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HomeMy WebLinkAboutMINUTES - 12061994 - 1.131 I. i 3J TO: BOARD OF SUPERVISORS Contra FROM: County AdministratorCosta ,J December 6 1994 County DATE: r�sT�i —'i+ �T• c°uN SUBJECT: Affirmative Action Progress Report July to December 1993 SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION: Accept the annual report from the, Af f irmative Action Of f icer on the status of the County' s Affirmative Action Program and Minority/Women Business Enterprise (MBE/WBE) Contract Compliance Program. BACKGROUND: Contra Costa County evaluates its Affirmative Action progress on a regular basis to allow for changing priorities, identification of problem areas and reviewing accomplishments . This report presents the County' s progress in the analysis of its overall workforce; departments; turnover (hires, promotions, and separations) ; American with Disabilities Act requirements ; MBE and WBE program; and responses to the Directives from the Board of Supervisors . CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE (S): ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS JZ ,� /�7I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS(ABSENT rfT ) 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. Emma Kuevor 646-4106 ATTESTED �• ��� Contact: PHIL BATCHELOR,CLERK OF THE BOARD OF CC: SUPERVISORS AND COUNTY ADMINISTRATOR Department Heads Advisory Council Department Affirmative Action Officers Administrative/Personnel Services Officers BY DEPUTY MBE/WBE Liaisons 10 Mailing List r. X31 Office of the County Administrator Contra Costa County Affirmative Action Office 651 Pine Street, Martinez, CA 94553 (510) 646-4106 fax: (510) 646-1353 Date October 31, 1994 To: Internal Operations Committee From: Emma Kuevor Affirmative Action Officer Subject: Affirmative Action Progress Report for July to December 1993 The Affirmative Action Progress Report is enclosed for your review. The report covers the time period of July to December 1993 . EK: sb cc :' Department Heads Dept Affirmative Action Coordinators MBE/WBE Liaisons Admin/Personnel Services Officers Section 504 Committee Members Advisory Council on Equal Employment Opportunity Unions Internal Operations Committee mailing list ' AAPROG 10/94 CONTRA COSTA * % 09 p� i .04, COUNTY AFFIRMATIVE ACTION PROGRESS REPORT July-December 1993 Introduction Contra Costa County evaluates its Affirmative Action progress on a regular basis to allow for changing priorities, identification of problem areas, and reviewing accomplishments. The Affirmative Action Semi Annual Progress Report reflects the County's continued commitment to its Affirmative Action Program. Our .County is proud of its Affirmative Action accomplishments which .are reflected in the leadership of Board and commitment of the County Administrator, Department Heads, managers, supervisors, employees, unions, and community groups and organizations. Contra Costa County is viewed as a good place to live and work and our Affirmative Action Program reflects the diversity of our County labor force. This report presents the County's progress in the following areas : I . Workforce Analysis as of December 31, . 1993; II . An analysis of each Departments ' workforce; III . Hires, Promotions, and Separations from June to December 1993; IV. Americans With Disabilities Act (ADA) ; V. Minority and Women Business Enterprise (MBE & WBE) .Contract Compliance Program; VI . Responsiveness to the Board of Supervisors ' Directives . I . Workforce Analysis The employee groups identified in the County workforce for analysis in this report are Females and the following minority groups: Hispanics : all persons of Mexican, Puerto Rican, Cuban, Central or South America, or other Spanish culture or origin, regardless of race; African Americans : all persons having origins in any of the Black racial group of Africa; Asian and Pacific Islanders : All persons having origins in any o_' the original peoples of the Far East, Southeast Asia, the Indian Subcontinent, or the Pacific Islands . This area includes, for example, China, India, Japan, Korea, the Philippine Islands , and Samoa; and aarpt94 1 MAmerican Indians or Alaskan Natives : All persons having origins in any of the original peoples of North America, and who maintain cultural identification through tribal affiliation or community recognition. A. Goals The County uses the Bureau of the Census 1990 Labor Force Statistical Data for Contra Costa County as its primary goal. The goals for the various groups are: Labor Force Work Groups Percentages Force Hispanics 10.5% 8 .5 African Americans 7 . 6% 13 . 4 Asian/Pacific Islanders- 8 .9% 7 . 6- American Indians/Alaskan Natives .6% .8 Total 21 .6% Females 45 .4% 61 .5 B. ' Workforce (December 31, 1993) There were 6,766 employees (attachment 1) in permanent full-time, permanent part-time, and project exempt positions . (Temporary and contract employees are not included) There were 4 , 159 (61 .5%) female employees in the workforce which significantly exceeds their labor force (45.4%) representation. Hispanic employees are under represented with 576 ( 8 . 5% ) when compared against their representation in the County labor force. African Americans exceeded their labor force representation with 906 or 13.4%. Asian/Pacific Islanders are under represented with 518 or 7 . 6% County employees . American Indians/Alaskan' Natives exceeded their labor force representation with 54 ( .8%) County employees . As a result, the groups targeted for aggressive hires and promotions in 1994 are: Hispanics and Asian/Pacific Islanders . aarpt94 2 J SC. Occupational Categories (See attachment 2) In order to target our new hires and promotions, we also look at the locations of minorities and females in the various occupational categories. There are eight occupational or job categories : 1. Officials & Administrators : Employees who set or recommend board policies, exercise overall responsibility for execution of these policies, or direct individual departments or special phases of the County's operations.. Department Heads, Division Chiefs, Directors, Deputy Directors, and Assistant Directors are examples . 2 . Professionals :. Employees in positions that require specialized theoretical knowledge normally acquired through college training or through work experience and other training. Doctors, Lawyers, Librarians, Registered Nurses, Accountants, 'Management Analysts, and Psychologists are examples . 3. Technicians : Employees in positions that require a combination of basic scientific or technical knowledge and manual skill which can be obtained through specialized post-secondary school education or through equivalent on-the-job training. Computer Programmers, Drafters, and Technicians (Medical, Dental, Electronic) , are examples . 4 . Protective Service Workers : Employees in positions that are entrusted with public safety, security and protection from destructive forces . Deputy Sheriffs, Fire fighters, Bailiffs, and Detectives, are examples . 5 . Para Professionals: Employees in positions that 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 workers, such as Home Health. Aides, Library Assistants, Clerks, and Medical Aides are examples . 6 . Administrative Support: Employees in positions that are responsible for internal and external communications, recording and retrieval of data and/or information and other paperwork required in an office, such as Bookkeepers, Clerk-Typists, . Dispatchers, and Computer Operators are examples . 7 . Skilled Craft Workers : Employees in positions that perform jobs which require special manual skills and a thorough and comprehensive knowledge of the aarptea 3 processes involved in the work which is acquired through on-the-job training and experience or through apprenticeship or other formal training programs. Electricians, Heavy Equipment Operators, Stationary Engineers, and Equipment Operators are examples. 