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HomeMy WebLinkAboutMINUTES - 05041993 - IO.10 t o ' BOARD OF SUPERVISORS I .0.-10 Contra FROM: INTERNAL OPERATIONS COMMITTEE Costa 2i.Tr I,s • .-. County DATE: April 26 , 1993 SUBJECT: FORMATION OF THE TACTICAL EMPLOYMENT TEAM PROGRAM SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: 1 . APPROVE the formation of the Tactical Employment Team Program (TETP) as outlined in the attached- report, recognizing that if the County ends up facing"'-major layoffs it will be necessary to provide or shift funds internally in order to fund sufficient clerical staff to implement the TETP. 2 . DIRECT the County Administrator to forward a copy of this Committee Report with a copy of the attached report from the Personnel Department to every County department head, emphasizing the importance of cooperating in full with the TETP in order to insure that employees who may be facing layoff are given every opportunity to continue their employment with the County in another capacity or to be placed at appropriate employment in the private .sector. BACKGROUND: On March 16, 1993, the Board of Supervisors approved a report from our Committee asking the Director of Personnel to return to our Committee on April 26 , 1993 with the details of the proposed Tactical Employment Team Program. On April 26, 1993, our Committee met with the Director of Personnel; Eileen Bitten, Assistant Director of Personnel; Lloyd Madden, who will. be heading the TETP and Emma Kuevor, Affirmative Action Officer. We. reviewed the attached report from the Director of Personnel, as well as the attached comments from the Affirmative Action Officer. CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOAOSMITH. APPROVE SIGNATUOTHERSUNNE RE S ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE _X,UNANIMOUS(ABSENT ) AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. ATTESTED 'Contact: PHIL BATCHELO CLERK OF THE BOARD OF cc: County Administrator SUPERVISORS AND COUNTY ADMINISTRATOR Director of Personnel All County Department Heads (Via CAO) BY DEPUTY I .O.-10 -2- Mr. Cisterman emphasized the Policy Statement regarding the TETP, namely that it is the policy of the County to place employees separated through layoff in vacant, classified, project, temporary and contract employee positions and that it continues to be the policy of the County to comply with all applicable local, state, and federal statutes concerning equal employment opportunity. Mr. Cisterman noted , that the policy statement also includes the statement that it is the County's intent to do everything in its power to mitigate the adverse impact layoffs will have particularly on minorities and women in the County's labor force. Mr. Cisterman also called attention to the responsibilities and activities of the TETP as they are outlined in the attached report. Mr. Cisterman then noted the forms and schedules which are attached to the body of the report itself which describe some of the activities and work products of the TETP. It was noted that many of these forms are still in draft and will continue to be refined and improved. Mr. Cisterman noted that while the Team can be formed and can function primarily from existing staff for the time being, it will be necessary to add additional clerical staff if hundreds of layoffs are to be anticipated over the next few months . We suggested that there should be little need for examining candidates for County jobs and that perhaps some of the cost of the testing and examination program could be shifted to the TETP if additional money is needed for clerical support. Trying to insure that we do everything possible to assist employees who may be subject to layoff has got to be one of our highest priorities over the next few months as the County adjusts to the State Budget decisions that will have to be made. This is the purpose of the TETP and we want to insure that all County departments place. as high a priority on the Team as we do. It will be essential over the next few weeks and months that every department head work closely with the members of the TETP and help the Team accomplish its goals. 