HomeMy WebLinkAboutAgenda Packets - 2000/08/21
CITY OF MOUNDS VIEW
CITY COUNCIL
WORK SESSION AGENDA
August 21, 2000
6:00 p.m.
Items Discussed
Per Consensus
_______ 1. 2000 Affirmative Action Plan - Givonna Reed
______ 2. 2001 Preliminary Budget Review & Discussion
_______ 3. School Resource Officer - Chief Bill Clark - School
Representative
Item No. 1
Type of Business: WS
WK: Work Session; PH: Public Hearing;
CA: Consent Agenda; CB: Council Business
City of Mounds View Staff Report
To: Mayor and City Council
From: Givonna Reed
Item Title/Subject: Discussion of Proposed 2000 Affirmative Action Plan
Date of Report: August 21, 2000
Background
Under the Minnesota Human Rights Act, Section 363.073, any “municipality as defined in
Section 466.01, Subdivision 1, that receives state money for any reason is encouraged to
prepare and implement an affirmative action plan for the employment of minority persons,
women and the qualified disabled”. The City of Mounds View has had an Affirmative Action Plan
in place since at least 1988 although as of 1989 the law no longer required cities to submit
Affirmative Action Plans to the Department of Human Rights.
If the Council wishes to continue to have an Affirmative Action plan in place, Workforce and
Availability and Utilization/Underutilization Analyses should be conducted annually and every two
years the entire Affirmative Action Plan should be updated and submitted to the Department of
Human Rights for recertification.
Please note that although the Availability and Utilization/Underutilization Analysis indicates that
Mounds View is underutilizing women and minorities, the City is not required to hire 14 women
and 3 minorities in addition to the current number of employees. This Analysis is to serve as a
guide for the City when creating new positions or hiring for vacancies.
Purpose
The purpose of the Affirmative Action plan is to affirmatively state the City’s commitment to the
principles of non-discrimination and equal employment opportunity for all individuals and groups.
Affirmative Action Plans in no way establish or promote quotas or give preference to certain
individuals or groups.
Recommendation
I recommend that the Council review the proposed 2000 Affirmative Action Plan and advise staff
of any desired changes to the Plan.
Respectfully Submitted,
___________________________
Givonna Reed
Assistant to the City Administrator
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PROPOSED
AFFIRMATIVE ACTION PLAN
CITY OF MOUNDS VIEW
July 2000
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TABLE OF CONTENTS
Project Description 4
Equal Employment Opportunity Policy Statement 4
Assignment of Responsibility for Affirmative Action Program 6
Dissemination of Affirmative Action Policy and Plan 7
1. Internal Dissemination
2. External Dissemination
Organization Chart 10
Workforce, Availability & Utilization/Underutilization Analyses 11
1. Workforce Analysis
2. Availability Analysis
Goals, Objectives and Timetables for Corrective Action 20
1. Recruitment Sources
2. Applicant Flow Data
3. Training
4. Promotions
5. Merit Increases
6. Disciplinary Actions, Demotions and Terminations
Problem Areas/Deficiency Identification and Analysis 21
Measures to Facilitate Implementation 21
1. Position Description
2. Recruitment
3. City Personnel Policies
4. Selection and Hiring
5. Evaluation of Job Performance
6. Compensation
7. Disciplinary Procedures
8. Training
9. Documentation of “Good Faith” Efforts to Reach Affirmative Action Goals
10. Complaint Procedure
Internal Audit and Reporting Systems 24
Affirmative Action Plan for Individuals with Disabilities 25
1. Disabled Individual Affirmative Action Clause
Table of Contents…cont.
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2. Schedule for Review
3. Pre-Employment Medical Exams
4. Accommodations to Physical and Mental Limitations of Employees
5. Compensation
6. Outreach, Positive Recruitment, and External Dissemination of Policy
7. Internal Dissemination of Policy
8. Responsibility for Implementation
9. Development and Execution of Affirmative Action Programs.
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PROJECT DESCRIPTION
Relationship of the City of Mounds View to the State of Minnesota
The City of Mounds View was incorporated as a Village in 1958 under the provisions of
Minnesota State Statutes. In 1979, the residents of Mounds View approved the
adoption of a Home Rule Charter and on January 1, 1980 the City became a Home
Rule Charter City.
As a city in the State of Minnesota, Mounds View acts as an agent of the State in the
enforcement of statewide standards and policies as defined in rule and statute. The
City is also responsible for complying with and enforcing all rules and regulations
promulgated by State agencies which have been made applicable to cities by statute.
