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HomeMy WebLinkAboutMINUTES - 03291988 - IO.4 G. BOARD OF SUPERVISORS r I FROM: INTERNAL I OPERATIONS COMMITTEE C4ntra DATE'. March 21, 1988 Costa @ cwrty SUBJECT: Status of Affirmative Action Programs and Use of minority- and Women-Owned Businesses SPECIFIC REQUEST(S) OR RECOMMENDATION(S) Bc BACKGROUND AM JUSTIFICATION RECOMMENDATIONS: 1 . Request the Affirmative Action Officer to report to the Internal Operations Committee quarterly (June, September and December, 1988) on the progress which has been made in Affirmative Action hiring and in the development and implementation of MBE/WBE policies. 2 . Request the County Administrator to advertise the West County Justice Center pre-bid meeting of March 29 in the local newspapers on March 27 , 1988. 3 . Request the County Administrator to attempt to obtain news coverage of the pre-prebid conference on March 25 and the pre-bid conference on March 29 from the electronic media, especially minority radio stations. 4 . Direct the Affirmative Action officer to prepare a draft MBE/WBE policy on purchasing equipment and supplies and forward the draft policy to the Internal Operations Committee on May 23 . The draft policy is to incorporate targets of 15% for the purchase of equipment and supplies from minority-owned businesses and 5% for women-owned businesses. 5 . Request the Director of Personnel to consider additional census tracts which might be included in the Career Development Project and report his recommendations to the Internal Operations Committee on June 27, ,1988 . 6 . Invite the Human Relations Commission to submit a proposal to the Internal Operations Committee for monitoring Affirmative Action compliance by firms which contract with the County. 7 . Request the Director of Personnel to report to the Internal Operations Committee on a quarterly basis (June, September and December, 1988) on the status of provisional appointments, including the number made during the quarter, CONTINUED ON ATTACHMENT' X YES SIGNATURE: RECOMMENDATID? OF COUNTY ADMINISTRATOR X RECOMMENDATION OF BOARD COMMITTEE APPROVE __---,OTHER SIGNATUREISI: Sunne W. McPeak Tom Torlakson ACTION OF BOARD ON -­ March 29, 1988 Ar-'PROVED AS RECOMMENDED X OTHER VOTE OF SUPERVISORS I I-EREErf CERTIFY THAT THIS IS A TRUE X UNANIMOUS (ABSENT AND CORRECT COPY OF AN ACTION TAKEN AYES'. NOES' AND ENTERED ON TIE MINUTES OF THE BOARD ABSENT: - ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. go CC*. Listed on Page 3 ATTESTED PHIL BATCHELOR, CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR BY M382/7-83 DEPUTY Page 2 the sexual and ethnic distribution of the appointments, and the eventual disposition of the provisional appointments. 8 . Request the County Administrator to continue includingin his performance evaluation of department heads their efforts on Affirmative Action. 9 . Direct Affirmative Action officer to investigate using 1985 ABAG labor force statistics in lieu of 1980 Census data to more accurately reflect race and ethnic representation in Contra Costa County. 10 . Direct Affirmative Action Officer to provide updated timetables and goals by department, occupational categories, and job classifications by May 1, 1988 . 11. Direct Affirmative Action Officer to present to the Committee by race and sex the County , workforce by occupational categories. (Report received at March 21 , 1988 meeting. ) 12 . Direct Affirmative Action Officer to present by race and sex supervisory positions only in the County workforce by occupational categories. (Report received at March 21, 1988 meeting. ) 13 . Request Affirmative Action officer to provide the Committee an analysis of race, sex, and type of separation when employees leave County service. (Report received at March 21 , 1988 meeting. ) 14 . Request Affirmative Action Officer to update Committee on women in non-traditional job classifications in the County. (Report received at March 21, 1988 meeting. ) 15 . Request Affirmative Action Officer to detail relationship between Affirmative Action officer and Department Affirmative Action Coordinators to Committee. (Report received at March 21, 1988 meeting. ) 16 . Direct Affirmative Action Officer to schedule quarterly meetings with Department Affirmative Action Coordinators beginning April 1988 . 