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HomeMy WebLinkAbout1984 Reorganization Meeting Minutes November 19, 1984 City Hall Roll Call: present: Tom Penaluna absent: Frank Dowie and Linda Klinger Others present: Mayor Del Bowers, Don Temeyer, Jack Seeber, Jim Lindsey, Cora Turner, Jim Rodemeyer, Roger Mogle, Bob Stevenson, and Larry P. Burger, Clerk of the Commission. The Commission reviewed a request to fill a vacancy of a real estate acquisition/rehabilitation officer. Jim Lindsey, Director of Community Development, explained the pros and cons of the recommendation of the salary range which was presented to the Commission. (Salary Range 5, $18,507 to $20,365). No official action may be taken by the Commission due to the lack of a quorem. Cora Turner, Personnel Analyst, presented a job description to the Commission for the position of Director of Traffic Operations. Bob Stevenson, Director of Planning and Zoning, explained the concept of the position. Stevenson stated that more information on the position will be forthcoming at a later meeting. The person in the position of Director of Traffic Operation would be in charge of the Electrical Department, Motor Vehicle Parking Facilities, and Sign and Traffic Department. Salary recommendation for this position would range from $28,000 to $30,000 per year. Discussion continued regarding the interim vacancy of the Electrical Department Director. Roger Mogle, Personnel Director, suggested that a temporary assignment be given to Mike Mrzlak, Director of Sign and Traffic Operations. Penaluna asked Mogle to contact the other members of the Commission for their approval of that recommendation. With no further business before the Commission, the meeting was adjourned. Larry P. Burger City Clerk/Auditor REORGANIZATION COMMITTEE November 5, 1984 - 4:00 p.m. Mayor's Conference Room Members present: Klinger, Dowie and Penaluna. Also present: Mayor Bowers, Seeber, Wright and Getty. The request of the Street Department to fill the vacant position of Garbage Refuse Collector was discussed. It was explained that this was a non-civil service position and was created by the permanent disability of the former employee in this position. Alternatives to filling this position were reviewed including the use of seasonal persons and/or cross-utilization of employees in other departments within the bargaining unit. W. Dave Tyler, City Attorney, reported that the current collective bargaining agreement with 1127 allows the flexibility to reassign persons within the unit except that an automatic shift is not permitted from Street Department to Garbage Collector. With the impending concept of a division head overseeing the Street Department and similar city functions, it was the Committee's opinion not to fill the position at the present time, thus allowing the division head some flexibility in staffing. In the interim, seasonal call backs will be utilized. The future of the vacancy of the Electrical Superintendent was discussed. The replacement position would include current responsibilities as well as coordination of the functions of the Sign and Traffic Department and Motor Vehicle Parking Department. This position would also be utilized throughout the planning and development process of the City's Interstate Substitution Program. The Citizen's Reorganization Committee will be asked for input into this position. With no further business before the Committee, the meeting adjourned. Michelle Temeyer Deputy Clerk/Auditor Reorganization Committee Mayor's Conference Room 5:00 p.m. October 8, 1984 Present: Penaluna, Klinger. Others present: Jack Seeber, Willie Mae Wright, Harold Getty, Cora Turner, Bob Brooks, Dean Myhr, Tom Reardon, Jim Rodemeyer, Roger Mogle, and Larry P. Burger, Clerk of the Committee. Penaluna stated that Item No. 2 on the Agenda, discussion of the Facilities Manager for McElroy Auditorium, would be moved to the first topic of conversation. Dean Myhr, Director of Recreation and Arts, handed out a proposed job description for the new position of Facilities Manager of McElroy Auditorium. Myhr explained the past history of McElroy Auditorium and the makeup of the management team. Myhr continued that it would be a possibility to combine the new facilities manager of McElroy Auditorium and a person that would keep an eye on the baseball stadium for the Park Commission. Myhr requested that a new position be established through the Civil Service Commission and that the proposed facilities manager's description be adopted. Moved by Klinger, seconded by Dowie to create a new position of facilities manger of McElroy Auditoroum and the recommendation with the attached job description be transmitted to the Civil Service Commission. Motion carried. Roger Mogle, Personnel Director, presented a letter dated October 4, 1984, from Cora Turner, Personnel Analyst, requesting a reclassification of the current position that she holds for Personnel Analyst/Affirmative Action Officer. The letter requested that the salary be changed from Range 2 Level 1 ($18,355) to Range 11 , Level 1 , ($22,415). The letter stated that there were five areas of performance to justify the request. Mogle stated that he agreed with the letter and felt that the position should be reclassified as requested. Davie asked about the flood affect throughout the City with other departments requesting reclassification. Mogle stated that he felt additional duties had been assigned to this position and the increase, range and level were justified. Moved by Dowie, seconded by Klinger to change their range of Personnel Analyst/Affirmative Action Officer to Range 11 , Level 1 ($22,415). Motion carried. Donna Leseyshun, Assistant City Attorney, presented a letter to the Commission outlining a standardization of duties of Boards and Commissions for the City of Waterloo. She stated that this communication was mailed to every board and commission in the City for response and input. Discussion followed regarding the powers and controls of the various Boards and Commissions of the City of Waterloo. Reorganization Committee Page Two October 8, 1984 Penaluna questioned other City Ordinances regarding their various Boards and Commissions. Discussion will continue at later Reorganization Committee Meetings. Penaluna asked if there was any other business to come before the Reorganization Committee, hearing none, the meeting was adjourned. Larry P. Burger Clerk/Auditor Reorganization Committee Mayor's Conference Room 4:00 p.m. September 24, 1984 Present: Penaluna, Klinger. Others present: Cora Turner, Willie Mae Wright, Roger Mogle, Jim Lindsey, Russ Lowe, Jim Rodemeyer, Mayor Del Bowers, Don Temeyer, and Larry P. Burger, Clerk of the Committee. Discussion centered around the salary for the Contract Compliance Officer for the City of Waterloo. Russ Lowe, member of the Community Development Board, recommended the salary set at $22,400, this reflects the Range 11 Step 2. It was brought out in the discussion that the Contract Compliance Officer for the City of Des Moines is at a salary of $27,500. The time is now 4:10 p.m. , Dowie is now present. After further discussion the recommendation was for Range 11 Step 2 the salary to be set at $22,415. Discussion continued regarding comparable salaries of other City employees. Members of the Personnel Department recommended that the salary be placed from $19,032 to $22,280. Personnel recommended at least to start the position in Step 1 which is a natural step to start a new position. Moved by Klinger, seconded by Penaluna that the salary of the Contract Compliance Officer for the City of Waterloo be placed at Range 11 , Step 2, salary at $22,415. Motion carried. Roger Mogle, Personnel Director for the City of Waterloo, recommended that the City look into a training management seminar with Tim Shields from the University of Iowa. Mogle continued that he would bring back to the Committee further information at a later date. Cora Turner, Waterloo Personnel Department, submitted proposed revisions to the Waterloo Affirmative Action Program, and ran through what the figures meant on her hand outs. Mogle stated that it would be a problem in the future with coordinating Civil Service and the Affirmative Action within the City. Penaluna called for any additional business, hearing none the meeting was adjourned. Larry P. Burger City Clerk/Auditor Reorganization Committee August 6, 1984 4:00 p.m. - Mayor's Conference Room Members present: Klinger, Penaluna, Dowie and Mayor Bowers. The position of Contract Compliance Officer was reviewed. It was explained that the person who was appointed temporary Contract Compliance Officer had resigned, prior to which time the City was in the process of hiring a full-time Contract Compliance Officer. Duties of the Contract Compliance Officer include monitoring all contracts let by the City, including vendors and suppliers. The only change in the job description since the Reorganization Committee had reviewed it was that the educational requirement would be a G.E.D. or high school diploma. Jim Rodemeyer, Assistant Personnel Director, reported that the Personnel Department recommended that the job be placed in a range between 4-6. This would be consistent with the ranges of similar positions, including Purchasing Agent, Associate Planner or Budget Analyst. Jim Lindsey, Community Development Administrator, reported his board's recommendation of Range 8 ($20,346-$22,280), Fred Peterson, Chairman of Community Development Board, stated that the Contract Compliance Officer will be responsible for enforcing numerous federal guidelines. With the increased contracts being administered through the City and its Interstate Substitution Program, the position is now a full-time position. City Attorney, Dave Tyler suggested that paying higher salaries does not guarantee that more qualified persons will apply for the job. Attracting qualified persons is the "job" of the Civil Service hiring procedures. It was moved by Klinger, seconded by Penaluna that the salary for the Contract Compliance Officer be set at Range 6-8. Motion carried. John Baker, representing Learning Institute of America presented a proposal for training the "new middle management" positions created in the Police and Fire Department with various ranks being severed from union representation and added to management staff. Jim Burt, also of Learning Institute of America reported that together he and Mr. Baker would conduct a "needs analysis" to determine what type of training would be required and it's scope. This survey would be conducted with the input from the Mayor, Council and employees. Following this phase, the actual training process would proceed. Approximately 80 police and fire personnel would be eligible for the training. The cost for conducting the needs assessment only would be aproximately $7,200 - $9,800. Councilperson Klinger suggested including more City Departments and reducing the cost. Prior to formal action the Committee asked that Mr. Baker and Mr. Burt provide them the following information: 1) A cost analysis on both phases of the training (needs assessment and actual problem solving), 2) Whether additional management personnel should be included in this training session, and 3) letters of reference. With no further business before the Committee, the meeting adjourned. Michelle Temeyer Deputy Clerk/Auditor REORGANIZATION COMMITTEE August 27 , 1984 4: 30 p.m. Mayor ' s Conference Room Members Present : Penaluna, Dowie , Klinger Others : Wright, Seeber Discussion was heard on the position of Flood Control Director . The coordinator position, currently vacant , has been assigned to the Engineer ' s Department with the actual work being performed by various departments , including the Park Department , Health and Sanitation, and Sewer Department. The coordinator has been responsible for the yearly inspections including preparation for the annual inspection by the U.S . Corps of Engineers . City Engineer, Eric Thorson, stated that turnover in the position has made it difficult to coordinate the needed work. Bruce Bottorff, Superintendant of the Water Pollution Control Plant , stated that his department performs many of the day-to-day aspects , including maintenance of the pumps and opening and closing of the flood gates . His impression of the position was that the coordinator would assist in performing some of the routine operational functions . It was reported that the position is being funded through the flood control budget in the Engineer ' s Department and that Sewer Rental monies are paying for any labor expended by the Sewer Department. Alternatives to the current situation were discussed , including cross training of existing staff . Chairman Penaluna suggested that staff continue discussion on a future arrangement for this position and report back to the Committee in two to three weeks . Assistant Personnel Director, Jim Rodemeyer, presented the proposed City of Waterloo Affirmative Action Plan. (Cora Turner is the Ctiy' s Affirmative Action Officer(AAO) . The Plan is a policy document which directs the City in its personnel practices , including hiring, selection, promotion, salary, administration and others . Mr . Rodemeyer