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HomeMy WebLinkAboutMINUTES - 06081993 - IO.3 TO: BOARD OF SUPERVISORS ontra FROM: INTERNAL OPERATIONS COMMITTEE Costa May 2 4, . 19 9 3 . � io iqT. �CTv County DATE: ' d-' -evr SUBJECT: REPORT REGARDING VARIOUS ISSUES IN RESPONSE TO THE PRESENTATION OF THE BLACK EMPLOYEES' ASSOCIATION SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: 1 . DIRECT the County Administrator to send Administrative Bulletin 27 .2, entitled "Employment Discrimination Complaint Procedure" , dated March 26, 1993, to all Department Heads, requesting in return written assurance from the Department Heads that he or she has received the Administrative Bulletin and has posted a copy (or copies 'in case of multiple locations) in a prominent location where it can be seen by all employees and provide a report to the Internal Operations Committee on this assignment on September 13, 199.3 . 2 . DIRECT the Affirmative Action Officer to again distribute with employee paychecks, no later than November 10, 1993, the materials which were distributed to some employees on December 10, 1992 and to other employees via the memo from the Affirmative Action Officer dated March 19, 1993 and provide at least a status report to the Internal Operations Committee on September 13, 1993 regarding whether this has been completed. 3 . DIRECT the Affirmative Action Officer to determine which departments have published in their department newsletter the article she forwarded and which departments have not yet done SO. DIRECT the Affirmative Action Officer to urge those departments which have a newsletter but have not yet published her article to do so by no later than November 1, 1993 and report back to the Internal Operations Committee after November 1, 1993 on which departments have and have not published the article. CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOAR IT E APPROVE OTHER -J SIGNATURE S: W- F SMITH ACTION OF BOARD ON Jure o � 9 9 3 APPROVED AS RECOMMENDED � OTHER VOTE OF SUPERVISORS �( I HEREBY CERTIFY THAT THIS IS A TRUE L�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. �J ATTESTE3 D����R Contact: See Page 4 . PHIL BATVELOR.CLERK OF THE BOARD OF CC: SUPERV ORS AND COUNTY ADMINISTRATOR BY DEPUTY I .O.-3 4 . DIRECT the Affirmative Action Officer to request those employee organizations which have newsletters to publish an article from the Affirmative Action Officer by November 1, 1993 along the lines of the article which has been furnished to departments and report back to the Internal Operations Committee after November 1, 1993 on which employee organizations did and did not publish such an article. 5 . DIRECT the Equal Employment Opportunity Advisory Council to report to the Internal Operations Committee on September 13, 1993 on the following referrals from the Board of Supervisors dated March. 2, 1993: 8 . Authorize the Equal Employment Opportunity Advisory Council to make recommendations regarding the manner in which departmental Affirmative Action Coordinators are appointed. Response: The Affirmative Action Officer reports that the Equal Employment Opportunity Advisory Council has been advised of the Board's request and has been placed on the agenda for the December 4, 1992 Council meeting. The Council has been asked to review the current procedure on how coordinators are selected, and to prepare recommendations . Those recommendations have not yet been filed with .our Committee. 14 . County adopt a uniform Affirmative Action Committee structure in appropriate size departments that include but is not limited to describing the following: - Purpose of Committee - Committee' s Responsibilities - Affirmative Action Coordinator' s responsibilities - Composition of Committee - Designation of leadership responsibilities - Regularity of Committee meetings - Committee reporting requirements. Response: Recommend that the Equal Employment Opportunity Advisory Council (EEOAC) be ' asked to review the current structure and composition of existing departmental Affirmative Action Committees as well as the recommended structure suggested by the Black Employees ' Association and provide their comments and recommendations to the Internal Operations Committee as soon as they are prepared to do so. 18 . Department Heads survey staff periodically to determine effectiveness of their Affirmative Action Coordinators and replace if majority of survey respondents feel negatively. Response: Recommend that this issue be referred to the EEOAC to evaluate in regard to their existing work on the manner in which Affirmative Action Coordinators are selected. 6 . DIRECT the Affirmative Action Officer to report to the Internal Operations Committee September 13, 1993 on what actions have been taken in response to the following referrals from the Board of Supervisors dated March 2, 1993 : 11 . Increase the visibility of the Affirmative Action Officer to line staff countywide through better utilization of Departmental Affirmative Action Coordinators . Response: Recommend that the Affirmative Action Officer continue to initiate contacts with some departments where she believes that such initiatives are appropriate, helpful, or necessary. 2 I .O.