The City of Mounds View annually receives funds from a variety of State sources
including, but not limited to, Local Government Aid, Emergency Management, Police,
Training, Municipal State Aid, Police State Aid, and Fire State Aid. Occasionally grant
funding is received from Ramsey County, the Metropolitan Council and the State to
carry out specific programs authorized by City Charter or State Statute.
EQUAL EMPLOYMENT OPPORTUNITY POLICY STATEMENT
The purpose of this Affirmative Action Plan is to affirm the City of Mounds View’s policy of
providing Equal Opportunity to all employees and applicants for employment in accordance
with all applicable Equal Employment Opportunity/ Affirmative Action laws, directives and
regulations of Federal, State and Local governing bodies or agencies thereof, specifically M.S.
363.073.
The City of Mounds View will not discriminate against or harass any employee or applicant for
employment because of race, color, creed, religion, national origin, sex, disability, age, marital
status, sexual orientation, or status with regard to public assistance.
The City of Mounds View will take Affirmative Action to ensure that all employment practices
are free of discrimination. Such employment practices include, but are not limited to the
following: hiring, upgrading, demoting, transferring, recruitment or recruitment advertising,
selection, layoff, disciplinary action, termination, rates of pay or other forms of compensation,
and selection for training, including apprenticeship.
The City of Mounds View will commit the necessary time and resources, both financial and
human, to achieve the goals of Equal Employment Opportunity and Affirmative Action.
The City of Mounds View fully supports the incorporation of non-discrimination and Affirmative
Action rules and regulations into contracts.
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The City of Mounds View will use its best efforts to afford minority and female business
enterprises with the maximum practicable opportunity to participate in the performance of
subcontracts for construction projects that this City engages in. The City is committed to
achieving the goals of Equal Employment Opportunity and Affirmative Action and fully
supports the incorporation of non-discrimination and Affirmative Action Rules and Regulations.
The City of Mounds View will evaluate the performance of its management and
supervisory personnel on the basis of their involvement in achieving these Affirmative
Action objectives as well as other established criteria. Any employee of the City who
does not comply with the Equal Employment Opportunity Policies and Procedures as
set forth in this statement and Plan will be subject to disciplinary action. Any
subcontractor to the City not complying with all applicable Equal Employment
Opportunity/Affirmative Action laws, directives and regulations of the Federal, State and
Local governing bodies or agencies thereof, specifically M.S. 363.073, will be subject to
appropriate legal sanctions.
The City of Mounds View appoints its City Clerk-Administrator (position vacant until
approximately September 2000) to manage the Equal Employment Opportunity
Program. She/He will designate personnel to complete responsibilities including
monitoring all Equal Employment Opportunity activities and reporting the effectiveness
of this Affirmative Action Program, as required by Federal, State and local agencies.
The Mounds View City Council will receive and review reports on the progress of the
program. If any employee or applicant for employment believes she/he has been
discriminated against, they should contact the Mounds View City Clerk-Administrator at
2401 Highway 10, Mounds View, MN 55112 or call 763-717-4000.
Mayor, Dan Coughlin Date
Interim City Clerk-Administrator, Michael Ulrich Date
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ASSIGNMENT OF RESPONSIBILITY FOR AFFIRMATIVE ACTION PROGRAM
The Mounds View City Council authorizes the City Clerk-Administrator to
administer the Affirmative Action Program on behalf of the City. This
accountability encompasses the following:
1. Development of an Equal Employment
Opportunity/Affirmative Action (EEO/AA) Plan/Program that
is consistent with City policies.
2. Coordination of internal and external dissemination of the
City’s EEO/AA policies and plan.
3. Preparation of all reports that are required and the design and
implementation of audit and recording systems to measure the
effectiveness of the Affirmation Action Program.
4. Conducting and/or coordinating EEO/AA training and
orientation of City supervisors, managers and
subcontractors to inform them of their responsibilities
pursuant to the Affirmative Action Plan/Program.
5. Ensuring that managers and supervisors understand
that it is their responsibility to take action to prevent the
harassment of protected class employees and applicants for
employment.
6. Holding regular discussions with managers, supervisors and
employees to ensure that Equal Employment Opportunity
policies are being followed.
7. Ensuring that all minority and female employees are provided equal
opportunity as it relates to organization-sponsored training
programs, recreational/social activities, benefit plans, pay and other
working conditions without regard to race or gender.
8. Reviewing the qualifications of employees to ensure that minorities
and women are given full opportunities for transfers and
promotions.
