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HomeMy WebLinkAboutResolution #31541 ~ { RESOLIJr I QV ND. 3154 A RE90LUf I ON APPRON I NG AN AiFF I RiMAT I VE ACTION PLAN FOR Tlf CITY OF G41VTOn1, 1 LL I ND I S 1M-f.RFAS, the Lega l and Ordinance Committee has determined that it is necessary and in the best interest of the City of Canton to establish an Affirmative Action Plan for the City of Canton, Illinois, hereto attached and herein incorporated as Exhibit "A"; and W-EREAS, the Canton City Council has made a similar determination. NrJW, ll-fF.REFORE, BE I T RESOLVED BY TI-E CITY OOIaVC 1 L OF Ti-E CITY OF CANTON, Fulton County, Illinois as follows: 1. That the Affirmative Action Plan for the City of Canton, Illinois, hereto attached as Exhibit "A" is hereby approved. 2. That the appropriate persons are hereby authorized and directed to execute said plan on behalf of the City of Canton, Illinois, in their respective capacities. 3. That this Resolution shall be in full force and effect immediately upon its passage by the City Council of the City of Canton, Illinois. PASSED by the City Council of the City of Canton, Fulton County, Illinois at a regular meeting this 19th day of January, ~ 1993, upon a roll call vote as follows: AYES• Aldermen May, Chapman, Meade, Steck, Sarff, Coay, Molleck. NAYS: None, ABSFM: A1.cleztna~.Z 8ohl.er, APPF~71/ED: ~~~~~~ Donald E. Edwards, Mayor ATTEST: ~~ Na icy whines, City Clerk STATEIvENT OF POLICY It has been and continues to be the fundamental policy of the City of Canton to provide Equal Opportunity/Affirmative Action in all of its operations and to ensure that there will be no discrimination against any employee or applicant for employment on the basis of race, color, religion, sex, age, national origin or disability. Inasmuch as the City of Canton's government serves and represents all citizens of Canton, so shall our employment practices. Employees and applicants are assured that just and equal treatment shall be given in the areas of, but not limited to, recruitment, employment, hiring, dismissal, training, layoff, call back, re-employment, and demotions, without regard to race, color, religion, sex, age, national origin or disability. The Equal Opportunity Office will be directly responsible for the implementation of the Affirmative Action Plan. This office will continually review the program and, if necessary, implement changes which will ensure attainment of the program's goals. Department heads and supervisors are responsible for direct compliance with this policy. it is the responsibility of all employees to conduct their own work in such a manner that the support of this policy is evident. Except as otherwise specified by law, the following specific actions are hereby affirmed as policy: 1. The City of Canton shad utilize minority publications, professional magazines and organizations representing minorities and females to advertise those job categories within city government where there is underutilization of minorities and females. 2. In those Job categories, other than professional staff, where there is an underutilization of minorities and females, the City of Canton shall allow a period of thirty (30) days for recruitment purposes. For professional staff, a period of 60 days shall be put into effect to allow an effective recruitment effort to take place. 3. The City of Canton shall set goals for each of Its departments. Where there are departments that have divisions, goals shall be set for each division. The city administration, in addition to every department head, shall have the responsibility of seeing that the particular department meets its goals and objectives. As stated in this policy, the city administration fully supports Equal Opportunity/Affirmative Action for all and will hold all Managers accountable for just and equal treatment of ail applicants and employees. Equai Opportunity/Affirmative Action is not only the law but we in the city have a moral obligation to totally eliminate any and all unequal treatment. ~~ Donald E. Edwards Mayo r I. PURPOSE & OBJECTIVES PURPOSE OF AFFIF~AATIVE ACTION PROGRAM The Affirmative Action Program of the Clty of Canton is a set of specific and result oriented procedures to which the City is committed. The procedures coupled with the City's good faith efforts will ensure equal opportunity for all. EQUAL EMPLOYMENT OPPORTUNITY POLICY it is the policy of the City to hire qualified people to perform the tasks necessary in providing high quality service to its citizens. An integral part of this policy is to provide equal employment opportunitites for those currently employed by the city as well as those who are seeking employment with the city. Such would include working conditions, benefits, privileges or employment, compensation, training, promotions, transfers and terminations of employment, inccluding lay-offs and recalls, for ail employees without discrimination, because of race, sex, color, religion, national origin, age or disability. OBJECTIVE The objective of the City of Canton is to achieve within a reasonable period of time, an employee profile, which reflects the population of the minority and female employee community (work force) for the City of Canton. Target numbers will be established in order to achieve parity