indicated that the City in implementing the plan, reviews its total employment by job category according to sex, race, etc . Realistic goals will be set so that all job categories reflect appropriate utilization of minority and female employees . Reorganization Committee Page two The position of Contract Compliance Officer, Purchasing Agent, and Affirmative Action Officer need to be reviewed as they relate to each other. With no further business before the meeting, the meeting was adjourned. Michelle Temeyer Deputy City Clerk REORGANIZATION OONIVIITTEE July 23, 1984 Mayor's Conference Room City Hall Waterloo, Iowa Members present: Tom Penaluna No quorum present so no official action was taken. Jim Rodemeyer, Assistant Personnel Director, ran through salary ranges of Grant Specialist from various other cities in Iowa. The suggested range by Community Development Board is $25,071 - $27,450. . Rodemeyer suggested a starting salary of $22,795. Discussion followed regarding the Contract Compliance Officer for the City of Waterloo. Jim Lindsey asked that the salary be set at $20,346 to start with. Rodemeyer stated that the Personnel Office would recommend the salary be kept in line with other like positions in the City. He continued his recommendation would be $18,597.00 to start. Tam Penaluna questioned why this position would be under the direction of Community Development. Penaluna stated that the Contract Compliance Officer should have direct lines of communication to the Mayor's office. Rodemeyer stated that this position will go to the Civil Service Commission in two (2) weeks. B.J. Furguson, Human Rights Director, stated that she now has a vacancy in the position of Human Rights Investigator and needs to have it refilled. Furguson continued and outlined some of the duties this person would be responsible for. Penaluna stated that he didn't see a problem with replacing this position. Jim Rodaneyer stated that the Personnel Department will be bringing back to the camnittee some changes to the management package regarding insurance and overtime pay. Rodaneyer continued that the Personnel Department have been receiving additional inquiries regarding management training for City Employees. Reorganization Committee Page two Penaluna asked that the Personnel Office bring back additional information and recommendations in the future. li With no further business, the meeting was closed. 7 P Burger C'ty ark/Auditor JULY 23, 1984 TABLE OF CONTENTS Page 1 Introduction Page 2-3 Equal Employment Opportunity Policy Statement Page 4-8 Authority Page 9 Objective Page 10 Responsibility Page 11 External and Internal Dissemination of Policy Page 12-13 Conditions of Employment Page 14-15 Upward Mobility Plan-Recruitment, Selection, and Promotion Page 16 Internal Auditing and Reporting System, and Contracts and Agreements Page 17 Utilization Analysis INTRODUCTION This Equal Employment Opportunity Policy Statement and Affirmative Action Program is adopted by Council Resolution to ensure compliance with Title VI of the Civil Rights Act of 1964; Title VII of the Civil Rights Act of 1964, as amended by the Equal Employment Opportunity Act of 1972; Age Discrimination in Employment Act of 1967, as amended; Equal Pay Act of 1963, as amended; Executive Order 11246, as amended; Executive Order 11625; Vietnam Era Veteran's Readjustment Act of 1974; Rehabilitation Act of 1973, as amended, section 503 and 504; Housing and Urban Development Act of 1968, section 3; Housing and Community Development Act of 1974, as amended; State and Local Fiscal Assistance Act of 1972, as amended (General Revenue Sharing) ; Standards For A Merit System of Personnel Administration; Code of Iowa (1981 ), Chapter 601A; Code of Ordinances, City of Waterloo, Iowa, section 20-43; and all other rules and regulations pertaining to Equal Employment Opportunity and Affirmative Action in federally funded or assisted Programs. (1) T:fhTAL EMPLOYMENT OPPORTUNITY POLICY STATEMENT On March 24, 1972, the Equal Employment Opportunity Act of 1972 became effective. Under this law, coverage of Title VII of the Civil Rights Act of 1964, which it amends, has been extended to include state and local govennuent, governmental agencies, political subdivisions, and educational institutions. Title VII makes it unlawful to discriminate in employment because of race, color, national origin, religion, or sex. This law as adopted applies to all public employers, regardless of whether or not they receive federal funds. Other related laws are Equal Pay Act of 1963, as amended and Age Discrimination in Employment Act of 1967, as amended. Conforming state and local laws are found in the Code of Iowa (1981 ), Chapter 601A and City of Waterloo, Iowa, Code of Ordinances, Section 20-43. Title VI of the Civil Rights Act of 1964 also makes it unlawful to discriminate in employment because of race, color, national origin, or handicap. This law as adopted applies to all federal aid recipients. Other related laws are State and Local Fiscal Assistance Act of 1972, as amended (General Revenue Sharing), Executive Order 11246, as amended, Standards For a Merit System of Personnel Administration, Rehabilitation Act of 1973, as amended, sections 503 and 504, Vietnam Era Veteran's Readjustment Act of 1974, and Executive Order 11625. Also, conforming state and local laws are found in the Code of Iowa (1981 ), Chapter 601A and City of Waterloo, Iowa, Code of Ordinances, Section 20-43. The City of Waterloo is committed to the concept of equal employment opportunity and will make every effort to ensure all qualified persons the right to maximum participation in the mainstream of our employment system, regardless of race, color, national origin, religion, sex, or handicap. Therefore, the City of Waterloo intends that all matters related to recruiting, interviewing, hiring, training, upgrading, compensation, benefits, promotions, transfers, layoffs, recall from layoffs, demotions, working conditions, educational and training opportunities and terminations be free of discriminatory practices. As opportunities for advancement, promotion, or transfer occur, periodic reviews and-analysis of personnel records will: be made to ensure that all minority and female employees, as well as Vietnam era veterans and handicapped employees, continue to receive equal consideration. Only valid requirements will be imposed as stipulations for these opportunities. (2) Affirmative Action is the method to be used to achieve the objectives of this policy. An Affirmative Action Officer has been assigned the responsibility of development and implementation of our