17 . Provide Committee details of discrimination complaint procedures used by County departments, Affirmative Action Officer, Merit Board, and State and Federal agencies. (Report received at March 21, 1988 meeting. ) 18 . Direct Affirmative Action officer to create separate groupings of Asian/Pacific Islanders; American Indian/Alaskan Natives; and others from the existing multiple grouping of Asian/Pacific Islanders and others. (Report received at March 21, 1988 meeting. ) 19 . Leave this item on referral to our Committee. BACKGROUND• On February 9, 1988, at the request of Supervisor McPeak, the Board of Supervisors referred to our Committee a recommendation to review the progress the County is making on both Affirmative Action in hiring and promoting employees and the progress we are making in contracting with minority- and women-owned businesses . Page 3 Our Committee met with all affected parties on March 14 , 1988, at which time we reviewed the progress which has been :made in our Affirmative Action programs. A number of questions I were raised which resulted in our holding another meeting on this subject March 21, 1988. 1 A number of other concerns were raised about the bid specifications for the West County Justice Center. 1 These were the result of a verbal report made to the Board March 15 and are also the subject of a separate report from ( the County Administrator which is on the Board' s agenda for March 22 . From this discussion the Board directed that a pre-prebid conference be held on March 25 to insure that minority- and! women-owned firms, particularly those located in the County, are aware of the , opportunity to bid on the West County Justice Center" as well as other bid opportunities that will be coming up in the future. I At our meeting on March 21, we received a number of ireports from the Affirmative Action officer and the Personnel Department. The agenda for that meeting is attached. Our Committee Is generally pleased with the progress which is being made in the Affirmative Action area, although there clearly needs to be !more effort placed on the hiring and promotion of Hispanics, Asians and women in several areas of County employment. As a result of our discussions on March 14 and March 21 , our Committee has agreed on the above recommendations . Particularly in the area of purchasing equipment and supplies foi the County, I we are seeking the Board' s approval for targets for a purchasing policy and directing that such a policy be developed and returned to our Committee in 60 days. our recommendations include a number of other areas where we wish to monitor activities and have periodic reports made to our Committee. We will, in turn, report these matters back to the Board as they are completed. cc: ' County Administrator Affirmative Action officer Director of Personnel County Counsel General Services Director Public Works Director Chairman, Human Relations Commission Exec. Director, Human Relations Commission i INTERNAL OPERATIONS COMMITTEE SPECIAL MEETING ON AFFIRMATIVE ACTION AND USE OF MINORITY AND WOMEN-OWNED BUSINESSES MONDAY, MARCH 21, 1988 8:00 A.M. j 4th Floor Conference' Room County Administration Building 651 Pine Street, Martinez 1. County Purchasing Policy Bart Gilbert, Director General Services and Purchasing Agent 2. Report on West County Employment Lloyd Madden, County Project Personnel Department 3 . Report on County policy for Harry Cisterman, County provisional appointments Personnel Director 4 . Detail of informal and formal Emma Kuevor complaint procedures used by Affirmative Action County departments, County Officer Affirmative Action Officer, Merit Board & Courts S . Describe differences between Emma Kuevor Affirmative Action Coordinators and the County Affirmative Action Officer 6 . Report on feasibility of Emma Kuevor Affirmative Action Coordinators meeting with Affirmative Action Officer Quarterly 7 . Breakdown of timetables/goals Emma Kuevor for job classifications 8 . Feasibility of females entering Emma Kuevor more non-traditional jobs AFFIRMATIVE ACTION PROGRESS REPORT as of December 31, 1987 Introduction The Affirmative Action Office is a division of the County Administrator' s office. Program responsibility rests with the Affirmative Action Officer who reports directly to the County Administrator. The Affirmative Action Officer is responsible for planning, administration, coordination and compliance of the County' s Affirmative Action Program. Department heads, managers and employees are responsible for implementing the objectives that have been established to obtain the overall goals. Employment in Contra Costa County has changed in the past ten years . This change corresponds with the growth in population and the race/ ethnic representation in the County' s labor force. Some departments have been divided and consolidated to adjust to the County' s efforts to provide better services with fewer economic resources. The goal of the County' s Affirmative Action Program is to have the composition of its employees reflect the race/ethnic and sex representation in the County labor force. The largest racial group in the County is White with 79. 30 of the labor force followed by Hispanics ( 7. 7%) ; followed by Blacks ( 7 . 6%) ; Asian/Pacific Islanders ( 4 .7- ) ; American Indian/ Alaskan Native ( . 6%) ; and Other Minority Groups ( . 