with the external labor market. Such are indicated on page 17 of this plan; the figures indicated are benchmark goals, by which the City's full utilization of minorities and females will be measured. This objective calls for achieving full utilization of minorities and females in all job categories; to prohibit discrimination in employment because of race, color, sex, religion, national origin, age or disability; and to have a work environment free of discrimination. The major thrust of the City's effort to reach its stated objectives will be through the Affirmative Action Program. An integral part of this program are goals and time frames designed to change the race and sex profile, particularly in those areas where there has been underutilization of minorities and females. The City of Canton is ensuring the full realization of its stated objectives through a continuous procedure of monitoring and reporting employee composition of all departments. It should be emphasized that the City's Affirmative Action Program is a plan of inclusion rather than exclusion. AFFIRMATIVE ACTION PROGRAM FOR PERSONS WITH DISABILITIES AND VETERANS The City of Canton views the Affirmative Action Program as a means to employ and advance disabled persons, disabled veterans and Vietnam Era veterans as a commitment to enhance their opportunities. The City will take affirmative action to employ and advance disabled individuals, disabled veterans and Vietnam Era veterans and will not discriminate in its employment practices, including, buut not limited to, demotion or transfer, recruitment or recruitment advertising, layoffs, terminations, rates of pay or other forms of compensation and selection for training. in an effort to demonstrate our commitment to the progression of employees who are disabled, disabled veterans or Vietnam Era veterans, it is the policy of the City to ensure that all employees are provided an opportunity to advance, consistent with their skills and interests, as vacancies occur. AOO~DiAT I ONS The City of Canton will make reasonable accommodations to the physical and mental limitations of an employee or applicant for employment, particularly with regard to The Americans with Disabilities Act. II. DISSEMINATION OF POLICY A. Internal 1. The City's Policy of Equal Employment Opportunity shall be set forth in appropriate employee communications. 2. The subject of Equal Employment Opportunity shall become an integral part of the orientation program for all new employees. All current and new employees will be notified that a copy of this plan is available for review in each department, the Equal Opportunity Office and the Personnel Department. Periodic and regular seminars shall be held for supervisors and managers, with an annual schedule for such seminars to be adopted in January of each year. 3. This subject shall be scheduled at least quarterly at staff meetings defining the responsibility of each level of management to ensure a vigorous application and enforcement of the Policy of Equal Opportunity. Each supervisor shall be made aware of her/his individual responsibility for effective implementation. 4. Union officials shall be informed of this policy and their cooperation and support in implementing the City's program shall be actively sought. 5. Any and all written contracts between the City of Canton and Employee Unions or Associations shall include non-discrimination clauses. 6. Information covering EEO programs, progress reports, promotions of minority and female employees and matters relative to equal employment opportunity shall be communicated in City publications whenever appropriate. 7. Notice will be posted in the Personnel Department informing applicants of their equal employment rights and their right to notify the appropriate agencies if they believe they have been victims of discrimination. B. External 1. To emphasize our com~itment to the successful implementation of this policy, City Personnel Department shall communicate with outside organizations and individuals working in the field of equal employment as often as necessary and on as personal basis as possible. 2. All Help Wanted Advertisements shall include a clause that the city is an Equal Opportunity/Affirmative Actfon Employer. 3. The City will continually reaffirm our policy on nondiscrimination to recruitment sources, including state and federal agencies, high schools, technical schools, vocational schools and colleges as well as assert our interest in minority and female applicants. We shall request of these sources that they actively recruit and refer minority and female applicants for all positions listed. 4. The City's Policy shall be made known and discussed with leaders of minority groups, educational institutions and other relevant community organizations on appropriate occasions. III. RESPONSIBILITY FOR INPLENENTATION OF POLICY The Equal Opportunity Officer shall be responsible for the implementation of the City's Affirmative Action Program including continual review and adjustment necessary to achieve our goals and further the principles of Equal Opportunity Employment. A. Responsibilities of the Personnel Department shall include, but not be limited to: 1. Administer and coordinate internal and external communication techniques. 