Affirmative Action Program. With the cooperation and assistance of appropriate staff, the Affirmative Action Officer will conduct periodic surveys to determine whether the Program is achieving its objectives. Reports of these surveys will be the basis for appropriate action to correct deficiencies. Further, the City of Waterloo is committed to the advancement of equal opportunity principles in conducting the City's business. Contractors and subcontractors engaging in over $10,000.00 annual aggregate business with the City shall be expected to comply with the policies expressed in the City's Affirmative Action Program. Del Bowers, Mayor Date (3) AUTHORITY TITLE VII, AS AMENDED Title VII of the Civil Rights Act of 1964 prohibits discrimination because of race, color, religion, or sex, in practices or procedures which limit or adversely affect employment y� opportunities. The Equal Employment Opportunity Act of 1972 expanded the jurisdiction of the Equal Employment Opportunity Commission in the enforcement of the law. As amended, Title VII now covers: 1 . All private Employers of 15 or more persons; 2. All educational institutions, public and private; 3. State and Local Goveiiunent; 4. Public and Private employment agencies; 5. Labor Unions with 15 or more members; 6. Joint Labor management committees for apprenticeship and training. TITLE VI Title VI of the Civil Rights Act of 1964 stipulates that no person in the United States shall be excluded from participating in, denied the benefits of, or be subjected to discrimination under any Program or Activity receiving federal assistance, on the grounds of race, color, or national origin. Employment discrimination, therefore, is not the major focus of this title: However, a recipient of Federal aid may not directly, or through contractual arrangement, discriminate in employment in funded programs, 1 . when a primary purpose of the aid is to provide employment such as apprenticeship, workstudy, job training, job creation or retention programs, 2. or when discriminatory employment practices may have the effect of subjecting beneficiaries to discrimination in their receipt of services or benefits. EQUAL PAY ACT OF 1963, AS AMENDED imouwara— This Act, enacted as an amendment to the Fair Labor Standards Act, covers state, local, federal government and private sector employees. The Act requires that men and women employed in the same establishment receive equal pay (including fringe benefits) for jobs which involve substantially equal skill, effort and responsibility, and are performed under similar working conditions. The work need not be identical, merely substantially equal. AGE DISCRIMATION IN EMPLOYMENT ACT OF 1967, AS AMENDED This Act prohibits discrimination based on age in all aspects of employment against persons 40-70 years old. A 1978 Amendment (4) eliminated the upper limit entirely for federal workers. The Act applies to federal, state, and local government employers, most private employers of 20 or more persons, employment agencies which serve covered employers and labor orgainizations which refer employees to such employers (or have 25 or more members). STATE AND LOCAL FISCAL ASSISTANCE ACT OF 1972, AS AMENDED (GENERAL REVENUE SHARING) The General Revenue Sharing Program provides funds to almost every unit of state and local government. Its nondiscriminatory requirements affecting employment practices are broad, specific, and directly based on Title VII compliance. EXECUTIVE ORDER 11246, AS AMENDED This 1965 Presidential order prohibits discrimination in all employment practices by federal contractors, subcontractors and federally assisted construction contractors on the basis of race, color, religion, sex, or national origin. In addition, as a contractual obligation, certain employers are required to take affirmative action to insure that applicants and employees are treated without discrimination. State and local government employment is covered under this Order only when such agencies or their instrumentalities participate in, work on or under a government contract or subcontractor or hold such a contract. However, where public jurisdictions use federal funds for construction performed by private employers, the public agency has certain responsibilities to assure compliance. The Executive Order covers any contract or subcontract which is more than $10,000.00 within any 12-month period. Contractors are required to take affirmative action to employ and advance all qualified persons and to eliminate specified discriminatory practices. They must notify Labor organizations of their affirmative action obligations and include a standard EEO clause in all covered contracts, subcontracts, and purchase orders. Their employment plans and practices are subject to periodic compliance reviews. Because of substantial differences in employment practices of the construction industry, the Office of Federal Contract Compliance Programs (OFCCP), has developed separate regulations for construction contractors. Under these regulations, all federal construction contractors, subcontractors and federally assisted construction contractors (contractors on projects "financed in whole or in part with federal aid" with contracts or subcontracts over $10,000.00) must conduct active, documented affirmative action compliance programs, and meet specified numerical goals for employemnt and training of minorities and women in each craft. (5) A public jurisdiction or agency using federal funds in whole or in part for construction, is obligated to include a specific EEO clause and specifications in all bid solicitations, which commit the contractor to undertake detailed affirmative actions to recruit, train, and employ, and endeavor to meet specified goals as part of the contractual obligation. (The regulations state that affirmative action required under the Executive Order does not relieve contractors of obligations for hiring Local residents under other laws, such as Housing and Urban Development Act of 1968, Section 3.) HOUSING AND COMMUNITY DEVELOPMENT ACT OF 1974 Title I of this Act established a program of block grants to local municipalities for housing and community development, with emphasis on meeting needs of low income residents. The Community Development Block Grant (CDBG) Program requires applicants to certify that all activities, including specified employment practice, will be carried out without discrimination on the basis of race, color, naional origin, or sex. In addition, the CDBG contract contains a clause requiring the grantee not to discriminate in its own employment practices, and to