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Home My WebLink AboutMINUTES - 01111994 - IO.6 q - . ._ __• TO: BOARD.OF SUPERVISORS n I .O.-6 SK.;L`.,° Contra F FROM: INTERNAL OPERATIONS COMMITTEE". � n s COSta x� County Januar 3 1994 s DATE: y sra coiN� SUBJECT: REPORT ON THE ACTIVITIES AND ACCOMPLISHMENTS OF THE AFFIRMATIVE ACTION AND MBE/WBE PROGRAMS SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: 1 . ACCEPT the attached semi-annual report from the Affirmative' Action Officer on the status of the County' s Affirmative Action Program and Minority/Women-Owned Business. Enterprise (MBE/WBE) Programs . 2 . REQUEST the Affirmative Action Officer to schedule another meeting between the Equal Employment Opportunity - Advisory Council and the employee unions to discuss the continuing loss of minority, employees through the imposition of existing seniority rules and to share- their comments and recommendations with the 1994 Internal Operations Committee at the time the Affirmative Action Officer makes her next semi- annual report to the Committee. 3 . REQUEST the Affirmative Action Officer to develop and implement a mechanism to do outreach to minority and women- owned businesses which supply products the County purchases and undertake an outreach effort, perhaps utilizing those individuals who applied for the minority-owned business seat on the EEOAC but were not selected for that position, which will assist in . improving the proportion of services and supplies which the County purchases from minority and women- owned businesses and report the results of her efforts at the time she makes her next semi-annual report to the Internal Operations Committee. CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD OMM T E APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ONJanuary , 1 1 994 APPROVED AS RECOMMENDEDX OTHER VOTE OF SUPERVISORS 1 HEREBY CERTIFY THAT THIS IS A TRUE 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. ATTESTED Q Contact: PHILATCHELO LERK OF THE BOARD OF CC: County Administrator SUPERVISORS AND COUNTY ADMINISTRATOR Assistant Personnel Director Affirmative Action Officer County Counsel By N ��-� DEPUTY C I .O.-6 -2- 4 . REQUEST the Affirmative Action Officer, at the time she makes her next semi-annual report to the Internal Operations Committee, to report on the award of all construction contracts, not just those over $50,000, as well as on all personal and professional service contracts . 5. REFER to the County Administrator, Assistant Personnel Director and Affirmative Action Officer the comments and recommendations made by the Department Heads and staff and by the Equal Employment Opportunity Advisory Council, as they are contained in attachments 9 and 10 to the Affirmative Action Officer's semi-annual report and REQUEST the County Administrator, Assistant Personnel Director and Affirmative Action Officer to respond to each comment and recommendation in the form of a report to the 1994 Internal Operations Committee, which is to be made to the Internal Operations Committee by March 1, 1994, and for this purpose refer this matter to the 1994 Internal Operations Committee. 6 . REQUEST the County Administrator, Assistant Personnel Director and Affirmative Action Officer to consider the feasibility of scheduling a meeting of Department Heads, the Black Employees ' Association, Affirmative Action Officer and Internal Operations Committee to discuss subjects of mutual interest and concern and report their comments and recommendations to the 1994 Internal Operations Committee by March 1, 1994 . 7 . REQUEST the Affirmative Action Officer to make her next semi- annual report to the 1994 Internal Operations Committee in July, 1994 . 8 . REMOVE this item as a referral to the 1993 Internal Operations Committee. BACKGROUND: For the past several years, the Internal Operations Committee has been receiving periodic reports from the Affirmative Action Officer regarding the status of the County's efforts in the Affirmative Action area and in terms of achieving the County' s goals in the Minority/Women-Owned Business Enterprise (MBE/WBE) Programs . On January 3, 1994 our Committee met with the Affirmative Action Officer, Emma Kuevor; other County staff; The Rev. Curtis Timmons; Nancy Kaplan from the 1993-94 Grand Jury; and the President of the Black Employees ' Association, John Gregory. Ms . Kuevor reviewed the attached report with us . Females, African Americans, and American Indians/Alaskan Natives exceed their labor force representation in County employment. Hispanics and Asian/Pacific Islanders are underrepresented. More aggressive hiring and promotion efforts are needed for these two groups . The attached report also identifies each of eight occupational groups, plus supervisory and management employees, and describes in which of each of these occupational groups additional efforts need to be made in order to insure that women and minorities are adequately represented. The report also reflects the distribution of new hires, promotions and separations by women and minority group. All groups were hired above their labor force representation. Women and African Americans were promoted above their labor force representation. Unfortunately, women, African Americans and American Indians/Alaskan Natives also separated from County employment at higher than their labor force representation. The report also comments on the County's efforts to implement the federal Americans with Disabilities Act. The report comments on the County' s ability to achieve its goals for the award of construction contracts to minority and women-owned businesses. The minority-owned business goal of 14% was achieved during the January-June, 1993 period, but the women-owned business goal of 6% was not achieved during this period of time. The report also comments on the extent to which the County' s purchasing goals for MBE/WBE were achieved and comments on the award of contracts 'for professional and personal services . ti I .O.-6 -3- We are asking the Affirmative Action Officer to provide additional information on the award of construction contracts under $50,000 and on the award of contracts for professional and personal services. We believe that a much greater emphasis needs to be made in the area of purchasing and are, therefore, asking the Affirmative Action Officer to come up with a mechanism which will help provide an outreach effort in this area, possible using those individuals who applied for the minority-owned business seat on the EEOAC. We are also asking that an additional meeting between the EEOAC and employee unions be scheduled so that a dialogue can be undertaken in terms of our ability to retain some of what we have achieved in terms of minority hiring when layoffs have to be implemented. What is happening now, of course, is that our existing seniority rules require that the "last hired" be the "first fired" in a layoff. While we are not suggesting that the seniority rules be changed, we believe that an on-going dialogue in this area could prove helpful . Finally, a number of comments and recommendations were made at a meeting involving department heads and other County staff and at a meeting of the EEOAC. We are asking staff to review and comment on each of the recommendations and report back to the 1994 Internal Operations Committee by March 1, 1994 . 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: December 17 , 1993 To: Internal Operations Committee f From: Emma Kuevorg �j ✓- Affirmative Action Officer Subject: Affirmative Action Progress Report for January to June 1993 The Affirmative Action Progress Report is enclosed for your review. The report covers the time period of January to June 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 a:aaprog CONTRA COSTA rte_coU�� COUNTY AFFIRMATIVE ACTION PROGRESS REPORT January - June 1993 TABLE OF CONTENTS Description Fbge Introduction . . . . . . . . . . . . . . . . . . . . . . . 1 I . Workforce Analysis . . . . . . . . . . . . . . . . . 1 A. Goals . . . . . . . . . . . . . . . . . . . . . 2 B. Workforce . . . . . . . . . . . . . . . . . . . 2 C. Occupational Categories . . . . . . . . . . . . 3 D. Supervisory Employees . . . . . . . . . . . 7 E . Management Employees . . . . . . . . . . . 7 II . Employment Status . . . . . . . . . . . . . . . . . 7 A. Hires . . . . . . . . . . . . . . . . . . . . . 7 B. Promotions . . . . . . . . . . . . . . . . . . . 7 C. Separations . . . . . . . . . . . . . . . . . . 8 D. Disabled Employees Workforce Analysis . . . . . 9 1 . Workforce . . . . . . . . . . . . . . . . . 10 2 . Employment . . . . . . . . . . . . . . . 10 III . Americans with Disabilities Act . . . . . . . . . . 11 A. Accessibility 11 B. Essential Functions . . . . . . . . . . . . . . 11 C. Requests for Reasonable Accommodations . . . . . 12 IV. Minority and Women Business Enterprise . . . . . . 12 (MBE and WBE) Contract Compliance Program . . . . . 12 A. Construction Program . . . . . . . . . . . . 13 1 . General Services Department . . . . . . . . 13 2 . Public Works Department . . . . . . . . 14 3 . County Administrator' s Office . . . . . . 15 B. Purchasing Program . . . . . . . . . . . . . . . 16 C. Professional/Personal Services Program . . . . . 16 V. Board of Supervisors ' Directives . . . . . . . . 16 VI . Conclusion . . . . . . . . . . . . . . . . . . . . 