2. Assist management in arriving at solutions to equal employment problems. 3. Assist management in the identification of problem areas. 4. Periodic audit of training programs, hiring and promotion patterns, to remove impediments to the attainment of goals and objectives. 5. Periodic discussions with department heads, supervisors and employees to ensure that the Affirmative Action Policy is being followed. B. Responsibilities of ail Department Heads shall include, but not be limited to: 1. Assist in the identification of problem areas and establishment of departmental goals and objectives. 2. Active involvement with local community programs designed to increase employment of minority and female applicants. 3. Conduct regular interviews with supervisors and employees to ensure policies are being carried out. 4. Assess the performance of supervisors. C. Responsibilities of Supervisors shall be, but not limited to: 1. Ensure that employees in their work groups are given fair and equitable treatment, regardless of race, creed, color, religion, sex, age, disability, ancestry or national origin. 2. Discipline employees who engage in activities exhibiting racial or ethnic bias, including, but not limited to, verbal, written, or pictorial expressions of racial or ethnic bias. 3. Prevent and deal with sexual harassment problems In accordance with City policy. (See Appendix 4) D. Responsibilities of the EEO Officer shall be, but not limited to: 1. Serve as a liaison between contractors and City departments, state, federal governmental agencies and other groups concerned with equal employment of minorities and females. 2. Analyze the hiring and firing practices of the City of Canton, and make recommendations to the City Council. 3. Design the implemention of an audit report system which will: a. Measure effectiveness of contractors and programs concerning equal employment opportunity. b. Determine the degree of success reached by the city in achieving its goals and objectives. c. Determine the need for remedial action. 4. Keep management informed of the latest developments in the equal employment area. 5. Work with contractors, vendors and suppliers to ensure that they meet equal employment opportunity requirements specified in the contracts. 6. Develop policy statements and action oriented programs aimed to achieve equal opportunity employment. E. Personnel action regarding the selection, promotion and discipline of commissioned police and fire personnel is under th jurisdiction of the Board of Fire and Police Commissioners. The actions of this Board are governed by the laws of the State of Illinois, and are not subject to control by the city Administration. The Board of Fire and Police Commissioners has stated they will adhere to the City of Canton's Affirmative Action Program within the limits of the laws and statutes regulating their authority (See Rules & Regulations of the Board of Fire & Police Commissioners, 1974). IV. IMPLEMENTATION A. Recruitment 1. Communication shall be maintained with federal and state agencies, minority organizations, female organizations, social and civic agencies to encourage applicants from minority and female applicants. 2. Minorities and female employees presently employed by the city of Canton shall be encouraged to refer qualified applicants. 3. Job opportunity information shall be made available to all applicants on a non-discrirninatory basis. 4. Records shall be maintained as to applications received and disposition thereof, in order to accommodate periodic analysis of applicant flow. 5. Applicants for classified positions will be accepted at anytime and kept on file for a period of one year. When vacancies occur, qualified minorities and female applicants, as well as other qualified applicants will be contacted. 6. In order to employ more minorities and females in professional and supervisory ranks, colleges having a large minority and female population shall be contacted for purposes of recruitment where practicable. B. Selection 1. Uniform hiring qualifications capable of objective evaluation shall be maintained for ail occupational categories. 2. All preemployment tests shall be administered uniformly without regard to race, color, religion, sex, age, disability, ancestry or national origin. 3. All interviews will be conducted in a uniform manner. All questions shall be job related. 4. Ali applicants shall be advised of their test results, and of the City's hiring criteria upon request. 5. Lists of applicants who have qualified for employment through the successful completion of the City's selection procedure will be maintained by the Personnel Department. In making selections from these lists, department heads shall consider the goals of the Affirmative Action Program. Rejection of minorities and females eligible shall be supported by reasons, when Affirmative Action goals for that specific departrr~nt have not been met. 6. Any hiring standards used in selection will be related to the essential job function requirements, and will be applied in a nondiscriminatory manner. 7. Any testing procedures used in selection, placement, and upgrading, will be based on the essential job functions. 