1% ) . Forty-two ( 424 ) percent of the County' s labor force is female compared to fifty-eight ( 580) percent male representation. In addition to reviewing . the County' s employment patterns , the County' s Affirmative Action Program consists of compiling and updating statistical reports, investigating and mediating discrimination complaints; assisting in the development of training programs for departments and employees; and responding to questions , and requests from community and professional organizations, Federal and State agencies; implementing the County' s Handicap Program; and developing the County' s Minority Business Enterprise and women-owned Business Enterprise (MBE/WBE) Contract Compliance Program. Overview The County implements a comprehensive Affirmative Action Program that complies with Federal and State policies that require employment practices and procedures to be non-discriminatory. To eliminate employment discrimination, the Affirmative Action Officer monitors the County' s hiring, promotion and separation practices, the personnel selection process and policies and procedures of County departments. This report is submitted to advise you of the County' s Affirmative Action progress. The areas that need to be targeted are: 1 . Additional Hispanic representation countywide and in seven of the eight occupational job categories in the County with the exception the Service Maintenance ( i.e. , custodians , laborers, institutional service workers) occupational Job Category. -2- ! 1 ! I 2 . Additional emphasis for all minorities and females represen- tation at the supervisory levels countywide and in the Officials and Administrators occupational job categories (such as Department Heads, Assistants, Division Chiefs and Program Administrators) . C 3 . Continued emphasis on Affirmative Action and Supervisory training. for our workforce to give employees and supervisors the tools they need to assist. them accomplish their jobs. I 4. The development of a Comprehensive Minority Business Enterprise and Women-Owned Business Enterprise (MBE/WBE) i � Contract Compliance Program. Background The groups analyzed in this report are Females, Hispanic, Black, Asian and Pacific Islanders, American Indian and Alaskan Native employees. The data includes exempt positions, but not persons appointed to . r exempt positions such as court reporters, judges, juvenile court referees, temporary ( limited term) employees or elected officials. i This report also compares the County' s employees (workforce) to the County' s labor force (based on the 1980 Census data) . The County' s t 1980 labor force data and work force goals are: i -3- Contra Costa County Groups Labor Force Percentages Male 57. 6% Female 42. 4 White 79. 3 Hispanic 7.7 Black 7.6 Asian/Pacific Islanders 4.7 American Indian/Alaskan Native .6 Other .1 The Asian/Pacific Islanders and Others (American Indian/Alaskan Natives and Others) are grouped because the percentages individually are small. When grouped, the percentage goal for our County is 5 . 40. Employment Pattern Hires Overall, our County' s race/ethnic and sex representation is higher than the labor force . percentages except for Hispanics. However, when departments, occupational categories and job classes are reviewed separately, certain minority groups and females are underrepresented. The occupational categories that are underrepresentative by females are officials and Administrators, Protective Service Workers , Skilled Craft Workers and Service Maintenance. Occupational categories underrepresented by minorities are generally Officials and Administrators, Protective Services Workers and Skilled Craft Workers . -4- In 1987 , the County hired 1037 employees. All groups except Hispanics exceeded their labor force representation: County Employees Labor i Workforce Hired Force s Total 6236 100% 1017 100% 100% Male 2573 41.3% 308 300 57 . 6% F Female 3663 58.7% 709 700 42 . 4% i White 4715 75. 60 706 690 79. 30 a Hispanic 420 6.7% 66 6% 7 . 7% Black 708 11,.4% 142 140 7 . 60 Asian/Pacific Islanders & Other Minorities 393 6. 3% 103 10% 5. 40 i Consistent hiring of minorities and females above their labor force { representation increases the County' s ability to meet its timetables 1 and goals in individual job classes and to change the departments ' overall race/ethnic and sex underrepresentation. Departments that hired the largest number of employees were: Health Services ( 295 ) , Social Services ( 114 ) and Sheriff-Coroner ( 82 ) . i The Health Services Department hired females ( 223 or 750 ) above their labor force representation. Minority employees (Black 35 or 11% and • � r Asian/Pacific Islanders and Others 42 or 14% ) were hired above their labor force representation except Hispanic employees ( 13 or 4% ) . I -5- ; The Social Services Department is predominately a female department l and continues to hire females ( 103 or 900) at