8. Service/Maintenance: Employees in positions that 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. Gardeners, Laborers, and Custodians are examples. Occupational categories with under representation for a particular group becomes a .hiring priority for that particular group. Female employees, 4 , 159 (61 .5% ) , were in the following occupational categories : Total Employees Female. Category 12/31/93 # % Officials/Admin 199 61 30. 0 Professionals 2142 1264 59 . 0 Technicians 945 648 68. 6 Protective Service Wkr 869 98 11 . 3 Para Professionals 245 189 77 . 1 Administrative Support 1800 1670 92 .8 Skilled Craft Workers 80 13 16 . 3 Service/Maintenance 486 216 44 . 4 Total 4159 Females exceeded their 45 .5% labor force representation in four occupational categories . They are under represented in the categories of Officials/Administrators, Protective Service Workers, Skilled Craft Workers, and Service/Maintenance. There were 906 ( 13.4 ) African American employees represented in the following categories: Total Employees African Americans . Category 12/31/93 # % Officials/Admin 199 11 5 . 5 Professionals 2142 214 10 . 0 Technicians 945 159 16 . 8 Protective Service Wkr 869 76 8 . 7 Para Professionals 245 51 20 . 8 aarpt9a 4 . Administrative Support 1800 . 236 13. 1 Skilled Craft Workers 80 6 7 .5 Service/ Maintenance 4868 153 31 .5 Total 906 African American employees exceeded their representation in six of the eight occupational categories. They are under represented in the Officials/ Administrators and Skilled Craft Workers categories. There were 576 (8.5%) Hispanic employees in the following occupational categories: Total Employees Hispanics Category 12/31/93 # % Officials/Admin 199 6 3. 0 Professionals 2142 115 5.4 Technicians 945 79 8.4 Protective Service Wkr 869 56 6 . 4_ Para Professional 245 31 12 . 7 Administrative Support 1800 209 11 .6 Skilled Craft Workers 80 9 11 . 3 Service/ Maintenance 486 71 14 .6 Total 576 Hispanics exceeded their labor force representation in four categories . The categories where they are under represented are Officials and Administrators, Professionals, Technicians, and Protective Service Workers . There are 518 (7 .6$.) Asian Pacific Islanders in the following occupational categories: Total Employees Asian/Pacific Category 12/31/93 # Official/Admin 199 10 5.0 Professionals 2142 228 10 . 6 Technicians 945 92 9 . 7 Protective Svc Wkr 869 21 2 .4 Para Professionals 245 24 9 . 8 Admin Support 1800 106 5 . 8 Skilled Craft Wrk 80 1 1 . 3 Service/Maintenance 486 36 7 . 4 Total 518 Asian/Pacific Islanders exceeded their labor force . representation in three categories . They are under represented in Officials/Administrators, Protective Services aarpt94 5 Workers, Administrative Support, Skilled Craft Workers, and Service Maintenance occupational categories . There were_ . .54 ( .8%) American Indians/Alaskan Natives in the. following occupational categories: Total American Indians & Employees Alaskan Natives . Category 12/31/93 # Officials/Admin 199 0 0 Professionals 1242 15 .7 Technicians 945 12 1. 3 Protective Svc Wkr 869 8 .9 Para Professionals 245 1 .4 Admin Support 1800 14 .8 Skilled Craft Wkr 80 1 . 1 . 3 Service/Maintenance 486 3 . 6 Total 54 American Indian/Alaskan Native employees exceeded their labor force representation in all occupational categories but are under represented in Officials and Administrators- and Para Professionals categories . D. Supervisory Employees The County also reviews the number of supervisory and management employees to identify and eliminate the potential for a "glass ceiling" (discriminatory impact) on Minorities and Females in mid management and management level positions . There are 771 ( 11 .4% ) supervisory employees : 416 (54%) Females; 80 ( 10.4%) African Americans; 42 ( 3 . 1%) Hispanics; 37 (4 .8%) Asian/Pacific Islanders; and 2 ( . 3% ) American Indians/Alaskan Natives . Females and African Americans exceeded their labor force representation among supervisory employees . There is under representation for Hispanics, Asian/Pacific Islanders, and American Indians/Alaskan Natives. E. Management Employees There are 881 ( 13%) management employees : 422 (47 . 9% ) Females; 63 ( 7 .2%) African Americans; 47 (5. 3) Hispanics; 62 (7%) Asian/Pacific Islanders; and 5 ( . 6%) American Indians/Alaskan Natives . Among management employees, Females and American Indians/Alaskan Natives exceeded or met their labor force representation and African Americans, Hispanics, and Asian/Pacific Islanders were under represented. aarpt9d 6 t The County continues to target mid management and management level positions for all groups . II. Department Analysis There are thirty two (32) (attachment 3) County Departments including the merit system fire districts. .The departments can be divided into four major groups based on the number of employees in the department. The following .are the groups and an analysis of each departments workforce: A. Largest Departments: The largest departments are those with more than 500 employees. Departments in this category are: Health Services- 2,031 employees Social Services .950 employees Sheriff-Coroner 811 employees Analysis : The only groups under represented are: Health Services - Hispanics Social Services Hispanics and Asian/Pac.ific Islanders Sheriff-Coroners - Females, Hispanics, Asian/Pacific Islanders, and American Indians/Alaskan Natives B. Large Departments : The large departments are those with more than 200 employees . Departments in this category are: District Attorney 286 employees Contra Costa County Fire District 268 employees General Services 226 employees Probation 272 employees Public Works 272 employees Analysis : The departments and groups that are under represented are: District Attorney -- Hispanics and Asian/Pacific . Islanders . Contra Costa County Fire District - Females, African Americans, Hispanics, and Asian/Pacific Islanders General Services - Females, Hispanics and Asian/Pacific Islanders . aarpt94 7 Probation. - Hispanics and Asians/Pacific Islanders Public Works - Females, Asian/Pacific Islanders, and American Indians/Alaskan Natives C. Medium Size Departments: The medium size departments are those with more than 100 employees. Departments in this category are: Library 172 employees Municipal Court Administration 167 employees Administrator' s Office 163 employees Community Services Administration 151 employees Clerk-Recorder 135 employees Assessor 120 employees Riverview Fire District 108 employees Public Defender 104 employees Analysis : The departments and groups that are under represented are: Library - African Americans and Hispanic Municipal Court Administration Asian/Pacific Islanders and American Indians/Alaskan Natives Administrator's Office - Hispanics Community Services Administration - American Indians/Alaskan Natives Clerk-Recorder - Hispanics and Asian/Pacific Islanders Assessor's Office-African Americans, Hispanics,. Asian/Pacific Islanders Riverview Fire District - Females, African Americans, Hispanics and Asian/Pacific . Islanders Public Defender - Hispanics and Asian/Pacific Islanders D. Small Departments : The small departments are those with more than 20 employees . Departments in this category are: aarpt96 8 Superior Court 54 employees Community ,Development 49 employees Personnel 39 employees Orinda Fire District 36 employees Moraga Fire District 28 employees County Counsel 28 employees Treasurer-Tax Collector 28 employees West Fire District 22 employees Analysis: The department and groups .that are under represented are: Superior Court - African Americans, Asian/Pacific Islanders, and American Indians/Alaskan Natives . Community Development African Americans and Hispanics Personnel - Hispanics, Asian/Pacific Islanders, and American Indians/Alaskan Natives . Orinda Fire District - Females, African American, Hispanics, Asian/Pacific Islanders, and American Indians/Alaskan Natives . Moraga Fire District - has under representation among Females, African Americans, Hispanics, and Asian/Pacific Islanders . County Counsel - African Americans, Hispanics, Asian/Pacific Islanders, and American Indians/Alaskan Natives Treasurer/Tax Collector - African Americans and American Indians/Alaskan Natives . West Fire District - Females, Hispanics, Asian/Pacific Islanders, and American . Indians/Alaskan Natives . E. Smallest Departments : The smallest departments are those with more than one employee and less than twenty employees , Departments in this category are: .Retirement Administration 16 employees Private Industry Council . 