19 VII . Attachments 1 . Draft "Transition Plan" 2 . Administration Bulletin on ADA 3 . Requests for Reasonable Accommodations 4 . Bidders Workshops 5 . Commodities Report , 6 .. MBE/WBE Workshops 7 . Services Report 8 . Training Classes 9 . Department Heads and Staff Recommendations 10 . Advisory Council, Unions, and Community Groups Recommendations • Introduction The County evaluates its affirmative action progress on a. regular basis . These evaluations enable the County to change priorities, identify problem areas, and review its accomplishments . This Affirmative Action Semi Annual Progress Report reflects the County' s continued commitment to its Affirmative Action Program. The report will present the County' s progress in the following areas : I . Workforce Analysis : Contra Costa County' s Workforce Analysis as of June 30, 1993; II . Employment Status : Hires, Promotions, and Separations from January to June 1993; III . Americans With Disabilities Act: Accessibility, Essential Functions , and Requests for Reasonable Accommodations; IV. Minority and Women Business Enterprise (MBE & WBE) Contract Compliance Program: An analysis of the Construction, Purchasing, and • Professional/Personal Services Programs; and V. Board Directives : Responses 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 of 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 - 1 - American 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 goals . The goals for the various groups are: Groups Labor Force - Percentages Hispanics 10 . 5% African Americans 7 .6% Asian/Pacific Islanders 8 . 9% American Indians/Alaskan Natives . 6% Total 30 . 6% Females 45 .4% B. Workforce There were 6, 782 employees in permanent full-time, • permanent part-time, and project exempt positions . The workforce analysis does not include temporary or contract employees . There were 4 , 163 (61 . 4%) female employees in the workforce and females exceeded their labor force (45 .4%) representation. There were 912 13 . 9% classified as management. Hispanic employees are under represented with 577 (8 . 5%) employees when compared against their representation in the labor force. African Americans exceeded their labor force representation with 892 or 13 .2% . Asian/Pacific Islanders are under represented with 50.8 or 7 . 6% County employees . American Indians/Alaskan Natives exceeded their labor force representation with 53 ( .8%) County employees . The groups targeted for aggressive hires and promotions in order for them to be at or exceed their labor force • representation are : Hispanics and Asian/Pacific Islanders . - 2 -. • C . Occupational Categories In order to target our hires and promotions more specifically, we also look at the locations of minorities and females in the various occupational categories . There are eight occupational ( job) categories in which all jobs classes are placed. The categories are: 1 . Officials & Administrators : Employees set broad policies, exercise overall responsibility for execution of these policies, or direct individual departments or special phases of the County' s operations . Positions such as Department Heads, Division Chiefs, Directors, Deputy Directors, etc. 2 . Professionals : Employees in positions that require specialized theoretical knowledge which is usually acquired through college training or through work experience and other training which provides comparable knowledge. Positions such as Doctors, Lawyers , Librarians , Registered Nurses , Accountants, Management Analyst, Psychologists, etc. 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 throughequivalent on-the-job training. Positions such as Computer Programmers, Drafters, Technicians (Medical, Dental, Electronic) , etc . 4 . Protective Service Workers : Employees in positions that are entrusted with public safety, security and protection from destructive forces . Positions such as Deputy Sheriffs, Fire fighters, Bailiffs, Detectives, etc. 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 . Positions such as Homehealth Aides, Library Assistants, Clerks, Medical Aides, etc. 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. Positions such as Bookkeepers , Clerk- Typists, Dispatchers, Computer Operators, etc . - 3 - 7 . Skilled Craft Workers : Employees in positions that • perform jobs which require special manual skills and a thorough and comprehensive knowledge of the processes involved in the work which is acquired through on-the-job training and 'experience or through apprenticeship or other formal training programs . Positions such as Electricians, Heavy Equipment Operators, Stationary Engineers, Equipment Operators, etc. _ 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. Positions such as Gardeners, Laborers, Custodians, etc. All categories where there is under representation for a particular group becomes a hiring priority for that particular group. Female employees, 4, 163 ( 61 .4% ) were in the following _ occupational categories : Total • Females Total as of Employees Female 12/31/92 Category 6/30/93 # % 62 Officials/Admin 203 64 31 . 5 1,238 Professionals 2096 1221 58 . 3 670 Technicians 961 662 68 . 9 102 Protective Service Wkr 857 97 11 . 3 213 Para Professionals 266 198 74 . 4 1,737 Administrative Support 1829 1698 92 . 8 13 Skilled Craft Workers 82 13 15 . 9 214 Service/Maintenance 488 210 43 . 0 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. Representation in the categories of Technicians and Officials and Administrators increased since the December report. • 4 - • There were 892 ( 13 . 2% ) African American employees represented in the following categories : Total African Americans Total as of Employees African Americans 12/31/92 Category 6/30/93 # % 17 Officials/Admin 203 12 5 . 9 201 Professionals 2096 198 9 .4 161 Technicians 961 162 16 . 9 58 Protective Service Wkr 857 73 8 . 5 55 Para Professionals 266 54 20 . 3. 7 Skilled Craft Workers 82 7 8 . 5 156 Service/ Maintenance 488 152 31 . 1 African American employees exceeded their representation in seven of the eight occupational categories . They are under represented in the Officials/ Administrators ' category. Representation in only the Technician and Protective Service Workers occupational categories increased since the December report. There were 577 ( 8 .5%) Hispanic employees in the following . occupational categories : Total Hispanic Total as of Employees Hispanics 12/31/92 Category 6/30/93 # % 6 Officials/Admin 203 6 3 . 0 105 Professionals 2096 110 5 . 2 84 Technicians 961 79 8 . 2 58 Protective Service Wkr 857 55 6 . 4 31 Para Professional 266 29 10 . 9 213 Administrative Support 1829 215 11 . 8 9 Skilled Craft Workers 82 10 12 .2. 68 Service/ Maintenance 488 73 15 . 0 Hispanics exceed their labor force representation in four categories . The categories where they are under represented are Officials and Administrators, Professionals, Technicians, and Protective Service Workers . Increases since the December 1992 report occurred in the Professional, Administrative Support, Skilled Craft Workers, and Service/Maintenance categories . 5 - There are 329 (4 .9%) Asian/Pacific Islanders in the following • occupational categories : Total Asian/Pac. Islander Total as of Employees Asian/Pacific 12/31/92 Category 6/30/93 # % 11 Official/Admin 203 10 5 . 0 219 Professionals 2096 118 10 .4 95 Technicians 961 93 9 . 7 20 Protective Svc Wkr 857 20 21 . 3 30 Para Professionals 266 28 10 .5 104 Admin Support 1829 107 5 .9 1 Skilled Craft Wrk 82 1 1 .2 31 Service/Maintenance 488 31 6 . 4 Asian/Pacific Islanders exceeded their labor force representation in four categories . They are under represented in Officials/Administrators, Administrative Support, Skilled Craft Workers, and Service Maintenance occupational categories . Compared to the December 31, 1992 . report, they increased in the Administrative Support category. There were 53 ( . 8t) American Indians/Alaskan Natives in the • following occupational categories : Total American Indian/ Alaskan Natives Total American Indians & as of Employees Alaskan Natives 12/31/92 Category 6/30/93 # % 0 Officials/Admin 203 0 0 15 Professionals 2096 15 . 7 11 Technicians 961 12 1 . 2 7 Protective Svc Wkr 857 7 . 8 3 Para Professionals 266 1 . 4 17 Admin Support 1829 14 . 8 1 Skilled Craft Wkr 82 1 1 .2 4 Service/Maintenance 488 3 . 6 American Indian/Alaskan Native employees exceeded their labor force representation in all occupational categories except two: Officials and Administrators and Para Professionals . Compared to the December 1992 report, there was an increase in the Technicians occupational category. 6 • D. Supervisory Employees There were seven hundred sixty five ( 765 ) supervisory employees . There are: 411 ( 53 . 7% ) female supervisors; 71 ( 9 . 3%) African American supervisors; 43 ( 5 . 6%) Hispanic supervisors; 34 ( 4 . 5%) Asian/Pacific Islander supervisors; 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 Indj -.ns/Alaskan Natives . E. Management Employees There were nine hundred and twelve ( 912 ) management employees . There were: 423 (46 . 4% ) females ; 61 (6 . 7% ) African Americans managers; 49 (5 . 4% ) Hispanics managers; 58 ( 6 . 4%) Asian/Pacific Islanders managers; and 5 ( . 5%) American Indians/Alaskan Natives managers : Among management employees all groups are under represented except females . • The County continues to target mid management and management level positions for all groups . II . Employment Status The employment analysis of hires, promotions, and separations are from January to June 1993 . A. Hires There were two hundred forty four (244) employees hired during this reporting time period. More than half of the _hires were females . There were: 191 ( 78 . 3%) females; 35 ( 14 . 3%) African Americans; 35 ( 14 . 3%) Hispanics; 24 ( 9 . 8%) Asian/Pacific Islanders; and 2 ( . 8%) American Indian/Alaskan Natives employees hired. All groups were hired at percentages above their labor force representation. This is the first time all groups were hired at percentages above their labor force representation. B. Promotions There were one hundred thirty nine ( 139) employees promoted during this reporting period. There were: . 77 ( 55 . 4%) females; 19 ( 13 . 7%) African Americans; 13 (9 . 4%) Hispanic employees; 9 ( 6 . 4%) Asian/Pacific Islanders; and no ( 0) - promotions for American Indians/Alaskan .Natives . 7 _ Females and African . Americans were promoted at percentages above their labor force representation. • C . Separations There were three hundred six (306) employees who separated from County Service. More than half of the separations were among females . There were: 190 ( 62 . 1%) females; 55 ( 18%) African Americans; 20 ( 6 . 5%) Hispanics; 19 ( 52%) Asian/Pacific Islanders; and 4 ( 1 . 3%) American Indians/Alaskan Natives .