rates twice as high as G their labor fcirce representation. All minority groups (Black employees 28 or 24e and Asian/Pacific Islanders and others 15 or 130) are above their labor force representation except Hispanic employees i (8 or 70) . I i i The Sheriff-Coroner' s Department continues to increase its staff and with the construction of the West County Detention Center, the department will grow larger. Hispanic employees (8 or 10%) were the only group hired above their labor force representation. Female employees ( 25 or 300) , Black employees ( 6 or 70) , Asian/Pacific Islanders and Others ( 4 or 50) were hired below their labor force .representation. Hires in the other departments in 1987 indicate the same trend of minority and female groups being hired above their labor force r representation. Promotions There were 393 employees promoted in the. County in 1987. All groups were promoted above their labor force representation except Asian and Pacific Islanders and Others ( 14 or 4a) . This promotion pattern indicates that minorities and females are moving up their career ladders into higher level positions in the County. Promotions among female employees were 208 or 53%; for Black employees 71 or 18% and Hispanic employees were 37 or 9%. If this pattern continues, minorities and females will continue to increase their 'representation in supervisory, mid-management and management level positions . ; r -6- a r ( The departments that promoted the largest number of employees were Social Services ( 86 ) , Sheriff-Coroner ( 57) , Health Services ( 40 ), , and the Probation (32) Department. The Social Services Department promoted all groups above their labor force representation: Female employees (72 or 846) , Black employees ( 24 or 286) , Hispanic employees (10 or 120) and Asian/Pacific Islanders and Others (7 or 86) above their labor force representation. The Sheriff-Coroner' s Department had two groups above their labor force representation (Black employees 6 or 116 and Hispanic employees 5 or 86) and two groups below their labor force representation (Female employees 15 or 266 and Asian/Pacific Islanders and Others 2 or 46 ) . The Health Services Department promoted Female employees and all minority groups except Asian/Pacific Islanders and Others above their labor force representation. There were 23 ( 580) Female employees _ r promoted, 8 ( 206) Black employees and 4"' (100) Hispanic employees promoted. There was one (26) employee in the Asian/Pacific Islanders f k ` and Others category that was promoted. ( t The Probation Department promoted its Female employees and minority group employees except Asian/Pacific Islanders and Others at a ,rate higher than their labor force representation. There were 15 ( 476 ) Female employees, 14 ( 436) Black employees and 4 ( 126) Hispanic s .employees promoted above their labor force representation. One ( 36) { f employee in the Asian/Pacific Islanders and Others group was promoted below the groups labor force representation. -7- The promotional pattern for the other departments shows the same trend of promoting minorities and females above their labor force representation. In summary, if the County continues to hire and r . promote females and minorities at a rate higher than their labor force representation, the County' s goals will be achieved. Discrimination Complaints The Affirmative Action officer is available for counseling and resolving discrimination complaints at the informal level. Each department has an Affirmative Action Coordinator who reports to the department head that is responsible for responding to complaints in their department. All employees have been advised of the County' s discrimination complaint procedure at the informal and formal (Merit Board) level. Handicap Program. The Handicap Program is a plan for assuring Equal Employment Opportunity and the delivery of services to handicap person's. Management staff and citizens representing handicap organizations meet semi-annually to review the . County' s policies and practices for handicap applicants and employees. They also review the County' s facilities (buildings the County owns or leases) to be sure they are accessible to handicap persons. Services that the County provides ( such as "Meals on Wheels" ) must also be accessible to handicap individuals. 