11 employees Veterans Services 4 employees Cooperative Extension 3 employees Analysis : . The department and groups that are under represented are: aarpt9C 9. Whenever vacancies occur the County will make every effort to hire the groups that are under represented. III. Employment Status The employment analysis of hires, promotions, and separations are from June to December 1993. A. Hires There were two hundred fifty eight (258) employees hired during this reporting time period. More than half of the hires were Females. There were: 174 (67 .4%) Females; 46 ( 17 .8%) African Americans; 27 ( 10.5%) Hispanics; 33 ( 12 . 7$) Asian/Pacific Islanders; and 3 ( 1 .2%)' American Indian/Alaskan Natives employees hired. All groups were hired . at percentages above their labor force representation. This is the second time all groups were hired at percentages above their labor force representation and the first time that all groups have been hired above their, labor force representation for one year (i .e. January to December 1993) . B. Promotions There were one hundred thirty one ( 131) employees promoted during this reporting period, . There were: 74 (56 .5%) Females; 23 ( 17 . 6%) African Americans; 10 (7 .6%) Hispanic employees; 18 ( 13 .7%) Asian/Pacific Islanders; and no (0) promotions for American Indians/Alaskan Natives . Females, African Americans, and Asian/Pacific Islanders were promoted at percentages above their labor force representation. Hispanics were not promoted at their labor force percentages and American Indians/Alaskan Natives had no employees to promote. C. Separations There were two hundred twenty two (222) employees who separated from County Service. More than .half of the separations were among Females. There were: 155 (69 .8%) Females; 30 ( 13.5%) African Americans; 21 (9 . 5%) - Hispanics; 23 ( 10. 3%) Asian/Pacific Islanders; and 3- ( 1 .4%) American Indians/Alaskan Natives . Females, African American, Asian/Pacific Islanders, and American Indians/Alaskan Natives separated from the County in percentages higher than their labor force representation. Hispanic employees were the only group that did not separate employees at percentages higher than their labor force representation. The types of separations and 'an analysis of the minorities and females in the five separation categories are: aarpt94. 10 1. Resignations - One hundred three ( 103) employees resigned from the County. There were: 73 (70. 8%) Females; ' 16- ( 15.5%) African Americans; 9 (8.7%) Hispanics; 14 ( 13.6%) Asian/Pacific Islanders and one ( 1 or 1.0%) resignations for American Indians/Alaskan Natives. All groups except Hispanics, had employees that resigned at percentages higher than their labor force representation. 2 . Constructive ' Resignation - There were four employees with constructive resignations. There was : one ( 1 or 25.0%) Female and one ( 1 or 25.0%) African American that had a constructive resignation. Females and African Americans had constructive resignations above their labor force representation 3 . Retirements - There were forty three employees who retired from the County. There were: 29 (67 .4%) Females; 5 ( 11 .6%) African American; and 6 ( 14 .0%) Hispanics; .2 (4 . 6%) Asian/ Pacific Islander; and no ( 0) American Indian/Alaskan Native retirements from County service. Females, African Americans, and Hispanics retired from .the County in percentages higher than -their labor force representation. 4 . Lay Offs - Their were fifty five employees that were laid off between July and December 1993 . Females 42 (76 .3%) and American Indians/Alaskan Natives 2 (3.6%) were the only groups laid off at percentages higher than their .labor force representation. There were 3 (5 .4% ) African Americans and 3 (5.4%) Asian/Pacific Islanders employees laid . off. There were 8 or 14 .4% Minorities laid off during this reporting period. The July to December 1992 lay off analysis reported 286 employees . There were: 42 (76 . 3%) Females; 3 (5.4%) African Americans; 3 (5.4%) Hispanics; 4 (7 .2%) Asian/Pacific Islanders; and 2 (3.6%) American Indians/Alaskan Natives . There were 12 or 21% Minority employees laid off . during this reporting period. The January to June 1993 lay off analysis reported 26 employees were laid off. There were: 24 ' (92 . 3%) Females; 15 (57 .7%) African Americans; 6 (23 . 1$) Hispanics; and 2 (7 .7%) Asian/Pacific Islanders . Twenty three or 88.4% of the laid off employees were Minorities . No American Indians/Alaskan Natives were laid off . Females, African Americans, and Hispanics were laid off at percentages higher than their labor force representation. aarpt94 1 1 When. we look at lay offs . for the fiscal year (July 1992 to June 1993) , there were 312 County employees laid off. There were: 202 (64 .7%) Females; 61 ( 19.5%) African Americans; 32 (10.2%) Hispanics; 21 (6.7%) Asian/Pacific Islanders; and 2 .( . 6%) American Indians/Alaskan Natives. . There were 116 (57.4%) Minority employees who were laid off during the fiscal year. Females, African Americans, and American Indians/Alaskan Natives were laid off at percentages higher than " their labor force representation. The Board of Supervisors, Department Heads,- unions, employees and community groups are very concerned with the number of minorities and women being laid off and their -impact on the County's Affirmative Action Program. The Board of Supervisors directed the County Administrator and Affirmative Action Officer to meet with Department Heads and other Staff, Unions, Community Groups and Organizations to discuss the continuing number of minorities and women being i laid off. The County Administrator continues to work with the various groups to discuss ways of decreasing the number of minorities and women being laid off . A meeting was held with Department Heads in June 1994 to continue to review ways to lessen .the number of Minorities and Females being laid off . 5 . Deaths - Four employees died during this reporting period. One ( 1 or 25 . 0% female; 2 (50. 0% ) African " Americans; and one ( 1 or 25.0%) Asian/Pacific Islander. African Americans and Asian/Pacific Islanders exceeded their labor force representation in this category. 4 . Dismissed - There were eight employees who were dismissed from County service. There were: 5 (62 .5%) Females; 2 (25 .0%) African Americans; 2 (25 . 0%) Hispanics; and 1 ( 12 .5%) Asian/Pacific Islanders . Females, African American, Hispanics, and Asian/Pacific Islanders exceeded their labor force representation in this category. D. Disabled Employees Workforce Analysis The County's Disability Program began in 1978 . The County is active in the recruitment and selection of applicants and employees with disabilities and is responsible for ensuring compliance with Federal/State non-discrimination laws that protect individuals with aarpt94 12 disabilities . We have: - established policies and procedures to protect disabled employees from discrimination; developed a "Transition Plan" to ensuring our facilities (.buildings) are accessible; reviewed our programs and services to ensure accessibility; trained managers and supervisors on how to process requests for reasonable accommodations; and trained employees. so they know their rights under the Americans with Disabilities Act. 1 . Workforce: Among the 6,766 employees, there are ninety five ( 95) or 1 .4% employees who identify themselves as having a disability. There were: 21 ( . 