9. Periodically auditing training programs and hiring and promotion patterns
to remove any impediments to the attainment of our goals and objectives.
10. Providing information to employees or applicants alleging
discrimination of their rights under provisions of the Civil Rights Act
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of 1964 as amended by the Equal Employment Opportunity Act of
1972 and the Minnesota Human Rights Act; of legal options for
registering a complaint; and of investigation procedures for all such
complaints.
11. Identifying problem areas and recommending solutions.
12. Investigating all alleged acts of discrimination and recording all
material facts.
13. Serving as liaison between protected class groups and our
organization.
14. Monitoring our subcontractors and work sites to ensure compliance
in such areas as:
a. Proper employment of female and minority employees.
b. Proper posting of EEO posters.
c. Harassment and intimidation free work conditions for female
and minority employees.
15. Reporting to the City Council good faith claims of discrimination.
DISSEMINATION OF AFFIRMATIVE ACTION POLICY AND PLAN
1. Internal Dissemination
a. The City Clerk Administrator will instruct, inform and
advise all employees of the responsibilities of
employees in promoting and achieving a policy of
non-discrimination.
b. The goals and objectives of the Affirmative Action
Plan will be communicated to all employees and will
be included in the Personnel Manual which will be
given to all employees. Part-time, seasonal and
temporary employees will have complete access to
copies of the Affirmative Action Plan.
c. The Equal Employment Opportunity Policy Statement and
non-discrimination posters will be permanently posted and
conspicuously displayed throughout our organization and at
each of our locations in areas available to employees and
applicants for employment .
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d. The Equal Employment Opportunity/Affirmative Action
Employer/Contractor clause (EEO/AA Employer/Contractor)
will be included on all City employment application materials
and employment advertisements.
e. Representatives of Organized Labor will be informed of the
Affirmative Action Plan.
f. Labor agreements between any union, federation or
authorized employee representative in the City will include
non-discrimination clauses and will be reviewed to ensure
that they are non-discriminatory.
2. External Dissemination
a. The City Clerk-Administrator will file copies of the Affirmative
Action Plan with the State Department of Human Rights, the
State Employment Service and such minority, handicapped
and women's organizations which benefit from open
recruitment.
b. The City Finance Director shall distribute a statement of the
City's commitment to EEO/AA to all vendors and shall
encourage them to follow similar practices.
c. The City shall make readily available to minorities,
disabled persons, women and protected class groups
the current listing of job opportunities in the City work
force. The City will advertise available positions in a
manner determined by the City to be most
appropriate to reach local minority, disabled and
female persons seeking employment.
e. The City shall include the statement "Equal Opportunity
Employer/Contractor" on all City stationery letterhead,
purchase orders, leases, contracts, advertisements and
documents when possible.
e. Communicate to prospective employees the existence and
contents of our Affirmative Action Plan.
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Organizational Chart Placed Here
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WORKFORCE ANALYSIS AND AVAILABILITY AND
UTILIZATION/UNDERUTILIZATION ANALYSES
The City conducted separate analyses for minorities and for women (protected groups).
The purpose of these analyses is to determine if minorities and/or women are currently
being underutilized in the City’s workforce. The results of these analyses are the basis
for establishing the objectives detailed in this document.
1. Workforce Analysis. A workforce analysis is prepared annually if new
positions are added to the City's workforce and/or turnover has occurred
within the City's workforce. This analysis lists full-time, regular positions
ranked from the lowest paid to the highest paid within each department.
For each job title, the total number of incumbents is listed by race and
gender.
2. Availability and Utilization/Underutilization Analysis. An Availability
Analysis has been performed to assist the City in determining whether
minorities and/or women are being underutilized in the City's operations.
The establishment of job groups is necessary for the performance
of an Availability Analysis. The job groups and positions are as
follows:
Managers and Administrators: Finance Director,
Police Chief, Community Development Director,
Public Works Director, Golf Course
Manager/Superintendent, Public Works Foreman,
Parks Foreman
Professional: Planner, Assistant to the City
Administrator, Accountant, Head Golf Pro, Economic
Development Coordinator
Technical: Information Services Engineer/Technician, Payroll/Utility
Billing Clerk, Housing Inspector, Assistant Golf Course Professional
Service Workers: Sergeants (2), Investigators (2) and Patrol Officer
(10), Custodian
Clerical: Administrative Assistants (4)
Skilled Craft: Public Works Maintenance (8), Park
Maintenance (1)
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Availability data was obtained for minorities and women from the 1990
Census as provided by the Minnesota Department of Human Rights
Contract Compliance Division.