- Females, African American 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 from the County 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: 1 . Resignations —Thirty six ( 36 ) employees resigned from the County. There were: 22 ( 61%) females; 8 ( 22 . 2%) African Americans; one (2 . 8%) Hispanics; 7 ( 19 .5.%) Asian/Pacific Islanders and no ( 0) resignations for American Indians/Alaskan Natives . All groups except American Indians/Alaskan Natives, • had employees that resigned at percentages higher than their labor force representation. 2 . Constructive Resignation - There was one constructive resignation by a , female during this reporting period. 3 . Retirements - There were nine employees who retired from the County. There were: 3 ( 33 . 3%) females; one ( 11 . 1%) African American; and one ( 11 . 1% ). Asian/ Pacific Islander; and no (0) American Indian/Alaskan Native retirements from County service. 4 . Dismissed - There were three employees who were dismissed of which all were African Americans and two ( 66 . 7%) were females . 5 . Lay offs - The July to December 1992 lay off analysis reported 286 employees were laid . off . There were: 178 (62% ) females ; 46 ( 16%) African Americans; 26 ( 9%) Hispanics; 19 (6%) Asian/Pacific Islanders; and 2 ( . 7%) American Indians/Alaskan Natives . Females, African Americans, and American Indians/Alaskan Natives exceeded their labor force • representation. Ninety three or 52 . 2% of the laid off employees were minorities . _ 8 _ • 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. 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 laid off. This directive is responded to in Section V of this report. D. Disabled Employees Workforce Analysis The, County' s Disability Program began in 1978 . The County has been active in the recruitment and selection of applicants and employees with disabilities . The County is responsible for ensuring compliance with Federal/State non-discrimination laws that protect individuals with 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 we provide to be sure they are accessible; trained and continue to train our 9 - supervisors/managers and employees to raise their- awareness level of employees with disabilities; trained employees on how to process requests for reasonable accommodations . We will train all employees in this area; and - trained employees so they know their rights. under the Americans with Disabilities Act. 1 . Workforce: There are ninety two (92) or 1 .4% employees who have identified themselves as having a disability. out of 6,782 employees . There are 21 ( . 3%) employees with visual disabilities; 15 ( .2%) hearing; 4 ( . 1% ) speech; 40 ( . 6%) physical, and 12 ( . 2%) with developmental disabilities . Among the 765 supervisory employees, there were: 19 (2 . 5%) with disabilities of which 5 ( . 7%) were visual; 2 -( . 3%) were hearing; no ( 0) employees with speech disabilities; 10 ( 1 . 3%) physical, and 2 ( . 3%) were developmentally disabled employees . There are 912 management employees of which 20 (2 .2%) employees are _disabled. There were: 5 . • ( . 5%) visual; one ( 1) or . 1% hearing; one ( 1) or . 1% speech; 11 ( 1 . 2% ) physical ; and two (2 ) or . 2% developmental disabilities . 2 . Employment: We continue to hire disabled employees . We hired between January and June 1993, twelve employees that identified .themselves as having a disability. There were 5 (42%) employees with visual disabilities; one ( 1) ( 8%) hearing; 4 ( 32%) physical; and 2 ( 16%) employees that identified themselves as having a developmental disability. There were no employees hired who identified themselves as having a disability based on speech. We currently do not have a system for tracking promotions or separations among disabled employees . • 10 - • III . Americans with Disabilities Act The County is aggressively implementing another 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 its buildings identifying barriers to accessibility using the Americans with Disabilities Act Guidelines (ADDAG) . The County has sent the draft "Transition Plan" for Priority A Buildings (attachment 1) to the Section 504 Committee and community groups and organizations . Priority A buildings are those with high public/employee usage. After a review of the plan, comments and recommendations will be reviewed and time frames will be established to eliminate the barriers to accessibility. • Priority B buildings will be. completed before the end of the year. Priority C, D, E, and F buildings. will be completed by the end of April 1994 . B. Essential Functions The Personnel Department has targeted job classes that required medical examinations as the first group of job classes to identify the "essential functions . The essential functions of a job class are those tasks that are critical to the performance of the job. The second group the Personnel Department prioritized are those employees requesting reasonable accommodations . As requests for reasonable accommodations are made, the essential functions of those classes are identif*.ed. The third list of job classes to receive priority are those that are scheduled for testing. The last group of job classes to be addressed are those with the largest number of positions with County employees . Departments have been very cooperative in requesting job classes be reviewed to identify the essential functions and in assisting the Personnel Department. As issues arise the priority for job classes may change • - I1 - C. Requests for Reasonable Accommodations The Administrative Bulletin (attachment 2) has been . distributed to all Department Heads , Department Affirmative Action Coordinators , and Administrative/Personnel Officers . The Bulletin reviews the procedure to be used by employees when requesting reasonable accommodations and by supervisors/managers processing those requests. There were sixteen ( 16) requests (attachment 3) for reasonable accommodations . The requests were based on: physical disabilities ( 11 or 73 . 3$) ; visual disabilities (one or 6 . 6%) ; and mental disabilities ( 3 or 20% ) . Eleven of the cases have been closed and two requests have been successfully processed. An ADA Workshop is scheduled once a month for all employees to review the procedure for processing requests for accommodations . Summary The County hired all racial/ethnic groups and females . above their labor force representation during this reporting period. This is the first time hiring of all groups met or exceeded their labor force representation. Females and African Americans were promoted above their labor i force representation. Employees being laid off continue to be a concern for the County. Females, African American, and Hispanics were laid off at percentages higher . than their labor force representation. The County continues to hire employees that have identified themselves as having a disability. Compliance with the ADA requirements are also being completed in a timely manner. The County continues to emphasize the importance and Boards commitment to its Affirmative Action Program. IV. Minority and Women Business Enterprise Contract Compliance Program Since the County completed its "Utilization Study" and the Board approved (November 17, 1993) the recommended changes to the. County' s Minority and Women Business Enterprise .Contract Compliance Program, _ this report reviews our accomplishments in the Construction, Purchasing, and Professional/Personal Services Programs . i 12 - A. Construction Program The Construction Minority Business Enterprise goals are 14% and the Women Enterprise goals are 6% . Construction projects are primarily in two County Departments: General Services and Public Works . There are on occasion, contracts administered by the County Administrator through a consultant. Total contracts and dollar amounts of the projects over $50,000 with MBE and WBE requirements were $2,081,910 with MBE 'achieved of 22 .3% ($464,935) and WBE achieved of 3.60 ($76,048) . The analysis of construction projects awarded from January to June 1993 indicates the following: 1 . General Services Department: a. In the General Services Department, there were three construction projects awarded. The total dollar amount of the projects were $430,400 . The MBE participation was $75, 197 ( 17 . 5%) and $15 ,816 ( 3 . 5%) WBEs . The County achieved the MBE goal but did not achieve the WBE goal . b. The construction projects were: 1 ) Improvement at Fire Station No . 70, San Pablo (Sausal Corporation) . The MBE percentage achieved was . 6% ($1,527 ) and the WBE percentage achieved was zero (0 ) ; however, a "good faith effort" was documented to meet the MBE and WBE goals . The total contract amount was $220,599 . 2 ) Remodel for Outpatient Clinic at Merrithew Memorial Hospital, Martinez (RGM and Associates) . The MBE percentage achieved was 17 . 9% ($63 , 197 ) and the WBE percentage achieved was 4 . 5% ($15, 816 ) ; however, a "good faith effort" was documented to meet the WBE goal . The total contract amount was $353,400. 3) Clyde Park, Phase I, Clyde (Vic Soto, Inc . ) . The MBE percentage achieved was 15 . 6% ($12,000) and the WBE percentage achieved was 0%; however, a "good faith effort" was documented to meet the WBE goal . The total contract amount was $77 , 000 . 13 - 2 . Public Works Department: • a. In the Public Works Department there were seven construction projects . The1.,total dollar amount of the projects were $1, 603, 320 . The MBE participation was $382,988 (23 . 8%) and WBE was $57,332 (3 .5%) . The MBE goal was achieved but not the WBE goal . b. The construction projects were: 1) Sunset Road Realignment, Phase II (Antioch Paving, Co. ) . The MBE percentage achieved was 0% and the WBE percentage achieved was 7 . 5% ($3,598 ) ; however, a "good faith effort" was documented to meet the MBE goal . The total contract amount was $47 , 648 . 2 ) Assessment District 1992-1/ Mrack Road (Oliver de Silva) , The MBE percentage achieved was 31 .5% ( $293, 033) and the WBE percentage achieved was 1 . 5% ( $14 , 212 ) ; however, a "good faith effort" was documented to meet the WBE goal . The total contract amount was $927 ,469 . • 3) Taylor Blvd. at Withers Avenue (Steiny and Company) . The MBE percentage achieved was 2 . 