take affirmative action to assure that there is no discrimination. Fund recipients must also place and monitor a similar Equal Employment Opportunity clause in all their contracts. EEO regulations for the CDBG program apply to all employment in any administrative unit which uses any Title I funds. Specific affirmative action including, but not limited to: employment, upgrading, demotions, transfers, recruitment, advertising, layoffs or terminations, pay or other compensation, and selection for training. Annual performance reports submitted to HUD must include data on recipient's employment in each department or unit receiving CDBG funds, by race, national origin, sex, salary category, including new hires, promotions, and terminations. Recipients under this and all other HUD funded programs are also required to monitor an EEO contract compliance clause requiring affirmative action in employment under Executive Order 11246, applicable to all contracts over $10,000.00. Contractors or subcontractors with contracts over $10,000.00 must submit written affirmative action programs to the grant recipient. Recipients' compliance with these requirements is monitored periodically. Grant recipients are required to provide--to the greatest extent feasible--training and employment opportunities to lower income residents of HUD assisted project areas and to maintain data recording their efforts. HUD's Office of Fair Housing and Equal Opportunity receives and investigates discrimination complaints and conducts regular compliance reviews under this and other relevant laws. Under the CDBG program, when noncompliance is found and cannot be resolved within 60 days, HUD may initiate an administrative hearing which may lead to reduction or termination of assistance. (6) STANDARDS BUR A MERIT SYSTEM OF PERSONNEL ADMINISTRATION Certain major federal grant-in-aid programs require assurance of a "merit based" personnel system in their state and local administration. Since 1971 , the U.S. Civil Service Commission has had responsibility for developing, issuing, and interpreting "Federal Standards for a Merit System of Personnel Administration," and for reviewing State laws, rules and other policies to assure that they conform. The Standards require that "equal employment opportunity. . .be assured for all persons by those actions appropriate to overcome the effects of past or present practices, policies or other barriers to equal employment opportunity" and require each state agency recipient and its funded agencies to develop written EEO affirmative action plans, including work force utilization analyses, goals and timetables for all job categories or occupational groups whcih show substantial disproportion from the relevant available work force. REHABILITATION ACT OF 1973, AS AMENDED: SECTIONS 503 AND 504 This Act prohibits discrimination on the basis of handicap. Sections 503 and 504 apply to state and local gave/Anent employment. Section 503 prohibits discrimination against handicapped persons in employment, services, participation and access to all programs receiving federal financial assistance. VIETNAM ERA VETERANS READJUSTMENT ASSISTANCE ACT OF 1974 Section 402 of this act requires government contractors and subcontractors with contracts over $10,000.00 to take affirmative action to employ disabled veterans and veterans of the Vietnam era. This regulation covers only those state and local goveriunents or their instrumentalities which participate in, work on or under a government contract of subcontract or hold such contracts. (7) EXECUTIVE ORDER 11625 This Executive Order, issued in 1971 , reinforces federal policy to promote full participation of socially and economically disadvantaged persons in economic enterprises. The Order directs the U.S. Secretary of Commerce and other federal departments and agencies to develop comprehensive plans and specific program goals for development of minority enterprises, to establish performance monitoring and reporting systems to assure that goals are being achieved and to evaluate the impact of federal aid in achieving these objectives. HOUSING AND URBAN DEVELOPMENT ACT OF 1968, AS AMENDED Section 3 of this Act requires that programs receiving direct federal financial assistance from the Department of Housing and Urban Development utilize to the greatest extent feasible lower income project area residents. Business concerns located within the metro area are to be given preference in awarding contracts. Employment, training, and business opportunities are to be given to residents of the area in which the federal funds are to be expended. (8) OBJECTIVE Our objective is to achieve, within a reasonable period of time, the percentage and distribution of minorities and women throughout all levels of our work force that corresponds to the percentage and distribution of minorities and women in the labor force of the Community. To accomplish this objective, the City of Waterloo will: 1 . Encourage and assist all persons, without regard to race, color, creed, religion, ancestry, national origin, sex, marital status, or physical or mental handicap to qualify solely on the basis of merit and fitness. 2. Attempt to redress any imbalance in representation in classifications with disproportionate numbers of one sex or race caused by artificial barriers of attitude or custom. 3. Strive to achieve the goal of full participation of minorities and women in all levels of City employment which might reasonably be expected in proportion to the number of such persons in the area labor force. 4. Obtain compliance with both the spirit and letter of the law guaranteeing equal opportunity and freedom from discrimination in all terms and conditions of employment. We will assure the realization of our objective through a continuous procedure of monitoring and reporting. (9) RESPONSIBILITY The Mayor and City Council has overall responsibility for the implementation of the City's Affirmative Action Program. Operating responsibilities for the program are delegated to the City's Affirmative Action Officer. These responsibilities include: Development of the Affirmative Action Program for the City of Waterloo. Ensuring that all policies regarding equal employment opportunity are communicated to all levels within the City. Monitoring the City's affirmative action progress through audit and reporting systems. Ensuring that hiring and selection, promotion, salary administration and other personnel practices are fair and fully consistent with our Affirmative Action program. Identifying problem areas and initiating actions to solve them. The Affirmative