3% ) visual; 15 ( . 2%) hearing; 4 ( . 1%) speech; 44 ( .7%) physical ; and 12 ( .2%) developmental disabilities . Supervisory Employees : Among the 771 supervisory employees, there are: 17 (2 .2%) with disabilities . There were: 5 ( .6% ) visual; 1 ( . 1%) hearing; 0 ( . 0%) speech; 9 ( 1 .2%) physical; and 2 ( . 3%) developmental disabilities . Management Employees: There are 881 management employees of which 18 (2 .0%) employees are disabled. There were: 5 ( .6%) visual; . 1 ( . 1%) hearing; 1 ( . 1% ) speech; 10 ( 1 . 1%) physical; and 2 ( .2%) devulopmental disabilities . 2 . Employment. We continue to hire disabled employees . We hired between July and December 1993, seven employees aarpc94 13 that identified themselves as . havin9 a disability: Y One ( 1 or 14. 3%) visual; and 6 (85.7%) physical disabilities. We currently do not have a system for tracking promotions or separations among disabled employees. ' IV. Americans with Disabilities Act The County is aggressively implementing a Federal law that strengthens our Disability Program: The . Americans with Disabilities Act (ADA) . The implementation of this law and its requirements can be divided into .three broad categories : Accessibility; Essential Functions; and Requests for Reasonable Accommodations . A. Accessibility The General Services Department, Architectural Division, has completed the review of all of the County buildings identifying barriers to accessibility (using the Americans with Disabilities Act Guidelines (ADDAG) ) . , The draft "Transition Plan" for Priority A Buildings was sent to the Section 504 Committee and community groups and organizations . Priority A Buildings are those with high public/employee usage. The Transition Plan (attachment 4) was adopted and time frames have been established to eliminate barriers to accessibility. Priority B Buildings were completed (attachment 5) by December 199.3 and Priority C, D, E, and F Buildings were completed in May 1994 . B. Essential Functions The Personnel Department has targeted job classes that require medical examinations as the first group of, job classes to identify their "essential functions. " The essential functions of .a job class are generally those tasks that are critical to the performance of the job. The second group prioritized are classes where those employees have or may .request reasonable accommodations . As Requests for Reasonable .Accommodations are received, the essential functions of those classes are identified. The third group of job classes to receive priority are those that are scheduled for. testing; and the last group of job classes are those with the large::t number of positions . Department staff has been very cooperative in requesting job classes be reviewed to identify the essential functions and in assisting the Personnel Department in completing the job analysis for those classes . aarpt94 . 14 C. Requests for Reasonable Accommodations Managers, supervisors, and employees are encouraged to attend the Americans with Disabilities Act (ADA) class . The class reviews the procedures for processing requests and assists employees by advising them of their rights under ADA. , Summary The County hired all Minority groups and Females above their labor force representation during this reporting period. This is the first time the County has hired all groups at or above their labor force representation for one year (January to December 1993) . Females, African American, and Asians/Pacific Islanders were promoted above their labor force representation. . Employees being laid off continue to be a concern for the County. Females and American Indians/Alaskan Natives were laid off at percentages higher than their labor force representation. The County hires disabled employees and complies with the requirements of the Americans with Disabilities Act. The County emphasizes the importance of the County's Affirmative Action Program and the Board of Supervisors commitment to the Program. V. Minority and Women Business Enterprise Contract Compliance Program The County completed on November 17, 1993, its "Utilization Study" and the Board of Supervisors approved the recommended changes to the County's Minority and Women Business Enterprise (MBE and WBE) Contract ' Compliance Program. This report presents our accomplishments in the Construction, Purchasing, ,and Professional/Personal Services areas of the County's MBE and WBE Contract Compliance Program. A. Construction Program 1 . Formal Construction Projects Minority Business Enterprise goals are 14% and the Women Enterprise goals are 6% . Construction projects are administered by the General Services and Public Works Departments . There are, on occasion, contracts administered by the County Administrator's Office. The analysis of construction projects awarded from July to December 1993 indicates the following: aarpt9a 15 Total contracts over $50,000 with MBE and WBE requirements were $4,382,903 with MBE participation of 11.8% ($519,733) and WBE participation of 5 .3% ($235,638) . Neither MBE nor the WBE goals were met during this reporting period. A) General Services Department: 1) The General Services Department had six construction projects awarded. The total dollar amount of the projects were $1,346,082 . The MBE participation was $165,916 ( 12 .3%) and $391265 (2 .9%) WBEs. The MBE goals ( 14.0%) and WBE goals (6 .0%) were not achieved. 2) The construction projects were: (a) Lobby Remodeling at 2970 Willow Pass Road, Concord (Alvand Construction) . The MBE/WBE percentages achieved were 24 .4% ($17,000) and 13.2% ($9,200) respectively. Both MBE and WBE goals were exceeded. The amount of the contract was $69,770. (b) Site Improvements, Phase II, at , 50 Douglas Drive (O.C. _ Jones and Sons) . The MBE/WBE percentages achieved were 35.2% ($68,800) and 7 .2% ($14,000) respectively. Both MBE and WBE goals were exceeded. The amount of the contract was $195,600 . (c) Remodeling at "A" Ward, Merrithew Memorial Hospital, Martinez (DPR Construction, Inc. ) . The MBE/WBE percentages achieved were 21 .2% ($50,724 ) and 08 ($0) respectively; however, the bidder documented a "good faith effort" to achieve the goals . The amount of the contract was $239,500. (d) Remodeling 1301 and 1313 Cutting Blvd. , Richmond . (RGM & Associates) . The MBE/WBE percentages achieved were 0% ($0) and 0% ($0) respectively; however, the bidder documented a "good faith effort" to achieve the goals . The total amount of the contract was $272,900. (e) Elevated Walkway Replacement, Merrithew Memorial Hospital , Martinez (Tyler Construction) . The MBE/WBE percentages were 8. 4% ($10,091) and 4.0% ($4,700) respectively; however, the bidder documented a "good faith effort" to achieve the goals . The amount of the contract was $118,444 . aarpt94 16 (f) Crockett Neighborhood Park Oakley (B & B Concrete Construction Co. ) . The MBE/WBE percentages achieved were 4 .3% ($19,301) and 2 .5% ($11,365) respectively; however, the bidder documented a "good faith effort" to achieve the goals. The amount of the contract was $449,868. B) Public Works Department: 1) The Public Works Department had seven construction projects. The total dollar amount awarded was $1,636,677 . The MBE participation was . 