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City Council Packet - 06/11/1979 { TIGARD CITY COUNCIL REGULAR MEETING JUNE 11, 19719, 7:30 P.M. FOWLER JUNIOR HIGH SCHOOL LECTURE ROOM AGENDA: NOTICE: ALL PERSONS DESIRING TO SPEAK ON ANY ITEM MUST SIGN THEIR NAME ON THE APPROPRIATE SIGN-UP SHEET(S) LOCATED AT THE BACK OF THE ROOM. PERSONS DESIRING TO SPEAK WILL THE14 BE CALLED FORWARD BY THE CHAIR TO SPEAK ON THE INDICATED ITEM(S). 1. CALL TO ORDER 2. ROLL CALL 3. PLEDGE OF ALLEGIANCE 4. CALL TO AUDIENCE FOR THOSE DESIRING TO SPEAK ON NON-AGENDA ITEMS 5. CONSENT AGENDA: (All matters under this heading are considered to be routine by the City Council and will be enacted in one motion in the form listed below. There will be no separate discussion of these items. If discussion is desired by any Council member or member of the audience, that item will be removed from the consent agenda and will be considered separately). (a) Approval of Minutes June 4, May 21, 1979 (b) Approval of Expenditures and Investments: $168.917.09 (c) : Written Communisations' - Receive and File Transmittal Mrs. Doris Dwyer Re 'Durham Road Proposal 6. AFFIRMATIVE ACTION PROGRAM (a) , Report by Martha McLennan 7. TRAFFIC STUDY PLANS - S.W. PACIFIC HIGHWAY - ODOT (a) Report by City Administrator s 8. WAY LEE APPEAL - Reconsider` Condition of Zone Change Planned Development x of His Commercial-Professional Offices Off 69th Street. z (a) Requested by Attorney Rotenberg, representing Way W. Lee 9. AUTHORIZE°REQUEST FOR BIDS ON POLICE BUILDING ADDITION (a) Recommendation of City Administrator C t y a. .. .. a_ 10. SCHOOL DISTRICT BOUNDARY CHANGE - APPROVE LETTER OF SUPPORT (a) Recommendation of City Administrator 11. APPROVE CONSULTANT TO PERFORM COMPUTER FEASIBILITY STUDY (a) Recommendation. of City Administrator 12. POLICE PENSION PAYMENT (a) Recommendation of City Administrator 13. RESOLUTION No.. 79- - RESOLUTION OF THE TIGARD CITY COUNCIL ACCEPTING THE PUBLIC SANITARY SEWER IMPROVEMENTS KNOWN AS 72ND AVENUE SANITARY SEWER EXTENSION, CONSTRUCTED WITHIN 72ND AVENUE SOUTH OF PACIFIC HIGHWAY, SUBJECT TO A ONE-YEAR MAINTENACE PERIOD, (a) Recommendation of City Administrator 14, RESOLUTION No. 79- - A RESOLUTION CONCERNING VACATION OF A PORTION OF AN UNNAMED 30 FOOT WIDE DEDICATED PUBLIC RIGHT-OF-WAY IN FANNO CREEK ACRE TRACTS IN THE CITY OF TIGARD, WASHINGTON COUNTY, OREGON. (a) Setting a Public Hearing 8:00 P.M. July 23, 1979 15. RESOLUTION No. 79- - RESOLUTION TRANSFERRING FUNDS FROM CONTINGENCY ACCOUNT TO EXPENDITURE ACCOUNTS FOR CAPITAL OUTLAY ITEM, (a) Recommendation of City Administrator 16. HARVEY KING SEWER CONTRACT AGREEMENT (a) Recommendation of Planning Director l t 17. APPROVE BOND REDUCTION WINSOME TERRACE SUBDIVISION (a) Recommendation of City Administrator 18. APPROVE BOND REDUCTION - SCHECKLA PARK ESTATES (a) Recommendation of-City-Administrator 19. ' APPROVE TANGELA`SUBDIVISION MAINTENANCE BOND (a) Recommendation of City Administrator s 20. ACCEPT SEWER EASEMENT COLONY CREEK ESTATES (a) Recommendation of City Administrator PAGE 2 —COUNCIL AGENDA - JUNE 11, 1979 P g i 21. CANVASS RESULTS OF MAY 22, 1979 SPECIAL ELECTION (a) Report by City Recorder 22.. ORDINANCE No. 79- - AN ORDINANCE RATIFYING, CONFIRMING AND RECORDING CHANGE IN THE BOUNDARIES OF THE CITY OF TIGARD BY THE BOUNDARY COMMISSION, ORDER No. 1406, INVOLVING LANDS OF RIBACK ANNEXATION, S.W. QUARTER OF SECTION 11, T014NSHIP 2 SOUTH, RANGE 1, WEST, W.M., WASHINGTON COUNTY, OREGON, RECORDING EFFECTIVE DATE AND DECLARING AN EMERGENCY. (a) Recommendation of City Administrator 23. SOCCER FIELD - STATUS REPORT (a) Report by City Administrator 24. RESOLUTION No. 79- - A RESOLUTION OF' THE TIGARD CITY COUNCIL ACKNOWLEDGING RECEIPT OF A TRIPLE MAJORITY ANNEXATION PETITION CONSENTING TO THE A14NEXATION OF LANDS DESCRIBED HEREIN AND REQUESTING FORWARDING TO THE PORTLAND METROPOLITAN AREA LOCAL GOVERNMENT BOUNDARY COMMISSION. (Oberg/Heise Annexation). (a) Verbal--presentation by Planning Director 25. RESOLUTION No. 79- - A RESOLUTION OF' THE TIGARD CITY COUNCIL ACKNOWLEDGING RECEIPT OF A TRIPLE MAJORITY ANNEXATION PETITION CONSENTING TO THE ANNEXATION OF LANDS DESCRIBED HEREIN AND REQUESTING FORWARDING TO THE PORTLAND METROPOLITAN AREA LOCAL GOVERNMENT BOUNDARY COMMISSION. (Sofos Annexation) (a) Verbal presentation by Planning Director 26. RESOLUTION No. 79- - A RESOLUTION OF THE TIGARD CITY COUNCIL ACKNOWLEDGING RECEIPT OF A TRIPLE MAJORIT`C ANNEXATION PETITION CONSENTING TO THE ANNEXATION OF LANDS DESCRIBED':HEREIN AND REQUESTING FORWARDING TO THE PORTLAND METROPOLITAN AREA LOCAL GOVERNMENT BOUNDARY COMMISSION. (Century 21 Annexation) (a) Verbal presentation by Planning Director 27. OTHER 28. EXECUTIVE SESSION - Under ORS 192.660 (2) (d) Regarding Legal Rights and Duties Wheeler - Killion Claim. r 29. ADJOURNMENT PAGE 3 - COUNCIL AGENDA JUNE 11, 1979 T I G A R D C I T Y C 0 U N C I L REGULAR MEETING MINUTES, JUNE 11, 1979, 7:30 P.M. 1. ROLL CALL: Present: Mayor Alan Mickelson; Councilmen Tom Brian, John E. Cook, Kenneth W. Scheckla; Councilwoman Nancie Stimler; Chief of Police, Robert Adams; Legal Counsel, Joe D. Bailey; City Administrator, Raeldon R. Barker; City Recorder/Finance Director, Doris Hartig; Planning Director, Aldace Howard; Administrative Secretary, Loreen Wilson. 2. CALL TO AUDIENCE FOR THOSE DESIRING TO SPEAK ON NON-AGENDA ITEMS (a) No one appeared to speak. 3. APPROVAL OF MINUTES, May 21, June 4, 1979 (a) Motion by Councilman Cook, seconded by Councilwoman Stimler to approve. Approved by unanimous vote of Council. 4. APPROVAL OF EXPENDITURES AND INVESTMENTS: $168,917.09 (a) Motion by Councilman Cook, seconded by Councilwoman Stimler to approve. Approved by unanimous vote of Council. 5. WRITTEN COMMUNICATIONS - Receive and File Transmittal from Mrs. Doris Dwyer re: Durham Road Proposal (a) Motion by Councilman Cook, seconded by Councilwoman Stimler to receive and file. Approved, by unanimous vote of Council. 6. AFFIRMATIVE ACTION PROGRAM (a), Martha McLennanpresented the first annual Affirmative Action Report to Council. After''brief discussion recommended Council direct staff to 7 proceed with the program. (b) Motion by Councilman Cook, seconded by Councilwoman Stimler to receive and file the report and direct staff to proceed with the program. Approved by unanimous vote of Council.' a 7. TRAFFIC STUDY PLANS -- SW PACIFIC'HIGHWAY - ODOT (a); City Administrator stated staff had written letter to Mr. Ron Kleinschmit f . of Oregon Department of Transportation (ODOT) per Council's instruction. Mr. Kleinschmit replied to City answering the concerns of Council.' City Administrator read the ODOT letter in full, noting the following options for the Park Street light. C' 7 4 A Park Street - signal fully actuated. Garrett Street - Pedestrian activated signal. Development access to Park Street. No future signal @ north access; no warrants and insufficient signal spacing. (option feasible) B Park Street - signal fully actuated. Garrett Street signal - remove signal. No access from development to Park Street, No future signal @ north access. (Option not feasible) C Park Street - signal fully actuated. Garrett Street - pedestrian activated signal. No access from development to Park Street. No future signal @ north access. (Option not feasible) D Park Street - no signal. Garrett Street - signal fully actuated. No development access to Park Street. ' Fut=ure signal @ north access by others. (Option feasible) City Administrator recommended the signal ?.fight remain at SW Park Street with access from the development designed in such a way as to eliminate left turns onto Park Street and prevent ingress from Park to the development. (b) Ron Kleinschmit stated that the additional homes proposed off of Park Street would not warrant the light without the egress from the development -on to Park. - (c) Jean Fitzgerald, 13145 SW Watkins, representing the Park Street residents, t requested Council deity the lightat Park. Street clue to the hazard to pedestrians and children on the street and also deny the egress from the 'development 'onto Park. It was also requested that before the new school year begins, the,City have signs, crosswalks and sidewalks, on both sides of the street, installed, (d) Lengthy discussion followed between Council, staff, Mr. Kleinschmit and the developer J.B. Bishop regarding the alternatives for the Park Street light. c (e) Council and staff discussed extra costs involved in the Tualatin Rural Fire Districtrequestto pre-empt the signal at Johnson, Main Street and Pacific Highway. ; Kleinschmidt stated any costs to pre-empt the signal will have ;to benegotiatedwith the Fire District by the City. (f) Planning M-ector recommended Council accept option "A1i as It leaves the most latitude for future development in the area. i (g) Councilman Brian moved to accept Option "D". Councilman Scheckla seconded the motion. e After Lengthy discussion, motion failed 3 to 2, Councilman Cook, Council- woman 5timler, and Mayor Mickelson voting Nay. , ` F (h) Mayor Mickelson stated that the TSM Project plans would remain with 4 Option "A".'for the Park Street light. PAGE 2 COUNCIL MINUTES - JUNE 12, 1979 . RECESS 8:46 P.M. RECONVENE 8:55 P.M. 8. WAY LEE APPEAL - Reconsider Condition of Zone Change Planned Development. of His Commercial-Professional Offices Off 69th Avenue. (a) Legal Counsel recommended Council remand the appeal to Planning Commission due to the fact that testimony was not limited to that which was on the record. (b) Motion by Councilman Cook, seconded by Councilwoman Stimler to remand the appeal to Planning Commission with testimony limited to condition #10 only. Approved by unanimous vote of Council. (c) Mr. Stan N. Rosenburg, Attorney for Mr. Way Lee contested Council's decision. (d) Ater lengthy discussion, consensus of Council was to let the motion stand as approved. 9. AUTHORIZE REQUEST FOR BIDS ON POLICE BUILDING ADDITION (a) City Administrator requested Council authorize staff to request bids on the addition so that ..onstructi— -1111 begin short-ly after the new fisrgl Vea_r ! begins. The total budgeted amount for this project is $18,000. If Council later wished to not budget for the addition, the City has the option to reject all bids and discontinue the project. (b) Motion by Councilman Brian, seconded by Councilwoman Stimler to direct staff to go out to bid for the addition. Approved by unanimous vote of Council. 10. SCHOOL DISTRICT BOUNDI .Y CHANGE APPROVE LETTER OF SUPPORT (a) ' Planning Director requestedCouncil approve draft of letter to be sent to the superintendents of eachschool district and the head of the Education Service District. 'r (b)' Council requested the letter be sent to each 'School Board member also. A ` correction was noted in the letter, the last paragraph, second line and the fourth word be changed from "expect" to "request". j k (c) Motion by Councilman Cook, seconded by Councilwoman Stimler to authorize the mayor to sign, as<corrected, the submitted letter. i Approved by unanimous vote of Council. PAGE 3 - COUNCIL MINUTES`- .TUNE 11, 1979 i { 4 r J: ,w i 11. APPROVE CONSULTANT TO PERFORM COMPUTER FEASIBILITY STUDY (a) City Administrator noted that Council had requested time to study the ap- plicants. Councilman Brian questioned the increase in the cost of the project over what was originally discussed. City Administrator stated the study involved more in depth work. (b) Motion by Councilman Brian, seconded by Councilwoman Stimler to approve Coopers & Lybrand to conduct the study. Approved by unanimous vote of Council. 12. TSM PROJECT - PACIFIC HIGHWAY (a) . Cagy Administrator requested Council approve the plans for the project and authorize Mayor to sign. (b) Motion by Councilman Cook, seconded by Councilwoman Stimler, to approve the plans for the TSM Project including also Option "A" for Park Street signal authorize Mayor and City Recorder to sign. Approved by unanimous vote of Council. (c) City Administrator noted that Mr. Way Lee has signed a contract with the r city to participate in the cost of the 69th Avenue light. Staff will report back at a later date with more information regarding this item. 13. RESOLUTION No. 79-61 RESOLUTION OF THE TIGARD CITY COUNCIL ACCEPTING THE PUBLIC IMPROVEMENTS CONSTRUCTED WITHIN MORNING HILL (LOTS 1-53) _SUBDIVISION, SUBJECT TO HEREIN SPECIFIED CONDITIONS. (a) City Administrator requested Council approve resolution releasing $61,560 and maintaining $84,501. of the performance bond. (b) After lengthy discussion between Council, staff and developer, Mr. Mike Beardsley, Councilman Cook moved to amend resolution to release $73,301. Motion seconded by Councilman Scheckla. Approved by,unanimous vote of Council. (c) Motion by Councilman Cook, seconded by Councilwoman Stimler to approve amended resolution. Approved by unanimous vote of Council. 14. HARVEY KING SEVIER CONTRACT AGREEMENT (a) Legal Counsel requested Council consider a reimbursement contract for a sewer extension which Mr. King was installing on SW 74th Avenue. (b) Mr. Harvey King, 4505 SW Barnard, Portland, and Planning Director discussed project with Council and requested Council only accept concept of reimbursement contract. PAGE 4 COUNCIL MINUTES - JUNE 11, 1979 a (c) Consensus of Council was to accept the sewer reimbursement contract agree- ment in concept and request Mr. King to continue with the project. 15. SOCCER FIELD - STATUS REPORT (a) City Administrator stated that with the assistance of City Staff, the soccer fields have been graded, rotovated and engineered to date, with a cost to the City of $4,880. It was noted that Tigard Sand. & Gravel and Banyard Paving Company have donated labor to complete the project thus far. Staff will now request an extension of the BOR Grant until October 31, 1979 so that the project may be completed. 