6% ( $1,537 ) and the WBE percentage achieved was 3 . 6% ($2 , 100 ) ; however, a "good faith effort" was documented to meet the WBE goal . The total contract amount was $58, 000 . 4 ) Willow Pass Road at Manor Road (B. Cantarutti ) . The MBE percentage achieved was 21 .6% ( $26 , 927 ) and the WBE percentage achieved was 2% ( $2 , 500) ; however, a "good faith effort" was documented to meet the WBE goal . The total contract amount was $124 , 797 . 5 ) Tara Hills Drive Overlay (Ghilotti Brothers) . The MBE percentage achieved was 16 .6% (25,843) and the WBE percentage achieved was 8 . 5% ( 13,343) . Both goals were met for this project. The total contract amount was $156 ,227 . 6 ) Marsh Creek Road Curve Realignment (Joe • Carone, Inc. ) . The MBE percentage achieved was 7 . 8% ( $17 ,280) and the WBE percentage achieved was 7 . 8% ( $17 , 280) ; - 14 - however, a "good faith effort" was • documented to meet the MBE goal . The total contract amount was $220, 353 . 7 ) Reliez Valley Road Path (O.C. Jones and Sons) . The MBE percentage achieved was 26 .7% ( $18,368) and the WBE percentage achieved was 6 .2% ($4,299) . Both goals were met for this project. The total contract amount was $68,826 . C. There were two Disadvantaged Business Enterprise (DBE) State funded construction projects during this reporting period. Thi. County' s DBE goal is 20% DBE participation. The total dollar amount for DBE contracts was $903,208 and DBEs achieved 17% ( $153, 964 ) . The County did not achieve its DBE goal . The DBE projects were: 1 ) Avon Bridge Rehabilitation (Valentine Corporation) . The DBE goals percentage was 30 . 3% ($64 , 064 ) . The DBE goal was achieved. The total contract amount was $614 ,570 . • 2 ) Byron Hot Springs (Ferma Corp. ) . The DBE percentage achieved was 31% ($89 , 900 ) . The DBE goal was achieved. The total contract amount was $288, 638 . 3 . County Administrator' s Office a. The County Administrator' s Office through its consultant administered one construction project . 1 ) Asbestos Abatement at Merrithew Hospital (Montgomery Environmental Construction) . The MBE percentage achieved was 14% ($6, 750) and the WBE percentage achieved was 6% ($2, 900) . Both goals were met for this project. The total contract amount was $48, 190 . Summary In the construction program, the MBE percentage achieved was 22 . 3%; however, the WBE percentage achieved was 3 .6% and the County' s WBE goal was not met during this reporting period. Disadvantage Business Enterprise (DBE) goal achieved was 17% . The County' s DBE goal was not met during this reporting period. 15 - A "Bidders Workshop" for prime contractors (attachment 4) was given (August 24, 1993 and October 27, 1993) to review the • County's goals; procedure to use to document "good faith effort" ; and construction procedures . The workshops were well attended and emphasis was placed on prime contractors developing and maintaining a "pool" of certified MBEs and WBEs they could submit when bidding on County projects . B. Purchasing Program The Purchasing MBE and WBE Program continues to move towards meeting its goals. 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 the County increase the number of minority and women owned firms . The commodities report (attachment 5) does not show MBEs and WBEs receiving any significant number , of contracts for this reporting period (all under 1%) ; however, the changes in the program will increase our Minority and Women Business Enterprises participation. The total amount was $9 , 994 , 711 with local firms receiving $202 , 051, 152 (20 . 50) . We held a MBE/WBE workshop (attachment 6 ) to advise minority and women firms of the County' s MBE and WBE procedures; the county' s commitment • to achieve our goals; and the procedure they should use to become certified. C. Professional/Personal Services Program The Professional/Personal Services MBE/WBE Program also did not meet their goals ( less than 1% participation for MBEs and WBEs ) . The total Professional/Personal Services amount was $17 ,519,435 (attachment 7) with local firms receiving $7 , 648,490 (43 . 6% ) . The MBE and WBE workshop reviewed (attachment 6) the Professional/Personal Services Programs requirements and goals . Additional MBE/WBE workshops will be held next year to assist firms and increase participation among certified MBE/WBE firms . V. 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 and the responses . A. Directive A Direct the County Administrator and Affirmative Action • Officer to determine what additional resources are - 16 c' .-•a #. — - .0 t• 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 has requested staff from Personnel be assigned and shared with Affirmative Action Officer. B. Directive B Direct the County Administrator and Affirmative Action Officer, with appropriate input from the Training Institute, to schedule and conduct a special workshop, prior to January 1, 1994 , consisting of Department Heads, Departmental Personnel Officers, Departmental Affirmative Action Coordinators, and other appropriate staff, as determined by the County Administrator, to cover at least the following topics: A review of the County' s commitment to Affirmative Action; A review of the criteria which will be used with each Department Head on his or her evaluation in terms of the 'progress the Department has made in the area of Affirmative Action; Presentation of a summary of the training classes which are available in the areas of Affirmative Action and Cultural Diversity and the number of employees who have attended each such class to date; and Address the issue of the continuing loss of minority employees through the imposition of existing seniority rules when layoffs occur and the extent to which Department Heads can appropriately take steps to protect minority employees from layoffs within existing Memoranda of Understanding with employee organizations . Response: Meetings were held with the Department Heads (October 28, 1993); - Department Affirmative Action Coordinators and Administrative/Personnel Services Officer (November 4, 1993) ; and 17 - the Advisory Council on Equal Employment Opportunity and Unions (November 5, 1993 attachment '40 9) . The County Administrator and Affirmative Action officer received their comments and recommendations on the continuing number of minorities and women being laid off . The recommendations will be submitted to the Internal Operations Committee at its January 3, 1994 meeting. At the Department Heads ' November meeting, they discussed the directive from the Board of Supervisors. The County Administrator re-emphasized the County' s commitment to Affirmative Action. Department Heads, Department Affirmative Action Coordinators, Administrative/Personnel Services Officers, and participants at the Advisory Council Meeting were advised that Department Heads would be evaluated by the County Administrator. The Affirmative Action Officer provides the County Administrator with a summary of the departments ' workforce; a list of the type of minorities and/or females to be targeted for hiring; training classes employees should attend; and a summary of their . most recent hires, promotions, and separations . Affirmative Action is one of several areas evaluated by the County Administrator. Department Heads were also given a summary of the training classes and employees who have attended the classes (attachment 8) . The Department Affirmative Action Coordinators , Administrative/Personnel Services Workers met to discuss the Boards Directive. Several recommendations and comments including those from Department Heads were submitted from both groups (attachment 9 ) . Comments are included verbatim and some need interpretation or clarification. C. Directive C Request the Equal Employment Opportunity Advisory Council (EEOAC) to agenda, before January 1, 1994 , a discussion of the continuing loss of minority employees through the imposition of existing seniority rules, invite all interested employee organizations and the Black Employees ' Association to join the EEOAC for this dialogue and invite all participating organizations to provide any comments, conclusions and recommendations as 18 - • a result of this discussion to our Committee on January 3, 1994 . Response: The Advisory Council met November 4 , 1993 with invited employee organizations , and the Black Employees ' Association, other organizations, and individuals . There were several comments and recommendations presented (attachment 10) . Staff suggests that the recommendations be referred to the County Administrator for comments . 