1• 1 1 Department artment Contra SEL p Administration Bldg. Costa !< 651 Pine Street C,Count Martinez, California 94553 1292 J c rq"Z:cwr.t DKE: April 23, 1993 T0: Internal Operations Committee FROK: D. Cisterman D' o �� Harry , hector f Personnel 1"J, �- By: Eileen K. Bitten, Assistant Director of Personnel �'' SUBJECT: Tactical Employment Team The Internal Operations Committee (I.O.C.) Report approved by the Board on Mardi 16, 1993 (attached) requested the Director of Personnel to report back to the I.O.C. with the details of the establishment and proposed operation of the Tactical Employment Team Program on April 26, 1993. At the I.O.C. meeting held on February 22, 1993 you directed Personnel to submit our proposal to the Equal Employment Opportunity Advisory Council (EBOAC) for their review and comment. The proposal was formally presented to the EEOAC on April 2, 1993. The purpose of the program as you may recall, is to place laid off employees in jobs for which they possess the required knowledge, skills and abilities. The attached proposal includes a proposed statement of policy, along with the program's goals, objectives, services to be offered to affected employees, and proposed budget. IC��i:tm Attachments cc: Lloyd G. Madden Larry Fugazi TO!i �' BOARD OF SUPERVISORS I.O.-3 Contra FROM: INTERNAL OPERATIONS COMMITTEE .t / Costa County DATE: March 8, 1993 SUBJECT: REPORT ON THE STATUS OF THE PHASE II OBJECTIVES FOR THE OUTREACH AND RECRUITMENT ACTION PLAN SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: 1. Accept the attached report from the Assistant Personnel Director regarding the status of the Phase II objectives for the Outreach and Recruitment Action Plan. 2. Request the Director of Personnel to report back to our Committee with the details of the establishment and proposed operation of the Tactical Employment Team on April 26, 1993. 3. Request the Director of Personnel to report back to our Committee with the details of the tracking program to identify the race/ethnicity of temporary and contract employees on May 24, 1993. BACKGROUND: On December 18, 1990, the Board of Supervisors asked the Director of Personnel to consider ways in which his office could expand outreach efforts throughout the County in an effort to identify more women and minorities who are eligible for available positions in the County and to report back to the Internal Operations Committee early in 1991. The result of this referral was the Outreach & Recruitment Action Plan, which had two phases. Our Committee has been providing oversight to the development and implementation of this Action Plan since 1991. The Board of Supervisors on December 15, 1992 approved the most recent report from the Internal Operations Committee on this subject. This report included the following referrals: CONTINUED ON ATTACHMENT: -YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR -RECOMMENDATION OF BOARD COMM E APPROVE -OTHER 1 NATURE S: / ACTION OF BOARD ON ���6 T�s9 9 APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS 1 HEREBY CERTIFY THAT THIS IS A TRUE " _YYUNANIMOUS(ABSENT AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISO N THE DATE SHOWN. G ATTESTED A / Contact: PHIL BATCHELOR.CLERK OF THE BOARD.OF cc: See Page 2. SUPERVISORS AND COUNTY ADMINISTRATOR BY .DEPUTY I.O.-3 * Direct the Director of Personnel to include, at an appropriate point in the objectives, the Board of Supervisors' previous direction to commit to providing appropriate employment opportunities to recipients of the Kennedy-King scholarships and similar scholarship programs. * Direct the Director of Personnel, consistent with his report in regard to Objectives #3 and #4 for Phase II, to address, during 1993, the need to obtain and track by computer the race/ethnicity and sex of temporary and contract employees. The attached report from the Assistant Director of Personnel responds to these two referrals. In regard to the Kennedy-King Scholarship Program, the Board of Supervisors on March 2, 1993 approved the procedure outlined in the attached report outlining an internship program for the Kennedy-Kind Scholarship Program recipients. The attached report also provides a progress