16. RESOLUTION No. 79-62 RESOLUTION OF THE TIGARD CITY COUNCIL ACCEPTING THE PUBLIC SANITARY SEWER IMPROVEMENTS KNOWN AS THE BISHOP SANITARY SEWER EXTENSION, CONSTRUCTED WITHIN THE CITY. SUBJECT TO A ONE YEAR MAINTENANCE PERIOD. (a) City Administrator noted that the sewer has been installed and passed City inspection. Recommendation was to release ,L5,174.40 with a maintenance bond in the amount of $6,293.60. (b) Motion by Councilman Brian, seconded by Councilman Scheckla to approve. Approved by unanimous vote of Council. 17. POLICE PENSION PAYMENT (a) City Administrator stated staff had checked with Banker's Life Company re- garding whether the City could split the payment for the pension plan. Banker's Life stated the City,could split the payment,, however, staff re- commenden Council make payment in the full 'amount of $49,685 sinceinvestment of the monies would be minimal.'' It was also noted that it has been one year since the last ;payment to the Pension Fund. (b) Motion by Councilman`Cook, seconded by Councilwoman Stimler to approve payment ' in the amount of $49,685. Passed by 4-1 vote of Council, Councilman Brian voting Nay. 18. RESOLUTION No. 79-63 RESOLUTION OF THE TIGARD CITY COUNCIL ACCEPTING THE PUBLIC SANITARY SEWER IMPROVEMENTS KNOWN AS 72ND AVENUE SANITARY ` . SEWER EXTENSION, CONSTRUCTED WITHIN 72ND AVENUE SOUTH OF ' . PACIFIC HIGHWAY, SUBJECT TO A ONE-YEAR-MAINTENANCE PERIOD. (a) City Administrator requested Council approve improvements reducing the per- formance bond to $2,930. to assure maintenance. (b) Motion by Councilman Brian, seconded by Councilman Scheckla to approve. Approved by unanimous vote of Council. PAGE 5 COUNCIL MINUTES - JUNE 11, 1979 t 19. RESOLUTION No. 79-64 A RESOLUTION CONCERNING VACATION OF A PORTION OF AN UNNAMED 30 FOOT WIDE DEDICATED PUBLIC RICHT-OF-14AY IN FANNO CREEK ACRE TRACTS IN THE CITY OF TIGARD, WASHINGTON COUNTY, OREGON. (a) Motion by Councilwoman Stimler, seconded by Councilman Brian to set public hearing for July 23, 1979 at 8:00 P.M. and approve resolution. Approved by unanimous vote of Council. 20. RESOLUTION No. 79-65 RESOLUTION TRANSFERRING FUNDS FROM CONTINGENCY ACCOUNT TO EXPENDITURE ACCOUNTS FOR CAPITAL OUTLAY ITEM. (a) City Administrator requested Council approve transfer for stack roll plan files for Engineering Department due to increase paper logd. (b) Motion by Councilwoman Stimler, seconded by Councilman Cook to approve. Approved by unanimous vote of Council. 21. APPROVE BOND REDUCTION WINSOME TERRACE SUBDIVISION (a) City Administrator requested bond be reduced $14,000 for sewers which have been inspected and approved. (b) Motion by Councilman Cook, seconded by Councilwoman Stimler to approve reduction in bond by $14,000. Approved by unanimous vote of Council. 22. APPROVE BOND REDUCTION SCHECKLA PARK ESTATES (a) City Administrator recommended reducing bond by '$291,000 for street and'sewer inspection and approval. (b) Motion by Councilwoman Stimler seconded by Councilman Brian to approve. '> Approved by 4-0 vote of Council. Councilman Scheckla abstaining. 23. APPROVE TANGELA SUBDIVISION 14AINTENANCE BOND (a) City Administrator recommended approval of maintenance bond. (b) Motion by Councilman Cook, seconded by Councilmen Scheckla to approve. Approved by unanimous vote of Council. 24. ACCEPT SEWER EASEMENTS COLONY CREEK ESTATES (a) City Administrator recommended acceptance of easements for sewer. (b) Motion by Councilwoman Stimler', seconded by CouncilmanCook to approve. ; Approved by unanimous vote of Council. PAGE 6 - COUNCIL MINUTES - JUNE 11, 1979 d 25. Councilman Cook requested that Council consider all bond reduction and easements under the consent agenda from now on, unless Staff feels Council must discuss item. Consensus of Council was to consider these items under the Consent Agenda. 26. CANVASS RESULTS OF MAY 22, 1979 SPECIAL ELECTION (a) City Recorder stated the votes cast in the Loaves and Fishes ballot measure was 377 for the levy and 120 against and for Youth Services ballot measure 267 for the levy and 225 against. (b) Motion by Councilman Brian, seconded by Councilman Scheckla to accept results of May 22, 1979 special election. Approved by unanimous vote of Council. 27. ORDINANCE No. 79-48 AN ORDINANCE RATIFYING, CONFIRMING AND RECORDING CHANGE IN THE BOUNDARIES OF THE CITY OF TIGARD BY THE BOUNDARY COMMISSION, ORDER No. 1406, INVOLVING LANDS OF RIBACK ANNEXATION, SW QUARTER OF SECTION 11, TOWNSHIP 2 SOUTH, RANGE 1, WEST, W.M., WASHINGTON COUNTY, OREGON, RECORDING EFFECTIVE DATE AND DECLARING AN EMERGENCY. (a) Motion by Councilwoman Stimler, seconded by Councilman Brian to approve. Approved by unanimous vote of Council. 28. RESOLUTION No. 79-66 A RESOLUTION OF THE TIGARD CITY COUNCIL ACKNOWLEDGING RECEIPT OF A TRIPLE MAJORITY ANNEXATION PETITION CONSENTING TO THE ANNEXATION OF LANDS DESCRIBED HEREIN AND REQUESTING FORWARDING TO THE PORTLAND METROPOLITAN AREA LOCAL GOVERNMENT BOUNDARY COMMISSION. (Oberg/Heise Annexation). (a); Motion by Councilwoman Stimler, seconded by Councilman Cook to approve. E' Approved by unanimous vote of Council. ' c-, 29. RESOLUTION No. 79-67 A RESOLUTION OF THE TIGARD CITY COUNCIL ACK14OWLEDGING RECEIPT OF A TRIPLE MAJORITY ANNEXATION PETITION CONSENTING TO THE ANNEXATION OF LANDS DESCRIBED HEREIN AND REQUESTING FORWARD- ING TO THE PORTLAND METROPOLITAN AREA LOCAL GOVERNMENT BOUNDARY COMMISSION. (Sofos Annexation) i (a) Motion by Councilwoman Stimler, seconded by Councilman Cook to;approved. Approved by unanimous vote of Council. 30. RESOLUTION No. 79-68A RESOLUTION OF THE TIGARD CITY COUNCIL ACKNOWLEDGING RECEIPT M OF A TRIPLE 14AJORITY ANNEXATION PETITION CONSENTING TO THE rd ANNEXATION OF LANDS DESCRIBED HEREIN AND REQUESTING FORWARDING TO THE PORTLANDMETROPOLITAN AREA LOCAL GOVERNMENT BOUNDARY COMMISSION. (Century 21 Annexation) PAGE 7 - COUNCIL MINUTES -- JUNE 11, 1979 E (a) Motion by Councilwoman Stimler, seconded by Councilman Cook to approve. Approved by unanimous vote of Council. 31. OTHER (a) City Administrator noted the street overlay project was completed on Saturday June 9, 1979. The project was 40 tons under the projection with approximately $6,436 less than budgeted. Mayor Mickelson requested staff send letter to Cascade Construction Company commending them on a job well done. (b) City Administrator noted gasoline vendor had officially notified the City that we have 80% allocation of last years usage. That would be 1800 gallons total per monthhowever.e over the last three months, the Police Department has averaged a use of 1777 gallons per month. City Administrator stated that staff was attempting to cut back and working on ways to receive emergency allocation if necessary. (c) Councilman Scheckla noted that a City employee was mowing lawn at Cook Park at 4:00 PM Monday afternoon and left the mower unattended while the motor was still running. City Administrator stated the situation would be eliminated. (d) Councilman Brian stated that Council should have a presentation by the County regarding the proposed road levy before they give support as a body. (e) Councilman Brian questioned whether staff was developing a central purchasing system. City Administrator reported staff was working on this item and would report to Council when completed. (f) Councilman Cook requested Council reappoint the two new Planning Commission members, terms' expiring 6-30-79, without going through the interview process. Consensus of Council was to instruct staff to prepare necessary resolutions to reappoint members without the selection committee meeting. RECESS 10:45 PM RECONVENE 10:55 P.M. EXECUTIVE SESSION Council reconvened in executive session under provisions of, ORS 192.660 (2) `(d) regard- ing legal rights and duties with respect to Wheeler - Killion Claim. PAGE 8 COUNCIL MINUTES' - JUNE li, 1979 i 3 r � , Council and Attorney Bailey discussed City's position in response to notice of claim filed by Attorney Joe Isaac, representing Wheeler and Killion. After discussion it was concensus of Council to request Attorney Bailey immediately send letter of demand to insurance carrier providing coverage at time of incident. Meeting adjourned 11:00 P.M. City Recorder - ATTEST: Mayor PAGE 9 - COO NCIL M11,14UTES JANE 11, 1979 a PAYMENT OF BILLS FOR COUNCIL APPROVAL PROGRAM BUDGET 131, 1979 Community Protection Police 4,033.83 Public Works 372.70 Municipal Court 732.85 Planning 592.50 Building 1,105.46 Total Community Pro Lection 6,837.341 Home & Corununi ty Quality Public Works 6,666.31 Social Services Library _599.58. Aged Services Youth Services Historical Total Sociai Services 599.58 Policy & Administration Mayor & Council 82.29 _ Administration 473.27 Finance 2,983.55 Total Policy & Administration 3,539.11 City Wide Support Functions Pion-departmental 5,002.74 Misc. Accounts (refunds « payroll deductions, etc.) 2.3,234.26 CAPITOL BUDGET Community Protections Road Acquisition & Dev. 2,500.00 Parks Acquisition & Dev. 4,110.00 St,-3rmrDrainage 1,870.00 Total Community Protection 8,480.00 Support .^ger.. _ � �Y Donations DEBT SERVICE General Obligation Bond Bancroft Bond 969.00 UNIFIED SEWERAGE AGENCY e Contract 113,538.75 TOTAL AMOUNT OF CHECKS WRITTEN 168,917.09 Kffli a I�hCE)�E® MAY 22 197 Au er 94 ✓t -$�r 'Z- � a- ' e: c.3`�t .a r ' l i .r'-�,L2-iz-2 � �fti~`� '2u f �,�a�'d'f-C,�JI..-i �+ j L/L"�'}..�� 'a1 �a�.m,i�.�' `i'�1.,..�-':�z., �•�fi�.''(.�..E' .li','✓�`14.. �' ;,'"�,�t-°ra�.,�` � t��^sLv� 4� =��-�-- ✓ o+""'�,"� ✓��.l� r�d 1��- tliii,�. _ j e y Y F i q5 � cL �:5 A ( k JV ` S _ 3 i r CITY OF TIGARD i AFFIRMATIVE ACTION PROGRAM FIRST ANNUAL REPORT MAY, 1979 j Prepared by: Martha McLennan &- Steve West, Research & Development Aides ' ;i .3< 4 1 TABLE OF CONTENTS 3 PAGE Resolution Na. 79-37 .. . .>........ . ..... ... .. . .... .... 1 f I. Introduction, Goals ....... .. .. .... ..... . .... .... . ... . 11 II. Limitations to the AAP - Year One ...... . .... .... . .... 14 III. Recruitment . . .... . ... . ..... . ...... ..... ..... . ... . .. .. 15 .IV. Application ation .... . ..... ..... ....... .... . .... . .... .. .. 16 V. Selection & Placement ....... . ..... ..... . .... . .... . ... 17 VI. internal Mobility . ........ .. ...... ...... .. 18 VII. Job Analysis & Restructuring . .......... . ..... .... . ... 20 VIII. Training ......... ......... . . ........... . .... . ... ..... 22 i IX. Discipline ....... .. .... ..... ...... . .... . ......... . ... 23 X. Terminations ............... . ........... . .... . ........ 24 XI. Compensation ..... ........ ........ ..... ..... . .... .... 24 XII. Grievance Procedures 25 XIII. Additional Requirements of Resolution No. 79-37 .. . ... 25 i Exhibits: - 29 A o Labor Force Distribution B - Work Force Distribution C Labor Force By Requisite Skill D - Labor Force and Work Force Age Comparison E - Work Force''Expansion Projections F Training Data G - Review of Training and Travel & Subsistence Budgets. Appendices. . 45 A Recruitment Sources and Sample Letter of Notification B - Civic Groups and Future Labor Sources C - Revised Application Form ; D - Request for Training Form E Exit Interview Form F - Letter of Notification to Employees y G Letter of Notification to Suppliers, Vendors & Contractors H - Letter of Notification to Civic Groups and Future Labor Sources Bibliography and Information Sources .'......... ..... ...... ...':61 j Baia •- _• ' �� r *,.. -. . __ - _ 1 CITY OF TIGARD, OREGON RESOLUTION No. 79 -37 A RESOLUTION ADOPTING A POLICY OF EQUAL EMPLOYMENT OPPORTUNITY AND ESTABLISHING AN AFFIR3V9TIVE ACTION PROGRAM. Equal Employment Opportunity (EEO)--the right of all persons to work and advance on the basis of merit, ability and potential--has deep roots in our heritage. For many years this right has been severely restricted by prejudices and discriminatory employment practices against various groups in our society, The Federal government first recognized this problem in the 1940's and 1950's by prohibiting discrimination through State ]Fair Employment laws and Presiden- tial Orders. These original actions, however, proved to be insufficient. in 1964 Congress provided Federal enforcement powers with the passage of the Civil Rights Act. This Act established a national policy of non-discrimination and created the Equal Employment Oppr�-tunity Commission (EEOC) . Since that time, there have been a multitude of 1z.ws passed and Court decisions, at the Federal, State and local levels. Many advances have been made since 1964, but much remains to be done before there will truly be equal employment opportunities for all. Overt, conscious discrimination has been reduced dramatically in the past fifteen years. How- ever, many unintentional, and seemingly neutral employment practices, continue to discriminate creating unequal opportunities for minorities and women. Iden- tification and elimination of discrimination resulting from these employment practicesis the major focus of equal. emplryvtpent efforts today, The City of Tigard, as 'a public employer, is entrusted with complying j with'both the letter and spirit of the Federal and State laws; of setting a positive example for other employers in the community; and, of utilizing man- power resources to their maximum potential. For these reasons, the City feels it is important to publiclyannounceit's policy of non-discrimination, and to undertake a program designed to maintain compliance with this policy. WHEREAS, historical stereotypes of minorities, ethnic groups and women have' acted`to exclude their full participation in the workforce; and Tj,7'Cy r.REASg__._enerali zati,ons and 'misconceptions concerning the abilities of older workers, and the mentally and physically handicapped have -resulted in employment discrimination against members of these groups; and PURSUANT TO: Equal Pay_ Act of 1963 Requires all employers subject to the Fair Labor Stan- dards Act to provide equal pay to men and women performing similar work iYndar similar conditions; ,and Civil Rights Act of 1964, Titles VI & VII - Prohibits discrimination on the basis of race, 'color, religion, sex and national origin with respect to all terms and conditions of employment. Created the Equal Employment Opportunity Commission (EEOC) to administer and enforce the provisions of the Act; and Executive Order 11246 (as amended by Executive Order 11375) - Requires that major Federal contractors'and sub=contractors develop and implement written ( . RESOLUTION No. 79�- 37 page 1 of 8 10, "MINN 111 a NA -..