HomeMy WebLinkAboutMINUTES - 03221994 - IO.5 ,TO: BOARD OF SUPERVISORS 1 .0.-5
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FROM: INTERNAL OPERATIONS COMMITTEE Costa
DATE: March 14, 1994 County
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SUBJECT: REPORT REGARDING AFFIRMATIVE ACTION PROGRAMS
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATION:
1 . DIRECT the . County . Administrator to circulate the attached
report to all department heads, employee organizations, the
Black Employees ' Association, County Administrator and Acting
Personnel Director, requesting that any concerns, comments or
recommendations on the report be submitted to the County
Administrator' s Office by 5:00 P.M. , Friday, April 29, 1994 .
2 . DECLARE the intent of the Board of Supervisors to conduct a
Workshop on a Tuesday afternoon in May or June, 1994,
preferably at the Training Institute, with all department
heads, employee organizations, the ' Equal Employment
Opportunity Advisory Council, and Black Employees '
Organization to review the concerns, comments and
recommendations on the attached report which were submitted
and to discuss the issues contained in the attached report.
3 . REQUEST the Affirmative Action Officer, in cooperation with
the County. Administrator, to, schedule the Workshop noted
above, invite all involved parties, and prepare the agenda and
arrange for any presentations at the Workshop.
BACKGROUND:
The Affirmative Action Officer has been asked to make semi-annual
reports to our Committee. Her next report would be due in July,
1994 . However, at the time that the Board of Supervisors approved
her last semi-annual report, two items were to be reported back
before the. next semi-annual report. .
CONTINUED ON ATTACHMENT: YES . SIGNATURE:
RECOMMENDATION COUN A MINI R OR RECOMMENDATION OF BOARD COMMITTEE
APPROVE OT R
SIGNATURE S: MU
ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER
VOTE OF SUPERVISORS
I 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 '
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Contact: PHIL BATCHELOR,CLERK OF THE BOARD OF
cc: See Page 2 SUPERVISORS AND COUNTY ADMINISTRATOR
BY !; DEPUTY
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Two items are being reported back at this time, resulting from the
report from the Internal Operations Committee which the Board of
Supervisors approved on January 11, 1994 . These are:
♦ For staff to respond to each of the comments made by the
Department Heads and staff as well as by the EEOAC, as
outlined in the attached material, and
♦ For staff to comment to our committee on the feasibility of
scheduling a meeting of Department Heads and the Black
Employees ' Association with our Committee to discuss subjects
of mutual interest and concern.
On March 14, 1994, our Committee met with Scott Tandy, Chief
Assistant County Administrator; Emma Kuevor, Affirmative Action
Officer; Eileen Bitten, Acting Personnel Director; and Lloyd Madden
and Bill Ray from the Personnel Department.
Ms . Kuevor reviewed with our Committee each of the comments which
had been made at the meeting held with department heads,
affirmative action coordinators, administrative services officers,
and personnel officers, as well as the meeting with the EEOAC on
November 5, 1993 . She also noted the response which had been made
by staff .
Mr. Madden suggested that it was important that the Black
Employees ' Association have an opportunity to respond to these
comments . In addition, it was noted that most of the employee
organizations had not been present at the November 5, 1993 meeting
of the EEOAC and, therefore, their input had not necessarily been
included in these comments.
Our Committee has, therefore, formulated the above recommendations .
We believe that it is important that all involved and affected
parties have the opportunity to review and comment on these
responses . We also feel that this subject is so important that the
entire Board of Supervisors should take the opportunity to conduct
a Workshop with our department heads, employee organizations, the
EEOAC and Black Employees ' Association to review all of these
issues and insure that all parties have had an opportunity to
present their position and point of view on these most important
issues .
cc: County Administrator
Eileen Bitten, Acting Personnel Director
Emma Kuevor, Affirmative Action Officer
Victor J. Westman, County Counsel
John Gregory, President, Black Employees ' Association
All Department Heads (Via CAO)
All Employee Organizations (Via CAO)
Black Employees ' Association (Via CAO)
EEOAC (Via Affirmative Action Officer)
' De 'artr'.er , I ecus
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 holo 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 .
