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HomeMy WebLinkAboutAgenda Packets - September 21, 1992 1:°;;; 411.141644 TO: HONORABLE MAYOR AND CITY COUNCIL FROM: HENRY GARCIA, CITY ADMINISTRATOR (fL DATE: SEPTEMBER 16, 1992 SUBJECT: CITY OF AZUSA'S EQUAL OPPORTUNITY / AFFIRMATIVE ACTION PLAN BACKGROUND In consideration of Title VII of the 1964 Civil Rights Act and the Equal Employment Opportunity Act of 1972, the City developed and implemented an Affirmative Action plan in 1975. The Plan had as its objectives, compliance with the law of the land, a description of the positive steps/actions to be implemented to prevent overt discriminatory practices and as a remedy to the effects of any past discriminatory practices. FINDINGS After the initial Plan was developed and implemented in 1975, updating/revisions of the Plan was somewhat inconsistent. Periodic reviews and revisions were not timely, and thus the effectiveness of the Plan in recent years has diminished. The attached Plan replaces the Plan adopted by Council (in November 1975) and sets forth accountabilities for administrators, officials and employees. It also describes the processes for assuring equal opportunity in recruitment and selection, promotions, training and other terms and conditions of employment within City government. RECOMMENDATION The proposed Plan has been updated/revised and was presented to the Personnel Board in April 1992 . It was approved at their April 28, 1992 meeting and is being submitted to Council for review and approval. Staff recommends that Council approve the Plan and implements its provisions. HG/LC/jp 42/0/1d- T/2//f i VF:AFFOLACr gAel/n 41k0). e$14 CITY OF AZUSA EEOC POLICY Affirmation of Program I. Program Purpose To ensure that the City of Azusa engages in a policy of equal employment opportunity for all applicants for City positions. II. Equal Employment Opportunity_ The City Council and City Administrator of the City of Azusa support the national policy of equal employment opportunity, therefore, it is the City of Azusa's policy to extend to all applicants for employment and current employees, equal employment opportunities regardless of marital status, race, national origin, color, sex, age or physical handicap (hereinafter referred to as protected groups) . Equal employment opportunity will affect all employment practices in the City of Azusa including, but not limited to, recruiting, hiring, transfers, promotion, training, compensation and benefits. This Equal Employment Opportunity Policy, which contains the City of Azusa's commitment to equal employment opportunity, will be made available to all City of Azusa employees. The Personnel Officer (Human Resources Office) shall be designated as the Equal Employment Opportunity Coordinator and in such capacity is responsible for the development, implementation and coordination of this program. III. Policy_ A. In accordance with Civil Service Rule 1. 1.5 of the City of Azusa's "Rules and Regulations" , it is the Policy of the City of Azusa that there shall be no discrimination in the City's employment practices with regard to color, religion, national origin, sex, race, age, marital status or disability (hereinafter referred to as protected groups) . B. Employment at every level of the City's service -- official/administrator, professional, administrative support, technical, protective-service, skilled-craft para-professional and service-maintenance -- shall be 28315.1 in accordance with this policy. In order to achieve greater occupational parity between the City workforce and the racial, ethnic and gender representations of the general population of the City of Azusa, selecting officials are required to make "good faith" efforts to make employment selections based on merit which will reflect the population of the community from which the City of Azusa recruits applicants for its positions. C. This Equal Employment Opportunity Policy shall be reviewed annually and revised/updated in such a manner that will enable the City to further its hiring opportunity goals. iv. Recruitment and Selection A. Outreach Recruitment 1. The City's recruitment list shall continually be revised to include minority employment agencies/ vocational centers, minority professional associations, personnel departments of other nearby municipalities and local universities/ junior colleges/trade schools. 2 . Advertisement for City positions shall be placed in local special interest group newspapers; also, ads shall be placed in community newspapers of nearby cities with a high percentage of minorities. 3 . Encourage members of protected groups to refer friends and acquaintances, when possible, and when in conformance with established City Rules and Regulations. 4 . Maintain an active liaison between community groups, schools and agencies representing members of protected groups. 5. Analyze applicant flow statistics on an annual basis. B. Selection 1. In establishing qualifications for evaluating and screening candidates, all qualifications should be clearly job-related and established at a level no higher than actually required to 28315.1 -2- satisfactorily perform the primary duties of the position in question. 