Action Officer will work closely with the Personnel Director on those matters contained in the Affirmative Action Program. The Affirmative Action Officer will meet with minority and female individuals and organizations to explain the City's Affirmative Action Program, personnel policies and procedures. The Affirmative Action Officer will maintain contact with minority and female numbers of the community to ascertain any problems encountered by such groups with employment activities of the City. The Affirmative Action Officer will recommend to the Mayor, City Council, and the Personnel Director appropriate dzanges in existing Personnel Policies and practices of the City Which would effectively further the goals of this Affirmative Action Program. The Affirmative Action Officer will conduct exit interviews of all individuals leaving City employment to determine if discrimination in any form was a factor in the termination. The Affirmative Action Officer will systematically review all designated training programs Which the City may utilize in training and upgrading of City employees. The Affirmative Action Officer will continually review equal employment developments at the Local, State, and Federal level for any possiblle effect such developments may have on the City's Affirmative Action Program. The Affirmative Action Officer will call upon each department head to review the qualifications and potential of each of their employees with specific regard to insuring minority and female employees of an equal opportunity for promotion or transfer within City employment. (10) EXTERNAL AND INTERNAL DISSEMINATION OF POLICY The City of Waterloo Equal Employment Opportunity Policy Statement of will be distributed throughout all City departments. Each department head will receive a copy of the EEO Policy Statement and will post his document in areas frequented by employees. Prospective employees are informed of this policy both in advertisement for positions and when candidates come to the Personnel Office. An orientation program will be instituted through the Personnel Office for new employees to insure they are informed of the City's policy of equal employment opportunity. Meetings will be held on a regular basis with department heads and supervisory personnel to outline the City's commitment and their individual responsibility under Executive Order 11246 as amended. The following posters are permanently displayed in conspicuous places throughout the City Hall and its annexes: Equal Employment Opportunity is the Law Age Discrimination Equal Pay All employment advertisement will contain the by-line "An Equal Opportunity Employer, Male/Female". All recruiting sources utilized by the City will be informed on an annual basis of the City's equal employment opportunity policy and of its Affirmative Action Program. (11) CONDITIONS OF E PLOYMENT The City of Waterloo has an on-going commitment to ensure that all policies and regulations for the work place are developed and implemented in a fair and equitable manner. To assure that this commitment is met, the City of Waterloo will implement the following policies: (1). Pay and compensation. Rates of pay, compensation, and fringe benefits will be examined periodically to ensure that no employee is favored or discriminated against because of race, color, sex, age, national origin, religion, or disabilities. (2) . Facilities. All work areas, rest and recreational areas and other facilities owned and operated by or associated with the City are maintained on a non-segregated basis. In addition, the City of Waterloo will strive to ensure that new facilities do not by their location discriminate against protected classes by making access difficult. (3). Promotion and Transfer. All employees are kept informed of promotional opportunities that exist throughout the City. Notice of vacancies are posted in all applicable departments so that employees who may be eligible will be aware of promotional opportunities. All position openings must be listed with the Personnel Office for a minimum of three (3) days. The City will continue to • utilize educational training programs available in the community as a means of upgrading the skills of minority and female employees for movement into higher positions. (4.) All promotions, transfers, work assignments, work schedules, leave of absences, disciplinary actions, demotions, lay-offs and terminations will be implemented without regard to race, color, creed, national origin, religion, sex, age, ancestry, disability, marital status, physical or mental handicap or lawful political affiliation and accomplished in accordance with established procedure. (5). Any employee who feels discriminated against because of a City policy may seek relief through the established grievance procedure as outlined in the Personnel Policies, Civil Service Rules and Regulations or Union Contract. An employee's working conditions will not be adversely affected through their use of the established grievance procedure. (6.) Pregnancy and childbirth are justified reasons for a leave in accordance with general sick leave policies. Reinstatement in accordance with general sick leave (12) (6) . (Continued) policies will occur without sacrifice of seniority or benefits. A female employee will qualify for maternity leave when she has served the minimum length of time to complete her probationary period. Leave for men and women for purposes of child care will be granted in accordance with leave policies. The length of time that an employee may be permitted to work during the term of her pregnancy will not be established by an arbitrary period of time but shall be established by a joint decision between the employee, the employer, and her doctor, taking into consideration the nature of the employee's job and her state of health. The City may in accordance with this and other policies require the employee to submit a statement from her doctor indicating the length of time during the term of the employee's pregnancy that she should be able to work. (7). All new City employees shall be evaluated in writing by their immediate supervisor or department head at least once during their probationary period. All City to ees emp y will be evaluated by their supervisor or department head annually on the date of the employees anniversary with the City. These evaluations will be in wwriting and the employee will be given an opportunity to review and comment on the evaluation. All evaluations will be done in a fair equitable manner without regard to race, color, creed, sex, age, national origin, religion, or