Underutilization is determined when there are fewer minorities or women organization-
wide than would reasonably be expected based upon availability. The declaration of
underutilization of women or minorities does not imply or admit any form of
discrimination.
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WORKFORCE ANALYSIS
Department Administration Company City of Mounds View
Date as of July 17, 2000 Address 2401 Highway 10
Mounds View, MN 55112
Job Title (s)
Wage Rate or Salary Range
Total Employees Minority Employees (*)
Total
Total
Male
Total
Female
Male
Female
B H AI/
AN
AI/
PI
B H AI/
AN
AI/
PI
Administrative Assistant $29,552.35-$36,940.44 1 1
Assistant to the City
Administrator
$40,690.94-$50,863.68 1 1
1
TOTAL 2 0 2
(*) B=Black; H=Hispanic; AI/AN=American Indian/Alaskan Native; A/PI=Asian/Pacific Islander
WORKFORCE ANALYSIS
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Department Finance Company City of Mounds View
Date as of July 17, 2000 Address 2401 Highway 10
Mounds View, MN 55112
Job Title (s)
Wage Rate or Salary Range
Total Employees Minority Employees (*)
Total
Total
Male
Total
Female
Male
Female
B H AI/
AN
AI/
PI
B H AI/
AN
AI/
PI
Payroll/Utility Billing Clerk $29,330.40-$36,663 1 1
Accountant $37,717.92-$47,147.40 1 1
Finance Director $54,602-$68,252.64 1 1
TOTAL 3 1 2
(*) B=Black; H=Hispanic; AI/AN=American Indian/Alaskan Native; A/PI=Asian/Pacific Islander
WORKFORCE ANALYSIS
Department Community Development Company City of Mounds View
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Date as of July 17, 2000 Address 2401 Highway 10
Mounds View, MN 55112
Job Title (s)
Wage Rate or Salary Range
Total Employees Minority Employees (*)
Total
Total
Male
Total
Female
Male
Female
B H AI/
AN
AI/
PI
B H AI/
AN
AI/
PI
Administrative Assistant $29,552.35-$36,940.44 1 1
Housing/Code Enforcement
Inspector
$30,430.40-$37,473.60 1 1
Economic Development
Coordinator
$37,784.06-$47,230.08 1 1
Planner $44,428.80-$50,510.52 1 1
Community Development
Director
$54,436.32-$68,045.40 1 1
TOTAL 5 4 1
(*) B=Black; H=Hispanic; AI/AN=American Indian/Alaskan Native; A/PI=Asian/Pacific Islander
WORKFORCE ANALYSIS
Department Golf Course Company City of Mounds View
Date as of July 17, 2000 Address 2401 Highway 10
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Mounds View, MN 55112
Job Title (s)
Wage Rate or Salary Range
Total Employees Minority Employees (*)
Total
Total
Male
Total
Female
Male
Female
B H AI/
AN
AI/
PI
B H AI/
AN
AI/
PI
Assistant Golf Course
Professional
$16,974.34-$21, 217.92
(receives incentive pay)
1 1
Head Golf Pro $25,461.60-$31,827
(receives incentive pay)
1 1
Manager/Superintendent $35,272.51-$44,090.64
(receives incentive pay)
1 1
TOTAL 3 3
(*) B=Black; H=Hispanic; AI/AN=American Indian/Alaskan Native; A/PI=Asian/Pacific Islander
WORKFORCE ANALYSIS
Department Police Department Company City of Mounds View
Date as of July 17, 2000 Address 2401 Highway 10
Mounds View, MN 55112
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Job Title (s)
Wage Rate or Salary Range
Total Employees Minority Employees (*)
Total
Total
Male
Total
Female
Male
Female
B H AI/
AN
AI/
PI
B H AI/
AN
AI/
PI
Administrative Assistant $29,552.35-$36,940.44 1 1
Patrol Officers $31,277.40-$48,119.08
(receives longevity pay)
10 10
Investigators $31,277.40-$48,119.08
(receives specialty pay)
2 2
Sergeants $48,244.68-$60,305.76 2 2
Chief $55,964.64-$69,955.80 1 1
TOTAL
16 15 1
(*) B=Black; H=Hispanic; AI/AN=American Indian/Alaskan Native; A/PI=Asian/Pacific Islander
WORKFORCE ANALYSIS
Department Public Works Company City of Mounds View
Date as of July 17, 2000 Address 2401 Highway 10
Mounds View, MN 55112
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Job Title (s)
Wage Rate or Salary Range
Total Employees Minority Employees (*)
Total
Total
Male
Total
Female
Male
Female
B H AI/
AN
AI/
PI
B H AI/
AN
AI/
PI
Custodian $26,000-$31,616 1 1
Administrative Assistant $29,552.35-$36,940.44 1 1
Maintenance $27,040-$37,523.20 9 9
Parks Foreman $29,120-$39,603.20 1 1
Information System
Engineer/Technician
$38,400-$48,000 1 1
Public Works Foreman $38,355.36-$47,944.20 1 1
Director $58,200.58-$72,750.72 1 1
TOTAL
15 14 1
(*) B=Black; H=Hispanic; AI/AN=American Indian/Alaskan Native; A/PI=Asian/Pacific Islander