report on the need to identify and track the race/ethnicity of all temporary employees and contract employees, since this information is not currently available. Our recommendations will move these referrals forward. Following our review of the subsequent reports from the Director of Personnel on these subjects we will make further reports to the Board of Supervisors. cc: County Administrator Director of Personnel Assistant Director of Personnel Lloyd Madden, Personnel Department Affirmative Action Officer TACTICAL EMPLOYMENT TEAM PROGRAM POLICY STATEMENT Tactical Employment Team Program Contra Costa County serves one of the largest, most diverse populations in the State of California, a fact which is directly reflected in the quality, talent and diversity of our employee workforce. It is Contra Costa County's intent to do everything in its power to mitigate the adverse impact layoffs will have particularly on minorities and women in the County's labor force. The County Personnel Department is authorized to design, coordinate and implement a Tactical Employment Team Program (T.E.T.P. ) to facilitate placement of County employees on layoff lists in public and/or private employment. The County Administrator is authorized to allocate staff and resources necessary to administer this program. It shall be the policy of the County to place employees separated through layoff in vacant, classified, project, temporary and contract employee positions. This will be accomplished through the stated goals and objectives of the T.E.T. Program. It has been, and shall continue to be, the policy of the County to comply with applicable local, state and federal statutes concerning equal employment opportunity. This policy requires the active support and participation of all officials, department heads, managers, and supervisors and shall be implemented under the direction of the Director of Personnel. 1- D R A F T TACTICAL EMPLOYMENT TEAM PROGRAM (T.E.T.P. ) I. PURPOSE STATEMENT The T.E.T. Program is designed to mitigate the adverse impact of layoffs by placing County employees on layoff lists in public and/or private employment. T.E.T.P. is empowered to promote and stimulate employment opportunities in both the public and private sectors. Goals: * Place laid-off County employees prior to actual layoff; * After layoff, place individuals in same job class in other County departments; * Place individuals in different job classes County wide; * Place individuals in employment outside County service; * Re-train individuals for internal and external job opportunities; * Promote upward mobility of County workforce. II. T.E.T.P. OBJECTIVES 1 . Develop and maintain an employee skills inventory bank. 2. Offer a variety of services and training to meet the needs of affected employees and the County. 3. Place laid-off County employees in full-time positions. 4. Monitor layoffs, rehires, and employment referrals by job class, gender and ethnicity. 5. Recommend policy that will enhance the placement of County employees before and/or after layoff. 6. Maintain the County's image as a concerned employer. III. SERVICES OFFERED TO AFFECTED EMPLOYEES * Presentation on layoff policy, procedures, employee benefits, and job placement services. * Job placement interviews with hiring County departments. * Offer information on job opportunities with other employers; e.g., other Bay Area counties, cities, and private industry companies; * Facilitate registration with temporary and permanent employment agencies; * Job search training workshops: - resume preparation - oral interview tips - job search planning; * Alternate career exploration; * Job counseling; * Job re-training: - Private Industry Council (PIC) - Regional Occupational Program (ROP); * Representation at local job fairs and job fair luncheons; * Networking with professional associations, agencies and organizations; * Crisis intervention counselling, stress management and financial planning through the Employee Assistance Program; * Other Employee Assistance Services * Retirement Planning IV. T.E.T.P. RESPONSIBILITIES/ACTIVITIES 1 . Identify appropriate skills banking software; 2. Establish system for