-3 Recommend that Department Heads be encouraged to continue to invite the Affirmative Action Officer to staff meetings so staff can become better acquainted with the Affirmative Action Officer and her responsibilities . Recommend that the Black Employees ' Association or individual employees feel free to contact the Affirmative Action Officer whenever they believe that the Affirmative Action Officer should pay more attention to a specific department. Recommend that the Affirmative Action Officer use methods to contact employees which do not necessarily have to include her physical presence at a staff meeting in a department. These might include newsletters or other methods of making contact with employees . 19 . Departments conduct new employee departmental orientations that include the review of the County's Affirmative Action Program Plan, department's Affirmative Action Implementation Plan and operating policies including Administrative Bulletins . Response: Recommend that this issue be referred to the Affirmative Action Coordinators to discuss and return their comments and recommendations 'to the Internal Operations Committee following their next meeting. 7 . DIRECT the Assistant Personnel Director to provide an additional status report to the Internal Operations Committee September 13, 1993 on the following referral from the Board of Supervisors dated March 2, 1993 : 15 . Adopt an Exit Interview Questionnaire Policy and incorporate it into the responsibilities of the Affirmative Action Committee and/or Coordinator. Response: Recommend that the Personnel Director review the proposed questionnaire, with input as appropriate from the Management Council and Department Heads, and provide his comments and recommendations to the Internal Operations Committee. 8 . In regard to the Exit Interview Questionnaire Policy outlined above, DIRECT the Assistant Personnel Director to provide for a summary compilation of all exit interviews to be prepared on an annual basis, beginning June 30, 1994, and submitted to the EEOAC and then to the Internal Operations Committee, along with the EEOAC ' s comments and recommendations. 9 . DIRECT the County Administrator, with appropriate input from the Affirmative Action Officer and Assistant Personnel Director, to provide an updated response on all 20 recommendations contained in the March 2, 1993 Board Order which have not otherwise been addressed in the above recommendations, namely: # 1, #2, #7, #9 and #16 (providing further clarification is provided by the Black Employees ' Association) . BACKGROUND: On March 2, 1993, the Board of Supervisors adopted a report from our Committee on this subject and made a number of orders regarding follow-up actions that were to be taken. On May 24, 1993 we met with Emma Kuevor, Affirmative Action Officer; Eileen Bitten, Assistant Personnel Director; Lloyd Madden, Human Resources Program Manager; Scott Tandy, Chief Assistant County Administrator; and John Gregory, President of the Black Employees ' Association. In our meeting it was not clear exactly what distribution had been made of the Administrative Bulletin and whether its distribution was being handled in such a manner that each employee would have 3 I .O.-3 ready access to the Bulletin. We are, therefore, asking that it be distributed again and that we receive a written acknowledgment from the department head that the Bulletin has been received and will be posted in such a way that it will be accessible to all employees . In regard to the distribution of materials from the Affirmative Action Officer via paychecks, the wording in the March 2, 1993 may not have been sufficiently clear, since it was interpreted as only requiring that it be distributed to those departments which may not have distributed it in December, 1992 . It was our intent that it be distributed again to all employees and we are, therefore, again asking that the materials be distributed to all employees with their paycheck some time between now and November 10, 1993. It is unclear which departments have published the article sent to them by Ms . Kuevor. We are, therefore, asking that she determine which departments published the article, urge the remaining departments to publish the article within the next few months and report back to us on which departments have done so and which have not. We are also asking that Ms. Kuevor approach the employee organizations and ask for their cooperating in publishing the same or a similar article. Several referrals were made to the Equal Employment Opportunity Advisory Council on March 2, 1993 . We believe that another three months is more than enough time within which to respond to these referrals and we are, therefore, asking for a report back from the EEOAC on September 13, 1993. There are likewise some other referrals outstanding with the Affirmative Action Officer and Personnel Department on which we would like to have a status report on September 13, 1993. Finally, the Black Employees ' Association has asked that staff provide our Committee with a complete update on the status of each of the March 2, 1993 referrals, which we are asking for. cc: County Administrator Affirmative Action Officer Assistant Personnel Director County Counsel John Gregory, President Black Employees ' Association 4