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Availability Analysis and Utilization/Underutilization Analysis
July 2000
Job Group
Job
Cod
es *
Total
Women Minorities
Utilization Availability Utilization Availability
Number % Number % Num
ber
und
eruti
lized
Num
ber
% Number % Number
underutili
zed
Managerial Professional Technical Sales
Workers
Office &
Clerical
Skilled Craft Operatives Laborers Service
Workers
Small Company
Availability
44 7 16% 21 47.03 14 1 2% 4 8.85 3
Column # #1 #2 #3 #4 #5 #6 #2 #3 #4 #5 #6
Instructions:
1. Column 1 = total # in job group.
2. Column 2 = total # of women or minorities in job group.
3. Column 3 = Column 2 / Column 1
4. Column 4 = Column 5 x Column 1. (Round up to the nearest whole number).
5. Column 5 = availability% from 1990 Manpower Information Tables (or from contractor’s 8 - factor analysis).
6. Column 6 = Column 4 - 2.
* Job Codes are the occupation codes used as column headings in 1990 affirmative action statutes. No job codes
are needed for a small company availability analysis.
Source of Availability: St. Paul/Minneapolis MSA
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GOALS, OBJECTIVES AND TIMETABLES FOR CORRECTIVE ACTION
The City's Availability and Utilization/Underutilization Analysis shows that for the total
workforce there is an underutilization of 14 women and 3 minorities. The City will need
to maintain an awareness of the need to fully utilize women and minorities when filling
vacancies in existing positions and when new positions are created.
The City will make a good faith effort to hire qualified women and minorities. The
timetables for the full utilization of women and minorities would be hiring five females
and two minorities in 2001, five females and 1 minority in 2002, and 4 females in 2003.
It is the desire of the City to eliminate the underutilization of women and minorities
through the normal attraction of employees or the addition of new positions by the
following means:
1 Recruitment Sources. Data shall be maintained regarding recruitment
and media sources notified of City job vacancies
2. Applicant Flow Data. Data shall be maintained for regular full-time and
part-time positions that indicates the total number of applicants
interviewed for each job vacancy, those offered positions and those hired
in order to determine the effectiveness of the City's recruitment process
and to assess the City's progress toward equal employment opportunity.
3. Training. Data shall be maintained indicating the number of City
employees participating in all City-sponsored training programs.
4. Promotions. Data shall be maintained regarding promotions and those
employees who are promoted.
5. Merit Increases. Data shall be maintained to ensure that disparities do
not exist regarding merit increases between City employees belonging to
protected classes and other City employees.
6. Disciplinary Actions, Demotions and Terminations. Data shall be
maintained on all disciplinary actions, demotions and terminations
including reasons for such actions.
PROBLEM AREAS/DEFICIENCY IDENTIFICATION AND ANALYSIS
The City’s workforce composition consists of 44 employees containing seven females
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and one minority. There are problems of underutilization due, in part, to low turnover.
In an effort to correct this problem, when there is turnover the City will advertise in
women and minority newspapers to increase the applicant pool.
No problems were identified in transferring employees, promotion practices, company
facilities, company sponsored activities, seniority practices and company training
programs.
Evaluation of the City’s total selection process indicates that the City’s programs for
hiring and training employees continue to show a good faith effort to attract qualified
minorities and women. The City will need to undertake efforts in advertising vacancies
and recruiting in a manner that will further encourage qualified minorities and female
applicants to apply for job openings. Also, in an effort to fully and effectively implement
the Affirmative Action Plan, it would benefit the City to encourage healthy attitudes
among employees toward women and minorities by educating employees about the
City’s Affirmative Action Plan, changing demographics and the future of the labor
market.