-.... .. ...,1.♦: `... - ._.. i 2 Affirmative,Action Programs; and Acre Discrimination in �n to lent Act of 1967- Prohibits discrimination against persons between the ages or 40 and 65; and Equal Employment��ortunity Act of 197"l -moreaemployees;ded scope includingCivil emp employees Act of 1964 to include protection to many of State and Local governments. Gave the EEOC direct access to the Courts; and OR.S 6� 5?,220 - Prohibits discriminatory wage rates based on sex; and ORS 659.OIO to 659.210, 659.121, and 659.400 to 659.435 - Prohibits discrimi- nation on the basis of race, religion, color, sex, marital status, national origin, age, and mental or physical handicap. Delegates enforcement powers to the Bureau of Labor. Provides for civil suit for injunctive relief from un- lawful employment practices; and ges the above and is firmly committed WHEREAS the City of Tigard acknowled to the principles of merit and non-discrimination in the administration of it personnel policies and practices. NOW, THEREFORE. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF TIGARD THAT: it is the policy of the City of Tigard to provide equal employment op' portunities to all without regard to race, color, religion, national origial n, political ideology, marital status, sex, age, and mental or physical aim cap except where it is based on a bona fide IacementccuPa �,ncompensational ,�promoton Oian, This policy applies to recruiting, hiring, P rannsfer, layoff, 'dismissal, seniority, benefits, training and all other terms e- and conditions of employment. WHEREAS the City. of Tigard feels that the mere statement of policy is insufficient to insure that Equal Employment Opportunity is a fact as well as an ideal. NOW, THEREFORE, BE IT FURTHER RESOLVED .THAT: The City of Tigard shall undertake: and commit itself to an Affirmative ` Action Program �AppPD• This crimination, ns program will outline specific action steps to re- Action insure that no discrimination occurs dressthe effects of past Tdis his in the future, establish parity of representation in all departments and Cate- gories, and Promote fixe full;utilization of the capabilities of all employees of the City. The development of the Program shall begin immediately. It shall d periodically up-dated until parity is established. .., be continuously monitored an page 2 of 8 RESOLUTION No. 79- 37 3 E THE AFFIRMATIVE ACTION PROGRAM Definitions: 6 - Affirmative Action Program (AAP) - The AAP is the written document through which E. management assures that all persons have equal employment opportunities. It is E a results oriented program designed to achieve equal employment opportunity € rather than simply a policy to assure non-discrimination. As an ongoing program it requires periodic evaluation and revision, Bona Fide occupational Oualification (BFOQ) - A BFOQ is a crucial characteristic of an employee necessary for successful performance on the job or needed for authenticity (such as wet nurse, actor, actress, etc.) . ngua9 Emploiment ortunity (EEO) EEO is an employer's posture that all per- sonnel activities will be conducted in a manner to assure equal opportunity for ; all applicants and employees. EEO Job Categories - The nine broad occupational categories identified and de- fined by the EEOC. EEOC - The Equal Employment Opportunity Commission created by the Civil nights Act of 19964. EEO Officer - The EEO Officer is responsible for all facets of the AAP including coordinating, implementing, monitoring, reporting, serving as a liaison, reviewing for legal compliance, etc. External Labor Area/Reasonable Recruiting Area (RRA) - The geographical area from which an employer may reasonably be expected to recruit for particular i job categories. Parity of Representation - A condition in which the percentage of participation of protected classes in an organization `(and/or it's departments, job cate- gories, etc.) is 'reasonably equivalent to the corresponding percentages in the { P.RA. f Protected Class - Any group of persons identified by legislation not being utilized as would be expected by their availability in the RRA. i Underutilization -- Underutilization is defined as having fewer minorities and women in a particular,job category the would reasonably be expected by their `availability in the RRA. I. General Responsibility ; z j 1. The success of the AAP will be dependent upon the participation and q cooperation of every employee ,of the City. Disciplinary action Will Wer f, be taken against anyone 'found to bedeliberately obstructing the in plementation of this program. f a v I VT 2. Supervisors will play a critical role in the implementation of the � t EEO Policy and the AAP. Performance in carrying out AAP procedures i and meeting AAP goals shall be included in all future performance evaluations. a t REsOLUTIO11 No. 79- 37 ,gage 3 of 8 4 TT. P,t�po ent of Authority. 1. The City Administrator oshall er ebe theesEEO O officer anaessaryelegate tasks and responsibility to �, The EEO Officer shall make periodic reports to the City Council, De- partment Heads, and bargaining associations detailing andefffurrts and accomplishments, and recommending adjustment of goals and further action steps to be taken to achieve the EEO Policy. 3. The EEO officer shall be responsible for maintaining a liaison with the EEOC and other government compliance agencies, and submitting necessary reports as required. 4 The ,,Fo officer shall be responsible for keeping abreast of any new legal developments in relation to EEO/AAP and reviewing City Policy for compliance. 5. The EEO Officer shall appoint an Equal Employment Opportunity Counselor. This Counselor shall be available to provide informal and confidential counseling to employees with EEO problems or questions. a. The EEO officer shall be responsible for training the EEO Commu.,xication of Policy 1. internal Communication a, All new employees shall be notified of the EEO Policy as a part of their orientation program. b. All current employees and bargaining associations shall be no- tified of the policy. C. All supervisors shall be notified of the policy and their re- sponsibilities in relation to the implementation of the policy. d. Policy statements and periodic notices shall be posted on all employee bulletin boards. e, The EEO Policy shall be included as a preface to the Personnel Policies and Procedures Manual. f, All reports shall be made available to any interested employee(s). .. ity shall be given for employees, bar When requested, opportun - f g• „r ss,nery gaining to meet to discuss any aspect moi. associations of the EEO/AAP. � h, Every employee shall be informed of the namesefektnea�vise and . Employees shall be encouraged to informally counsel of the EEL) Counselor when the have questions or, problems related to EEO/AAP. i, At least event' twelve months a notice shall be sent to each em ployee, explaining the grievance procedures, their applicability page 4 of 8 RESOLUTION No. 79- 37 ��' s and reminding employees that the use of the grievance procedures' is not grounds .for reprisal or discipline. i 2. External Communication a. All suppliers, vendors, and contractors with whom the City does business shall be informed of the policy (to be sent with billings t or payments). s b. All employment sources and employment referral agencies used by the City shall be notified of the City's EEO/AAP. They will be required to make all referrals in a non-discriminatory manner. C. Organizations and civic groups interested in EEO shall be iden- tified in the community and notified of the policy. Their support and/or referral capabilities shall be solicited. The City shall make itself available to meet with these organizations, IV. Initial Development of the AAP 1. Research for the development of the AP.P will begin immediately. This research shall includes j a. Analysis of external factors restricting the A". b. A review of all City personnel policies and procedures. C. A workforce analysis. d. A review of recruiting policies and procedures. e_ A review of selection and placement policies and procedures. f. An analysis of internal mobility. g. A job description/organizational analysis. f h. An analysis of employee training. 6 } i. An analysisofemployee, discipline. fj. An analysis of employee terminations, k. An Equal Pay/Equal Benefits study. 1. A review of Grievance Procedures. � ter (Please see more detailed information ;n these steps below, Section �,. , Vs 1, a --n} j V. Monitoring the Program 1. At least once a year the EEO Officer shall be responsible for 'coallatzng AAP date, and preparing a report on the Program. This report shall include the followings a. An evaluation of the success or failure of implementing recommended s t'' RESOLUTION No. 79- 37 page 5 of 8 1 6 is set for the previous twelve months. action steps and meeting goa b. An analysis of external factors which may restrict the AAI' for the following year. C. A review of bargaining association contracts and the Personnel Manual in light of any new legal developments. (1) Recommend revisions as needed. d. A workforce analysis. (1) A breakdown of the workforce by job category, department, and the City as a whole, by race, sex and aye for Campari- son to current availability of requisite�sk 111 persons r ithe(also broken down by race, sex and _-gel (2) A study of future manpower needs based on expected rates of attrition and employment growth or reduction projections. e. Recruitment. sources used in the past (1) Review all empioymuue.nt . .,,,;t Hent twelve months. Analyze in relation to applicant flow data and labor market analysis. (2) Identify new recruitment sources as needed. •F��a r ,i tmont GC]S]Y CES. (3) Recommend policy of utilizing identiff-led ec �. f Selection and Placement. (1) Review selection and placement policies and procedures. (2) Review applicant flow data. (3) Review rejection reasons and rates for protected classes. (4) Identify problem areas of the selection and placement Process- (5) Research "state of the art" and legal developments in selec• tion and placement. (6) Recommend policy changes and/or action steps as needed. g. Internal Mobility x (1) Review promotion and transfer rates by race, sex and age (2) Review merit increase rates by ,race, sex and age. (3) UP-date °'promotable Employees File." (4) Recommend policy changes and/or action steps as needed. page 6 of 8 RESALUTIQN No. 79-37 - 7 i h. job :Analysis and Restructuring. (1) Review job descriptions to assure that they are current and accurate. Review qualification requirements to assure that they ! accurately reflect the minimum level for successful entry into the position. (2) Review promat:i.on and transfer opportunity charts to assure that they are accurate and current. ( (3) Review organizational structure for possible restructuring which would facilitate entry and mobility of minorities and women. (4) Recommend changes as needed. Ei. Training. i (1) Review participation in training activities by race, sex and age. (2) Identify barriers to training. (3) Investigate training needs, and availability and/or develop- ment of training programs to meet needs. (4) Recommend action as necessary to provide adequate training and encourage participation of minorities and women. j. Discipline. (1) Review all disciplinary actions taken in the past twelve months, by race, sex and age, and by reason and harshness of discipline. Analyze frequency rates of protected,classes. 1 (2) Recommend changes as needed. k. Terminations. (1) Review all voluntary and involuntaryterminations in the past twelve months by race, sex and age, and by reason. for termi nation. Analyze frequency rages of protected classes. (2) Recommend changes as needed. 1. Compensation. (1) Review rates of pay for equal work. (2) Review all fringe benefit programs to insure equal availability and benefit levels (special attention should be paid to sex rf differences). (3) Recommend changes as needed. M. Grievance procedures. (1) The City currently has Grievance Procedures which cover all PSSOLATT1o,,4;No. 79- 37 page 7 of 8 gi, ON I em?lo ees of the City, 'these should be reviewed in light y legal developments (esQecially City- of complaintsnew and any g employee rights to due process)- (2) Recommend changes as needed. ent of future Twelve Month Goals. ri- Evaluation and Adjustm (l) Summarize al l findings, establish implementation plans for ,.commended changes and/or additional action to he taken to acheive EEO-addressing areasumostnt of future deficientt in twelve mont(A goals, addressing w achieving EEO- 1979. This ^— clay of 1979,. Mayor - City of Tigard ATTEST: .f, t Recorder - City of Tiga.3; i mux r r page 8 of,S 1 9 i t t f c t f E FIRST ANNUAL REPORT s I i 1 f �F n i 11 SECTION I - INTRODUCTION, GOALS in accordance with City of Tigard Resolution No. 79-37, which adopted a policy of equal employment opportunity and established the format for the Affirmative Action Program, the following is the First Annual Report of the Affirmative Action Program. i The goal of the Affirmative Action Program is to "redress the effects of past. discrimination, insure that no discrimination occurs in the future, establish parity of representation in all departments and classifications, and promote the full utilization of the capabilities of all employees of the City."1 To acheive this end, the City shall: (1) monitor all personnel policies and proce- dures to assure non-discrimination; (2) actively encourage the full development j and utilization of all employees of the City; (3) take special steps to attract qualified minority and female talent to City service; and (4) establish target goals and timefraines through which progress may be monitored. At no time will any City employee be demoted, suspended, laid off or terminated to facilitate the achievement of the goals of this Program. i ! All City employees will have every opportunity to apply for any vacant positions. i FINDINGS According to 1978 labor statistics, the labor force composition in the Portland Standard Metropolitan Service Area (SMSA)--the City's relevant labor area--is as follows: Percent Distribution of SMSA Labor Force - 1978 FEMALE MALE White Minority Total White Minority Total 40.1% 2.1%* 42.2% 54.9% 2.8% 57.7% *;Spanish Surnamed Americans have been included in the "Minority" category rather than in the "White" racial category due to their importance as an ethnic group. NOTE: Refer to Exhibit A for further breakdowns of the labor force. The January 1979 work force of the City of Tigard is as follows: Percent Distribution of City of Tiqard Work' Force - Jan. 1979 FEMALE MALE White Minority Total White Minority Total 31% 0% 31% 69% 0% 69% (15) (0) (16) (36) (0) (36) NOTE. Refer to Exhibit B for further breakdowns of the labor force. 