disability. (8). Any employee found to be harassing or unfairly treating any person because of his/her race, color, creed, national origin, religion, ancestry, disability, marital status, physical or mental handicap, sex or age will be subject to disciplinary action. (9). All new City employees will be made aware at the time of hire all rules and regulations affecting their employment. All employees will be advised of any policy ammendments or revisions. (13) UPWARD NOBILITY PLAN-RECRUITMENT, SELECTION, AND PROMOTION The City of Waterloo shall encourage referral of all qualified minority and female, Vietnam era veteran and handicapped, and low income City resident applicants interested in City employment. We will inform our prime recruiting sources orally and in writing of this commitment and have stipulated the same in our equal Employment Opportunity Policy Statement. We will maintain an informational file of sources notified of our Policy and acknowledgements received. The Affirmative Action Officer will contact and counsel with minority and female, Vietnam era veteran, handicapped, and low income local groups to ascertain their needs in relation to the City's total employment system. The AA Officer will recommend to the Personnel Director recruitment policies and procedures that insure dissemination of employment information to minority and female, Vietnam era veteran, handicapped, and low income City persons. The AA Officer will maintain a current listing of all appropriate minority and female, Vietnam era, handicapped, and low income local area contacts in the community to assist the City or any other interested Employer in furthering the objectives of equal employment opportunity. The AA Officer will advise the City Personnel Director of possible steps to be taken in insuring employment advertising effectively reaches the above stated categories of persons. All advertisements will include the statement that the City of Waterloo is "An Equal Opportunity Employer, Male/Female". Special employment programs will be undertaken whenever possible, including on-the-job training, work experience, technical and non-technical co-op programs, and work study programs. It is recognized that in order to accomplish the objectives of the City of Waterloo Affirmative Action Program that the selection process must ensure all applicants Equal Employment Opportunity. Therefore, the City of Waterloo will implement the following provisions: (1). Hiring shall be accomplished without regard to race, color, national origin, religion, sex, or handicap; except for those positions where any of the foregoing has been determined to be a bona fide occupational qualification. Applicants for employment must be citizens of the United States or aliens who have legally declared their intention of becoming citizens. (2). The City's Application For Employment will be regularly reviewed for compliance with appropriate statutes concerning Equal Employment Opportunity. (3). All new employees will be advised of the availability of the Affirmative Action Officer for counseling and assistance. (14) (4). The City will periodically review all job specifications and descriptions to ensure that they consist of only minimum required job related criteria. All criteria not job related will be eliminated or modified. (5). All employees involved in making hiring and selection decisions will be indoctrinated in their responsibilities to interview and evaluate applicants on a non-discriminatory basis and required to assure non-discrimination in their decisions. (6). Applicants will be required to grant a release of criminal records and medical records for those positions which require background investigation by the nature of the duties involved. Records of criminal convictions may be used as a bar to employment when they indicate, given the nature of the crime and the nature of the job, that employment of the individual in the job in question would seriously compromise the health, security or safety of the City of Waterloo. Records of garnishment will not be used as a bar to employment. (7). An attempt will be made to insure that any tests utilized by the City are validated and conform with OFCC Guidlines on Employee Testing and Other Selection Procedures to ensure that job-related criteria are the controlling factors in evaluating individual qualifications. (8). All applicants will be given whatever assistance is necessary to complete fully and thoroughly any and all employment application forms. Clarification of any entries which appear vague will be sought from the applicant at the time the application is submitted. (9). Applicants for employment shall not be denied employment because of pregnancy, childbirth, or related medical conditions. (10). The City of Waterloo will continue to analyze all aspects of the selection process. Any procedures that disproportionately affect minorities and females, Vietnam era veterans, or handicapped individuals and cannot be shown to be job related will be eliminated or modified. (11). All promotions and other personnel actions will be made without regard to race, color, creed, national origin, religion, sex, age, ancestry, disability, marital status, physical or mental handicap or lawful political affiliation. (12). Minority and female employees will be given equal opportunity to participate in training courses and programs that will enhance their ability to pursue jobs of greater resonsibility. (13). The City of Waterloo is committed to programs designed to upgrade permanent employees regardless of race, sex or handicap. (15) INTERNAL AUDITING AND REPORTING SYSTEM The Affirmative Action officer shall establish and monitor an internal Auditing and Reporting System to evaluate the progress in eadh aspect of the Program. 1 . The Audit and Reporting System will be designed so that it will include but not necessarily be limited to: a. Measuring effectiveness of the City Program. b. Determining the degree to which City objectives have been attained. c. Indicating the need for remedial actions. 