8. The total selection process, including position descriptions, job requirements, application forms, interview procedures, test administration, validity and similar factors shall be analyzed periodically to ensure that they will at all times remain consistent with the objectives of this Program. C. Promotion and Transfers 1. There shall be no discriminatory impediments in promotional or transfer opportunities. Periodically an analysis will be made of the transfer and promotions of minority and female employees as compared with nonminority employees to ensure the effectiveness of this Program, and to identify any problem areas that may require modification or correction in the program. 2. Qualifications for ail jobs shall be reviewed periodically to ensure that they are nondiscriminatory and reflect requirements needed to perform the work. 3. Employment opportunities of minority and female employees within each job classification shall be equal and consistent with that of other employees performing like work. 4. Written explanations and other relevant data shall be kept regarding promotions, transfer, demotions, suspension, layoff or termination of alt personnel. 5. Performance evaluations shall be completed at regular intervals for all employees by their supervisors to determine progress and potential for advancement. Every possible consideration will be given minority and female employees for promotional advancement opportunities consistent with merit system principles. 6. Efforts will be made to encourage all employees to improve their skills through training and education for openings of greater opportunity. A skills bank shall be instituted to ensure upward mobility of employees. D. Integration of Facilities All persons responsible for City facilities shall ensure the availability of the facilities on an integrated basis. The use of such facilities shall be made available to all employees without regard to race, color, religion, sex (where possible), age, ancestry, national origin, or disability. This policy shall be reflected not merely in written rules and regulations, but in customs and practices, eliminating any possibility of de facto segregation. E. Recreation Facilities City sponsored recreation and social events are formulated for the benefit and involvement of all employees without regard to race, color, religion, sex, age, ancestry, national origin, or disability. Observations will be made by appropriate personnel to ensure that de facto segregation does not exist. F. Training 1. Supervisors are responsible for on the job training related to immediate Job assignments of new employees. Whenever special on the job or off the job training is available and pertinent to one's employment, the supervisor shall encourage employees to attend. 2. In cooperation with local educational institutions and other designated institutions, our position regarding the increase or minorities and females in the program will be strongly emphasized. Where possible, minority and female applicants will be selected. 3. All employees interested in training for jobs offering greater future employment opportunities are encouraged to take advantage of training being offered by outside schools and conrrwn i ty o rgan i zat i ons . V. IDENTIFICATION OF PROBLEM AREAS BY OF~aANIZATION4L UNIT AND JOB CATEC~OR I ES . The Personnel Department shall be responsible for an analysis of all major job categories corresponding to the categories listed on the EEO-4 Employer Information Report. The purpose of this analysis shall be to determine if or to what extent minorities are being underutilized in each category. "Underutilized" means having fewer minorities and females within each category than would be reasonably expected according to the following: A. The minority population of the established boundaries of the City of Canton. B. The size of the minority and female unemployment force in the labor area surrounding the facility. C. The percentage of minority and female labor force compared with the total labor force in the immediate labor area. D. The general availability of minority and female applicants having requisite skills in an area in which the City can reasonably recruit. E. The availability of promotable minority and female employes within the City. F. The existence of community training institutions capable of training minorities and females in the requisite skills. VI. GQ4LS AID OBJECTIVES A. it shall be the objective of the City of Canton to employ a workforce which reasonably reflects the composition of the workforce population within its political boundaries. B. It is an objective to employ females in all categories to reasonably reflect female representation in the area workforce. C. By a continuance of the City's present activities and by the adoption of specific procedures listed herein, it is the City's intention to continue to provide equal employment opportunity to ail people regardless of race, color, religion, sex, age, ancestry, national origin, or disability. D. The Equal Opportunity Officer and the Personnel Department shall work with all department managers to increase the percentage of minority and female employees in job classifications where underutilization is statistically evident. E. The basis for all employment with the City of Canton shall be one of prevailing need. Opportunities for employment will be through employment attrition and organizational