2 . All applicants for a position who meet the minimum qualifications stated in the job specifications shall receive further consideration in the examination process. 3 . Sexist language shall be eliminated from all job titles. 4 . Examination content of tests will be confined to the measurement of knowledge, skill and abilities necessary to perform specifically defined tasks. To the extent possible, the City of Azusa will use only validated tests. 5. Job specifications shall be reviewed for job- relatedness, validity and nonexclusionary content each time a vacancy is to be filled. 6. When appropriate, performance tests shall be given instead of written tests as they demonstrate a high degree of job relatedness. 7 . Whenever possible, oral boards shall reflect women and the ethnic make-up of the City of Azusa. 8 . Oral Board raters shall be oriented on the City's equal employment opportunity policies, including a list of questions that shall not be asked of candidates and, when possible, will include women and minorities. The oral board examination will be in conformance with guidelines established by the California Fair Employment and Housing Commission. 9 . During an employee's probation period (part of the examination process) , their manager/ supervisor shall work closely with them to provide liberal guidance and information about all aspects of City employment. 10. All new and current employees shall be oriented on the City's equal employment opportunity policies and of their responsibilities in adhering to those policies. 28315.1 -3- p. Training/Promotion A. All employees, regardless of race/ethnicity or sex, shall have an equal chance at promotional opportunities. B. In order to achieve an appropriate attitude about equal employment opportunity among employees and supervisory personnel, the City's equal employment opportunity policies shall be discussed in both employee orientation and management training programs. 1. All employees shall have an equal opportunity for training, regardless of race/ethnicity, sex or other non-merit factors. Training may encompass in-service, apprenticeship, out-service, on-the-job and/or other approved (job-related) coursework as per Civil Service Rules and Regulations (11. 1-11.5. 4) ; additionally, financial assistance, in the form of tuition reimbursement, may be available for job-related training/education expensed as specified in the applicable Memorandum of Understanding. C. The Equal Employment Opportunity Coordinator, with the respective Department Head, will evaluate career advancement possibilities to determine whether any barriers exist for members of a protected group. If any barriers are found, corrective measures/action will be taken to remove them. D. Employees shall have access to information about educational opportunities of the local colleges, trade schools and seminars/training courses of professional organizations. E. All employees, including members of protected groups, will be encouraged to develop skills, knowledge and abilities in the administrative, professional and supervisory areas when possible. The City will allow all employees opportunities for on-the-job training and make appropriate information available. Further, the City will make a concerted effort to develop supervisory awareness and training appropriate to constructive equal employment opportunity activities. 28315.1 -4- Vi. Grievance Procedure A. If a person, applicant or employee believes that discriminatory action has occurred, that person may file a grievance with the Personnel Officer/Human Resources Office. The procedures for resolving employees' grievances contained in the City of Azusa's Civil Service Rules and Regulations (Section 15. 0) will be adopted to accommodate the applicant who believes that discrimination has occurred. VII. Responsibility_ A. It is the duty of all City employees to support and abide by the policies and practices prescribed in the Equal Employment Opportunity Policy. VIII. Monitoring Effectiveness of the Equal Employment Opportunity Policy_ A. An annual ethnic and sex survey of all employees shall be made in order to measure goals in hiring minorities/women. B. The Equal Employment Opportunity Coordinator will be responsible for monitoring appointments, transfers, demotions, promotions and terminations. Additionally, the Equal Employment Opportunity Coordinator will be responsible for insuring that the City Administrator and department heads are appraised of any discrepancy. C. Management conferences shall be held semi-annually in order to keep supervisors appraised of the progress and the plans or problems concerning the Equal Employment Opportunity Program. PROCEDURE: Responsibility of the Human Resources Office The Human Resources Office shall carry out the following: 1. Expand the City's recruitment list by placing advertisements for City positions in local special interest group newspapers and community newspapers of nearby cities with a high percentage of minorities. 28315.1 -5- 2. Conduct a job classification study every five (5) years to insure that class specifications are current and job related. With current data, job requirements, education and experience can also be reviewed for job-relatedness. Any qualification not necessary for successful performance on the job shall not be included as part of the position's minimum qualifications. 