1 i -8- i The County' s Rehabilitation Program assists employees remain with the County or assist their placement in another agency when they can no longer return to their job because of an injury or illness . The Limited Duty Program provides employees with work when they a're i temporarily prevented from doing their current duties due to an injury or illness. The Permanent Alternate Work Program places employees in a different job when they cannot return to their usual and customary job (occupation) . Training Our County continues to be a leader in preparing its supervisors and employees with the type of training needed to perform their duties more efficiently and effectively with minimum resources. We first ask employees what they feel they need before we provide the workshop. Our objective in training is to have all employees trained in Affirmative Action/Equal Employment/Sexual Harassment. Supervisors, given the authority to interview applicants, are also given training in interviewing techniques to assist them conduct job related interviews when selecting employees. There were, between July ,and December 1987, . 181 employees trained in the Affirmative Action/Equal Employment Opportunity and Sexual Harassment Workshop and 54 employees trained in the Final Selection Interviewing Workshop. The County continues to support a well-trained supervisory staff and general workforce in order to reduce discrimination complaints. i -9 MBE/WBE Contract Compliance Program The goal of the County' s Minority and Women-Owned Business Enterprise (MBE/WBE) Contract Compliance Program is to assist in developing and supporting, minority and women-owned business enterprises by providing opportunities for participation in the areas . of construction, purchasing and personal services contracts financed by the County. The policy for the construction contract program has been developed and adopted by the Board of Supervisors on September 15, 1987 . The Program applies to construction contracts when the County' s estimated contract cost is $50,000 or more. To implement the purpose of this program, at least thirteen percent (130) of the total of all construction contract award amounts in each fiscal year, in each department, is the goal established for MBE and at least two percent ( 2%) is the goal established for WBE firms. The policies for purchasing and personal service contracts are now being developed with the assistance of a consultant. On January 16, 1985, the Chinese-American Political Association, requested the Board of Supervisors establish an MBE/WBE Contract Compliance Program. After several meetings with Mr. Yang and staff in the Public Works and General Services Departments, the County began reviewing its current construction contract procedures, collecting and analyzing MBE/WBE programs from other governmental agencies and writing a MBE/WBE program for our County. During the development stages, we placed an ad in the Minority Business and Professional Directory to encourage minority and female businesses to bid on County projects , although we had not adopted a MBE/WBE program. Assistance from the Chinese-American Political Association has been ongoing during the developmental stages of the program. The passage of Assembly Bill 1464on September 30, 1986, required a review of all of the work that had been completed. The bill permits the County to require that a construction contract be awarded to the lowest responsible bidder who meets or makes a "good faith effort" 'to meet goals and requirements established by the County relating to participation in the contract by minority or women-owned business enterprises. About the same time, the West County Justice Center Advisory Committee prepared a draft of a Minority Business Enterprise policy for the County. County staff with representatives from the i i Advisory Committee reviewed and finalized the proposed construction j contract policy. Community groups and organizations were asked to comment on our proposed MBE/WBE Program before it was submitted to the Board 'of Supervisors for adoption. Several comments and changes to the proposed program were recommended and the program was revised before it was adopted by the Board of Supervisors on ''September 15 , 1987 . Since the Board' s adoption, the Affirmative Action Officer has been given the responsibility to implement the program and a consultant has ` been selected to assist in the program' s development, coordination and implementation. The consultant will assist in reviewing our construction policy and procedures; and assist in developing policies j and procedures for purchasing and personal service contracts that will be incorporated into a Comprehensive Contract Compliance Program. -11- Conclusion Contra Costa County' s goal is for more minority and female representation in supervisory and top management positions and for more representation in the officials -and Administrators, Protective if Service Workers and Skilled Craft Workers occupational categories in County government positions. we plan to achieve this goal by additional recruitment efforts; increasing department heads ' awareness of these goals; continued training of employees responsible for hiring and promoting; and evaluating individual departments' workforce statistics. As our County population changes, our County workforce must also change to reflect diversity. fi -12-