Operations Committee during the quarterly report which is due in April 1989 . A report on the extent to which local workers (residents of Contra Costa County) are being hired by contractors and subcontractors on the West County Justice Center, even though the contractor or subcontractor may not be locally based. 3 . Request the Community Development Department (Linda Moulton) to contact school districts and the County Superintendent of Schools to determine whether they have data describing the current racial breakdown of their students in a way which would .allow the data to be readily compared with 1980 census data in an effort to get an indication of possible shifts in the racial breakdown of the workforce as it will be revealed in the 1990 census and -if such data is available to attempt to obtain it and report the results of such a comparison and her conclusions to the 1989 Internal Operations Committee in April 1989 when the quarterly report of the Affirmative Action Officer is made to the Committee. 4 . Request the County Administrator to research what decisions were made by the Board of Supervisors at the time the bid for the West County Justice Center was let regarding the requirement that the materials used in .the construction of the Justice Center be American-made. to the maximum extent possible and report to the 1989 Internal Operations Committee in April 1989 . If it appears that a decision was made by the Board of Supervisors to require the use of American-made products in the West County Justice Center, request the County Administrator to determine what monitoring is going on to insure compliance . with this requirement and include this information in his report. 5 . Request the Affirmative Action Officer to report to the 1989 Internal Operations Committee in April 1989 the current status of the implementation of the MBE/WBE Programs addressing construction contract awards, purchasing practices and the award of personal service contracts. 6 . Remove this item as a referral to our Committee and, instead, refer it to the 1989 Internal Operations Committee for ongoing oversight. BACKGROUND: On October 4, 1988, the Board of Supervisors approved our last quarterly report on the status of our Affirmative Action and MBE/WBE programs and requested several reports from County staff. On January 9, 1989, our Committee reviewed a rather massive report from our Affirmative Action Officer. The text of the report is attached. Not attached, but available to any Board Members who wish a copy, is a set of the attachments which are referenced in this report. r Page 3 In general, the report for the quarter covering the period July 1 , 1988--September 30, 1988 shows continuing progress in hiring and promoting blacks and women at rates above their ratio in the laborforce. Two items, however, concern us: first, the County is not hiring Hispanics and Asians in numbers which equal their representation in the laborforce. We have asked the Affirmative Action Officer to give more intensive attention to ways in which this shortcoming can be corrected in the future. And, second, while the County is hiring and promoting blacks and women at . rates which exceed their representation in the laborforce, these same two groups are resigning from county service at rates which exceed their representation in the laborforce. We have also made recommendations designed to determine the cause of this, which will be reported to the 1989 Internal Operations Committee beginning in April. In an effort to be prepared to reflect the changes which we expect will appear in the 1990 census in terms of the numbers of minorities and women in the workforce of Contra Costa County, we have asked that additional sources of information from school districts be examined to see whether they will provide data which may help point to the types and extent of changes which can be expected so that we can adjust our goals promptly and accurately without having to wait several years for detailed results from the 1990 census. Consistent with the changes we expect to see reflected in the 1990 census data, we have recommended that this Board of Supervisors set as a goal for the end of 1990 that the workforce of the county government reflect the percentages in the general workforce. If, as we expect, the number of minorities and women in the workforce jump dramatically between the 1980 and 1990 censuses, then it only ' seems reasonable to expect the county government to at least reflect the actual workforce data from 1980 before the results of the 1990 census are available. This is a major and highly significant step for the county to take, but one which we believe is the least we . can expect of ourselves if we truly believe that the government of Contra Costa County should reflect the workforce in the county at large. In order to stay in contact with Hispanic groups, the Affirmative Action Officer has been meeting regularly with the Hispanic Rouna Table. In order to continue the effort of advising minority groups of what the County is doing, and in order to seek additional input into the processes which are being followed by the County, we have recommended that the Affirmative Action Officer meet with as many minority groups as possible over the course of the next three months and report the results of these meetings to the 1989 Internal Operations Committee. We are pleased to see that the construction policies and procedures are