3 . Through information provided on job bulletins, inform all prospective employees of the City's Equal Employment Opportunity Policy and of the City's benefits available to them. 4 . Keep a log of applicant's ethnicity/race, age, physical/handicap status and their information source for the position they applied; this will serve as a tool to measure the City's outreach recruitment efforts (see Attachment A) . 5. Eliminate all sexist language from all job titles. 6. Whenever appropriate, administer performance tests instead of written tests. 7. Attempt to use a validated test for written examinations; a primary source of written test shall be the California State Personnel Board (Local Government Services Division) . 8. Whenever possible, obtain oral board raters which reflect the ethnic and gender make-up of the City. 9. Orient all oral board raters on the City's Equal Employment Opportunity Policy. 10. Review job specifications for job-relatedness, validity and non-exclusionary content every time a vacancy is to be filled. 11. Orient all new and current employees on the City's Equal Employment Opportunity Policies and their responsibilities in adhering to these policies. 12 . Discuss the City's Equal Employment Opportunity Policy in both employee orientations and management training programs with an emphasis placed on the importance of probation periods. 13 . Facilitate the training of mid-level supervisors/ managers to give their subordinates on-the-job training. 28315.1 -6- 14 . Facilitate employee training to prepare them for promotional opportunities. 15. Provide information about educational opportunities of the local colleges/trade schools and seminars/ training courses of professional organizations. 16. When an employee files a grievance, the grievance shall be followed up according to the Civil Service Rules and Regulations (Section 15. 0) . 17 . Work with the City Administrator and Department Heads on attaining progress and resolving problems about equal employment opportunity. 18. Support and abide by the policies and practices prescribed in the Equal Employment Opportunity Policy. Responsibilities of the City Administrator The City Administrator shall carry out the following: 1. Discuss the City's Equal Employment Opportunity Policy with newly appointed department heads. 2. Preside over periodic management conferences in order to keep department heads appraised of progress, plans or problems concerning the Equal Employment Opportunity Policy. 3 . Review the Annual Equal Employment Opportunity Progress Reports submitted by each department; this will assist in monitoring each department's effort in achieving parity between City employees and the ethnic make-up of the City. 4 . Monitor the Human Resources Office's efforts in carrying out the specific responsibilities outlined in the Equal Employment Opportunity Policy. 5. Support and abide by the policies and practices prescribed in the Equal Employment Opportunity Policy. Responsibilities of the Department Heads Department Heads shall carry out the following: 1. Make sure supervisors work closely with their subordinates, especially during probation, providing 28315.1 -7- liberal guidance and information about all aspects of City employment. 2. Give supervisors on-the-job training, whenever possible, to prepare them for promotional opportunities. 3. Provide information in the department about educational opportunities at the local colleges/trade schools and seminars/training courses or professional organizations. 4 . Increase outreach recruitment efforts with assistance from the Personnel Officer. 5. Work with the Personnel Officer to maintain an equal opportunity examination process. 6. Participate in periodic management conferences with the City Administrator and Human Resources Office about progress in attaining equal employment opportunity goals. 7. Take corrective action with supervisors whose behavior shows lack of respect for gender, religious, physical and ethnic differences. Mid-Level Supervisors Mid-Level Supervisors shall be responsible for the following: 1. During an employee's probation period (part of the examination process) , work closely with the employee to provide liberal guidance and information about all aspects of City employment. 2 . Take advantage of the Personnel Department's services on management training and orientation. 3 . Take corrective action with supervisors whose behavior shows lack of respect for gender, religious, physical and ethnic differences. 4 . Support and abide by the policies and practices of the Equal Employment Opportunity Policy. Employee Responsibility_ Employees shall carry out the following: 28315.1 -8- 1. Support and abide by the policies and practices prescribed in the Equal Employment Opportunity Policy. 2 . Not conduct themselves in such a manner which shows a lack of awareness and respect for gender, ethnic, physical and religious differences. 3 . Advise supervisors of training and education received which will enhance opportunity for advancement. 28315.1 ' -9-