early identification of vacancies; 3. Examine potential job placement classifications and modify Minimum Qualifications to Desirable Qualifications; 4. Identify and change existing policies, procedures, rules and regulations. Meet and Confer on proposed changes; 5. Secure necessary staff for implementation; 6. Train staff; establish space and equipment; 7. Develop procedures and operating manuals which define staff rules and responsibilities; 8. Disseminate education and information materials concerning program; 9. Identify resources outside County government. V. T.E.T.P. STAFFING STRUCTURE - T.E.T.P. Division Supervisor (1 ) - Personnel Department - T.E.T.P. Employment Counsellors (2) - Line Departments - T.E.T.P. Program Analyst (1 ) - Line Department - T.E.T.P. Employment Interviewer (1 ) - Personnel Department - T.E.T.P. Clerical Support (1 ) - Must be funded - 2 - . I. •Mv: ' T M h1 JT EA T AL EMPL 0 Y EP ACT C I yf .. .:.:.:.. ....:..... :..,,..:�>..:::.:.,:........ ............:.....:... .. arksho s an ;.:.�z::;{r.}:A TO LENGTH RESPQNSIBLE DATE Lay--ff Policy and Procedures I hour Employee Benefits 1 hour Permanent & Temporary 3 hours Employment Individual Career Counseling 2 hours Career Interest Assessment 1 hour Interview Training 3 hours Resume Preparation 2 hours Job Search Strategy Preparation 3 hours How to Manage Change/Stress 3 hours Financial Planning 4 hours Retirement Planning 4 hours H . PERSONNEL DEPARTMENT TACTICAL EMPLOYMENT TEAM DATE: TIME: PLACE: GEORGE GORDON TRAINING CENTER 500 COURT STREET MARTINEZ, CA. Time Topic Presenter 8:30 - 9:00 9:00 - 9:15 9:15 - 9:30 9:30 - 10:30 10:30 - 11:45 11:45 - 12 noon PERSONNEL DEPARTMENT TACTICAL EMPLOYMENT TEAM is{`'.-:4i. i•:4 i .T•: :vd v Lt•K-- :i�iti.:K :,vrytin {ti;) i£:% - is{+�vi^'+ir- ,.Y^.4:;�4.!�;v ,vC�:vv'"�n'4't�':'' �4:r iJ}:`:";i{}•-`�' »�:d., w<:.v ::::K:�°a�e..a y;.:v::+w'`.C:. .�{�>K::s``��....v: `�Caree.r`�Co:unseln� �rS:essonsM> •}....v':.+ri2v'Ku•:K.:•(i:.+:.vw::.v :n%.!.. K.:f.\:-: .,...,,...,.... :`.M1`•..-.n...`C........ £...:-:::::.c.,;•:m ^nK•:x:.....::::?:•:•.-i;:?i::k:JC:;j}ivri. COUNSELOR: DATE: PLACE: GEORGE GORDON TRAINING CENTER 500 COURT STREET MARTINEZ, CA. Time Name Home/Work Shift Supervisor Telephone IV. upervisor's Responsibility • Complete employee's written performance evaluation. • Discuss performance evaluation with the employee emphasizing wort: achievements, talents and special knowledges and skills. • Enroll the employee-in all workshops offered in the Transition Program. • Meet,with the employee after each workshop to review workshop contents and learning objectives. Review the employee's resume and career interest assessment and use both to assist the employee in the development of a job search strategy. • Meet with the employee on a bi-weekly basis to review the progress in the job search. • Assist the employee in identifying suitable employers for informational interviews. • Write letter(s) of recommendation. V :.Employee's`Responsibility • Review recent performance evaluation with the supervisor focusing on work achievements, talents-and special knowledges and skills. • Attend all workshops offered in the Transition Program. • Meet with the supervisor after each workshop to review workshop contents and learning objectives. • Review the resume and career interest assessment with the supervisor. • Develop a job search strategy. Review it with the supervisor. • Prepare a resume mailing list. • Schedule informational interviews. • Meet with the supervisor on a biweekly basis to review the progress in the job search. s f: ..�v} :r}::.:.:.::;f:.:.:<:.i::C.:::::�.2ma.:.x::fv:.::'.�..:%f.�Y::?.a':.....^....i:.r:.rv::..•..:...:.::r.;ti•.Y...:.:./.:i ..:...::.::..::.:v:.?.?..:..::..:.:}:.?::..,x'1:;+:f::'C<"`:'•'n". K..'4::v.}i...s5v.}?:;:i:sAYiA`:::iN:':::-.i.11}:.-.::::i:?"?::...:�::-r}}:::Dvr::.v:.::t!•iv#i;:>::.Cti�.:i�-::AL•::..::-:??:y:i'M::r'•(:::i3:<::ifst:.rvli.s::�:wt::t-:L:.;1i..l :..S. TC! AR o.� � C1V �N�: .::{:•::•::.>.::::;:: ::}:::::::i::.::::: .? •.tt....Kv:.:::.v..\:•..:...... .:..::.....} ::i}i:?i�5-::::vi??}?Y..:f..r:A.r:.