1Excerpt .from Resolution No. 79-37 5 12 In light oi� the aforementioned data, the current composition of City employees would indicate an underutilization of :minorities and women. Although the mino- rity labor force is relatively small, it is evident that there is minority talent available. in addition, there is female talent available in all job categories (Refer to Exhibit C for Percent Distribution of Labor Force by Re- quisite Skill). TARGET GOAL DEFINITION A target goal is the numerical increase in minorities and/or women needed to achieve parity between the City's work force composition and the relevant labor force composition. By establishing target goals, the City commits itself to making a good faith effort to amend personnel policies and procedures to facili- tate the achievement of parity. In no instance will an under-qualified candi- date be placed in a position to meet the target goals (however, consideration shall be given to .creating "entry" or "trainee" level positions to facilitate achievement of goals) . In addition, there will be no preferential qualifica- tion standards for minorities or women. The City may be restricted in the Affirmative Action Program by fiscal con- straints, manpower needs, and availability of qualified candidates. These 1_4m_;+-inn fantnrs may recuire that goals be adjusted. "Goal" should be dis- tinguished from "quota", which mandates achievement and does not allow =vr adjustment based upon internal and external limiting factors. For example, under a quota system, preferential hiring standards to compensate for a lack of qualified candidates might become necessary to insure achievement of the quota. In a goal system this would not occur; rather, the goal would be ad- justed to reflect the availability of qualified candidates. STATEMENT: OF GOALS The overall goal of the Affirmative Action Program is to achieve, within a period of five years, a minority and sexual balance in the City work force, to the extent possible within constraints of budget and turnover, so that the employment composition will reflect the minority and sexual composition of the relevant labor area of the City (Portland SMSA) It is anticipated that the numerical goals will be revised annually to re- flect any, changes in the labor force composition. ` Overall Five Year Goals Female Male r5inori.�y Target Goal +6 (+11%) +3 (+50) --------------------------------- Target Composition 22 (42%) 30 (58%) 3 (5&) 4 In the distribution of target goals, job categories and,/or departments having the highest degree of underutilixation have been addressed. In addition, job categories having the highest percentages of requisite skilled minorities and women in the reasonable recruiting areas (RRA) were considered. ( Roma { 13 Goal Distribution Department by Year 1 2 3 4 5 Total Job Category A. Administration/ 4 Library 1 1 - M Para--Prof. B. Building/Engineering/ Planning 1 1 2 - F Technicians C. Police (l) 1 1 2 - F Protect. Serv. (2) 1 1 - M Any category D. Public Works (1) 1 1 2 - F Serv./Maint. (2) ]. 1 - M Serv./:daint. Note: M = Minority, F = Female - — -- Explanation of Distribution A. Placement of one minority at the Para-Professional level. Currently, all City para-professional positions are in Administration and the Library. For this reason placement_ of this target was designated to these depart- ments. placement ments. If other para-professional positions are created, in these or other departments, the goal should be _adjusted accordingly. B. The ideal of this goal is the �lacement`of two females at the Technician level. However, as the number of women with the necessary background and experience is not high, placement at the Para-Professional or Professional ` level would be acceptable_ C. (1) Placement of two females at the Protective Service level (i.e. : Patrol Officer). To.accomplish this goal, either direct placement at this level, or promotion from the Clerk Dispatcher level would be acceptable. To achieve this goal through promotion, preference in hiring Clerk Dispatchers should be given to applicants with interest in law enforcementcareers. t As the number of females currently qualified for these positions is low, and larger jurisdications are more able to attract these women, consider f able time has been given to `achieve this goal. Even with this substantial 'amount of time, ;special recruiting measures will probably be necessary. At the time of this writing, the Police Department was researching the possibilities ofimplementing a Police Intern Program for local law enforcement students. •`If implemented, special consideration should be given to the opportunities of the Program as a vehicle to facilitate entry of females to the Patrol Officer classification. C. (2) Placement of one minority at any level in the Police Department. This placement will provide minority balance within this department. D. (l) Placement of two females at the Service-Maintenance level. Ideally, one of these females would qualify for promotion to the Skilled Craft level i 14 b the enol of the five year period. This placement is designated to the Y Public works department to improve sexual balance within that department. D. (2) Placement of one minority at the ;er- deMaintenance level. This place- D. Hated to the at thelic Works department to improve Minoritye ment was des ig as a whole. In addition, balance in that department and the City isite skilled minorities in this category. is a high availability of requ City classifications in each job NOTE: Refer to Exhibit B for a listing of category. Coroljar�Goals Mentally && physically HandicaP�ed applicants shall be given equitable consideration for all All handicapped d solely on the basis of minimtnn qualifications. positions and shall be evaluate retc.) estraams, aisles, Current City facilities are not barrier-free, and it would be an undue hard ship (because of lack of space to expandhallwnaays, r the City projects the caufor the City to improve current faclt" -;es' correction of this problem will ies in the near future: be delayed until that time. When the City obtains, or builds, new municipal need for new facilit they should design for access by both hould incorporate barr facilities, ]o . the Public and employees. Y r �ees not show a , problem of the woand comparison by age Current compositiona (Refer to�L'j�3.bit D�for a breakdowniscriminat on ;.table on the basis o g All candidates shall be given equ' on the basis of of the workforce and labor force).• rocess. consideration for all positions and shall be evaluated solely zcxir_ium q annually to identify qualifications. Age shall. not be a factor in the selection p Age composition of the work force shall be monitored possible problems- males roblems• Ma_ les ed towards es and wOmeny Though the major emphasis of the AAp is directopportun ty foremen in non- the City is also,concerned with�equuaaleie employment ion shall be given to al). job categories- ?�e given to possible traditional j abs (special attention shal3 stale applicants from all 3 categories and in the P_dminis- lacements of this nature occur, overall placements in the Cler:cal and Para -Pro tration and Library departments) i City goals for females must be adjusted accordingly. ' SECTION II LIMITATIONS TO THE AAP - YEAR ONE GOAL - Overcome limitations as quickly as possible so as to 'begin concentrating on achievement of established. target placements and recom�ended action steps. r l5 2 FINDINGS ' The City of Tigard--like most other government jurisdictions--is facing the taxpayer's revolt, which will result in a tightened City budget. This will mean a slower expansion or stabilization in the work force, which will limit, the number of available positions into which minorities and females may be placed (Refer to Exhibit E, Expansion of Work Force Projections) . The current economic climate will tend to make job security a high prior .ity for employees. As a result it can be forecast that employee turnover should be low, thereby limiting the number of available positions into which minorities and females may be placed. The tightened budget will limit development of programs, especially in the areas or recruiting and training. In any new program, time must be allowed for setting groundwork, i.e. : implementation of record keeping systems; training supervisors; and, identifying talents of current employees. RECOMMENDED ACTION No target placements have been established for this year. - Inform supervisors of EEO/AAP responsibilities, procedures, legal per- sonnel actions, etc. through development of a "Supervisor's Landbook." - Implement new systems: training request, amended application form, exit interview, promotable employees file, etc. (see appropriate sections for i specific information) SECTION III - RECRUITMENT 4 GOAT. [ t The goal of recruiting is to insure that the broadest range of qualified applicants are made aware of the job opportunities 'available with the City. Recruiting is essential to Affirmative Action: to place minorities ! 1 . and females in City service, they must first be made aware of the avail- able opportunities. Recruiting policies and measures will be designed to insure that the composition of applicants by sex and minority status i is equal to or greater than the composition in the relevant labor area. These are two types of,recruiting 'in which the City is, or can;be, in- volved. n volved. The first is advertising for specific_ position vacancies. The f second is outreach to inform members of interested civic groups and future labor sources (such as schools) of the'City's affirmative action ` pasture and future manpower needs.. ' r • FINDINGS - Although standardized procedures for advertising vacancies exist, ad- herance to these standards has been inconsistent. a v r 1 16 The standard advertising done by the City for job vacancies does not reach all qualified persons: especially minorities and women. - The City has not been involved in outreach recruiting in the past, and is limited in this type of endeavor because of the cost for such re- cruiting (i.e. : man-hour and travel expenses) . RECOVLMENDED ACTION - All advertisements should include the phrase, "An Equal Opportunity Employer, M/F." - Require conformance with the standardized advertising procedures. When recruiting is done for position vacancies which have been identified for target placements, additional recruiting and advertising measures should be used. Please refer to Appendix A for a listing of employment referral sources and media advertising sources which reach qualified minority and female candidates. - Inform supervisors of recruiting procedures to be used through the Personnel Manual and development of the "Supervisor's Handbook." - The City should identify future labor sources which could provide quali- fied minority and female talent for especially difficult target place- ments (i.e. : female candidates for Service-Maintenance, Protective Ser- vice and Technician job categories) . - The City should make itself available to speak to, or meet with, any local civic groups or future labor sources. Please refer to Appendix B for a listing of such groups and labor sources. - All interested groups or labor sources which can not be contacted in person should receive copies of the Affirmative Action Program Report and/or letters of information on a regular basis. SECTION IV - APPLICATION GOAL' Have a percent composition of applicants by sex and minority status reflect the composition of the relevant labor area (of requisite skilled persons). - Have a composition ofapplicants for target placements higher than the percent composition in the relevant lrbor area. r, - Develop better applicant flow records to evaluate these goals. Their success or failure will be dependent upon the recruiting`.process. r' FINDINGS The current application form has been designed to conform to EEO regu- lations; however, the section requesting affirmative action data (segs, minority status, age, etc.) is included`.in the body of the application 17 and can not be detached prior to screening. In addition, this information is requested only of new hires, not all applicants. - Though applicant flow records have been kept for the past year, they are not adequate to evaluate sex and minority composition of applicants (they only record walk-ins, which comprise a very small percent of the total f applicants) . Applications (both general and un-hired specific applications) are currently being retained for future reference. However, this source has rarely, if ever, been used. RECOMMENDED ACTION - When it becomes feasible (See explanatory note: Appendix C) the application form should he re-designed in such a way that affirma- tive action data be required of all applicants (not only new hires and walk-ins) and the section which includes this data be detachable from the rest of the form (Refer to Appendix C for a sample form) . When the form has been re-designed, every job applicant should be required to complete the form and the section on affirmative action data (resumes may be requested in addition to the form, but the form m»st be required to provide this important data source) . The EEO Officer (or his designee) should detach and record the EEO infor- mation prior to Department Head screening of applications. �-'^--data section can then be compiled and used as the The affirmative act t data source for applicant flow information. All applications should be retained for a period of six months. Whenever a vacancy occurs, this;file should be checked for possible candidates prior to any recruiting, but after the Promotable Employee's File has been checked. SECTION V - SELECTION F PLACEMENT GOAL Eliminate possible discrimination in the selection process by insuring that all candidates compete against identical criteria. - Insure that no person is placed in a position for which they do not meet the minimum qualifications. y� - Base all selection and non-selection decisions on legal procedures, docu mentation and justification, by insuring that supervisors are aware of j proper procedures and conform to them. FINDINGS Applicant flow data has not been sufficient to evaluate rejection rates. Though the application;form includes a section to describe rejection �.. 