In the technical phases, contract compliance posters are displayed, employment
applications are kept for at least one (1) year and all subcontractors and vendors are
made aware of our Affirmative Action Policy by the “Equal Opportunity Employer”
message on our letterhead.
MEASURES TO FACILITATE IMPLEMENTATION
The City of Mounds View's personnel practices shall adhere to the principles of Equal
Employment Opportunity. The principles of Equal Employment Opportunity shall be
introduced into all City written personnel policies and shall be reflected in all
negotiations between the City and labor unions that represent authorized bargaining
units of City employees.
To assure progress toward achievement of Affirmative Action goals and to guarantee
equal employment opportunity to all persons, the City of Mounds View shall pursue the
following actions:
1. Position Description. A written position description shall exist for all
regular full-time and part-time positions within the City. These
descriptions shall include a position title, general description of the work,
and shall be available to all employees and prospective job applicants for
review prior to application.
Position titles and minimum qualifications shall be used in all recruitment
advertising.
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2. Recruitment. The City of Mounds View will advertise job openings in the
appropriate media for its labor market. All job advertisements shall state
the title of the position, minimum qualifications, where applications can be
obtained, the filing deadline and other relevant information. All job
advertisements shall include the statement "An Equal Opportunity
Employer/Contractor". In special circumstances the City may add or
substitute the wording "Minorities and women are encouraged to apply".
Announcements for job openings shall regularly be sent to organizations
within the labor market that specifically represent women, minorities and
disabled persons.
3. City Personnel Policies. The Administration Department shall provide for
the revision and ongoing maintenance of the Personnel Manual in an
effort to be consistent with the Affirmative Action Plan.
Each department shall be apprised of Affirmative Action goals and
briefed regarding the City's commitment to achieving those goals.
The employment application form currently utilized is intended to eliminate
artificial employment barriers by not requiring irrelevant information as part
of the selection process.
It shall be inconsistent with the Affirmative Action Program for any hiring
authority of the City to consider race, color, creed, religion, national origin,
sex, age, marital status, public assistance status, handicap, sexual
orientation or disability as a basis for rejecting any individual applicant for
employment.
4. Selection and Hiring. The City shall make a "good faith" effort to meet its
Affirmative Action goals by giving maximum consideration to external
protected class candidates who possess minimum qualifications for City
positions.
5. Evaluation of Job Performance. Probationary periods for entry level and
promotional positions shall be uniformly applied and no protected class
employee shall be subject to a probationary period different in length from
any other employee.
All performance evaluation systems used shall be directly related to actual
performance on the job.
6. Compensation. All compensation schedules for City employees shall
adhere to State and Federal laws and shall not discriminate on the basis
of race, sex, color, religion, national origin, handicap, disability, age,
marital status, veteran status, creed, sexual orientation or status with
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regard to public assistance.
All fringe benefit schedules shall be equal for members of both sexes and
shall not discriminate against any employed member of a protected class.
7. Disciplinary Procedures. All disciplinary procedures within the City
organization shall be applied equally and shall not discriminate against
any employee on the basis of race, sex, color, creed, religion, national
origin, handicap, disability, age, marital status, veteran status, political
affiliation, sexual orientation or status with regard to public assistance.
8. Training. All training programs shall be extended to all employees if the
program is job related and would result in better job performance. No
employee shall be restricted from attending such programs or courses
because of race, color, sex, creed, marital status, religion, national origin,
age, physical disability, adherence to any political or union affiliation,
sexual orientation, or status with regard to public assistance. Special
efforts shall be made to include and encourage employees in protected
classes to attend such programs and courses.
9. Documentation of "Good Faith" Efforts to Reach Affirmative
Action Goals. The City Clerk-Administrator shall keep a
written record of the efforts undertaken to meet City goals
for employment of protected class employees.
10. Complaint Procedure
a. City Responsibility. The City has the
responsibility to receive, investigate and
attempt to resolve internal and external
charges of alleged violations of its obligations
to meet Affirmative Action goals. Appropriate
action will be taken to ensure that the rights of
individuals to file complaints or participate in
investigations, hearings or any other procedure
for resolving such complaints will be respected
and not interfered with in any manner.
Should the final decision be adverse to the
complainants, they will be advised that they may
pursue that matter further with the Minnesota
Department of Human Rights or the Department of
Labor.