>ii::ii i:�:': YOUR NAME: YOUR JOB TITLE: YOUR DEPARTMENT/DIVISION: Indicate the amount of time in jobs held in the past 20 years. Include voluntary experience if you consider it job related. Also indicate education and training,obtained through college, military, vocational school or employer offered programs. AMOUNT OF EXPERIENCE OCCUPATION yr(s) mo(s) wk(s) Accountant or auditor Administrator, manager or supervisor Animal caretaker (non-farm) Architect Automotive mechanic Bank teller Bill and account collector Billing clerk Binding machine operator Biological technician Bookkeeper or auditing clerk Bus driver Buyer Carpenter or cabinet makers Cashier Chemist Child care worker Civil engineer Clinical laboratory technician Computer operator Page 1 of 5 AMOUNT OF EXPERIENCE OCCUPATION yr(s) mo(s) wk(s) Computer programmer Computer system analyst Construction laborer Cook Correctional officer Counselor Customer service representative Data equipment repairer Data entry keyers Dental assistant Dental hygienist Dispatcher Doctor or dentist Drafter or mechanical drawer Electrical or electronic technician Electrician File clerk Financial manager Food server Freight, stock or material handler Garage and service station:worker Grader or dozer operator Graphic designer Groundskeeper or gardener Health aide Health records technician Health technologist or technician Heat and air conditioning mechanic Page 2 of 5 OCCUPATION AMOUNT OF EXPERIENCE yr(s) MO(S) wk(s) Heavy equipment mechanic Industrial truck and tractor operator Interviewer Investigator Janitor or cleaner Kitchen worker Laundering and dry cleaning worker Lawyer Legal assistant Librarian Library clerk Licensed practical nurse Machinist Mail driver Mail clerk Nursing aide Occupational therapist Office clerk Operations system analyst Painter Park ranger Payroll and time keeping clerk Personnel clerk (except payroll) Personnel specialist or trainer Pharmacist Physical therapist Physical assistant Plumber, pipefitter or:steamfitter Page 3 of 5 AMOUNT OF EXPERIENCE OCCUPATION yr(s) Mo(s) wk(s) Other (specify): Other (specify): Other (specify): CHECK BOX Course of Study EDUCATION/TRAINING or Yes No Major High school diploma G.E.D. certificate Apprentice certificate Some college courses, no degree College certificate, no degree AA/AS degree BA/BS degree Some graduate courses,. no MA/MS degree MA/MS degree Ph.D degree Other credential, certificate or license (specify): Page 5 of 5 VII. CAREER PLANNING .QUEST16 NN: AIRE. NAMEJTITLE WORK PHONE NUMBER Instructions: Answer the questions below. Check the column that represents the degree of your willini,ness to consider a job change based on a particular factor. A "NO" answer to a question will not automatically disqualify you for placement into an alternate position. After you finish, bring this questionnaire to your career counseling session with the Analyst. This questionnaire and your current County employment application will assist the Analyst in evaluating and matching positions with your interests and background. OUESTION: "I would be willing to consider a position in which I may have (to) . . ." YES NO 1. work overtime 2. work day shift 3. work swing shift 4. work graveyard shift 5. work rotating shifts 6. work weekends and holidays 7. work "on-call" basis 8. work indoors most of the time 9. work outside most of the time 10. sit at a desk most of the time 11. stand or walk most of the time 12. occasionally lift objects weighing 50 pounds or less 13. work alone most of the time -2- YES NO 14. work in a small group most of the time 15. work with different people most of the time 16. deal with telephone callers and visitors under difficult or stressful circumstances 17. interpret, apply and explain complex rules, policies and procedures to the public 18. perform light typing using a word processor and/or a personal computer 19. perform detailed and specialized bookkeeping, statistical or numerical work 20. make frequent contact with the public at a counter and over the telephone 21. work with small, power hand tools 22. work at a recreation park 23. work in a library 24. work in a hospital business office 25. work in a garage or auto service station 26. work in a jail 27. work in a cafeteria 28. work in 29. work in 30. work in 31. work in 32. work in . 