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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.
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70,'5/93 - c i
AUv1,3UKY WUNC:IL 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.
II 197= 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 classes.
Review employee retention of materials covered by the Training Institute regarding
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 net-- ve o-be-let-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).
K. Develop dialogue, working relationship with employees, management and unions.
The meeting was adjourned at 11:40.
THE NEXT ADVISORY COUNCIL MEETING IS SCHEDULED FOR DECEMBER 3 AT 9:30 A-M.
IN ROOM 105 OF THE ADMINISTRATION-BUILDING, 651 PINE STREET, MARTINEZ, CA-
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A. -
Revised and Additional Recommendations
From
Advisory Council in Equal Employment Opportunity
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 Affirmative 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.
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 .
r ,
Office of the County Administrator
Contra Costa County
Affirmative Action Office
651 Pine Street, Martinez, CA 94553
(510) 646-4106 fax: (510) 646-1353
. Memorandum
Date: March 16, 1994
To: Internal Operations Committee
From: Emma KuevorMfir _
Affirmative Actioc
Subject: Staff Comments on the Recommendations
from the Advisory Council and Department
Heads on Minorities and Women Impact to
Reduction in Force
Meetings were held and recommendations were made from Department
Heads, Advisory Council on Equal Employment Opportunity, labor
organizations, and community groups and organizations . The
Internal Operations Committee requested the County Administrator,
Affirmative Action Officer, and Personnel Director review the
comments and recommendations on minimizing impact of layoffs to
minorities and women in County government.
A. Department Head Recommendations
1. Among other factors, consider affirmative action impact
when cutting positions.
Response: Department Heads, since 1978, have been
advised that affirmative action should be one of the
factors to be considered when determining job classes to
be identified in a layoff .
Departments acknowledged that they have been advised and
have considered their affirmative action programs when
reviewing job classes within programs .
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2 . Departments should continue to train and promote
minorities and women into the most critical positions
(i.e. those positions least likely to be laid off) .
Response: The County has training available to all
employees and encourages minorities and women to
participate. Career counseling is available from the
Personnel Department for all employees to assist them in
career development opportunities .
3 . Discuss the impact of the lay off during the budget
process .
Response: Departments have been advised and they discuss
the impact of lay offs in their departments . Departments
will again be advised during this years budget process to
give special attention to impacts when developing budget
reduction plan and options .
4 . Revisit the seniority system and Personnel Management
Regulations with the unions .
Response: The seniority system cannot be changed without
mutual agreement in the collective bargaining process .
To pursue further will require involving all parties in
any discussion of the seniority system because of the
significant impact it would have in the County.
5 . Laid off employees should be contacted and reassured of
their value to their Department and County.
Response: The Tactical Employment Team in the Personnel
Department currently contacts all laid off employees to
provide counseling and discuss their education and
experience, and job interest in order to place them in
other County positions, local government agencies, and
the private sector.
6 . Employees should "hang in there" when laid off for re-
employment possibilities because many times the
department will have upcoming temporary and/or vacant
permanent positions for the laid off employee.
Response: This is an individual decision for each
employee to make because of their particular situation.
Departments should advise employees if there are
temporary or vacant permanent positions in the department
and refer them to the Tactical Employment Team.
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7 . Initially, the department should identify their
operational needs and then review the impact of the
layoff decisions on minorities and women.
Response: Departments currently review their operational
needs to identify the impact of layoff decisions on
minorities and women. (Refer to response given in #1 . )
8. Conduct research with other organizations for ideas on
how best to cope with lay offs and downsizing.
Response: Request that the Personnel Department inquire
with other Counties and private agencies as to how they
cope with downsizing and lay offs .
9 . Employees should consider temporary positions until they
can be placed in permanent positions .