now fully implemented and are displaying results which show that it is possible to meet the goals set by the Board of Supervisors last year. The Purchasing policies and procedures are in place and will begin to generate reports on the extent of our minority-owned and women-owned purchasing of services and supplies effective with January 1989. The policies and procedures for the award of personal service contracts are in the final stages of development and review by county departments and should be ready for review and approval by the Board of Supervisors . within the next few weeks. We are gratified to see the progress which is being made in these areas. We are, however, concerned about the extent to which hiring for work on the West County Justice Center includes local workers. We are also concerned with the extent to which the construction of the West County Justice . Center is being accomplished with American-made materials and have asked for further reports on both of these items to be reported to the 1989 Internal Operations Committee. I Contra Costa County MBE/MBE CONTRACT COMPLIANCE PROGRAM Affirmative Action Office 651 Pine Street, Martinez, CA 94553 (415) 646-4106 December 15, 1988 To: Internal Operations Committee From: Emma Kuevor-�*- � Contract Compliance Officer Subject: The Internal Operations Committee at its September 26, 1988 meeting requested an update .on the County's Affirmative Action Program and the MBE/WBE Contract Compliance Program. The following is the analysis of both programs: I. Affirmative Action Program A. There were 217 employees hired between July and September of this year. There were 136 (627) females compared to 81 (377) males (attacbmmt The County has also hired 38 (177) Black employees; 20 (97) Hispanic employees; 9 (4. 17) Asian/Pacific Islanders; 6 (2. 77) Filipino Employees; and 1 ( .47) American Indian employee. Black and Hispanic employees were hired above their labor force representation of 7.67 and 7.77 (attachment 2 ). The occupational categories with the largest number of hires were Professionals (93); Technicians (40); and the Administrative Support (46) category (attachment 3 ). The departments with the largest number of hires were Health Services (93) and Sheriff Coroner (33) Departments (attachment 4 ). B. . Employees promoted in the third quarter of this year (July-September, 1988) were one hundred and seven (107). There were more females (59 or 557) promoted than males (48 or 447) (attachment 5 ). The ethnic groups that promoted the largest number of employees were Whites (80 or 747) and Blacks (18 or 167). The occupational categories with the largest number of promotions were among the Professionals (58); Protective Service Workers ( 16) and the Technicians (16) and occupational category (attachment6 ). The departments with the largest number of employees promoted were Sheriff-Coroners (19) and Social Services (49) Departments (attachment 7 ). C. There were fewer separations from County service than hires. Only 157 employees separated from the County of which females 103 or 657 separated at a higher number than males at 54 or 347 (attachment 8 ). 2 Among ethnic groups, Whites (110 or 70X), Blacks (20 or '12. 7%) and Hispanics (13 or 8.27) had the largest number of .separations (attachment 9 ). Among the several types of separations, resignations accounted for 111 or 707 of the type of separations followed by retirements at 32 or 207. An analysis of the 111 resignations indicates 75 or 679 were among females and 36 (327) were among males. The number of resignations among the various race/ethnic groups indicates White 78 (707) and Black 13 (119) employees with the largest number of resignations (attachmentl0 ). Summary The County continues to hire (627) and promote (557) females at numbers higher than their labor force representations of 429. Among employees hired, Black (177) and Hispanic (99) employees were hired above their labor force representation of 7.67 and 7.77 respectively. Those groups promoted above their labor force representation were Black (167) employees. Females have separated (657) and resigned (677) from the County at percentages higher than their labor force representation of 422. We are concerned about separation rate exceeding the hiring rate for under represented classes. As we hire and promote employees 3 previously under represented, we do not want them leaving the County at an unusually high rate. Among the race/ethnic groups that separated from County service, Black (12.7%) employees have separated at percentages higher than their labor force representation and Black (11%) employees have resigned at rates higher than their labor force representation. We continue to make progress for Black and Female employees, but not for Hispanic and Asian/Pacific Islanders or Filipino employees (attachment 11 ). These groups are targeted for additional recruitment and monitoring of the eligible lists. II. MBE/WBE Contract Compliance Program The Affirmative Action Division is responsible for developing, implementing, and administering the County's MBE/WBE Contract Compliance Program which consists of three (3) components; Purchasing Policy and Procedures, Professional/Personal Service Contract Policy and Procedures, and Construction Policy and Procedures. Community outreach efforts designed to inform the public of the Program have included an MBE/WBE Workshop, an article in the Private Industry Council's newsletter, attendance and networking at local assistance agency functions (Minority Business Development, Associated General Contractors, Purchasing Council, Hispanic Round Table, Black Chamber of Commerce, etc. ). 