33. work in -3- YES NO 34. travel to different locations regularly driving a County car or van 35. learn new skills 36. attend educational classes on my own 37. pass a test to obtain a certificate or license that is required to remain employed in the new position 38, spend at least 12 months gaining on-the-job experience before promoting 39. start at less pay than I now receive 40. start at a high salary knowing that raises may be hard to get after I start 41. less promotional opportunities in the new position than in my current job 42. more competition for advancement in the new position than in my current job 43. learn new skills that could become obsolete in 2-3 years 44. learn specialized skills that may limit career mobility Skills: (specify) Typing speed: WPM Office equipment:_�__ Supervisory experience; Budget management expereience: Project management experience: Software program operation experience: Other: m cD X CD %o 00 go CD aziCD F3 0 o� CL m 0 C/) C x =r �' -- O ' Z ora � CD O PROPOSED FY 93-94 TACTICAL EMPLOYMENT TEAM PROGRAM BUDGET 1. Salary and Benefit Costs a. Temporary Clerk-Experienced Level Position $ 29,500 b. Permanent Clerk-Experienced Level Position $ 38,000 2 . Service and.SgMlly Costs a. Software for Skills Inventory Bank $ 2 , 000 b. Stamps for 1, 000 fliers to Private Industry Employers $ 300 C. Printing/Paper for Employment Resources Materials $ 500 d. 300 "Surviving a Layoff" Booklets $ 600 e. Two (2) Job Fair Luncheons $ 1,400 Service and Supply Total = $ 4,800 TOTAL BUDGET (With Temporary Clerk Position) $ 34,300 TOTAL BUDGET (With Permanent Clerk Position) $ 42,800 Office of the County Administrator Contra Costa County Affirmative Action Office 651 Pine Street, Martinez, CA 94553 510/646-4106 April 7, 1993 TO: Internal Operations Committee FROM; Emma Kuevor Affirmative Action Officer SUBJECT: Tactical Employment Team I have reviewed the Tactical Employment Team being proposed by the Personnel Department and would like to emphasize or perhaps underscore the importance of several key areas : 1 . It is important that funded vacant County positions be identified continuously.This would reduce the amount of time spent searching for vacancies where none exist. 2 . It ' s important to start compiling lists of vacant positions in the private sector. Employees can apply for the positions now. 3 . Advertise the County' s Tactical Employment Team program highlighting the people to contact with their telephone numbers . 4 . Counseling the potentially laid off employee is critical . The counseling for placement should focus on the employees experiences, skills, and abilities . I strongly support referral for stress management and financial planning. 5 . The job classes of employees laid off should be identified and compared against a master list of laid off employees to ensure that no employee is requesting to be placed or being placed in positions where other employees have been laid off. -2- 6 . Job specifications that list desirable qualifications should be sent to you ( Internal Operations Committee) with a brief explanation of the criteria that was used when evaluating applications . This list would only be for your information so you would know the types of positions where "desirable qualifications" was used and you could evaluate any problems and successes when desirable qualifications have been substituted for minimum qualifications . We already know the impact on minorities and women from our last series of layoffs . Placement of all laid off employees will assist in restoring within the County a lot of the Affirmative Action Programs ' previously accomplished goals . EK: fch A:\TETEAM 4/7/93 DATE: REQUEST TO SPEAK '' ORM (THREE (3) MINUTE LIMIT) Complete this form and place it in the box near the speakers' rostrum before addressing the Board. NAME: PHONE: ADDRESS: CITY: I am speaking formyself OR organization: Check one: (NAME OF ORCANIJaI-10%) I wish to speak on Agenda Item # !'d•f� My comments will be: general for against I wish to speak on the subject of I do not wish to speak but leave these comments for the Board to consider.