Response: This must be a personal decision by any
affected employee. The Tactical Employment Team
currently advises employees of temporary and permanent
vacant positions in other County operations .
10 . Several departments heads wanted the Internal Operations
Committee to know that many departments as a matter of
policy do the following:
a. obtain affirmative action input before layoffs ;
b. rehire laid off employees through the Tactical
Employment Team placements; and
C. train and promote minorities and women in positions
least likely to be laid off.
B. Advisory Council on Equal Employment Opportunity, Unions, and
Community Group Recommendations :
1 . Maintain Affirmative Action functions relating to county
contracting issues under the Affirmative Action Officer;
and those relating to individual employment issues .would
be handled under the Personnel Department.
Response: To provide the highest impact, it is
appropriate for the Affirmative Action function to be in
the County Administrator' s Office. Recruitment and
examinations are appropriately a part of the Personnel
Department.
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1 2 . Increase interaction between Department Heads and their
staff by adopting a meeting schedule between them.
a. Schedule meetings between Department Heads and
Staff. Affirmative Action representation should be
present;
b. Focus on providing a high profile for the
Affirmative Action Coordinator and their functions;
C. Focus on adequate support for the Affirmative
Action Coordinator; and
d. Accountability for those Department Heads that are
not moving toward Affirmative Action.
Response: The Advisory Council on Equal Employment
Opportunity has invited all Department Heads to meet and
discuss these suggestions and how they approach these
issues.
3 . Review if the AA/EEO/Sexual Harassment Workshop is
available to all employees . Review employee retention of
materials covered in Affirmative Action classes . The
Training Institute should prepare a summary report.
Response: Direct the Training Institute to prepare
material to be retained by AA/EEO/Sexual Harassment
participants . Direct the Training Institute to make the
AA/EEO/Sexual Harassment Workshop available to all
employees, if the County can fund that program.
4 . Recommend Affirmative Action performance be of equal
importance with other evaluation criteria on Department
Head evaluations by the County Administrator.
Response: Affirmative Action performance and effort is
of equal importance with other evaluation criteria on
Department Head evaluations by CAO.
5 . Request that the Personnel Department work with minority
associations to offer training/assistance to minorities
to help mitigate impact of layoffs on minorities . The
training would enhance minorities qualifications for
other positions within the County.
Response: The Personnel Department will submit a program
and program budget for this purpose.
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6 . Establish a formal "Career Ladder" Program. Such a
program would provide a structured advancement path with
the County employment structure. Parts of such a program
would include:
a. Staff would be provided and the Training Institute
would provide courses to meet educational
requirements for County employees . The courses
would be structured to qualify an employee.
b. A review of requirements in job classes to
determine where experience could be substituted for
education requirements .
Response: The Board should encourage each Department to
identify Career Ladders within their department and the
requirements needed to advance. All career ladder
programs and/or procedures and formats must be submitted
to the Personnel Department and Affirmative Action
Officer for review and comments .
7 . Recommend Departments require more cross training among
employees . Departments should develop an effective
mentoring program.
Response: Request Departments to identify areas where it
is feasible to provide cross training among employees .
8 . Review requirements to determine exposure to financial
liability as it relates to Affirmative Action.
Response: County Counsel reviews liability exposure as
necessary.
9 . Apply political pressure to enforce Affirmative Action.
Response: The County has limited authority to engage in
political activities . The County can make its support of
affirmative action known to its State and Federal
legislators .
10 . Retrain all employees in AA/EEO/Sexual Harassment on
regular basis (once every three years) ; quarterly
meetings with coordinators ' ; and Affirmative Action
meetings should be held with the entire department staff
annually. The meeting would be hosted by the Department
Head and Department Affirmative Action Coordinator.
Response: The Board should request responses from
Department Heads concerning this suggestion.
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11 . Department Heads should develop dialogue and working
relationships with employees and unions .
Response: Department Heads are expected to meet/communicate
with their employees and labor representatives .
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