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 indicates the aggressive position Department Heads continue to take 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 and African Americans) were and again Department Heads should be commended. • Separations, during an economy experiencing a recession will continue to show large numbers of layoffs among those groups most recently. hired and promoted (minorities and females) . The steady and continuous hiring/promoting of minorities and females does not devastate our accomplishments; however, over a long period of time with continued layoffs a large percentage of our affirmative action progress will be eliminated. We have a lot of work to do in our MBE and WBE Programs . Departments have been cooperative and are closely monitoring their contracts . Additional workshops for MBEs and WBEs must be given to assist them in understanding 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 . a:aareport 19 - VII Attachments 1 . Draft "Transition Plan 2 . Administration Bulletin on ADA 3 . Requests for Reasonable Accommodations 4 . Bidders Workshops 5 . Commodities Report 6 . MBE/WBE Workshops :7 . Services Report 8 . Training Classes 9 . Department Heads and Staff Recommendations 10 . Advisory Council, Unions , and Community Groups Recommendations i 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: November 28 , 1993 To: Section 504 Committee Members From: Emma Kuevo Affirmative Action Officer Subject : Transition Plan The Americans with Disabilities Act (ADA) require public agencies • to ensure their buildings are accessible to disabled employees , applicants and the community. Agencies must develop (with the assistance from representatives from disabled agencies/groups and individuals ) a Transition Plan to correct the lack of accessibility. The enclosed is the "Draft" Transition .r_3n for your review, comments , and recommendations . A meeting has been scheduled December 16 , 1993 , at the County Administration Building, 651 Pine -Street , Martinez , fourth ( 4th) floor conference room at 1 : 30 p.m. The meeting is scheduled to review and finalize the Transition Plan. Your input is invaluable so please write, fax, call , and/or come to the meeting with your comments and recommendations . The "ADA Building Survey Summary" report lists all of the County buildings . They have been prioritized by those buildings with high public/employee use ; average public/employee use; and low public/employee use. Each building has forty two ( 42 ) items that were evaluated. The "N" means noncompliance with the Americans with Disabilities Act Accessibility Guidelines (ADAAG) . The "ADA Action Plans for Pha-se 1 Buildings" is a report on all of the buildings that are Priority A -high public/employee usage. The report lists the building ( refer to the top of each page for the building number ) ; theitem being evaluated ( refer to F. 'ac"^ en i the summary column ( far left column) ) , the corrective action, and estimated cost. . Priority 1 to 0 indicates importance of correcting that item (as soon as possible ( 1 ) or zero ( 0 ) less important. All of the buildings are given additional attention to items that affect visual and- hearing disabilities. Priority A has been completed and Priority -B buildings will be completed before the end of the year. Priority C, D, E, and F buildings will be completed before the end of April 1994 . If the various-organizations and individuals are in agreement with .the "Draft" Transition Plan, the next . step is to place start and completion time frames on each item to be corrected and identify how we will pay for the corrections. This aspect is already being reviewed by the County Administrator' s Office. Don' t forget to. write, fax, or call before the meeting and/or come to the meeting with your comments and recommendations If there are other issues you would like to discuss at the meeting, let me know. i a:Sect504 i GENERAL SERVICES DEPARTMENT • Architectural Division 1220 Morello Avenue, Suite 100 Martinez, California 94553-4711 Extension 3-7200 File: PD000-9203/A Date: November 8, 1993 TO: Phil Batchelor, County Administrator Attention: Emma Kuevor, Affirmative Action Officer FROM: Barton J. Gilbert, Director of General Services By: Robert D. Hill, Supervising Architect SUBJECT: ADA.REQUIRYKENTS FOR COUNTY FACILITIES (WS36-'a) ; Phase I Report In accordance with discussion at the. October 11, 1993 meeting concerning ADA progress, attached are the following items for review by the 504 Committee: 1) The ADA Building Survey Summary for County buildings. 2) The ADA Building Survey Summary for Phase I (Priority A) buildings. 3) ADR Action Plans for Phase I buildings. -- _�PLP:-ls Attachments o a a .a a 0 U J-1 p C ~ � � C y Ex O E >r to f: C C C ^ c c C L G ^ C F >- L C C E >- V C C C C C C. c II } c E L _ c > c cC v C;, EC L G G Z C C a Z — G v t U Z m C • 1. C. f V It li U O U m .L c c W 0 al 4a v) a o t+ O O .11 E a mm ¢ 41 u> y l.i .pi —4 G QI 0 07-.4 a A.) $4 O a) Qi 1+ oe p -4 C) > L E+ U lr a' $4 & L U a > >+ O aJ a a—i O U 710 y --+ e G c 0 ¢ a x a• 41 U O+ > > t.a O c a 0-4 R L+ c a > c c --+ a C W Cn u-+ M a W 4J > U a x O w > F 0 O > L H V. 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"R C c C O ¢ [: C. c c c L L — C C' c G I 3 u c; C CI^ i U R 3 C7 c E +� '. m C r c t o c L .+ ¢` ++ L v L E I S �iL C G L C o N S •n ¢ O T O > C: c C T O t C O m tr a U - IA c S ¢ ¢ L 6 6 U m Z 6 U } G. •f N N N < � N {O r a v: m c L C C+ V Q .Cq C tT Rl 4 •.Ci m U G je w 9 U u u N W w o c m a0 m S . ¢ o ¢ o a W a EE w w m m C .mq m 0 8 < L D :. O D m D Q T U u m m � .jti� mm A m m E m �C U N U •~•+ 3 U 1C CT m •• ui c . 4 W <F dc 4 m m G .V .• . L •Z.�. m•.Ei a. p a a Cn E ++ 2 O m wssaft a • E, a .. N .eo CL ~ w N O N 10 All N W m C. U O a U m, ~ r w # � W U 9 7 � 9 a m � fj 3 V a " y 1 v T � Q1 G+ TJ N :1 S s +� a w �c J Qy y O 9 9 9 U a o� a � N U � Office of the County Administrator Contra Costa County • Affirmative Action Office 651 Pine Street, Martinez, CA 94553 510/646-4106 April 28, 1993 TO: Department Heads Department Affirmative Action Coordinators Department Personnel/Administrative Officer FROM: Emma Kuevor� Affirmative Action Officer SUBJECT: Administrative Bulletin Procedures for Compliance with Title I of the Americans With Disabilities Act The enclosed is the Administrative Bulletin - Procedures for Compliance with Title I of the Americans With Disabilities Act. We received comments and recommended changes from Department staff, members of the Section 504 Committee, and interested community groups, organizations , and individuals . As our program is implemented, we're sensitive to the need to be flexible and ready to adjust to changes . If you have comments regarding the Administrative Bulletin, give me a call . Employees are requesting reasonable accommodations from their supervisors. Be sure to review the procedure during your staff meetings with your employees .. It is very important that you document requests from employees and the accommodations that were provided. If accommodations were not provided, the reason(s) why they were not provided should also be documented. Your assistance is needed in order to provide reasonable accommodations requested by employees . The County will provide the accommodations whenever possible and I am available if you need assistance. EK: fch Enclosures cc: Section 504 Committee Members Disabled Mailing List IO Mailing List Advisory Council • A:\ADAADMIN Attachment 2 ADMINISTRATIVE BULLETIN • SUBJECT: Procedures for Compliance with Title I of the Americans With Disabilities Act Title I of the Americans with Disabilities Act (ADA) makes employment discrimination against qualified individuals with a disability unlawful. The ADA prohibits discrimination in training, promotion, retention, and other aspects of employment and requires_ employers to provide reasonable accommodation to qualified disabled employees and applicants for employment. I. Purpose. This bulletin sets forth procedures to be followed by Contra Costa County departments: ( 1) for determining whether an employee or applicant for employment is a "qualified individual with a disability" , and (2) if so, for processing requests from such individual for reasonable accommodation. (As used herein, " department" includes special districts governed by the Board of Supervisors . ) II . Definitions . A. An "individual with a disability" is a person who has a physical or mental impairment that substantially limits one or more major life • activities, has a record of such an impairment or is regarded as having such an impairment. B. A "qualified individual with a disability" is a person with a disability who, with or without reasonable accommodations, can perform the essential functions of the position that the individual holds or desires. The employee must also meet the minimum qualification(s) of the job class. C. "Reasonable accommodation" may include making existing facilities used by employees readily accessible to and usable .,by individuals with disabilities; job- restructuring; part-time or modified work schedules; reassignment to a vacant position; acquisition or modification of equipment or devices; appropriate adjustment or modification of examinations, training materials or policies; the provision of qualified readers or interpreters; or similar modifications to the application or examination procedures, job duties, or working conditions. D. "Undue hardship" is a basis for denying a request for reasonable accommodation. Factors to be considered in determining whether a specific accommodation would impose an undue hardship including: 1 . The nature and cost of the accommodation needed. 2 . The overall financial resources of the facility or facilities involved in the accommodation; the • number of people employed at the facility; and the effect of expenses and resources or other impact of the accommodation on the facility's operation. 3. The overall financial resources of the covered entity and its size, including the number of employees, type, and location and number of its facilities. 4 . The type of operation or operations of the covered entity, including the composition, structure and functions of its work force, geographic separateness, and administrative or fiscal relationship of the facility or facilities to the covered entity. E. "Essential functions" are the job duties that an employee must be able to perform, with or without reasonable accommodation. 1 . Factors to consider in determining if a function is essential include: a) Whether the reason the position exists is to perform that function; b) The number of other employees available to perform the function or among whom the • performance of the function can be distributed; and C) The degree. of expertise or skill required to perform the function. 2 . Other factors to be considered include: a) The actual work experience of present or past employees in the job; b) The time spent performing a function; C) The consequences of not requiring that an employee perform a function; and d) The terms of a collective bargaining agreement. F. The County Administration or designee (Affirmative Action Officer) is responsible for the development, coordination and implementation of the County' s American' s With Disabilities Act requirements 2 III . Limitations. A. The term qualified individual with a disability does not include individuals currently engaging in the illegal use of drugs. B. Disability does not include: 1. Transvestism, transsexualism, pedophilia, exhibitionism, voyeurism, gender identity disorders not resulting from physical impairments, or other sexual behavior disorders; 2 . Compulsive gambling, kleptomania, or pyromania; or psychoactive substance use disorders resulting from current illegal use of drugs . 