2. Formats and records will be developed in accordance with EEOC Guidelines that will show: a. Application Flow Data. b. Promotion and Transfer Data. c. Training Activities. d. Disciplinary Action and Termination Data. e. Goals and Time Table Analysis. f. Indentification of Applicants and Hires from Section 3 of the Housing and Urban Development Act. CONTRACTS AND AGREEMENTS Consistent with this policy of equal opportunity, the City of Waterloo categorically states that no contract or agreement shall in any way be recognized involoving any employee group which discriminates on the basis of race, color, creed, national origin, religion, sex, age, ancestry, disability, marital status, physical or mental handicap or lawful political affiliation. The City of Waterloo further states that no contract or agreement shall in any way violate the guidelines or spirit of the City of Waterloo's Affirmative Action Program. (16) UTILIZATION ANAYSIS We have completed an analysis of each job category for which we recruit. These job categories are in conformance with Equal Opportunity (EEO) designations. Our geographical location has a minute population of Spanish-surnamed Americans, American Indians, and Orientals. They represent one percent or less of the total labor force. These groups have been combined in our Utilization Analysis. Labor Market Information relevant to the City of-Waterloo, Iowa was supplied by the Iowa Department of Job Service. This information was then tabulated to show the number of employed and unemployed persons for job categories by race and sex. The total number of employed and unemployed for each job category by race and sex equals the labor force for that category by race and sex. The labor force number for each category by race and sex was then divided by the total labor force number for that job category equaling the parity percentage. For job categories not requiring specialized skills, the labor force for the entire City by race and sex was used to determine parity percentages. The existing number of persons employed by the City in a given job category by race and sex was then divided by the labor force for that category giving existing percentages. The total number of persons employed by the City in a given job category by race and sex was then multiplied by the parity percentage equaling the total number parity breakdown. The total number of persons employed in a given job category by race and sex was then multiplied by the existing percentage equaling the total number existing breakdown. The parity breakdown number was then subracted from the existing breakdown number equaling the net over or under utilization for a given job category by race and sex. This analysis is the basis for our establishing goals. Our goals are based upon a five year time table. For job categories in which there is at least 80 percent employment of available labor force by race and sex, goals and time tables are not being established. (17) CITY OF WATERLOO EMPLOYEE DATA AFFIRMATIVE ACTiCN PROGRAM DEPARTMENT E.E.O. RACE/SEX CATEGORIES 1a/F B/F W/M B/MMONTHLY iUtALS 0/F 0/M PRESENT PREVIOUS 1. AIRPORT Q MISSION 2. ATI'ORNEY 3.BUILDING INSPEETTCN11 4. CITY CLERK/AUDITOR 5. CITY ENGINEER 6. COMIJNITY DEVELMIEW BOARD - 7. EL.EC RICAL 8. FIRE - 9. CITY GARAGE 10. iEALIH SANITATION/ANIMAL CONTROL 11.HUMAN RIGHTS CatlISSICN _ ««k 12. LIBRARY BOARD 13. MAYOR 15.MOTOR VEHICLE PARKING FACILITIES 16. PARK BOARD 17. PERSONNEL, 18. PLANNING/PROGRAMNffNG OJMlnSSION 19 POLL 20. PRINT SHOP 1 21. RECRFATICN COMIISSICN 22. SIGN AND TRAFFIC 23. STREET SANITATION 24. 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Officials and Administrators: Occupations in which em- ployees set broad policies, exercise overall responsibility for g Skilled Craft Workers: Occupations in which workers perform jobs which require special manual skill and a thor- execution of these policies, or direct individual departments or special phases of the agancy's operations, or provide ough and comprehensive knowledge of the processes in- specialized consultation on a regional, district or area basis. volved in the work which is acquired through on-the-job training and experience or through apprenticeship or other Includes: department heads, bureau chiefs, division chiefs, directors, deputy directors, controllers, examiners, wardens, formal training programs. Includes: mechanics and repairers, superintendents, sheriffs,police and fire chiefs and inspectors electricians,heavy equipment operators,stationary engineers, skilled machining occupations, carpenters, compositors and and kindred workers. typesetters and kindred workers. b. Professionals: Occupations which require specialized h. Service-Maintenance: Occupations in which workers and theoretical knowledge which is usually acquired through perform duties which result in or contribute to the comfort, college training or through work experience and other train- convenience,hygiene or safety of the general public or which ing which provides comparable knowledge.Includes:Person- contribute to the upkeep and care of buildings, facilities or nel and labor relations workers, social workers, doctors, grounds of public property. Workers in this group may psychologists, registered nurses, economists, dieticians, law- operate machinery. Includes: chauffeurs, laundry and dry yers, system analysts, accountants, engineers, employment cleaning operatives, truck drivers, bus drivers, garage labor and vocational rehabilitation counselors, teachers or instruc- ers, custodial employees, gardeners and groundkeepers, re- tors, police and fire captains and lieutenants, librarians and fuse collectors, construction laborers. kindred workers. c. Technicians: Occupations which require a combination of basic scientific or technical knowledge and manual skill which can be obtained through specialized post-secondary school education or through equivalent on-the-job training. Includes: computer programmers and operators, drafters, surveyors, licensed practical nurses, photographers, radio operators, technical illustators, highway technicians, techni- cians (medical, dental, electronic, physical sciences), asses- sors, inspectors, police and fire sergeants and kindred workers. d. Protective Service Workers:Occupations in which work- ers are entrusted with public safety, security and protection from destructive forces. Includes: police patrol officers, fire fighters, guards,deputy sheriffs,bailiffs,correctional officers, detectives, marshals,harbor patrol officers and kindred work- ers. e. Paraprofessionals: Occupations in which workers per- form some of the duties of a professional or technician in a supportive role, which usually require less formal training and/or experience normally required for professional or tech- nical status. Such positions may fall within an identified pattern of staff development and promotion under a "New Careers" concept. Included: library assistants, research assis- tants, medical aids, child support workers, policy auxiliary welfare service aids, recreation assistants homemakers aides, home health aides, and kindred workers. f. 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