18 reasons, interviewers have not been completing it in enough detail. Placement of under-qualified candidates has occured in some original appointments. When this occurs, the City opens itself to a charge of discrimination by any other candidate rejected because of underquali- fication. Supervisors generally are unaware of, and lack training in, legal interview techniques and required documentation. RECOMMENDED ACTION - Inform supervisors of legal interview techniques and required documenta- tion through development of the "Supervisor's Handbook", to include a section on the hiring process. - Requite supervisors to collect applicant flow data and document reasons for rejection (ref.; application form revision) . Monitor rejection rates and reasons for protected classes (ref: appli- cation form revision) . - insure that no under-qualified candidate is hired. In cases wiiere a candidate has been identified for hire but does not meet the minimum qualifications, the candidate should be placed as a "trainee" until they are qualified. Consideration should also be given to the validity of the min-7:.mum qualifications and possibilities for restructuring (Reefer to Section VII, Job Analysis and.Restructuring). SECTION VI INTERNAL. MOBILITY GOAL, - insure that promotion, transfer and merit increase rates do not indicate an unequal 'effect .upon protected classes.- - Insure that talents of current employees are identified, developed and utilized as vacancies occur. Vacancies will always be opened internally prior to any outside advertising or acceptance of applications. insure that there is no discrimination in the selection of candidates for promotion or transfer. FINDINGS Evaluation of salary increase rates reveals a- slightly higher. ;rate for females over males. As female salaries are generally lower than male's, . this higher. increase Late is interpreted as bringing female salaries into better balance and is not viewed as a problem. Salary Increase Rates (Current employees only; percent difference in salary from 1/15/78 to 1/15/79; ,included are increases due to cost of living, merit and promo- tion; does not include Police educational increments);. 1 -- 19 BY EEO JOB CATEGORY AVERAGE INCREASE Officials & Administrators 11.8% Professionals 5.3% Technicians 11.4% Para-Professionals 14.4% Protective Service Workers 10.3% if skilled Craft Workers 7,2% Service-Maintenance Workers 12.7% Office & Clerical Workers 14.8% f. BY DEPARTMENT Administration 13.6% Building 12.3% Engineering 12.4% c . Library 15.0% Planning .0 Police 11.1% Public Works 11.5% As the planning Department had a very high turnover last year, no employees were eligible for increases. BY SEX Average Male Increase 10.1% Average Female Increase 14.1% OVERALL CITY AVERAGE SALARY INCREASE 11.350 --------------------------------------------------------------------- Males have a slightly higher rate of promotion than females. This can be attributed to more promotion opportunities in categories traditionally held by males. MALE FEMALE TOTAL PROMOTIONS 4 11% 1 6.3% 5 9.6%` *Percent of all males; **Percent of all females; ***Percent of City, work force. --------------------------------------------------------------------- Career ladder information has been developed and is available to all employees through their Department Heads (printed in the Job Descrip- tion Book). Promotable employees have not been systematically identified and tapped when vacancies.'occur. .. ' RECOMMENDED ACTION f - Continue to monitor promotion, transfer and salary increase rates by sex and minority status. 1 20 Consider restructuring to .provide promotional opportunties in job cate- gories traditionally held by females (Refer to Section VII, Job Analysis and Restructuring) . Develop a system for identification of promotable employees: * The new Performance Evaluation forms should include a section which obtains information regarding employee qualifications for promotion and transfer opportunities. * In reveiwing Performance Evaluations the EEo Officer/City Administrator should develop a file of these references. * As this file develops, it should be used as a first reference for job vacancies. The employee should be personally contacted to determine interest and obtain complete work history- * All new employees, hired at a level below their qualifications, should also be identified in this file. Encourage development of skills to qualify current employees for promo- tion (Refer to Section VIII, Training) . Employees should not be discouraged from seeking training and education, nor using the tuition reimbursement program, because of a lack of projected ;,acanciAs_ For the first- year of the AAP, insure that employees are aware. of all promotional opportunities by internal recruiting for a minimum of one week prior to outside advertising. As the Promotable Employee's File is developed through the Performance Evaluation system, this internal '• �•-•l uti_v nci �v!�i1Y f1T1f-e recruiting period may be deleted (as perfor�l+a14e e�a� a year for all employees, this file should be adequate after all current employees recieve their next evaluations) . SECTION VII -'JOB ANALYSIS AND RESTRUCTURING GOAL Insure that job descriptions are current and accurate. Insure that they reflect the minimum-qualifications necessary for successful entry into the positions while maintaining the City's performance standards. Insure that opportunities for advancement exist in all job categories. Insure that entry level positions are low enough to;attract a sexual ��. racial percent composition of: applicants equal to or greater than the ; sexual/racial composition of skilled persons in the reasonable � . recruiting area(s). FINDINGS Job descriptions have recently been reviewed and up-dated to insure that fr they;are current, accurate and ref lect ,the minimum qualification levels necessary for successful entry into the position. developed and is accessible. to all �j Career ladder information has been ut t f ti• 21 employees through their Department ?-leads (printed in the Job Descrip- tion Book) . Advancement opportunities are non-existant in some categories, parti- cularly the office & Clerical category. j RECOMMENDED ACTION r - Continue to monitor job descriptions. -- Continue to monitor career ladders. When vacancies occur, particularly in job categories with restricted promotional opportunities, consideration should be given to restructuring. The goal is to increase the steps and reduce the gaps in career ladders. L - Undertake a reclassification study in the Office& Clerical job category to identify possible techniques of expanding/extending promotional oppor- tunities. Special attention should be given to career leadders which move Clerical employees through Para-Professional to higher categories. one way to accomplish this would involve: i Assignment of Clerical staff to specific departments * Develop employee skill levels and knowledge areas so employees can advance to Para-professional levels. * Through education, training and experience, advance Para-Professionals to the Technician,: Professional and Officals & Administrators cate- gories. . j In cases where the City is unable to recruit qualified candidates, con- sideration,should-be ,given to: (1) validity of minimum job qualifications; and (2) possiblities for restructuring. * Minimum qualifications should reflect the minimum necessary for I successful performance in the classification. They should not.be unnecessarily elevated beyond the actual job requirements. Special attention should be given to: (1) catch-alls (such as driver's licenses); (2) knowledge and skills which could be developed in a t short period,of time (such as ability to read planning maps) ; and (3) provers (such as years of experience or educational achievement levels) . * At no time, however, should minimum qualifications be reduced in ways, or to the extent that, they diminish performance on the job. �w In this type of situation, consideration should also be given to is restructuring career ladders in such a way that entry levels are r lower and that they progress in smaller increments to the top of the ladder. ;This is especially useful in attracting minorities; and women who do not have the necessary background for current entry levels. E. 1 _ 22 SECTION VIII - TRAINING GOAL - To encourage and promote training opportunities for employees to the end that the services they perform for the City will be more effective. - To encourage and promote training opportunities to the end that employees will maximize their personal growth and potential for promotional oppor- tunities. To offer training opportunities for all employees on an equal basis, especially lower level employees who have been neglected in training in the past. FINDINGS Please see Exhibit F for training data breakdowns. - Females were not notified of training opportunities as much as males. (50% v. 78%). 54% of all City employees received training or education in the twelve month period. (NOTE: Police department was involved in the most training, due in part to the availability of outside funding) . - 44% of females, and 58% of males received training in the twelve month yeriv_d. No Clerk,Typists received any, training in the twelve month period. - The Survey of Training Needs (11/78) revealed a substantial interest and necessity for training. The survey identified the following barriers' to training: * Manpower shortages and heavy workloads. * Lack of nofitication. Negative attitude, or lack of encouragement from supervisors towards the cost = value of training and education. Absence of in-house training programs. * Child care problems. Overall budgeted funds were available, however some departments had bud get shortages and;training funds were sometimes used for other than training purposes (in 1977-78 only 38.3% of budgeted training funds were spent for training). Please refer to Exhibit 'G for a review of training ; and travel & subsistence budgets. 5i RECOMMENDED ACTION 1` Budget training monies for all employees. Special attention should be given to training for clerical and lover level employees. Monitorincr r t 23 mechanisms should be established to insure equitable distribution of training funds (Refer to Appendix D, sample Training Request Form and procedures for maintaining training records) . _ Improve and expand notification procedures. Publicize the details and procedures of the City's tuition reimbursement program. Assemble infor- mation regarding training and educationin a h such vehicles as "The room, xerox room) . Advertise training g vidual contact with all employees regarding Up-date." Encourage indi training needs and availability of opportunities. - Consider flexibility, streamlining, innovations and restructuring to minimize manpower shortages and excessive work loads that conflict with available training opportunities. Investigate the use of Flex-time and release time for employees to alleviate child carr., problems. study possibilities for establishing periodic in-house training sessions for groups of employees with common interests and needs. Institute a policy of requiring employees to share training experience> with other in the City as a means of maximizing dissemination of valuable information at minimal cost. i SECTION IX - DISCIPLINE GOAL Insure that discipline is administered fairly and uniformly both -'degree and procedure. FINDINGS Evaluation of all disciplinary actions (which were documented) over a twelve month period has not shown a disparateamountof discipline for protected classes: MALE FEMALETOTAL # %. # ** ;# %*** DISCIPLINARY ACTIONS 3 8.3% 1 6.25% 4 7.6% *Percent of all males; **Percent of all females; ***Percent of all employees. --=----- ------ Procedures and documentation of disciplinax-y actions have not been uniform. This'can be attributed to the lack of a definitive source of i.nformation, ,,. . i.e. : Personnel Manual and ".Supervisor's Handbook." RECOMMENDED ACTION Monitor all disciplinary actions to insure that minorities and women are, not subject to higher,than average discipline (rates and harshness). Provide all employees and supervisors with the new Personnel Manul. Inform super<risors of disciplinary procedures and documentation by Y RM I 24 developing the "Supervisor's Handbook." Require conformance with disciplinary procedures and documentation. Provide for Disciplinary Appeals as described in the Personnel Manual and insure that all employees are aware of the appeals process. Monitor legal developments with regard to employee rights to "due process" a in discipline. Amend procedures as necessary. SECTION X - TERMINATIONS ♦"KATY Insure that discrimination is not a factor in ter.m1nations. insure that termination frequency rates for protected classes does not indicate dis- parate effect. FINDINGS — Evaluation VL ceran.