10 .8% ($177,3.07) and 4 .6% ($74,583) . _, Both goals were not met. 2) The construction projects were: (a) Manor Road/Loma Linda Drive (Bay Cities) . The MBE/WBE percentages achieved were 14% ($9,645) and 6 .4% ($4,413) respectively. The MBE goal was met and the WBE goal was exceeded. The amount of the contract was $68,615 . (b) Drainage Area 29C (Pfister Excavating, Inc. ) . The MBE/WBE percentages achieved were 28.2% ($26,500) and 6 .3% ($6,000) respectively. Both the MBE and WBE goals were exceeded. The amount of the contract was $93,798 . (c) KRIAD-Phase 1 - Kensington Road Project (O.C.. Jones) . The MBE/WBE percentages achieved were 0% ($0) and 6 .0% ($20, 150) respectively. The MBE goal was not met but the WBE goal was met. The bidder documented a "good faith effort" to achieve the MBE goal . The amount of the contract was $335,818. (d) KRIAD-Phase 1 (Bay Cities). The MBE/WBE percentages achieved were 14 .0% ($55,000) and 6 .0% ($23,500) respectively. Both MBE and WBE goals were met. The amount of the contract was $391,823 . . (e) Drainage Area 48C (Delta Excavating, Inc. ) The MBE/WBE percentages achieved were 18 . 3% ($47, 100) and 6.6% ($17,000) respectively. Both goals were exceeded. The amount of the contract was $257,226 . ( f) State Route 4/Byron Highway (Granite Construction Company) . The MBE/WBE percentages achieved were 3.7% ($11,587 ) and .5% ($1,570) respectively. Both goals were not met. The bidder documented a "good faith aarpt94 17 effort" to achieve bothg oals. The amount of the contract was $312,626 . (g) Walnut Blvd. & Marsh Creek (Wingard Engineering) . The MBE/WBE percentages achieved were 15.5% ($27,475) and -1. 1% ($1,950) respectively. The MBE goal was exceeded but the WBE goal was not met. The bidder documented a "good faith effort" to achieve the WBE goal. The amount of the. contract was $176,771. There was one DBE construction project for $1,549,999 . The DBE goal was 15% and the DBE participation on the project was 16 .7% ($25.5,478) . The DBE goal was exceeded for this project. (a) Buchanan Field 05, 07, and 09 (O.C. Jones & Sons) . The DBE percentage achieved was 16 . 7% ($255,478) . The DBE goal was exceeded. The amount of the contract was $1,549,999 . C) County Administrator's Office 1) In the County Administrator's Office there were two construction projects. The contract amount awarded was $1,400, 144 . The MBE participation was $176,510 for 12 .6% and the WBE participation was 122,800 for 8. 7%.The MBE goal was not met; however the WBE goal was exceeded. 2) The construction projects were: (a) Alteration to E, G, and J Wards at Merrithew Memorial Hospital - - Bid Package I (Pyramid Construction Co. ) . The MBE/WBE percentages achieved. were 12 . 1% .($33,587) and 0% ($0) respectively. Both goals were not met. The bidder documented a "good faith effort" to achieve MBE and WBE goals. The amount of the contract was $275,500. (b) Demolition, Relocation, & Modifications of Existing Structures & Features and the Widening of Street No. 4 at 2500 Alhambra Avenue, Martinez for. Merrithew Memorial Hospital (Joe Carone, Inc. ) . The MBE/WBE percentages achieved were 12.8% ($142,923) and 11% ($122,800) respectively. The MBE goal was not met but the WBE goal was exceeded. The bidder documented a "good faith effort" to achieve the MBE goal. The amount of the contract was $1, 124,644 . aarpt94 18 2 . Informal Construction Projects Informal construction projects are those construction projects that do not require advertisement or a formal bid. Departments may call several firms and ask them to submit quotes for the project. The County does not require MBE or WBE goals on informal construction projects. The two departments that generally have informal construction projects are General Services and Public Works. The following analysis is . for calendar year January to December 1993. A) General Services Department had 25- ($114,744) informal contracts for $114,744 . The department achieved 12% ($13,811) Minority Business Enterprise participation and 8% ($9,300) Women Business Enterprise participation. The MBE goal was not met; however they exceeded the WBE goal . B) Public Works Department had 25 ($710 .639) informal contracts . They had 33% ($237,457) Minority Business Enterprise participation and 22% ($157,365) Women Business Enterprise participation. The MBE and WBE goals were met. Summary Formal construction projects totaled .$4 ,382 ,903 with 11 . 8% ($519, 733) MBE participation and 5.4% ($236,648) WBE participation. Both goals were not meta The Disadvantage Business Enterprise (DBE) goal was met with 16 . 7% ($255,478) . Informal construction contracts totaled $825, 383 with MBE participation of 30.4% ($251,268) . and WBE participation of 20. 2% ($166,665) . The MBE and WBE goals were exceeded for the reporting period of January to December 1993 . B. Purchasing Program Purchasing's MBE goals are 10% and WBE goals are 11%. The revision of the County's purchasing contract requirements; the new reporting forms for buyers; and the modification of the formal bid quotation form has helped to increase the number of minority and women owned firms bidding on contracts . The Supplies (commodities) Report (attachment 6) shows MBEs and WBEs receiving less than 1% participation for this reporting period. The supplies report indicates that between July and December 1993, the County had 2,478 contracts for a total of $8,333,761 with local firms (77) receiving $1,787 ,707 (21 .4%) aarpt94 19 In an effort to increase our MBE and WBE . ercenta es a P g Purchasing and Professional/Personal Services Committee has been formed to assist in targeting departments that have large contracts. Departments that have been targeted are: - Health Services Social Services Sheriff-Coroners Administrator's Office Probation General Services The committee is working with department staff to: 1 . list when a contract is scheduled to expire, including contract extensions; 2 . list the types of contracts in the department; focusing on large dollar contracts; and 3. increase the number of . Minority and Women Business Enterprises in the identified contracting. areas . C. Professional/Personal Services Program Professional/Personal Services goals vary depending on the type of contract. The majority use 5% MBE and 10% WBE goals . The Services Report (attachment 7) does not show MBEs and WBEs receiving less than 1% participation for this reporting period. The number of Professional/ Personal Services contracts for this reporting period (July to December 1993) were 2,711 for a total of $15,068,970 with local firms ( 1,304) receiving $6,529,219 (43 . 3%) . The Purchasing and Professional/Personal Services Committee has targeted Departments for review: Health Services Social Services Administrator's Office General Services Personnel The committee is working with department staff to: 1. - list when a contract is, scheduled to expire including contract extensions; 2 . list the types of contracts in the department; focusing on large dollar contracts; and 3. increase the number of Minority and Women Business Enterprises in the identified contracting areas . aarpt94 2 0 VI. Board of Supervisors ' Directives The Board of Supervisors_ , in its review of Affirmative Action accomplishments, issued several directives to the Affirmative Action Officer. The following are those directives: _ A. Directive A Direct the County Administrator-and Affirmative Action Officer to determine what additional resources are required from other County staff in order to make the County's Affirmative Action and MBE/WBE Contract Compliance Programs .as effective as they need to be and provide these additional resources as needed from existing departmental staff, including Department Heads and Departmental Affirmative Action Coordinators, all of whom should be available to assist in insuring the full implementation of the Board's Affirmative Action and MBE/WBE Programs : Response: The County Administrator is providing support from other departments . _ . B. Directive B Direct the County Administrator to circulate the 'attached report to all department heads, employee organizations, the Black Employees ' Association, County Administrator and Acting