4 To ensure that Program .activities reflect the Board of Supervisors' directive, an MBE/WBE Advisory Committee was formed. Members consist of volunteers from departmental MBE/WBE Liaisons. The Committee has been delegated overall responsibility for the Program and will act in an advisory capacity relative to the Program's Policies and Procedures. For ease of implementation, MBE/WBE firms are continuously being identified and certified for departmental use in meeting appropriate County goals. The Division is in the process of compiling an MBE/WBE directory of those firms identified to further facilitate departments. Status of the three (3) program components are as follows: A. Purchasing Policy and Procedures were approved by the Board on August 2, 1988 subject to minor changes. Those changes have been made and were formally filed with the Board in December, 1988. The division has worked closely with Purchasing & Data Processing to develop a list of expenditure codes which annotates whether an item of expense is counted or is exempt. A method for translating this information for incoding has been developed and will result in computer generated monthly and quarterly reports. i B. The Professional/Personal Service Contract Policy and Procedures have been developed and are being reviewed by the Departments. Presented to you today is the proposed Professional/Personal Service Policy and Procedures. It is anticipated that the 5 Professional/Personal Service Policy and Procedures will be adopted by the Board in January, 1989 (attachment 12). The key areas in the policy and procedures are: 1) The goals of 207 MBE and 77 WBE for contracts over $10,000. 2) The Contract Compliance Officer will review the Request for Proposals (RFP's) for contracts over $10,000 and will take part in the evaluation of each contract. 3) Contracts under $10,000 will not have goals; however, departments must document the names of businesses contacted (of which half must be minorities and/-or females). C. Representatives from the General Services and Public Works Departments are assisting with the development of proposed Construction procedures. The latest report on the MBE/WBE construction program July-December is presented for your review (attachment 13). The data indicates that the County is meeting its 137 MBE and exceeds the 2% WBE goals on construction contracts. Black contractors (3) received $205,062 (27.17) and Hispanics (3) received $26,124 (3.47) of the total $756,576 contracts between July and September, 1988. WBE's (six) received $23,514 (3. 17) of the total contracts between July and September. 6 Walsh Construction is continuing to make a concerted effort to increase the minority and female participation on the West County Justice Center project. With the project 167 completed, commitments have been made that reflect 11.57 MBE and 1.97 WBE participation through October, 1988. Focus is now on the workforce at the site where the goal is 20.77 MBE and 67 females (attachment 14). III. Report on the Accuracy of Comprehensive Recruitment Lists for Hispanics and Asians The Personnel Department will send letters with self-addressed envelopes to community groups and organizations annually, requesting they confirm that their organization wants to remain on our recruitment lists. The Hispanic Round Table has agreed to identify Hispanic organizations and add them to our recruitment list. The recruitment lists are continuously updated as organizations are added and removed from the list. The Asian community representatives continue to review the recruitment list and will advise the County of any additions or deletions. IV. Meetings with Hispanic Round Table Several meetings have been held between the Hispanic Round Table and the County to discuss the format of the quarterly reports and to identify the most appropriate way to analyze Hispanic hires and 7 promotions. The job classes that will be reviewed are Firefighters, Deputy Sheriff/Recruit, and Eligibility Worker I and II. We have agreed to continue meeting monthly to keep the lines of communication open and share concerns regarding County Personnel and Affirmative Action issues related to the Hispanic community. V. Status of Efforts to Analyze Separation Data for Evidence of any Racial, Ethnic, or Sexual Bias The Personnel Department and Affirmative Action Officer continue to review the best way to analyze separation data for evidence of possible discrimination. One suggestion is to randomly select a number of employees who have separated from the County and send them a questionnaire designed to give them an opportunity to state the reason(s) for their separation. A more detailed report will be presented at the next quarterly meeting. VI. The 1985 EDD Census Data Estimates Compared to 1980 Actual Census for Likely Trends that will be Reflected in 1990 Census No Agency has trends based on race at the County level. I have met with Linda Moulton, Community Development Department Planning Division, who has agreed to join me at this meeting to discuss 1990 projections of females and minorities in Contra Costa County (attachment 15). This is in response to the requests made by the Internal Operations Committee at its September 26, 1988 meeting. C:ioc2.mmo 8