3. Homosexuality and bisexuality. IV. Procedures for Responding to Requests for Reasonable Accommodation from Employment Applicants. A. When a qualified disabled applicant requests reasonable accommodation for any part of the application process, the Personnel Department staff shall ask the applicant what type of accommodation he or she needs, and when appropriate, confer with the applicant about other possible types of accommodation. • B. In the event the Personnel Department believes that accommodation cannot be provided, the written request shall be referred to the County Administrator. The County Administrator will review the written request and determine if accommodation can be provided, and if so, what accommodation shall be provided. The County Administrator will document the accommodation provided or why it was not able to be provided. C. The Personnel Department shall retain all requests for accommodation and provide a copy to the County's Affirmative Action Officer. A written record shall be made of the actions taken as a result of the request and a copy provided to the Affirmative Action Officer and applicant. V. Requests for Reasonable Accommodation from Employees . A. Department Heads are responsible for providing reasonable accommodations to qualified disabled employees in their departments and accommodating referrals from the other departments. Transfers will be subject to the same requirements as other transferees . A physician's report • 3 may be requested that confirms the employee's ability to perform the essential functions of the job, and what, if any accommodations is required. B. An employee with a disability may make a request , for reasonable accommodation to his or , her supervisor or designee. C. The supervisor or designee shall submit the request to the department head or person designated by the department head to receive such requests and the department shall provide a copy to Department Affirmative Action Coordinator. D. The department head or designee shall: 1 . On the form provided for that purpose, request that the employee identify the type of disability, why an accommodation is necessary, and what type of accommodation the employee recommends. 2 . Discuss the need for accommodation and the employee's proposed accommodation. If the department and employee reach agreement, provide the agreed upon reasonable accommodation. E. If, after discussion, the department is not satisfied that accommodation is needed, it shall request that the employee's physician report on the employee's ability to perform the essential functions of the job, and what accommodation is required. F. If not satisfied by the report of the employee' s • physician, the department shall refer the employee's physician's report to the County's physician for review. The County physician may also examine the employee to determine whether the employee can perform the essential functions of the job with or without the requested reasonable accommodation. Outside specialist may be required to assist the County physician.. .G. If the County' s physician determines the employee can perform the essential functions of the job with or without the reasonable accommodation, the physician will so inform the department in writing and report to the department what, if any, accommodation is required. The employee must serve the required probationary period for the job class; even if they are transferred to a department in the same job class. If the employee fails the probationary period due to performance, no further accommodations is required. 4 1 . If the department and employee agree with the conclusions of county physician, the department • shall either: a) implement the recommendations of the physician; b) implement the recommendations of the physician as modified by agreement with the. employee. 2 . If employee and department cannot agree on the accommodation to be provided or if the recommended accommodation would cause an undue hardship, proceed with the procedures set forth in subsection I. H. If the County's physician determines the employee cannot perform the essential functions of the job with reasonable accommodation, the physician shall report in writing to the department containing a statement of the reasons for the determination including a statement of which functions the employee cannot perform, and why. I . The Department Head or designee, after reviewing the County physician' s report, will : 1 . Make the accommodation recommended; or 2 . Request that the Department Affirmative Action Coordinator and Personnel Officer or Administrative Services Officer assist in providing a reasonable accommodation; and 3 . Discuss with the Personnel Department actions taken and review the Personnel Management Regulations and any applicable memoranda of understanding; and 4 . Determine what, if any, accommodation can be made to an employee, and if none can be made, or if the employee does not agree to the accommodation, why the accommodation requested by the employee is either not a reasonable accommodation or would cause the County an undue hardship. All denials of requests for reasonable accommodation shall be sent to the Affirmative Action Officer . J. The Affirmative Action Officer will review the determination that an accommodation is not required, is not sufficient to allow the employee to perform the essential functions of the job, or would cause an undue hardship. After the review, the Affirmative Action Officer will make recommendations in writing to the department. 5 K. The supervisor or designee will advise the employee that an accommodation cannot be made along with a written explanation of why the accommodation cannot be made. L. Doecumentavion (attached) requesting reasonable i accommodations and employees provided or denied reasonable accommodations will be maintained by the Affirmative Action Officer. VI . Appeal Procedure. A. Applicants and employees not provided with a. reasonable accommodation(s) for industrial and non-industrial requests may: 1 . Request assistance from the Affirmative Action Officer. 2 . File a discrimination complaint with the Affirmative Action Officer. 3 . File a discrimination complaint directly with the Merit Board. B. Complaints filed with the Affirmative Action Officer will be handled like other discrimination complaints . C. Complaints filed with the Merit Board will be handled pursuant to the Personnel Management Regulations . i Phil Batchelor County Administrator Attachment: Form IA A:\ADABULL2 r 6 • REASONABLE ACCOMODATION REQUEST FORM •Date of Evaluation: Referred By: A. Personal Data: 1. Employees Name: 2. Home Address: City: Zip: Telephone: 3. Date of Birth: 4. Age: B. Employment Data: 1 . Department: Telephone: Address: City: Zip: • 2 . Employees Job Class : 3 . Employees Position Number 4 . Supervisor: Telephone: C. Medical Diagnoses: An individual with a disability is a person who has a physical or mental impairment that substantially limits one or more major life activities, has a record of such an impairment or is regarded as having such an impairment. 1. Describe the employees ' a. Physical Impairment b. Mental Impairment • FORM lA 2 2. What major life activity(ies) are limited because of the impairment? a) b) C) d) 3 . How long has the employee had this impairment? 4. Does the employee's coworkers, supervisor, and/or department regard the employee as havinging a substantially limiting impairment? (A substantially limiting impairment is one that significantly limits or restricts .a major life activity such as hearing, seeing, speaking, breathing, performing manual tasks, walking, caring for oneself, learning or working. ) D. Essential Functions of the Job 1 . What are the essential functions of the job? 2 . Can the individual perform the essential functions of the job with or without reasonable accommodation? a) Do they meet the minimum qualifications? b) Perform the tasks that are essential to the job with or without reasonable accommodation. Reasonable Accommodations Requested by Employee: Reasonable Accommodations Requested by Department: 3 Reasonable Accommodations Not Provided Because: Reasonable Accommodations Provided: Projected Assistive Technology Needs: 1 . Communication: A system to record messages; write notes; write documents/papers; a system to augment spoken communication; accommodations in telephone access or other telecommunication access? 2 . Environmental Control: Does the employee need to operate lights; a radio; a telephone; open/close the door; 3 . Computer Access : What are the employees current computer needs such as, word processing; , spreadsheet; database; graphics; computer aided design (CAD) ; communication software; accounting software; etc. ? • 4 1. What method of access is preferred? hardware-based software-based voice activated 4. Workstation Accommodations: 1. What equipment will the employee need to use or operate with their environment: calculator paper folder computer tape recorder copier telephone dictaphone typewriter fax file cabinet letter opener paper cutter 2 . Does the employee need to lift, carry, or move material/equipment? If yes, specify: • Wheelchair accessibility Seating for an Ambulatory Employee Workstation . Lighting Computers Telephone Access 5 . Other Workstation Accommodation: Assistive Technology Integration and Support 1 . Does the employee have a support system for technology application? 2 . Does the proposed technology interface with the client's current technology? 3. Does the proposed technology interface with the. work place technology? 4. Are all of the technologies required by the client compatible? 