Personnel Director, requesting that any concerns, comments or recommendations on the report be submitted to the County Administrator' s Office by 5:00 p.m. , Friday, April 29, 1994 . Response: The comments and recommendations are enclosed (attachment 8) . C. Directive C Declare the intent of. the Board of Supervisors to conduct a Workshop , on a Tuesday afternoon in May or June, 1994, preferably at the Training Institute, with all department heads, employee organizations, the Equal Employment Opportunity Advisory Council, and Black Employees ' Organization to review the concerns, . comments and recommendations on the attached report (attachment 8) which were submitted and to discuss the issues contained in the attached report. Request the Affirmative Action Officer, in cooperation with the County Administrator, to schedule the Workshop noted above, invite all involved parties, and prepare the agenda and arrange for any presentations at the, Workshop. Response: The workshop was. held with department heads and community representatives . aarpt94 2 1 VI. Conclusion The County continues to implement an aggressive and effective Affirmative Action Program. The hiring. of all of the Minority groups and Females above their labor force representation (from January to December 1993) indicates the aggressive position Department Heads continue to make in their attempts to meet our Affirmative Action goals. Department Heads should be commended for their efforts. Although all groups were not promoted ' at percentages above their labor force representation, several groups (Females, African Americans, and Asian/Pacific Islanders) were promoted and again Department Heads should be commended. Separations will continue to show large numbers of layoffs among Minorities and Females. Our MBE and WBE Program continues to become more efficient and effective. As the economy changes our program will also show a significant change. Additional workshops for MBEs and WBEs will be given to assist them implement our County's procedures and policies . The County's Affirmative Action Program continues to be an aggressive program that reflects the commitment of the Board of Supervisors to have a workforce reflecting the County's labor force and to assist in the development of Minority and Women Business Enterprises . aarpt94 22 Attachments 1 . Workforce Analysis for December 31, 1993 . 2 . Occupational Categories-Workforce Analysis 3. Workforce Analysis by Department 4 . ADA Transition Plan - Priority B 5. ADA Transition Plan - Priority B 6 . Supplies Report 7 . Services Report 8 . Comments and Recommendations on Directives aarpt94 23 Contra Costa County Workforce Analysis December 31, 1994 Race/Ethnic Number Percentage White African American 906 13.4% Hispanic 576 8 .5% Asian/Pacific Islanders 518 7.6%. 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Z G Z lz Z 4 U r a, - I n O P N O Q1 ,n In ba C4 C� a w x C mol o o ^ O Z o r r Ir. � N � ol Ht�aCh }gn O T 0 0 0 0 w m m o CD N \ N N N W N 07 S 8 o v w ww w w w m m .a C4 w v � � z F w m o 0 0 0 0 m o+ n U N �► m ww n < A r G ¢ ^ a +o M {VW7i c n G 2 S Z tti � C J n W t K Z V U G: n { �2 P, ^ � x w c m u: n � z U 2 G z C: :i U z O C n z Z t: R i _ C N Z 4 K ' N G'7 N C K N C K U z U U V � { 3 Cr N . } ..- W C U r _ V7 02 Co H1 C S C R' C CO h Y C m, ul .X o K U U G .. - a C O O O c a 41 T o+ O ^� N o� p. of N ,, N Attachment 4 p111 c ~ U N CD m N r w N _ w � o . x , �+ v o N a ` Q F 4 rl o N w h in C 1 `, w N U b _N N WCC ' W z v u u n G . v Is N t^ ^ 7}M G 19 ti ' E a N G n w x C v; K F U H 4: Z c. O L n m z v x z z z z x z v, _S C+ N K < z z z z c � w N t+ 4 K N C] K G < N V. N w Y. U V of G C ry S U < Q K C U U V _ Cr N C !. U W t � C.t '. O iq C N Oi �' � C P nK• Q o O 3 y. a z _ y x� w In v7 W N ^ K O h < N c h f\ m ti < O+ N G G ^' qI .. 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Z Z 2 Z cw ry Z Z x 2 Z x 4 K r C: �- v G C K U V Z t � G n C V- a^: k c. c ct n C7 V Z U Y N C 4 c tr t` v. K S ^ � C C ' A] N � C ? K < k C 4 [i V �- K n - �. Z C ► C C X C C C C H U < _ c c a o 4 c tk,.: c r Lo L < - F c o c v r c e c o < w a = n r rr n w o c n Ln Lt, C, Attachment 4 p15 0 a K C O O, n G3 C, W r C C ^ � K n D W W c z X w w fi K V L7 G; s 4 (� Cr 9x N K C v. K F G C 4 m P en { K S G: { i C V. to { C N C { � tr, w V. z z { y CD r Z Le U tv.�, < C .. O � W n _ O P O Cr Cr N C Z' C < C 1b C •• ` :z Attachment 4 p16 O � w v � L U O T a c � C C O � F ar U t C (4 C c � Q t � C Z S L U U c V f K i � v. c, F L y v, c: G C - C. G G Z C n G z z Z 2 x Z Z Z X Z Z z z C C y^ Cti z Z v. Y n �• C C t C ti C 7 vi G n C { C z x 2 x 2 z z z tr, P n r C G r c r Lc > v wC L C K C v S e 3 Attachment 4 p17 W W u o Q < v F4 w m c CD cc a tdi r, u c w Y , r O C n . K P, fJ C Z S G C n ti K K < 4 r. { U tie CS V: F W CM 4 C C F v, < F 2 C � z c c C z � z rc K K Z Z Z Z Z Z Z Z C n Com. 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G t z z z z z Cp G 4 N (� G G G N = C C V, V, 4: Z 2 Z CL v N G G Ir 4 v x z z z z z z z z n C N " F y z W C is CGS D P C �n C N Y � C P. �'• C �n Attachment 4 p19 � I � fy a I O U p 4) a+ > zoo a o, 1 Q7 Ch a) ►+ m O � 1) at m m m 4) al � Om a Q7 c A a --qa) -a U O E>+ V) H ar-a .-1 a)0.4 0 m n) roa vUEm � p C-1 U te\C t0 C C pa z roa1� rcUa� Em. m -� a-+ ac .ca w 0 Boz ,c r I Z H a E c 11 CL u ar m a 1� rI 00 raa7 �+ uo C U Z c � o+ a) 3 0 y 3 E � � U Z C O p It Il li II II L iC m U :] W k. p 0 U - m w C m U " a r+ w C 0 Ci E tE 1 m O �+ y -m•1 w O U 0� i C a m y O O -+ m U > L) w -4 -+ C O) 0 0)-+ m y w L• U U 0 w 0 w m 0 .a w > w E-4 U w a) w CI w U a m-+ m m > w 0 1!' 0) d-+ O U 7 'D w c U x > y -1 m a c m m a) .bc d 1) U a%> > t-+ O C m 7 0-4 m u C 0 > C 7-1 0 C Q w N 1J-1 m 0 w JJ > U d ac O. w > H d 0 w w 6-4 V) E m 0 0) 4 w C p W 7 >+ w w U 0 w I W L) G) MM0 >.-4 ym V) co Udw I V) On 44 4 o U11Ua+ 1.) 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O m m dc +Y Ol - .r .r Y rl .ti W 10 0 aa aJ 7 m Y C C M Y aCa O 4 •� b ami m m m m O s s Cm m b C OL ., 4 .Ci 4 Q 0L 4 c a o v ubuCD s o v $E m +� C C m m W C p m a w C O C m C w d' aC W O ►1 Y w a. C W r.7 m 4 L 9 m N{� C r O 4_ Y 2 .•I r/ C n. 0 C C C ti L m 0 m E w U C 4 rl E -48 m w 4 W 4 Y 7 > a H.OE Na L OlCV m Z Zz G > w m m G W Lu OtiA LO O m N M W O u A m 4 U L m .r .� O IC m m 8 C c u m .7 A m C �. +� C O w O u u 4 W +-i V .ti C C .-� C 3 m p, 2 C m m ...+ L ei O m y aai O U w y 6 C V CtiVv +ui m w LU C C 01 " iLc Cw0 m Cm m m ' O C 7 U - S C C C U O m z -+ F C 4 < C 0 w W .+ C C F .w W > ID b a: C Z) a V; ID E 0 O m 9 D C U C L v C w m 4 m L w fA � m N 4 a ✓ LpJ C C UCo a 0 d1 m E �O m L +'+ 0 0. a m C Ci W 0 awi10 .ai q O .9i F O N t a m T C 4 h@C@ r ti .0 E V .mi Q7 F ti 7 c a: m m L w m u o• - m o o m o o c u w e a C C Ca.., G. e 4 7 O 4 0 c -+ C x E c O w m V u a O w w p. C W .Ci +ty, 7O m 7 a am p. .Vi w . .� z PE r. z a a� E .� o c s o c v c$ � Nn n O .w ..1�j m D O o z o s x a z !Y w n O - Attachment 5 p3 Q rn o- N AI Al H W - ppp h O O O O O O $ O O O O CC77 O O O p 0 N to h IN O O tN N h O N r, N N N A M M M N M N M M N M M W 9 O M 9 N w O' q m O e .mi r w m O = s a v o .ai 08 L v r $ $1v� q e .0014 o At 4 � u O o, C 7C U m H U 7 m V C M O m CAj w, p q ..Oj q I m mm �+ .� O, O .qi �J 4 O m .i a •, •y ^m+ C 4 m 31 0q U C > M q D I O I C S 54 O O m m U m N m C m m 0 m m 4 $ yt m a . 9 rl C U 9 q 9 u 'O L U 9 m N w O w . M m O w C V O m M C m M - W > O, OG ri G .- , , LL u w C. N R A. q Co m PG W 4 O N Ii0 M C 4 w A w U O C u O c C {4 CC 'p O Y u G Z r w O. 6 e Zow c . o V, 4 u .r n to * L E C vz 14 m ~• O W O ✓ a _ O O % $- and M 9 8 w 4 U, O ,.. a,C m a: q L w, w� O A C M N 7 CA 6 a m c >, m rn a m q m 3 m t ., m - U w c �. m FO ,y 0 y t L 3 m rn ti -+ ya' O m m ,C -0 m O w 0 7 4M ►, a H z z0 u0 C g z° c F a_ g• 8 m S z g C Y C n n n n n n e e e e e e y a m m c r q � N C 41 m m � A v ai O m o �z ti um L o u W _O C a S V M C A Jto m C w i O 6 A C . W Cau u Ow, uu9 uC $ Ww O O ti E C . m z - m tiumm q 41 C C t O O m o L x a cG o q V V d 4 m C m 4 A U H w A m m O m O+ 4 q LA A A 4 L C N S V V U U $ U F O w 0 O U o� uq ^ 'O m m p O F 3 an d +U+ W •+ O z O p oSs ..3z to U a n w Attachment 5 p4 C i C C C G ¢ p S PA K K w loll m 117. ih Q' D V V M O m A d a t Lo s � 8 m L ol H O O ♦ d � r r W � 7 � N m B p m m y W yO i+ V � Zp o 95 O N tt- 1 � .. .. N N I .. ., ., .. .. 