>_nativu5 uu.l..l.jjg tli8 twelve uivlith peri..... .+.+4-.s not.revcai disparity: MALES FEMALES TOTAL Tc.RY11NaT1OONS 11 30.5% 5 31% 16 3n-7% *Percent of all males; "Percent of all females; **'*Percent of all employees. u _-----_-__--w_,. NOTE: There were no in this_twelve month period. Exit interview with terminating employees has not occured as a regular practice. RECOMMENDED ACTION -- Continue to monitor all terminations to insure that discrimination is not a factor in termination. Conduct exit interviews with terminating employees as outlined in the Personnel Manual (Refer to Appendix E, sample Exit Interview and Sepa- ration Clearance form). SECTION XI —COMPENSATION GOAL; Insure that equal wages are paid to all persons performing work requiring equal skill, effort and responsibility under similar working conditions. Insure that all fringebenefits have equal availability and benefit - levels„ Special'attention should be given to sex differences. r `t 25 A FINDINGS - Under current Equal Pay requirements (similar work under similar condi- tions) , the City has no equal pay problems. - All fringe and leave benefits have recently been reviewed for equal availa- bility and benefit levels; and have been adjusted accordingly. RECOMMENDED ACTION - Continue monitoring equal pay under current -regulations. This will become more applicable as men and women begin working in the same job categories. Continue monitoring fringe and leave benefits. The EEOC is currently in the process of researching an expansion of the application of the Equal Pay Act. The EEOC is considering a new provision_ requiring ectual pay for work of equal value. Examination on the basis of worth to the organization (with an analysis of qualifications, working conditions, etc.) would be considered under the standard of equal pay for work of equal value. This new study has the greatest potential impact on comparisons between clerical and labor positions. While it is crucial to note that this remains at an earlv developmental stage, it could be a foreshadowing not to be overlooked in currant and long range planning and salary/budget considerations. SECTION XII - GRIEVANCE PROCEDURES GOAL Insure adequate and fair in-house hearing formats for the 'resolution of grievances of discrimination. FINDINGS There currently are four step grievance procedures for use by all employees' (both 'in-house and employee association procedures) . - There have been no complaints regarding these procedures. RECOMMENDED ACTION Continue monitoring grievanceprocedures. - Insure that all employees are aware of the grievance procedures through periodic notice (at least once every twelve months) (Refer to Appendix F, sample letter of notification to employees). i SECTION XIII - ADDITIONAL 'REOUIP.E14ENTS OF RESOLUTION NO. 79-37 Requirements of Resolution No. 79-37 which are not otherwise addressed in this report include: r Section II, 5. - Requires that the 'EEO Officer appoint and train an EEO Counselor. 3 a 26 Selection criteria should include: * Accessibility to employees. * Ability to learn, understand and communicate EEO regulations and City of Tigard AAP specifics. A position in the organization to prevent possible conflict of interest. The person selected should be able to communicate con- fidentially with both employees and the administration. They should not be a Department Head or Confidential employee, they may have limited supervisory responsibilities, though this would not be the most desirable. Training of the EEO Counselor should include: * Provide them with EEO/AAP handbooks published by EEOC, LoC, LGPI, etc. * Provide their with a complete copy of the AAP Report, Personnel Manual, Supervisor's Handboo}c and Job Descriptions Book. * Provide with an information source list (Bureau of Labor, EEOC, Civil Service, ACLU, LGPI, etc.) and budget number for long distance- phone calls. * t� meet with the EEO Officer to discuss Provide an opport`uia1.-y questions. On-going relationship between the EEO Officer and EEO Counselor should include: x Short monthly meetings to discuss new issues/concerns. * EEO Officer should route copies of all correspondence and information received relating to EEO/AAP. # EEO Counselor in-put should be solicited in the preparation of the future annual reports. Duties and responsibilities of the EEO Counselor should include: * Provide informal and confidential counseling to employees for general questions and specific problems. * Research and evaluate employee personnel actions to deter-nine if they have been discriminated against. n. * should be brought to the Employee discrimination issues attention of the City Administrator. Strictest confidentiality must be maintained. . In no instance should the EEO Counselor jeopardize the employee's status by referring to them individually., it is hoped that the EEO Counselor, by bringing problems to the attention of the administration, will facilitate informal and voluntary resolution of problems on the % part of the administration. * The EEO counselor should not become involved in non-EEO/AAP issues. { M 27 i if} such issues are brought to the attention of the EEO Counselor, red to the bargaining associations they should be immediately refer for action. * If. the administration does not -respond to initial informal not'fi- with cation of problems, the EEO Counselor should provide employees d further ._ information on Disciplinary Appeals, Grievance Procedures, an legal actions. They should also be available to provide technical assistance for presentations at such hearings, though they should not participate otherwise in such actions. 1. b• - Re wires notification of emplo ees of the EEOop licy Section III, , and Affirmative Action Program. See sample 2..�..- o tter l f notification: Appendix F- — * Section III, 1.,h. -Requires emplo ee notification of EEO Counselor name and *gee sample letter of notification: Appendix F. Section III, 1 ,i - Reciuires�oyee n_otification of grievance procedures.' 5 * See sample letter of notification: Appendix F. MUM Section III, 2•,a• - quires notification to all su liens, vendors and contractors of the C<- * See sample letter of notification: Appendix G. Section III, 2.,b. - Requires notification to all em to ent referral, and.rPcruitment sources. See sample letter of notification: Appendix A. fr.., ,e labor uw Section III, 2.,c. - Requires notification of civic row s and '- sources. * See sample letter of notification: Appendix H. 99 f { k 4 vvuTRTT4 c i } 31 EXHIBIT A: PERCENT DISTRIBUTION OF LABOR FORCE REASONABLE FEMALE MALE RECRUITING AREA - g MINORITY TOTAL WHITE MINORITY TOTAL WHITE 57,7 40.6 2.1 42.2 55.'7 2.8 5ii:A 39.5 1.6 40.6 58.0. 2.3 59.4 STATE WEST COAST 34,2 7.1 37.7 57,3 11.9 62,3 34.5 5.4 -- 39.9 53.6 6.6 60,2 NATIONAL NOTE: Totals may not equal (ethnic)as in1the sh �Minor Minority (ethnimed cs category are counted in both the White racial ca g s' see below MINORITY BREAKDOWN REASONABLE RECRUITING AREA i BLACK SSA OTHER TOTAL BLACK SSA'OTHER TOTAL l,d ,5 .6 2,1 1.2 .8 ,8 2.8 SMSA ,5 ,6 1.6 .6 .9 ,8 2,3 STATE 'S 3.6 1.3' 7.1 3.0 6.9 2.0 119 WEST COAST 2.2 # NATIONAL National data did not provide breakdowns by race and ethnic group_ approximately 89% of the Minority cate00rv; 4 ** 1970 Census: Black comprised appy v� r t t ;lam f ri _ rs Y EXHIBIT B: 32 WORK FORCE BY JOB CATEGORY (JANUARY 1979) JOB CATEGORY FEMALE MALE White Minority White Minority % # # % # Office & Clerical 9 90% --- -_- 1 100 -- t Service - Maintenance 0 00 - - 3 100% Skilled Craft 0 0% --- --- 5 1008 --- --_ Protective Service 0 0% --- --- 10 1000 --- --- Para-Professional 4 100% ----- --- 0 0% --- __ Technicians 0 0% --- --_ 9 100% Professionals 1 25% --- --- 3. 75% --- --- Officials & Managers 2 29% --- --- 5 71% --- Totals ` 16 31% 36 69% This does not include CETA, VISTA or 'temporary employees. WORK. FORCE BY DrDARTMENT (JANUARY 1979) DErtucTRENT FE1Uk=P MA-Tv White Minority White Minority Administration 8 89% -- --- 1 11% --- --- Building 0 0% --- -- 2 100% --_ --- Engineering 0 0% -- -_.- 4 1000 -- --_ Library 3 100 -_ -__ 0 0% ----. Planning 0 0% --- --- 3 100% --- --- ' I Police 5 23% --- --- 17 77% Public Works 0 0% --- --- 9 1.00% --- --- This does not include-CETA,< VISTA or temporary employees. i { _ t 33 EXHIBIT B (cont.): l j CITY CLASSIFICATIONS BY JOB CATEGORY ' z_ OFFICE & CLERICAL TECHNICIANS Clerk Typist I, II, 111 Building Inspector jClerk Dispatcher Engineering Technician I, II, III Clerk Specialist Sergeant SERVICE - MAINTENANCE PROFESSIONALS Utility Worker I Accountant Associate Planner SKILLS-D CRAFT Community Design Planner_ G Utility Worker II, III Lieutenant PROTECTIVE SERVICE OFFICIALS & MANAGERS Patxoliiian City Administrator City Recorder/Finance Director PARA-PROFESSIONALS City Librarian Accountant Clerk Building official Administrative Secretary P.W. Program Coordinator Library Assistant rlannirg D--rector Chief of Police i NIN y E f f 34 EXHIBIT C: PERCENT DISTRIBUTION OF LABOR FORCE BY REQUISITE SKILL FEMALE MALE JOB CATEGORY & RRA White Minority Total White MinorityTotal Office & Clerical: 21.1 SMSA 76.6 3.3 78.9 20.2 1.2 Service - Maintenance: SMSA 35.2 2.8 37.3 60.0 3.7 62.7 Skilled Craft: SMs A 5.7 .2 5.8 92.4 3.1 I 94.2 Protective Service: 6.S 92.2 2.2 93.2 SMSA 6.4 .4 STATE 6.0 .3 6.4 92.5 2.2 93.6 Para-Professional: I 7n_5 SIS?-SA i 28.6 1.Z t 29.5 68.5 3.6 STATE 29.7 1.0 30.5 67.9 2.6 69.6 Technicians: STATE 15.1 .6 15.5 82.6 3.3 84:5 Professionals, t STATE 29.7 1.0 30.5 I 67.9 2.6 69.5 t, cm rnp,Gm ! 27.7 4.0 30.0 1 66.0 7.7 70.0 Officials <& Managers: STATE 39.7 .5 19:9 79.0 ` 1.8 80.I WEST COAST 17.6 1.0 18.5 78.5 7.7, 81.5 NATIONAL 22.0 -1.5 23=5 73.0 3.5 7b.5 NOTE. ribtals.may not equal 100% as Spanish Styr-marled Americans are counted in both the White racial category .and in the 'Minority (ethnic) 'category: see below. ,s t� s e Y 1� f �M1< t a ' EXHIBIT C int.) : 35 1 ,- MINORITY BREAICDOW$4 ,JOB CATEGORY & RRA FEMALE MINORITIES MALE MINORITIES Black SSA' Other Total Black SSA =_ Other Total Office & Clerical: .9 1.0 3.3 .5 .3 .4 1.2 SMSA 1.4 Service �- Maintenance 1,9 1.0 .8 3.7 SMSA 1.2 .7 .9 2.8 i Skilled Craft: .2 1.i 1.3 .7 3.1 SMSA .1 0.0 •1 Protective Service: .1 .4 .7 1.1 .4 2.2 0 SMSA .3 .0 i_ .1 0.0 .2 .3 .4 1.0 .8 2.2 STATE Para-Professional: ' 1.0 1.1 3.0 E SMSA .4 .2 .5 STATE .3 .3 .4 1.0 .6 .9 1.1 2.6 Technicians: •1 .1 .4 1.4 1.5 3.3 STATE Professionals: 3 3 .4 i.0 .6 ,9 1.1 2.6 . . STATE 4.0 1.8 3.7 2.2 7.7 WEST COAST 1.4 1.7 .9 i Officials & Managers: 3 .2 .2 .5 .4 .7 .7 1.8 . STATE 1.3 4.7 1.7 7.7 WEST COAST .5 1 .4 1.0 * 3.5 NATIONAL nd ethnic group. *National data did not provide breakdowns by race a l 1 i f I i 3 a 36 EXHIBIT 44 q w N b dp dp dp .,p dp dp lP _ O h CC { t+! coO E+ E a W' 44 a q P4 4 r4ap dp dp 0 OP d° dp L: 41 H .. Fi cn m H 0Ln � o z w dp as dP dp d.° d° de W O :—I in 4m N C. U p ri c4 g ci N 04 U j a w W N p iT $4 a W p U, ad° dp de d,° •rl dp dp ery � W q co h U ) N _ ! N !i e. H ® d 07 r1 o i .. .. � W Q a U) : ul dp dp dPdp U F'• U 4J (D 's< W In q � �y O me .q? � D M q N U C' awn a� in P4 O �FU _ S - 37 EXHIBIT E: EXPANSION OF WORK FORCE At this early stage in the budget process the work force expansion Projec- tion is +5 (+9.20)* for fiscal year 1979-80 *Information provided by City Recorder Including the projection for this year, the work force expansion/contraction i for the past five years is as follows: i Year ## + or , 75_76 49 _ Average Annual increase 3.7% 76-77 55. + 12e 7778 58 t- 5% 78-79 54 - 7% 79-80 59 + 9% This increase rate projected over the next five years results in the following work force size: Year •.•� _ 27% Turnover pate rr 79-80 59 16 80-81 61 + 3.7% 16 81-82 63 + '3.70 17 82-83 66 + 3.70 18 83-84 68 + 3.7$ 18 84-85 71 + 3.7% 19 By combining turnover and expansion data, the City can expect a minimum of 12 vacancies because of expansion and 104 vacancies because of turn- over, with a total of 116 vacancies in the five year period. With this there shoulc be no problems in altering the large number of vacancies, composition of the work force to meet goals. P r�.a �,• � t NOTE: Expansion projections come from a strict historical growth model. ` The rapidly expanding population and land area of the City '(almost doublzna SV 1 in the next five years) will have impact on the accuracy of these projections (by increasing them) but statistical analysis of this impact was felt to be:too.cumbersome for the needs of this project. Expansion'projections r mfr ! should be re-evaluated annually. *'See data used in determining Turnover rate Y s1F�[ 38 EXHIBIT E (cont.) : WORK FORCE CHANGE 1/78 TO 1/79 Change in Work Force Size By; EEO Job Category l/78 1/19 + or - +1 Officials & Administrators 6 7 6 4 -2 Professionals 9 9 Tecnicians 4 +2 Para-Professionals 2 10 _2 tec Service 12 �1 Ps'i��c..t.'dLfe 5 Skilled Crafts 4 3 -1 Service-Maintenance 411 10 _1 Office & Clerical - Totals: 54 52 -2 _ !7n + or - By: Department ]/ 8 i/ Administration 7 9 +22 •-1 Building 3 4 +1 EngirteerIng 3 Library 5 3 -2 Planning 22 -2 Police 24 a � g Public Works Totals; 54 52 _2 NOTE: These figures represent actual employment size and will not match Expansion projection fig_ res which are based on number of budgeted po- sitions. 