5 • Supervisors 'Impressions/Comments Recommendation(s) by Department: Recommendations) by Department Affirmative Action Coordinator: Recommendation(s) by County Affirmative Action Officer: A:ADAPOFM . • Requests for Reasonable Accommodations Americans with Disabilities Cases Department Type of Disability 1. Administrator's Office Physical 2. Agriculture Mental 3, Animal Services Physical 4. District Attorney visual 5. Health Services Physical (two cases) , Mental (two cases) 6. Library Physical 7. Probation Physical (two cases) 8 . Public Works Physical (two cases) 9 . Social Services Physical (two cases ) . a:ADACASEI Attachment 3 County Administrator Contra Board of Supervisors Tom Powers Affirmative Action Office 1St District Minority/Women/Disadvantaged Costa Jeff smith Business Enterprise County 2nd District Contract Compliance Program Gayle Bishop unty Administration Building 3rd District —_J t 0i Pine Street;10th Floor Sunne Wright McPeak Martinez,California 94553-1229 =� = 4th District (510)646-4106 �: - _ FAX:(510)646-4098 Tom Torlakson o� 5th District Phil Batchelor County Administrator �osTA coi h�' cr August 9 , 1993 Dear Bidder: You are invited to a very special event. Contra Costa County is hosting a workshop for prime contractors. The workshop will review the County's construction goals and what you (a bidder) should submit to document an acceptable "good faith effort" to meet the Minority Business Enterprise (MBE) and Women Business Enterprise (WBE) Contract Compliance goals in the construction program. Many of you may not be a member or perhaps you were unable to attend the meeting hosted. by the Associated General Contractors several months- ago where a similar presentation was given. There were many questions and several contractors stated that they felt the presentation was very helpful . A similar presentation was also • given to AGC's MBE/WBE subcommittee. Again, the presentation was well received. If you have the time, please come or send a representative from your company. Your firms attendance may be counted for one year as credit for the pre bid meeting. The County' s priority is meeting the MBE and WBE goals . The goal enables more MBE/WBEs the opportunity to gain the experience needed to operate a successful business. The County wants to help you meet those goals . Directors, from the General Services Department and Public Works Department, have assigned staff to assist in expanding the MBE/WBE Directories in the construction area. They are also making it easier for primes by including a list of certified MBE/WBEs with the specifications . The MBE/WBEs that will be placed on our list are those that have already met the County's program criteria and are certified (including those that are certified with one of our acceptable agencies) . All you will have to do is call the MBE/WBE firms . This is a project being developed for implementation so expect a completed updated list within the next several months . Attachment 4 J of 2 Bidders Workshop August 9 , 1993 In the meantime, certification books are available in each • department including the directories from the agencies we accept certification. Of course the Affirmative Action Office also has directories for you to use when you bid on any construction project. The workshop is being held: Tuesday, August 24, 1993 Public Works Department 255 Glacier Drive Martinez , CA 94553 8 : OO a.m. to noon Put it on your calendar now. Come or send a representative from your company. You will be introduced to the new staff in the Public Works Department, Ms . Jackie James and General Services Department, Ms . Christie Kramer who are assigned to provide you with a revised MBE/WBE construction certification list . The departments will. also give you: * an overview of their department procedures * upcoming construction projects * an opportunity to have your questions • answered We look forward to seeing you at our meeting on August 24, 1993 . Bring several friends . We want to work with you to make our MBE/WBE Contract Compliance Program a success . Sincerely, Emma Kuevor Contract Compliance Officer cc: Advisory Council on Equal Employment Opportunity AGC Scott Tandy Jackie James Christie Krammer a:wkshop • October 1, 1993 Dear Bidder: You are invited to a very special event. Contra Costa County is hosting a workshop for prime contractors . The workshop will review the County' s construction goals and what you (a bidder) should submit to document an acceptable "good faith effort" to meet the Minority Business Enterprise (MBE) and Women Business Enterprise (WBE) Contract Compliance goals in the construction program. If you have the time, please come or send a representative from your company. Your firms attendance may be counted for one year as credit for the pre bid meeting. The County' s priority is meeting the MBE and WBE goals . The goal enables more MBE/WBEs the opportunity to gain the experience needed to operate a successful business . The County wants to help you meet those goals . Directors , from the General Services Department and Public Works Department, have assigned staff to assist -in expanding the MBE/WBE Directories in the construction area. They are also making it easier for primes by including a list of certified MBE/WBEs with the specifications . The MBE/WBEs that will be placed on our list are .those that have already met the County' s program criteria and are certified ( including those that are certified with one of our acceptable agencies ) . All you will have to do is call the MBE/WBE firms . This project is being developed for implementation so look for a completed updated list within the next several months . In the meantime, certification books are available in each department including the directories from the agencies we accept certification. Of course the Affirmative Action Office also has directories for you to use when you bid on any construction. The workshop is being held: Wednesday, October 20, 1993 Public Works Department _ 255 Glacier Drive • Martinez, CA 94553 8 :00 a.m. to 10: 00 a.m. Attachment 4 2 of 2 Bidders Workshop October 1, 1993 • Put it on your calendar now. Come or send a representative from your company. You will be introduced to the new staff in the Public Works Department, Ms . Jackie James and General Services Department, Ms . Christie Kramer who are assigned to provide you with a revised MBE/WBE construction certification list. The departments will also give you: * an overview of their department procedures * upcoming construction projects * an opportunity to have your questions answered We look forward to seeing you at our meeting on October 20, 1993 . Bring several friends . We want to work with you to make our MBE/WBE Contract Compliance Program a success . Sincerely, Emma Kuevor Contract Compliance Officer cc: Advisory Council on Equal Employment Opportunity AGC Scott Tandy Jackie James Christie Kramer a :wkshop2 . ltr • i w 0 V' N r O M M C) %D ri Ln a% Ln 1 M .-I r, Ey ,� o � r1 •-+ M r M O 0) a6% Ci 00 00 O C1 .•i Id 'Z C) 1. N C, r %0 O O V} C) I- n O -I - rr Io -1 -4 W U N V) O O 10 N M M .--I .1 N I N _ N N 1� dP Vr I I I I I I I I 1 1 I I 3 E w x F[� 1�FJ�' 1J w O h H OW O 1 1 • N U � " u A wg 0 F vil 1 I 1 1 I I I I I I C� 1 i1 iii U tR z� 0. 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The workshop is designed to help you learn more about our County and its contracting opportunities . You will have the opportunity to meet department staff and discuss their contracting procedures . Construction contracts are primarily handled in two departments: Public Works ( including Airport contracts ) and General Services . The annual goals for construction projects over $50 , 000 are 14% MBE and 6% WBE participation. These goals are placed in each project so that by the end of the year we can show how they have. been met. If the goals are not met, bidders must document a "good faith effort" to meet the. goals . Come and learn more about the County and what we do. We welcome your participation in our program and would like to do business with you. Staff from the various departments will be available to answer your questions about their programs and the contracting opportunities . The workshop is being held: Wednesday, October 27 , 1993 Public Works Department 255 Glacier Drive Martinez, CA 94553 8 : 00 a.m. to 10 : 00 a'.m. Very truly you s Emma Kuevor Contract Compliance Officer /ek • (over) Attachment 6 1 of 3 • October 11, 1993 Dear MBE/WBE Consultant/Service Provider or Subconsultant/Service Provider: You are invited to Contra Costa County' s MBE/WBE Workshop. The workshop is designed to help you learn more about our County and its contracting opportunities . You will have the opportunity to meet department staff and discuss their contracting procedures . Professional/Personal Services contracts may be administered in any of our thirty one departments . Each department may administer their contract procedure differently. If your service is in a particular area, it is important for you to attend the workshop and meet the staff in the department(s ) you are most interested. The goals in this area vary depending on the type of service such as : Health Services 16% MBE 13% WBE Legal Services 5% MBE 27% WBE Insurance Agent .