Complaints, and all actions taken to resolve them through
the City, must be maintained in the strictest confidence. No
individual should be intimidated, threatened, coerced or
discriminated against by the City for filing a complaint,
furnishing information, or participating in any manner in
investigations, compliance reviews, hearings, or any other
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activities related to the administration of the Equal
Employment Opportunity/ Affirmative Action Plan.
b. Applicants’ Rights to File Complaints of Alleged Discrimination.
Applicants who believe the City has violated its obligations may file
written complaints with the City, the Minnesota Department of
Human Rights or the Department of Labor.
c. Employees’ Rights to File Complaints of Alleged Discrimination.
Employees who feel the City has violated its obligations may file
written complaints with the City, the Minnesota Department of
Human Rights or the Department of Labor.
Employees may bring their concerns to the attention
of their immediate supervisor or file a written
complaint directly with the City Clerk-Administrator.
INTERNAL AUDIT AND REPORTING SYSTEM
In order to successfully evaluate the implementation of the City's Affirmative Action
Program, the following data shall be maintained by the City.
1. Reports shall be required from Department Managers on a regular
basis regarding recruitment sources, applicant flow data, training,
promotions, merit increases, disciplinary actions, demotions and
terminations.
2. Documentation of Good Faith Efforts to Meet Goal. Annual reports
will be forwarded as requested to the Minnesota Department of
Human Rights documenting the City's efforts to meet the
established goals for the employment of protected class
employees.
AFFIRMATIVE ACTION PLAN FOR DISABLED INDIVIDUALS
1. Disabled Individual Affirmative Action Clause. The City of Mounds View shall not
discriminate against any employee or applicant for employment because of
physical or mental disability with regard to any position for which the employee or
applicant for employment is qualified. The City of Mounds View agrees to take
affirmative action to employ, advance in employment, and otherwise treat
qualified disabled individuals without discrimination based upon their physical or
mental disability in all employment practices such as the following: employment,
promotion, demotion or transfer, recruitment, advertising, layoff or termination,
rates of pay or other forms of compensation and training.
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The City of Mounds View agrees to comply with the rules and relevant
orders of the Minnesota Department of Human Rights issued pursuant to
the Minnesota Human Rights Act. The City of Mounds View agrees to
post in conspicuous places, available to employees and applicants for
employment, notices in a form to be prescribed by the Commissioner of
the Minnesota Department of Human Rights. Such notices shall state the
City of Mounds View's obligation under the law to take affirmative action to
employ and advance in employment qualified disabled employees and
applicants for employment and the rights of these applicants and
employees.
The City of Mounds View shall notify each labor union or representative of
workers with which it has a collective bargaining agreement or other
contract understanding, that the City is bound by the terms of the
Minnesota Human Rights Act and is committed to taking affirmative action
to employ and advance in employment physically and mentally challenged
individuals.
2. Schedule for Review. The City of Mounds View will review all physical
and mental job requirements to the extent that these requirements tend to
screen out qualified disabled individuals. It will be determined whether
these requirements are job related, and consistent with business
necessity and the safe performance of the job. These requirements will
be reviewed when positions become available.
3. Pre-Employment Medical Exams. The City of Mounds View may
require a comprehensive medical exam after a conditional offer of
employment has been made. The results of such an examination
will not be used to screen out qualified disabled individuals.
Information obtained in response to such inquires or examinations
shall be kept confidential except that (a) supervisors and managers
may be informed regarding restriction on the work or duties of
disabled individuals and regarding accommodations, (b) first aid
and safety personnel may be informed, to the extent appropriate, if
the condition might require emergency treatment, and (c) officials,
employees, representatives, or agents of the Minnesota
Department of Human Rights or local human rights agencies
investigating compliance with the Act or local human rights
ordinances shall be informed if they request such information.
4. Accommodations of Physical and Mental Limitations of Employees. The
City of Mounds View shall make a reasonable accommodation for the
physical and mental limitations of an employee or applicant unless such
an accommodation would impose an undue hardship on the conduct of
City business.
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5. Compensation. If offering employment or promotions to disabled
individuals, the City of Mounds View shall not reduce the amount of
compensation offered because of any disability income, pension, or
other benefit the applicant or employee receives from another
source.