1978 Hires: Includes all 1978 hires filling vacated or newly created positions. By: EEO Job Category MALES FE14ALES TOTAL --- 3 Officials and Administrators 3 2 ` Professionals 2 2 .. Technicians --- l - Para-Professionals 1 Protective Service -_ 1 Skilled Crafts l Service-Maintenance - 4-- 4 Office & Clerical - - -- -, 5 14 City Totals; ' I i. { 39 EXTJISIT (cont.) : 4 1978 Hires By: Department MALES FEMALES TOTAL 1 3 4 Administration 1 Building 1 - - Engineering 1_- -- Library �} Planning 4 --- 3 Police 1 2 public Works 1 - - Totals- 9 5 14 14 Hires of 52 employees in one year results in a turnover rate of 27%, 36% of Hires were female 64% of Hires were male j Change in Sex Composition of Workforce: January 1978 ---- 31.5% Female; 68.5% Male I January 1979 --- 30.7% Female; 69.3% Male e s EXHIBIT F: TRAINING NEEDS SURVEY RETURNS in November 1978• Thirty The attached survey was senutTfolloing 55 is a breakdown of those responses- as forms were returned. employees Re onse b De art-ment _ 9 Administration 2 Building 0 Engineering 1 Library 3 planning 12 police 3,; public Works Total 30 ortuni.ties b Repartment Notification of XES NO 7 A&,inistration 3 3 2 Building 00 „APring 0 -n- 1 1 Library 2 planning 10 2 police 2 1 Public Works _ 12 (40%) Total Trainin Received De artment 5 Administration 0 Building 0 Engineering 1 Library 1 planning 8 police 2 public Works 18 (60% of respondents) Fem�?eS. Males .12 18 Response by Sex 6 (50%)- Yes ortunities 14 (78%)- Yes Notification of of males) 5 (42% of females) 12 Trainin Received t=racys the following comparative data was derived To check survey accfrom the Affirmative Action Data Summary form- Training Received NO YES 15 (42% of males) 21 (58% of males) 9 (56% of females) E4ales 7 (44% of females) 24 (46% of all emps-) Females 28 (54% of all emps,.) All Emnio ees' 2.0 MORM 19 41 EYNTRTT F )nt.) : SgL�T Y OF EMPLOYEETRAINTl�TG NEEDS Employee Name Title Department CETA? Yes No E In 1.977-78 only 38% of the employee training budget, and en ly 40% of the transportation, lodging and per them budget were exp are interested in finding out; (1) WHY so little was spent, and (2) HOW this money could best 'be spent. Your answers to the following x questions will help us answer these questions. Can you please com- plete this 'survey and return it to us no later than November 1, 1975• Thank you, Martha McLennan Steve West EIYUCATION T,TEEDS: (Long range: classes, degree or certificate programs). Title(s) of classes or programs � _ ij a ? f cx 1 Semncter� Estimated time needed to colllple e i kAi- S education'?uvu �� 1 year, Estimated cost of education (if possible)? —_ This is relevant to.: ;. current poli i_:i-on Reasonable promotion or transfer opportunities, specify position Personal goals Comments. workshops, TRAINING NEEDS: (1 - 5 day conferences) w�lnops, seminars, etc. ) TECHNICAL: (ex. - I need to learn more about appropriate land use based to know more about barrier-free architecture; upon geology; I need I need to learn to read and interpret ORS; etc. ) - I Do you now 'o any programs or `organizations which could provide his ., type of training? GENERAL: (ex. -- S need to learn how to deal more effectively with the -. public; I need to learn how to organize and run a :meeting; I need to learn how to write better letters and reports; etc, ) I EXHIBIT F (cont— * 42 Do you know of any pr, rams or organizations whi.c:._ could pruvide this type of training? INTRA-CITY: (ex. - I need to learn more about the services provided by other departments in the City; l need to know more about the procedures of the Engineering Department; I need to learn more about the powers and procedures of the City Council; etc. ) Do you know of any-employees who could provide this type oz training? INTER-GOVERNMENT: (ex. - I need to know where to refer the public with - questions relating to heal-Ch services e.5 J..Cl lsL1G 111—V V4it14y ar"ea, s iicc+.c to know more about our compliance requirements for LCDC; I need to know more about the services provided by Washington County; etc. ) Dr you know of any programs or organizations which could provide this type of training? OTHER: Have you generally been made aware of available training programs? Yes No If yes, by whom: Department Head Posted Notice Regular publication received by you or your Department ,1bG YY 1:i.LG V VG.L , Vl L1dG jotA113a1, etc.J Title: Other employee s Other, specify: Within the last year, have you formally (in writing to your Department Head) requested any training? Yes No When (mo. ) Was the request: Granted Denied If the request was denied, who denied it: Department Head -3 City Administrator Other If denied, what reason was given: 43 EXHIBIT F nt.) If the mason given was that it cost too much, how much would it have cost? Tuition, Registration & Books: Travel, Lodging & Per Diem: $ Describe any training or education you have received within the last year. (Include title, approximate dates, and cost for each) ff� E I would be willing to: f _ Spend some personal time in training (occasional evening)? Go out of toiAn to get training (1 - 5 days)? Share my training experience with other employees (in writing and/or group discussions)? Lead training courses in areas of personal expertise? Specify subjects I have been an employee of the City since: date ADDITIONAL COTOTENTS k � f I i li = n ,1 44 EXHIBIT G- rel � a to li 0 Cit Ln oo in tt CDto0C) aOCD V) _ CO b� C:) Ln l9OOM W to NMc:t CDN C>N r-1 4tl N rn ttf N N N s~ F -i r@ ! -4- to I ca `� `+ rl U F i h 1 I to .tJ Aj tall nj N'U t !� bi o w 4 >1rd 0 a r-4 Q d r-1 •O W ;n rn oauno c) Ln o rn ersooOLnoO o v � � a I— M Ln C3 n M N •v° 1`- h to N O M CO W O E-4 1 Rt;3N W NN ! mMOl\OMr-i�w N CO ra 1-4 1.0 co � Q N Ra t!) Ra O b N al r-i W a, R7 rl W HO to v� W B f a , $4 z at 1 a W erC1LO4n ori m r alhrY �D �sw i a4 oha co OD �ElO N (O M O V� i51 l9 h •-'! - � 0 -1Cil 2 IC11 r-I -r co N m r1 co w � W 3 CA trs m q;r La Ca C6 Ul ,a at m 14 ars o � o cy1 -1 0 to1 41 u� CN N .rY v to Lf') c!' 00 _ S •rl co tU M �Gl G'N a% H c� .�} �O try%O M sa ec o r• r-4 N 04 m N GCl 3U2 1*1 °h 0.f! r•1 r"1 r--! r- 0 14ey In N .14 P-i x tri k+ eq N C) W .csAj b {D U siR z a J-) 0 ri W a 1-4 -as 43p o 0 0 oto do : a2 to to o o ul a O to H zr t3t N r-i N o N w o ro cc r, o >t Ln O in C) ."Q O M r-N C7 M lSJ to h la $4 •ri r-t O to d' 0.f1 w N M N a 3 r•1 N N.-1 � a E-4 EA 9 mW H m a3 �J3 ! to co m H rO rA ai to 9 44 44 0 300 •,1 S8 O O tC m .0 O x dp OP 44 � 0 >b+ a a b .lJ 0) U•14•rl $4—1 U �! N U•t!•r! S-I >1 >1 0 •r•I L'i fIl �'. «E -A r-4 0 r-1 la•r! i rd ;r Irl Q rS O O —1 z FC p tz .-i tt •rl A E r w cdaD � a .�a �•arI r�C3 rla+ A a a WO' j � r k s 45 , APPENDICES E ��t 2 ,7. 9i i 1 1 � 47 APPENDIX A: RPCRUITMENT SOURCES i I. Required recruiting for all vacancies: - State Employmentoffices - Multnomah & Washington County The Oregonian and/or Oregon Journal(for a minimum of three days) II. Required additional recruiting for target placement positions (minorities) : - The Portland Observer 2201 N. Killingsworth Portland, Oregon 972-- _ ( Hollywood News 3835 N.E. Hancock Portland, Oregon 972-- - The Skanner P.O. Box 5455 Portland, Oregon 97223 CETA bulletin boards: City of Portland and Multnomah/Washington County CETA Consortium III. Required additional recruiting for target placement positions (females) : Women's Job Bank vwrn 1111 S.W. Tenth Portland, Oregon 97205 Women's Place Resource Center 1915 N.E. Everett'' Portland', Oregon '97232 CETA bulletin boards: City of Portland and Multnomah/Washington County CETA Consortium IV. Additional 'Recruiting 'Sources: i National Alliance of Businessmen 229-5711 Project Return 1412 S.E. 25th Portland, Oregon 972-- z3 4,. e College Career Placement` Offices: i Portland State University Portland Community College - particularly for Eng. Aide, Tech. I II, ij Planning Aide, Park Workers, Auto Service Workers, Patrol Officers. Oregon Polytechnic Institute particularly for Engineering positions. N.W. Business College - particularly for clerical and accounting positions. Any other local colleges and business schools. ' a QE ,t APPENDIX A (COnt.): Sp,_MpLE LETTER OF NOTIFICATION TO RECRUITING SOURCES AND EMPLOY14ENT REFERRAL AGENCIES (date) — DEAR MR./MS. THE CITY OF TIGARD IS CONCERNED THAT IT FULFILL IT'S ROLE AS AN EQUAL OPPOR- TUNITY EMPLOYER. WE REQUEST YOUR VIGOROUS SUPPORT IN OUR AFFIRMATIVE ACTION EFFORTS. WITH OUR UTILIZATIO14 OF ANY AGENCY IS PREDICATED UPON THEIR FULL COMPLIANCE EQUAL EMPLOYMENT OPPORTUNITY POLICY. WE REQUEST THAT YOU REFER INDIVIDUALS TO US BASED SOLELY ON MERIT. TIE ARE INTERESTED IN THE REFERRAL OF QUALIFIED MINORITIES,; MALES AND FEMALES FOR ALL JOBS, NOT ONLY FOR THOSE :WHICH THEY WOULD °'TI�r1DTTIONAILY" BE CONSIDERED. IF YOU HAVE A,Ty QUESTIONS ABOUT OUR EQUAL EMPLOY14ENT OPPORTUNITY POLICY, OR AFFIRMATIVE ACTION PROGRAM, PLEASE FEEL FREE TO CONTACT ME. YOU CORDIALLY, CITY ADMINISTRATOR OR CITY RECORDER Kim. MINN.-110 M0001�01 I t f i 49 APPENDIX B: CIVIC GROUPS AND FUTURE LABOR SOURCES All schools and colleges identified as recruiting sources (see Appendix A). avAACP 2752 N. Williams Men's Resource Center Committee of Spanish Sepaking S" 3534 S.E. Main �rtland, Oregon 972-- People 1 Portland, Oregon 972-- 3214 S.E. Holgate Blvd. Portland, Oregon 972-- ational Alliance Of Business- National Organization for Women Tri-County Community Council men 21.5 S.E. 9th 718 W. Burnside 21 S.W. Washington Portland, Oregon 972-- Portland, Oregon 97209 :rtland, Oregon 972-- cban League of Portland Oregon Council for Women's Albina Action Agency i18 W. Burnside Equality 707 N.E. Knott Portland, Oregon 97209 3030 S.W. 2nd Portland, Oregon 97212 Portland, Oregon 972- ( Lbina Women's League Portland Town Council Chicano Cultural Center N.E. ICillinnsworth 320 S.W. Stark P.O. Box 291. Portland, Oregon 972- Portland, Oregon 972-- Woodburn, Oregon 97071 American Association of Project Return N.W.' minority Contractors I iiversity Women 1412 S.E. 25th Association L20 S.W. AlderPortland,; Oregon 972--- 10 N.E. Graham Portland, Oregon 972-- Portland, Oregon 97212 American Civil Liberties Union Veterans of Foreign Wars Urban Indian Council, Inc. ' 34 S.W. 3rd 2130 S.W. 5th 2326 N.W. Westover Rd. 3rtland, Oregon 9720- Portland Oregon 972-- , , 9 Portland, Oregon 97210 Filipino American Association A Woman's Way American Legion Post #158 8917 S.E. Stark 4550 S.W. 96th 11578 Pacific Hwy. 3rtland, Oregon 972-- Beaverton, Oregon 97005 Tigard, Oregon 97223 i span-American Society Centro Cultural Tigard Chamber of Commerce X24 S.W. 5th 110 N. 11th 12490 S.W. Main Iortland, Oregon 972-- Cornelius,' Oregon 97--- Tigard, Oregon 97223 a ( -gard Jay Cees Tigard Kiwanis Tigard Lions �...antact: Ed Durgin 620-5787 Contact. Bill Dendurent 620®1629 Contact: Al Chaves 525-7b09 : 1 APPENDIX C: 50 "We are an Equal Opportunity/Affirmative Action Employer. We are dedicated to a policy of non-discrimination in employment on the basis of race,color,religion,sex,national origin,age, mental or physical disability." �' P.O.Box 23557 12420 S.W.Main Tigard,Oregon 87223 EMPLOYMENT APPLICATION (Print or use typewriter) Attach extra pages i f additional space is needed 1. Position applying for Date 2. Name Social Security No. Last First Middle 3. Mailing address Street Telephone No. City State Zip 4. Du you claire veterans preference?( )yes ( )no.Veterans disability preference? ( j es ( )no. 5. Have you ever been convicted of a crime?( )yus ( )no. If yes, explain below in "remarks".(Exclude those cases processed in iuvenlle court and minor traffic violations. In addition, exclude those misdemeanors occuring more than two years ago and felonies occuring more than five years ago.) Conviction does not necessarily disqualify you from employment. 5.a Leo you have any mental or physical conditions which would necessitate special accomodation? If Yesr explain in "remarks" below including suggested accomodation. Remarks.` — S. EDUCATION RECORD-if now in school,include present term. NAME AND LOCATION OF HIGH SCHOOL DATE t EFT GRAOUATEO? Yes ❑ No ❑ , IF NOT A HIGH SCHOOL GRADUATE,.DO YOU HAVE A CERTIFICATE OF EQUIVALENCY(GED)? Yes C] No ❑ '.`If Yes,Dale Schools attended after High School, Fields of Study NO.OF CREDITSREC'D. Certificate, - or special training received. or Tiuesoi D9gree. NAMEANDLOCATION.: FROM TO "Full Part special Courses Semester ;Qtr. Clock Etc- _ Mo.- Yr. Mo.. Yr.. ..'erne. Time Hours Hours Hours Major. Minor..' Major. Minor, Major. Minor. ... . Major. Minor. t , k L si APPENDIX C (cont•) = 7. List any special training-licenses,certificates,mac ne(incluskills,drivoffice ns equipment, languages or other special skills you may have that are pertinent to the position to which you are appy'Ing CES List the names of three persons other than former employers and relatives having knowledge of your character, ex g. REFERENCES Telephone perience,or ability. Busine Name Address ss 3. our present or most recent job,describe your work.experience during the past TEN years.In with g. EMPLOYMENT HISTORY ri beginning Y osition for which you are applying. Also Include all non-paid or � addition,.list any other prior experience related to the duties of the p .. volunteer work. FILL IN THE FOLLOWING IN DETAIL FROM ADDRESS Month Year EEMPLOYING FIRM } TO O SUPERVISOR'SNAME Month Year 7iTLE TITLE TOTALTIME:Yrs. —Mo. — w _ _ FULLTIME a!SPECIFICDUTIES PARTTfME 1 Haura per week STARTSALARY$ w ^— LAST SALARY S In .REASON FOR LEAVING w ' a!IF:YOU STILL WOR1c H£RE MAY WECONTACT THIS EMPLOYERTSYES_ t�NO FROM Month Y®+w i ADDRESS 7 EMPLOYING FIRM TO SUPERVISOR'SNAME Month —Yea YOURJOSTITLE TITLE TOTALTIME:Yrv. Mo'' FULLRME SPECIFIC DIMES PARTTIME sr week Haurs p START SALARY$ _ - LAST SALARY$ _ REASON FOR LEAVING FROM i Month Year EMPLOYING FIRM ADDRESS TO _ SUPERVISOR'S NAME Month Year f YOURJOBTITLE TITLE TOTALTIME.Yrs. _--Ma. - Eli FULLTIME SPECIFICOUTIES PARTTIME Hours per week L S TART SALAP.Y$ {I LAST SALARY S REASON FOR LEAVING ------ FROM Year AMonth EMPLOYING FIRM SOR'S NAME TO Month Year� SUPERVI YOURJOBTITLE TITLE 70TAl TIME:Yrs. —MO• FULLTIME. SPECIFIC DUTIES pARTT!ME Hours per week START SALARY S "u. .LAST SALARY$ - REASON FOR LEAVING ---- 52 APPENDIX C 10. ap appointment ment To Insure that a position may be required.laced in a position Fini l appointment t fo those speciht be a fic positonou or ts will be contingent upon examination pprior ysical examination. 