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K to a 6 u .7 N ti o w x s a z In V N p II p y Attachment 5 p6 s or E n Al rl N M rl N 4 Q O O O O O O N N O Ci o (�Qjy N &n 4 N N on n N m « E T gag u V t ✓ - F -4 ✓ C U e O m m m u m m m +moi e O C� Op a rn 4 w e 4 a m .°i �►��/rr+ m m .Oi 0 ti .44 10 -4 -4-4 Z v v m t e e ✓ q X ✓ m' w w N M w w w C O a a a a a a a s t m 8 N 'O 41 .. m m i n � � L a O U X w Z Z 3 .�., F E E w 441 ° O V p O p i m O, 0 ~ O �n ry m u m G a W Cl E 00, '.mi ti d G im a G n ° c c 4 yqq E O M m Qi p, O 4 w w u yI eo e^ N O m © OLM 41 _ h O O O O O G p m n Z Z Y (> to n O ry m n n ry 7 6 G Dd N m I. • E m 7 s+ c O o U v w C C w p Q aqq� c m m E t w ri O w 0 cc a a m a v F O .w e E m oc v C; m ~ 8 11 ID m M p .moi m m v a w e E ..G. ✓ 3 m C m p m o c a m c m o m " CD - m w ., a m .+ c ., m u u W u v) a+ m a a m C a 41 a F N a F u Z Ol E u a p z CD CO n O O ti O p w w x t r1 Z N V CC Y Attachment 5 p7 Cr) Gr a. adz d ~ 96 �y 96 N w b �y m U u 4 N Z m o w a H u m p w FF - 7. v a+ O .+ to H r .a la a0 u _ O O a• w "' m a m . 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Office of the County Administrator Contra Costa County Affirmative Action Office 651 Pine Street, Martinez, CA 94553 (510) 646-4106 fax: (510) 646-1353 Memorandum Date: March .16, 1994 To: Internal Operations Committee From: Emma Kuevor �i/ _ Affirmative Action Officer Subject: Staff Comments on the Recommendations from the Advisory Council and Department Heads on Minorities and Women Impact to Reduction in Force Meetings were held and recommendations were made from 'Department Heads, Advisory Council on Equal Employment Opportunity, labor organizations, and community groups and organizations. The Internal Operations Committee requested the County Administrator, Affirmative Action Officer, and Personnel Director review the comments and recommendations on minimizing impact of layoffs to minorities and women in County government. A. Department Head Recommendations 1. Among other factors, consider affirmative action impact when cutting positions. Response: Department Heads, since 1978, have been advised that affirmative action should be one of the factors to be considered when determining job classes to be identified in a layoff. Departments acknowledged that they have been advised and have considered their affirmative action programs when reviewing job classes within programs. 1 of 6 Attachment 8 2. Departments should continue to train and promote minorities and women. into the most critical positions (i.e. those positions least likely to be laid off) . Response: The. County has training . available to all employees and. encourages minorities and women to participate. Career counseling is available from the Personnel Department for all employees to assist them in career development opportunities. 3 . Discuss the impact of the lay off during the budget process Response: Departments have been advised and they discuss the impact of lay offs in their departments . . Departments will again be advised during this years budget process to give special attention to impacts when developing budget reduction plan and options . 4 . Revisit the seniority system and Personnel Management Regulations with the unions . Response: The seniority system cannot be changed without . mutual agreement in the collective bargaining process . To pursue further will require involving all parties in any discussion of the seniority system because of the significant impact it would have in the County., 5 . Laid off employees should be contacted and reassured of their value to their Department and County. Response: The Tactical Employment Team in the Personnel Department currently contacts all laid off employees to provide counseling and. discuss their education and , experience, and job interest in order to place them in other County positions, local government agencies, and the private sector. 6 . Employees should "hang in there" when laid off for re- employment possibilities because many times the department will have upcoming temporary and/or vacant permanent positions for the laid off employee. Response: This is an individual decision for each employee to make because of their particular situation. Departments should advise employees if there are temporary or vacant permanent positions in the department and refer them to the Tactical Employment Team. 2 of 6 7. Initially, the department should identify . their . operational needs and then review the impact of the layoff decisions on minorities and women. Response: Departments currently review their operational needs to identify the impact of layoff decisions on minorities and women. (Refer to response given in #1: ) 8. Conduct research with other organizations for ideas on how best to cope with lay offs and downsizing. Response: Request that the Personnel Department inquire with other Counties and private. agencies as to.how they cope with downsizing and lay offs. 9 . Employees should consider temporary positions until they can be placed in permanent positions. Response: This must be a personal decision, by any affected employee. The Tactical Employment Team currently advises employees of temporary and permanent vacant positions in other County operations . 10 . Several departments heads wanted the Internal Operations Committee to know that many departments as a matter of policy do the following: a. obtain affirmative action input before layoffs; b. rehire laid off employees through the Tactical Employment Team placements; and C. train and promote minorities and women in positions least likely to be laid off. B. Advisory Council on Equal Employment Opportunity, Unions, and Community Group Recommendations : 1. Maintain Affirmative Action functions relating to county contracting issues under the Affirmative Action Officer; and those relating to individual employment issues would be handled under the Personnel Department. - Response: To. provide the highest impact, it is appropriate for the Affirmative Action function to be in the County Administrator's Office. Recruitment and examinations are appropriately a part of the Personnel Department. . 3 of 6 2. Increase interaction" between Department Heads and their staff by adopting a meeting schedule between them. a. Schedule meetings between ' Department Heads and Staff. Affirmative Action representation should be present; b. Focus on providing a high * profile for the Affirmative Action Coordinator and their functions; C. Focus on adequate support for the Affirmative Action Coordinator; and d. Accountability for those Department Heads that are . not moving toward Affirmative Action. Response:. The Advisory Council on Equal Employment Opportunity has, invited all Department Heads to meet and discuss these suggestions and how they approach these issues. 3. Review if the AA/EEO/Sexual Harassment Workshop is available to all employees. Review employee retention of materials covered in Affirmative Action classes . The Training Institute should prepare a summary report. Response: , Direct the. Training Institute to prepare material to be retained by AA/EEO/Sexual Harassment participants . Direct the Training Institute to make the. AA/EEO/Sexual Harassment Workshop available to all employees, if -the County can fund that program. 