6. Outreach, Positive Recruitment, and External Dissemination of Policy. The City
of Mounds View will review employment practices to determine whether the
personnel programs provide the required affirmative action for employment and
advancement of qualified disabled individuals. Based upon the findings of such
review, the City of Mounds View shall undertake appropriate outreach and
positive recruitment activities, such as those listed below:
a. Develop internal communication of the City's
obligation to engage in affirmative action efforts to
employ qualified disabled individuals in such a
manner as to foster understanding, acceptance, and
support among executive, management, supervisory,
and all other employees and to encourage such
persons to take the necessary action to aid the City of
Mounds View in meeting this obligation.
b. Develop reasonable internal procedures to ensure
that the obligation to engage in affirmative action to
employ and promote qualified disabled individuals is
being fully implemented.
The City shall make readily available to disabled individuals
a current listing of job opportunities in the City offices. The
City will advertise available positions in a manner
determined by the City to be most appropriate to reach local
disabled individuals.
c. Periodically inform all employees and prospective
employees of the commitment to engage in affirmative
action to increase employment opportunities for qualified
disabled individuals.
d. Enlist the assistance and support of recruiting
sources including state employment security
agencies, state vocational rehabilitation agencies or
facilities, sheltered workshops, college placement
officers, state education agencies, labor organizations
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and organizations of or for disabled individuals.
e. Establish meaningful contacts with appropriate social
service agencies, organizations of and for disabled
individuals and vocational rehabilitation agencies or
facilities for the purpose of receiving advice, technical
assistance and referrals.
f. Review employment records to determine the
availability of promotable and transferable qualified
known disabled individuals presently employed and to
determine whether their present and potential skills
are being fully utilized or developed.
g. Include disabled workers when employees are
pictured in consumer, promotional or help-wanted
advertising.
h. Take positive steps to attract qualified disabled persons not
currently in the workforce who have requisite skills and can
be recruited through affirmative action measures.
7. Internal Dissemination of Policy. Realizing that an outreach program is
ineffective without adequate internal support from department heads and
supervisory personnel and other employees who may have had limited
contact with disabled persons in the past, and in order to assure greater
employee cooperation and participation the City of Mounds View shall
disseminate this policy internally as follows:
a. Include Plan in Personnel Manual.
b. Departments shall discuss with new employees the policy and
explain individual employee responsibilities.
c. Meet with union officials to inform them of the Policy and request their
cooperation.
d. Include non-discrimination clauses in all union agreements and review all
contractual provisions to ensure they are non-discriminatory.
e. Post the Policy Statement on the bulletin board, including a statement that
employees and applicants are protected from coercion, intimidation,
interference or discrimination for filing a complaint or assisting in an
investigation under the Minnesota Human Rights Act.
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8. Responsibility for Implementation. The City Clerk-Administrator is
responsible for Mounds View's affirmative action activities and will
conduct the following activities:
a. Develop policy statements, affirmative action programs and internal and
external communication techniques to be certain the City of Mounds
View’s policies are being followed. In addition, supervisors shall be
advised that:
1. Their work performance is being evaluated on the basis of their
affirmative action efforts and results, as well as other criteria.
2. The City of Mounds View is obligated to prevent harassment of
protected class employees or applicants for employment.
b. Design and implement an audit and reporting system that will:
1. Measure effectiveness of the City’s plan.
2. Indicate need for remedial action.
3. Determine the degree to which objectives have been
attained.
4. Ensure that each department is in compliance with the
Minnesota Department of Human Rights Act.
c. Serve as liaison between the City of Mounds View and the Minnesota
Department of Human Rights.
d. Serve as liaison between the City of Mounds View and organizations of
and for disabled persons.
e. Keep Department Heads informed of the latest developments in the entire
affirmative action area.
9 Develop and Execute Affirmative Action Programs. The Affirmative Action Plan
for the City of Mounds View shall be developed and executed as follows:
a. Job qualifications shall be made available to all
employees involved in the recruitment, screening,
selection, and promotion process.
b. The City of Mounds View shall evaluate the total
selection process including training and promotion to
ensure freedom from stereotyping disabled persons
in a manner which limits their access to all jobs for
which they are qualified.
c. All personnel involved in the recruitment, screening,
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selection, promotion, disciplinary, and related
processes shall be carefully selected and trained to
ensure that the commitments in the Affirmative Action
Program are implemented.
APPENDIX I
RECRUITMENT RESOURCES
Working Opportunities for Women
2700 University Avenue
Suite 120
Minneapolis, MN 55114
Minnesota Department of Economic Security
Job Bank
390 North Robert
St. Paul, MN 55101
Anoka County Job Service
8008 Highway 65 NE
Spring Lake Park, MN 55432
Minnesota Workforce Center
2098 11th Avenue E.
North St. Paul, MN 55109-5112