&. • Brokers Service 5% MBE 13% WBE Business Service 24% MBE 53% WBE Engineering, Accounting, Research Mgmt & Related Services & Misc. Services 5% MBE 10% WBE Come and learn more about the County and what we do. We welcome your participation in our program and would like to do business with you. Staff from the various departments will be available to answer your questions about their programs and the contracting opportunities . The workshop is being held: Wednesday, October 27 , 1993 Public Works Department 255 Glacier Drive Martinez, CA 94553 8 : 00 a.m. to 10 :00 a.m. Very truly your , .. v Emma Kuevor Contract Compliance Officer , /ek Attachment 6 2 of 3 • October 11, 1993 Dear MBE/WBE Commodity/Vendor: You , are invited to Contra Costa County' s MBE/WBE Workshop. The workshop is designed to help you learn more about our County and its contracting opportunities . You will have the opportunity to meet department staff and discuss their contracting procedures . Commodity/Purchases contracts are primarily handled by our General Services Department, Purchasing Division. We have a Purchasing Manager and three buyers . The annual goals for this program area are 10% MBE and 11% WBE participation. Solicitation to MBE/WBE vendors is essential in assisting us meet this goal . We need to know who you are and if you are a certified MBE/WBE. Vendor sign up mailing lists will be available. • Come and learn more about the County and what we do.. We welcome your participation in our program and would like to do business with you. Staff from the various departments will be available to answer your questions about their programs and the contracting opportunities . The workshop is being held: Wednesday, October 27 , 1993 Public Works Department 255 Glacier Drive Martinez, CA 94553 8 : 00 a.m. to 10 : 00 a.m. Very truly yours, Emma Kuevor Contract Compliance Officer Attachment 6. /ek 3 of 3 • (aver) Contra Costa County' s MBE/WBE Workshop Wednesday, October 27 , 1993 • Directions : 1 . Coming from Walnut Creek take Hwy 680 North. Take Hwy 4 exit to Richmond. Take the Pacheco (second exit) exit off Hwy 4 and turn right on Pacheco. At the first signal light turn right on Muir Road. Continue on Muir Road until you reach Glacier Drive. Turn left on Glacier Drive. 2 . From Benecia, take Hwy 680 South to the Hwy 4 exit to Richmond. Immediately take the Pacheco exit off Hwy 14 and turn right on Pacheco. At the first signal light turn right on Muir Road. Continue on Muir Road until you reach Glacier Drive. Turn left on Glacier Drive. 3 . Coming from Richmond take Hwy 80 North to Hwy 4 Martinez exit. Continue on Hwy 4 to the Morello exit. Turn right on Morello then a left on Muir Road ( first signal ). Continue on Muir Road until you reach Glacier Drive. Turn right on Glacier Drive . 4 . From Vallejo,_ take Hwy 80 South to Hwy 4 exit to Martinez . Continue on Hwy 4 to the Morello exit. Turn right on Morello then a left on Muir Road ( first signal ) . Continue on Muir Road until you reach Glacier Drive . Turn right on Glacier Drive. If you have questions regarding the workshop, please call me, Emma Kuevor, Contract Compliance Officer, at ( 510) 646-4106 , or call Jackie James, Administrative Services Assistant II at ( 510 ) 313- 2367 . a:conswksp • 2 (y) • W 0 1D Ul O O dp I P'{ [- Ill •-1 O co M Ill 1 .1 -W . N r•1 M -4 M O) lM N 1y Ey I- M I- M . 0 .-I .-1 OD U•) N Q' ICYy+ N C- .-1 W OD 1 •••1 V• kD Ln •••1 UtR 0 V3. O\ N Ill t: ^ I- V! V! 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N r ! h ?� W (/] 4-j U C E " O a f0 N [moi W H U a)i En x In E aU) uF �om v ua c ua o 41 0 a w a -4 '1 a � W U m $-I -+ > b A E Aa 0 O N .4 rl b 3 O W x E to aJ v a a e CONTRA COSTA TRAINING INSTITUTE artidpation in EEO/AA/Sexual Harassment, Sexual Harassmt nt in the Workplace and Cultural Diversity Programs January 1992 through September 1993 PARTICIPATION BY COUNTY DEPARTMENTS 1/92-6/92 7/92-6/93 7/93-9/93 TOTALS Sexual Harassment 975 1,539 126 2,640 In the Workplace (non-management) EEO/AA/Sexual 147 146 36 329 Harassment (management) Cultural Diversity 89 64 0 153 • 1,211 1,749 162 3,122 NOTE: There were 95 participants who completed the Cultural Diversity Class from 1/90 to 12/91 (not included in totals) PARTICIPATION BY CITIES AND OTHER AGENCIES 1/92-6/92 7/92-6/93 7/93-9/93 TOTALS Sexual Harrassment 0 879 256 1,135 Total County and Other Agencies 1,211 2,628 418 4,257 Attachment 8 Department Heads Affirmative Action Coordinators . and Administrative Services/Personnel Officers Recommendations and Comments on Board Directive 1. Among other factors, consider affirmative action impact when cutting positions. 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 ) . 3 . Discuss the impact of the lay off during the budget process. 4 . Revisit the seniority system and Personnel Management Regulations with the unions. 5. Laid off employees should be contacted and reassured of their value to their Department and County. 6. Employees that can ( financially) should "hang in there" when laid off for re employment possibilities because many times the department will have upcoming temporary and/or vacant positions that the permanent person can be placed. 7. Initially, the department should identify their needs; then, they should review the impact of their decision on minorities and women. 8. Conduct research with other organization for ideas on how best to cope with lay offs and downsizing. 9. Employees should consider temporary positions until they can be placed in permanent positions 10. Many departments are currently implementing all of the following: a. affirmative action input before cutting positions; b. rehiring laid off employees through the Tactical Employment Team placements; and C. training and promoting minorities and women in positions least likely to be laid off. a:aac Attachment 9 ADVISORY COUNCIL ON EQUAL EMPLOYMENT OPPORTUNITY GEORGE GORDON CENTER 500 Court Street Martinez, CA 94553 9:30-11:30 a.m. AGENDA for NOVEMBER 5, 1993 I EFFECT OF LAYOFFS ON MINORITY EMPLOYEES Union representatives have been invited to discuss this issue with the Advisory Council. as _ WEmagda m i 0/5/93 Attachment 30 ADVISORY COUNCIL ON EQUAL EMPLOYMENT OPPORTUNITY November 5, 1993 Present: Members - J. Dumas, V. Alexeeff, J. Johnson, N. Vaca, G. Palmer, R. Martinez, E. Berry-Gupton Absent: • Members - E. Witt, G. Miller, G. Fujioka, A. Oliver - The meeting was called to order by Jonothan Dumas at 9:45 a.m. I INTRODUCTION OF MEMBERS The Advisory Council members were introduced to the many visitors. This was a special meeting held at the George Gordon center. H EFmCr OF LAYOFFS ON MINORITY EMPLOYEES: Union representatives were invited to discuss this issue with the Advisory Council. There was extensive discussion among the Council members and their guests regarding ways to lessen the impact of layoffs on Affirmative Action. The following suggestions/recommendations were made: A. Maintain Affirmative Action functions relating to county contracting (i.e. vendors, professional services, etc.) issues under the Affirmative Action Officer; and those relating to individual employment issues would be handles under the Personnel Department. B. Increase interaction between Department Heads and their staff by adopting a meeting schedule between them. C. Review the effectiveness of the Training Institute regarding Affirmative Action classt Review employee retention of materials covered by the Training Institute regardIn Affirmative Action classes. D. Make Affirmative Action performance of equal importance with other evaluation criteria for Department Head evaluations. E. Have the Personnel Department work with minority associations to offer training/assistance to minorities so that when layoffs occur the minorities will et-go. They can be rotated to other positions. F. Establish a formal 'ladder Program". such a program would provide for a structured advancement path within the county employment structure. Parts of such a program would include: 1. Support staff would be .provided using the Training Institute to provide courses to meet educational requirements for county employees that would serve to make them eligible for advancements. 2. A review of requirements to determine where experience could be substituted for educational requirements. G. Do more cross training. Developing an effective mentoring program. H. Review Federal funding source requirements regarding Affirmative Action. I. Apply political pressure to enforce Affirmative Action. J. Retrain all employees in AA/SH/EEO on regular basis (once very 3 years). IC Develop dialogue, working relationship with employees, management and unions. The meeting was adjourned at 11:40. THE NEXT ADVISORY COUNCIL.NMJn IlVG LS SCIIEDULED FOR DECEMBER 3 AT 9:30 A4 IN ROOM 105 OF THE ADMINISTRATION BURRING, 651 PINE STREET, MARTINEZ, CA. :drg a\aoceo:min5.t11 Revised and Additional Recommendations From Advisory Council in Equal Employment Opportunity Or A. Maintain Affirmative Action functions relating to county contracting ( i .e. vendors, professional services, etc. ) issues under the Affirmative Action Officer; and those relating to individual employment issues would be handled under the Personnel Department. John Gregory, President of the Black Employees Association, would like Personnel responsibilities spelled out in more detail . B. Increase interaction between Department Heads and their staff by adopting a meeting schedule between them. 1 ) Schedule meetings between Department Heads and Staff . Affirmative Action representation should be present. Focus on: 2 ) high profile for the Affirmat.ive ' Action Coordinator and functions ; 3 ) Focus on adequate support for Affirmative Action Coordinator; and • 4 ) accountability for those Department Heads that are not moving toward Affirmative Action. C . 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 . D. Recommend Affirmative Action performance be of equal importance with other evaluation criteria on Department Head Evaluations . E . 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 their (minorities) qualifications for other positions within the county. F. Establish a formal "Career Ladder" Program. Such a program would provide a structured advancement path within the county employment structure . Parts of such a program would include : 1 . 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 . 2 . A review of requirements in Job Classes to determine where. experience could be substituted for education requirements G.. Recommend Departments require more cross training among employees . Departments should develop .an effective mentoring program. H. Review requirements to determine exposure to financial liability as it relates to Affirmative Action. " I ., Apply political pressure to enforce Affirmative Action. f J. Retrain all employees in AA/SH/EEO on regular basis (once every three years) . There should also be quarterly meetings with :coordinators and annual Affirmative. Action meeting -with the entire department staff given by the Department Head or Coordinator. K. Develop dialogue, working relationship with employees , management and unions . •