growth. G. Special reports will be prepared annually to ensure the effectiveness of this program in attaining the goals set and to determine the additional possibilities for employment of minority and female personnel. V i I . REPORT I ~ THE FOLLOJU UP . The City will continue to comply with the reporting requirements of the appropriate laws, rules and regulations issued by governmental agencies. This program will be updated as many times as necessary to increase its effectiveness. Copies will be available to all employees. V I t I . SUAAIA4RY STATEMENT The purpose of this affirmative action plan is to ensure that the city policy toward equal employment opportunity is stated in a positive manner and is clearly understood by city personnel involved in its implementation, and also understood by individuals and organizations outside the City structure. Implementation of this program is a prime management objective. MINORITY UTILIZATION ANALYSIS In determining if minorities are underutilized in any of the job classifications, the City of Canton shall evaluate all the following factors: a. The minority population of the labor area. b. The size of minority unemployment force in the labor area. c. The percentage of the minority workforce as compared with the total workforce in the labor area. d. The general availability of minorities having requisite skills in the labor area. e. The availability of minorities having skills in an area in which the City can reasonably recruit. f. The availability of promotable and transferable minorities within the City. FEMALE UTILIZATION ANALYSIS In determining if women are underutilized in the job classifications, the City shall evaluate the following factors: a. The size of the female unemployment workforce in the labor area. b. The percentage of the female workforce compared with the total labor area. c. The general availability of women having requisite skills in the labor area. d. The availability of women having requisite skills in an area in which the City can reasonably recruit. e. The availability of women seeking employment in the recruitment area of the City. f. The availability of promotable and transferable female employees within the City. STATEMENT BY CITY EQUAL OPPORTUNITY OFFICER Since the adoption of the current City of Canton Affirmative Action Plan, which occurred at the beginning of 1978, there have been a number of U.S. Supreme Court decisions further clarifying what is appropriate and necessary for a pubic employer, such as the City of Canton, to consider and include when adopting a voluntary affirmative action plan. Justice Brennan of the U.S. Supreme Court, in the majority opinion of Johnson v. Transportation Agency, Santa Clara County, California, et. al., No. 85-1129, March 25, 1987, which upheld the validity of a public employer's voluntary affirmative action plan, stated the following: "In determining whether an imbalance exists that would justify taking sex or race into account, a comparison of the percentage of minorities or women in the employer's work force with the percentage in the area labor market or general population is appropriate in analyzing jobs that require no special expertise,..., or training program designed to provide expertise... Where a job requires special training, however, the comparison should be with those in the labor force who possess the relevant qualifications." The criteria outlined above have been used throughout this plan to analyze job categories for indications of underutilization or minorities and/or females. ~I , Equal Opportunity Officer STATEMENT OF POLICY BQARD OF FIRE AND POLICE CQVMISSIGIVERS It is the express policy of the Board of Fire and Police Commissioners of the City of Canton to select, hire, retain and promote the most qualified persons for positions in the Fire and Police Departments without regard to race, color, sex, religion, national origin, or disability. in keeping with this policy, the Board (i) commits itself to take affirmative action to ensure that all of the functions which it performs are administered in a responsible manner in conformance with the law and (ii) encourages the City of Canton to adopt, and thereafter implement, effective and meaningful recruitment methods and practices designed to attract qualified candidates without regard to race, color, religious preference, national origin, or disability. ~~- y,,,,,, - ' , ~ FAIR ENPLOYNENT AM HOUSI~ CCNMISSION STATEMENT OF POLICY The Fair Employment and Housing Commission of the City of Canton "shall have the authority and duty to review and monitor the hiring, promotional and employment practices of the City of Canton...." (Section 7-12 of Appendix G of the Code of the City of Canton). Pursuant to this legal mandate, and with a firm belief in the positive value of Affirmative Action as a valuable management tool, we hereby recommend the adoption of the attached 1988-1993 Affirmative Action Plan. Our intent is that the Plan not be filed away and forgotten, but should be utilized by all city departments as an integral part of their day-to-day operations. Adherence to the spirit and letter of this Pian will assist the City in maximizing the use of all available human resources, thereby attaining the highest possible standards of service to the citizens.