4 . Recommend Affirmative Action performance be of equal importance with other evaluation criteria on. Department Head evaluations by the County Administrator. Response: Affirmative Action performance and effort is of equal importance with other evaluation criteria on Department Head evaluations by CAO. 5. Request that the Personnel Department work with minority associations to offer training/assistance to minorities to help mitigate impact of layoffs on minorities . The training would enhance minorities qualifications for other positions within the County. Response: The Personnel Department will submit a program and program budget for this purpose. 4 of 6 6 . Establish a formal "Career Ladder" Program. Such a program would provide a structured advancement path with the County employment structure. Parts of such a program would include: a. Staff would be provided and the Training Institute would provide courses to meet educational requirements for County employees. The courses would be structured to qualify an employee. b. A review of requirements 'in job classes to determine where experience could be substituted for education requirements. Response: The Board should encourage each Department to identify Career Ladders within their department and the requirements needed to advance. All career ladder programs and/or procedures and formats must be submitted to the Personnel Department and Affirmative Action Officer for review and comments. 7 . Recommend Departments require more cross training among employees. Departments should develop an effective mentoring program. Response: Request Departments to identify areas where it is feasible to provide cross training among employees . 8 . Review requirements to determine exposure to financial liability as it relates to Affirmative Action. Response: County Counsel reviews liability exposure as necessary. 9 . Apply political pressure to enforce Affirmative Action. . Response: The County has limited authority to engage in political activities, The County can make its support of affirmative action known to its State and Federal legislators. 10. Retrain all employees in AA/EEO/Sexual Harassment on regular basis (once every three years) ; quarterly meetings with coordinators ' ; and Affirmative Action meetings should be held with the entire department staff annually. The meeting would be hosted by the Department Head and Department Affirmative Action Coordinator. Response: The Board should request responses from Department Heads concerning this suggestion. 5 of 6 11. Department Heads should develop dialogue and working relationships with employees and unions. Response: 'Department Heads acre expected to meet/communicate , with their employees and labor representatives. a:caocomm 6 of 6 Probation DepartmentCOrltra - Gerald S.Buck County Probation Otocer nistrative Offices Costa Cuouglas Drive,Suite 20141 Martinez,California .94553-8500 County, OUn ly, ^~ (510)313-4180 (510)313-4191 FAX To: Date: Emma Kuevor, County - 3/23/94 Affirmative Action Officer � .. From: subject: Gerald S . Buck, Department Head- ' County Probati Officer Recommendations to Advisory Council You asked for comments in regard to your memo to the Internal Operations Committee . #2 - Training and promoting minorities and women into positions least likely to be laid off . In Probation no positions or classifications have been immune from potential elimination. Our layoffs have been proportionate to the number of positions in a classifica- tion. Over the last two years .we 've made no promotions and have done nearly no hiring from outside . Approved replace- ments of staff have been from layoff lists . Therefore, there has been no ability to impact affirmative action in any positive way of late . #3 - Discuss layoff impact during budget process . During the budget process Department Heads have no idea, generally, which individuals will be effected by loss of positions as the seniority, bumping and transfer rights of. employees are not known until positions are cancelled and the Personnel Department produces layoff and seniority lists and until transfers are determined. Therefore, little can be said about how layoffs will affect minorities and women except in a very general sense; i .e. , the impact of seniority rules . #6 - Most of our "laid off" staff actually demoted to a class previously held; i .e . , deputy probation officers became group counselors, remaining employed by the Department . Those who had no fall back sometimes find work in other Probation Departments and come back when their name is reached on the layoff list . Emma K y r -2- March 2 1 ue o 3 , 994 #9 - Using laid off workers as temporaries can be helpful if the positions are funded, such as back ups to absent group counselors in Juvenile Hall. They cannot be used as temporaries, however, if their position is cancelled and not funded. We have hired laid off staff from other Departments (clerks) and at least two or three of our laid off .staff have found positions in other County Departments . GSB:ds CC: J. McCombs PUBLIC WORKS DEPARTMENT_; CONTRA COSTA COUNTYf DATE: April 1- 94 r TO: Emma Kuevor, Affirmative Action Officer FROM: J. Michael Watford, Public Works Director SUBJECT: Comments on Responses to Re mmendations From the Department Heads and Advisory Council Meetings on Minorities and Women Impact to Reduction in Force Your memo of March 15, 1993 (sic) requests comment on subject recommendations. have gone over these recommendations along with our Affirmative Action Coordinators and Affirmative Action Committee, and have nothing further to add. Most of the recommendations are procedures which are already in place within the Public Works Department. JMW:djh c:jmw/kuevorA4 c: C. Hansen, CAS CONTRA COSTA CCU11.1 RECEIVED P.00 t00; OFFICE CF"_Y_- Black Employees' Association Contra .Costa County April 27, 1994 Claude L. Van Marter Assistant County Administrator 651 Pine Street, 11th Floor Martinez, CA 94553 Dear Mr. Van Marter: Thank you for inviting the Black Employees' Association to respond to staff comments on recommendations from the Advisory Council and department heads on Affirmative Action programs. We have thoroughly reviewed and considered the department head responses and recommendations from the Advisory Council. On behalf of our membership and other minorities, we are not willing or able to accept some of the comments relative to the County's Affirmative Action program. Again, we challenge the County's commitment to Affirmative Action, recognizing that the comments from department heads did not reflect a stated commitment to insure ethnic balance and a plan for addressing adverse impact on minorities when and if layoffs occur. For example, the.County has not had a contract compliance specialist since 1992 which continues to impede the County's.ability to promote and award contracts to minorities and women. It has been over fifteen years since the County agreed to an affirmative action plan and there-is still an overwhelming concentration of people of color and women at the lower levels of the pay scale. Minorities continue to remain in a revolving door of "last hired, least promoted and first fired". Departments continue to have disproportionate ethnic . balances with no written policy concerning protection and retention of protected groups. As employees of various departments, we are aware of the lack of commitment and the devastating impact layoffs have had in the past on minorities and members of protected groups. Finally, departments' budget reduction plans should include an analysis of the impact on. minorities. We understand this would require formalized systematic changes in current . layoff policy, but we also feel that all options should be explored. We look forward to participating in the workshop with the Board of Supervisors, department heads,.and employee organizations. We will be prepared to provide constructive input at the scheduled workshop. Respectfully, . Claire Chachere, President Black Employees' Association of Contra Costa County