17. MILITARY SERVICE RECORD: Service Branch Dates of duty Month Year to- Month Year Special training appiicabieto employment: 1 Hereby Certify that this application contains no misrepresentations or falsifications and that the Information given le and Is cause for to the best of my knowledge and belief.l understand that misrepresentation or omission of facts called for In this application cancellation of the application andiordismissal from employment.I authorize this employer, to make any necessary and appropriate investigations to verify the information contained herein. DATE Signature of Applicant -=------------------ -----------------cut here--.__--__--- ----------------------.------- The information below is needed for affirmativeaction data purposes. It will be detached prior to screening your application and will not be used in the selection process. Position applied for Date of application Female Age Date of Birth Month Day Year-• _ Sex: Ma►e ,+ Race or cultural group:(please check appropriate box) Mental or Physical r Oriental Handicap Yes IIO Black Caucasian American Indian Other Spanish American I - Space below for office use 6nly) V Reviewed by Received by Applicant Accepted Yes No Date of Appointment Applicant Rejected _____—Yes .No (Check reasons for rejection and explain In space provided) { ( ) Education ( ) Work History ( ) Experience ) IncompleteApplica4lan c ( ) Test Scores )) Interview jobs,but no vacancies at time of applicaticn Licenses Oualifled for some Certificate ) Reference ( ) Physical ) ©cher - Remarks: i mom -----------------cut here------------- -------------'------------- DO NOT WRITE IN THIS SPACE. r - - Y 3 54 APPENDIX C (cont.) : EXPLANATORY NOTE: The City currently has a stock of application forms which could last three to four years. As described in the text, this form is inadequate for data purposes (applicant flow data, rejection rates for protected classes, pin- pointing disparate effect in the selection steps, etc.) . It is essential that we begin collecting this information. if the City does not wish to revise the application form soon, we may consider stamping the affirmative action data section "VOID" and attaching a separate data slip. This slip should follow the design recommended in the revised form. The proposed application form, with the affirmative action data section will g motes_ It- be sufficient to evaluate applicant flow and overall rejection ion _.. will not provide for evaluation of rejections at the various stages of the selection process. if disparate rejection rates are discovered, a mechanism must be developed to recombine the body of the application form and the data slip. This could be accomplished by sequential number stamping of both the body of the form and the slip. This should be accompanied by a promisary note that the two parts of the form will not be recombined until the selection process has been completed. NOTE: Affirmative Action data may only be requested. it can not be required as a condition for consideration of candidates. In cases where it is not provided, a data note to that effect should be inlcuded with other data. w i a d. F a APPENDIX D: 55 3{ p,F'4UE5T FOR TRAINING Title E�iployee Name --- Date ! Department - _ Employee request to attend Employer required attendance Title of Training Program ~� (workshop, seminar, conference, class, etc.) i Institution or.Organization � i Training Dates: From - Registration Deadline I To -- Ai Describe the nature of the training (attach brochures, Programs, agendas, or other descriptive materials) : Relevance of training to current POs' or reasonable promotion or transfer oppor- tun ties: Cost of Training: ......................$ Registration or Tuition & Books Travel Lodging.. Per`Diem..'....... I.......................... •• Other: Total. .$ .. Employee Signature -- --------------- ----- ----- To be completed by the Department Head: Disapproved, reason: Approved i f, comments: - f 1 Date Signature ------------- To be-completed�by-the-City Administrator; Approved Disapproved, reason:' 1 APPENDIX D (cont. 55 Comments _ Date Signature __ __ _ -� ___-___-____�___-� ____ ____ __ ------------------------------------ To ------------ To'be cozmoleted by the CityrRecorder/Finance Director: _ Approved _request received: -- -(date) cash Advance Provided in the amount of $ __ _-_. Check No. _, on -x (da Record of Training Received placed in Personnel File: (date) OR Record of Disapproved Request placed in Personnel File: (date) Date �. Signature -- ------------- ---- ------------------------------------------- copy distribution: Employee Department Head City Recorder - Personnel File - Accountant (on approved requests only) . P Lz� t n, a APPENDIX E: 57 EXli INTERVIEW AND SEPARATION CLEAR -+CE This form must be completed, signed and placed in the employee's personnel file prior to their termination. Employee Name Date of Hire Title Date of Termination Department Type of Termination (resignation, termination, etc.) t Summary of Interview (including reason for termination) : --------------------------------------------------------------- ------------------------------------ -----•- ----- Future Release of Information from the personnel file (to be completed by the em- ployee) : I hereby authorize the release of the following information to ai.y a outside parties inquiring regarding my employment with the City of Tigard (check the appropriate blank(s)) : X only verification of employment, dates and titles. Any and all information contained in my personnel file. Performance Records. Attendance Records. Salary Records. Disciplinary Records. Training Records. Other: ------------------------------------------- Separation Clearance: I certify that all City property assigned to me during my employment has been returned, ;including: Keys Equipment: Manuals and Publications: Other: _ ----------------- ---- - - -------- - ------- --- ----- -- -- -- g r"'.nployee's Signature: Signature of person conducting Exit Interview: (supervisors Department bead, or City Date: Administrator) copy distribution: employee personnel file 3 1 5s APPENDIX F: SA14PLE LETTER TO EMPLOYEES MEMORANDUM TO: ALL EMPLOYEES FROM: RAELDON BARKER, CITY ADMINISTRATOR RE: AFFIRMATIVE ACTION PROGRAM IT IS THE POLICY OF THE CITY OF TIGARD TO PROVIDE EQUAL EMPLOYMENT OPPORTUNITIES TO ALL PERSONS. THIS POLICY APPLIES TO ALL TERMS AND CONDITIONS OF EMPLOYMENT. TO I14PLE14ENT THIS POLICY THE CITY HAS DEVELOPED AN AFFIP14A.TIVE ACTION PROGRAM. THIS PROGRAM OUTLINES SPECIFIC ACTION STEPS TO INSURE THAT NO DISCRIMINATION OCCURS IN CITY E14PLOYMENT AND TO ESTABLISH PARITY OF RE-PRESENTA'PTOV IN ATL DEPARTMENTS AND CLASSIFICATIONS WITHIN FIVE YEARS- THIS PROGRAM WILL BE CONTINUOUSLY MONITORED AND PERIODICALLY UP—DATED UNTIL PARITY IS ESTABLISHED. WRITTEN MATERIALS REGARDING THE PROGRAM WILL BE AVAILABLE TO ANY INTERESTED EMPLOYEES FROM MY OFFICE. SEVERAL ASPECTS OF THE PROGRAM WILL BE VERY IMPORTANT AND BENEFICIAL TO CITY EMPLOYEES: s EEO COUNSELOR: THE EEO COUNSELOR IS DEPARTMENT. S/HE WILL BE AVAILABLE TO PROVIDE YOU WITH INFORMAL AND CONFIDENTIAL COUNSELING RELATING TO EQUAL, EMPLOY — MENT REGULATIONS A14D THE AFFIRMATIVE ACTION PROGRAM- IF YOU HAVE ANY ABOUT ANY PERSONNEL NEL ACTIONS OR ANY ASPECTS OF THE AFFIRMA— TIVE ACTION PROGRAM, PLEASE FEEL FREE TO CONTACT HIM/HER. PROMOTION & TRANSFER SYSTEMS: TO HELP YOU IDENTIFY AND PLAN FOR YOUR CAREER DEVELOPMENT, WE HAVE DEVELOPED PROMOTION AND TRANSFER INFORMATION FOR YOUR USE. THIS INFORMATION CAN BE FOUND IN THE JOB DESCRIPTION BOOK AVAILABT�E FROM YOUR DEPARTMENT HEAD. IN ADDITION, WE WILL BE IDENTIFYING _s rn.,,.nrcc+x+o MUPnTiT_H THE PERFORMANCE EMPLOYEES WHO QUALIFY FOR PROMOTION OR TRANSFIE _.. _ EVALUATION SYSTEM AND CONTACTING YOU FIRST AS VACANCIES OCCUR. TRAINING/TiJITION REIMBURSEMENT PROGRAM: THE CITY OFFERS TRAINING AND EDUCATION FUNDS;TO IMPROVE E14PLOYEE SKILLS FOR THEIR CURRENT POSITIONS AND PROMOTIONAL POTENTIAL. I ENCOURAGE THE USE OF THESE PROGRAMS AND WILL GIVE CAREFUL CONSIDERATION TO ALL REQUESTS. IN ADDITION, I WISH TO LEARN OF YOUR TRAINING NEEDS TO HELP IN PLANNING TO MEET THOSE NEEDS. PLEASE SEE THE PERSONNEL MANUAL FOR SPECIFIC INFORMATION ON THE TRAINING AND TUITION REIMBURSEMENT PROGRAM PROCEDURES. GRIEVANCE PROCEDURES/DISCIPLINARY APPEALS: THE CITY FEELS THAT IT TS 'IMPORTANT TO RESOLVE PROBLEMS INTERNALLl- FOR THIS REASON WE HAVE DEVELOPED IN-HOUSE PROCEDURES FOR REVIEGTING PERSONNEL ACTIONS. PLEASE ; FEEL FREE TO USE THESE PROCEDURES. EMPLOYEES WILL NOT BE SUBJECT TO REPRISAL FOR THE USE OF EITHER DISCIPLINARY APPEALS OR THE GRIEVANCE PROCEDURES. I SUGGEST THAT YOU CONTACT THE EEO COUNSELOR AND BARGAINING ASSOCIATION REPRESENTATIVES FOR ASSISTANCE WHEN CONTEMPLATING SUCH ACTIONS. IF YOU HAVE ANY QUESTIONS, PLEASE FEE FREE TO CONTACT ME OR (EEO COUNSELOR) n. , j 59 APPENDIX G: S.nPQPLE LETTER TO VENDORS,•CONTRACTORS, ETC. (date? DEAR MR./MS.: OPPORTUN IT IS THE POLICY OF THE CITY OF TIGARD TOO]PROVGIONDEN?1QTIONAL UAL EMPLOROIGIN,TPOLITTICALITIES TO ALL, WITHOUT REGARD TO RACE, COLOR, IDEOLOGY, MARITAL STATUS, AND SEX, AGE AND MENTAL OR PHYSICAL HANDICAP EXCEPT WHERE IT IS BASED UPON A BONA FIDE OCCUPATIONAL QUALIFICATION. THIS POLICY f APPLIES TO RECRUITING, HIRING, PLACEMENT, COMPENSATION, PROMOONR�rET AND RS, LAYOFFS, DISMISSALS, SENIORITY, BENEFITS, TRAINING, AND ALL CONDITIONS OF EMPLOYMENT. TO IMPLEMENT THIS POLICY, THE CITY IS VOLUNTARILY DEVELOPING A AFFIRMATIVE ACTION PROGRAM. THE GOAL OF THIS PROGRAM IS TO.INSURE THAT EQUAL EMPLOYMEi7T OPPORTUNITY IS A FACT, AS WELL AS AN IDEAL, OF THE CITY- THE CITY OF TIGARD REQUIRES THAT ALL BUSINESSES WITH WHOM WE DEAL BE EQUAL i OPPORTUNITY EMPLOYERS. WE HOPE THAT YOUR COMPANY SHARES OUR COMMITMENT TO THIS IMPORTANT POLICY AND URGE YOU TO UNDERTAP.E VIGOROUS AFFIRMATIVE ACTION 'In REDRESS THE EFFECTS OF PAST DISCRIMINATION. { CORDIALLY, CITY ADMINISTRATOR' OR CITY RECORDER v E F . E t 1 _ Ll _ 60 i APPENDIX H: SAMPLE LETTER TO CIVIC GROUPS AND FUTURE LABOR SOURCES TO WHOM IT MAY CONCERN: THE CITY OF TIGARD, THROUGH ADOPTION OF RESOLUTION NO. 75-37, PUBLICLY EMPLOYMENT OPPORTUNITY AND ESTABLISHED AN ANNOUNCED IT'S POLICY OF EQUAL AFFIRR9ATIVE ACTION PROGRAM. THE GOAL OF THIS PROGRAM I�FTHIE CITY- , EQUAL EMPLOYMENT OPPORTUNITY IS A FACT, AS WELL AS AN IDEAL, AS A PART OF THIS PROGRAM, THE CITY IS IDENITFXING AND CONTACTING CIVIC GROUPS AND FUTURE LABOR SOURCES TO NOTIFY THEM OF OUR AFFILiVINTEREST 3NACTION SE0 AL D FUTURE p=4POWER NEEDS. AS YOUR ORGANIZATION: (1) OPPORTUNITY; OR (2) IS`ABLE`:.�0 PROVIDE REFERRAL OF QUALIFIED FEMALE AND MINORITY CANDIDATES, WE'WOULD ENJOY THE OPPORTUNITY TO MEET WITH YOU OR PROVIDE WRITTEN MATERIAL REGARDING THE AFFIRMATIVE ACTION PROGRAM. PLEASE FEEL FREE TO CONTACT ME TO OBTAIN INFORMATION ON THE PROGRAM, OR TO SCHEDULE A MEETING OR PRESENTATION WITH YOUR ORGANIZATION. SINCERELY, CITY ADMINISTRATOR t . h : 61 BIBLIOGRAPHY INFORMATION SOURCES i f i t t i 63 BIBLIOGRAPHY Affirmative Action and Equal Employment - A Guide Book for Em-2loyers, Volumes I & II, U.S. Equal Employment Opportunity Commission, Washington D.C., January, i 1974. S , Affirmative Action Plan, City of Corvallis, adopted 1975. 1 An Affirmative Action Handbook for Oregon Local Governments, Local Government Personnel Institute, January, 1978. EEO/AAP, City of Troutdale, 1976. } EEO/AAP, CRAG, 1977. i - EEO for State and Local Governments, U.S. Civil Service Commission, BIPP, Washington D.C., Issues Number 4, 7, 9, 10 & 11, 1975, 1977, others not dated. EEO Resolution, City of Beaverton, 1973. j Equal Employment Opportunity in State and Local Governments - A Guide for Af- firmative Action, U.S. Civil Service Commission, Bureau of Intergovernmental Programs, Washington D.C., Revised 1972, Equal Pay for Ecrual Work under the Fair Labor Standards Act, Interpretive Bulletin of the Code of Federal Regulations, Title 29, Part 800, WH Publication #1209, U.S. Dept. of Labor, Employment Standards Administration, Wage & Hour Division, Revised June, 1974. Executive Order 11246, EEOC, 1965. Federal Register: Uniform Guidelines on Employee Selection Procedures, U.S. civil service Commission, EEOC, Division of Justice, and Division of Labor, August, 1978. Goals and Timetables for Effective Affirmative Action, U.S. Civil Service Commission,;rBIPP, 1972, Guidelines for the Development of an Affirmative Action Plan, U.S. Civil Service Commission,'BIPP, Washington D.C., Revised 1975° Guidelines on Discrimination Because of Sex, EEOC, Washington D.C., 1965. Josephine County_ Affirmative ActionProgram, 1976. Local Government Personnel Administration, International City Management [ Association, Washington D.C., 1976. oral Interviewing Manual for Local Governments, Local Government Personnel `Institute, Salem, Oregon, 1977. E Revised Equal Employment Opportunity and'Affirmative Action Program for 1978, Multnomah County, January, 1978. . 7 i 64 STATISTICAL BIBLIOGRAPHY California Man0"er Information for Affirmative Actio* Proctrams, State of California, Employment Development Department, Employment Data and Research, May, 1978. Cooperative Salary Sunt.*eY Report, February, , 1978, Local Government Personnel Institute, Salem, Oregon. ES�nlo ,ent and Earnin s, Se tember 1978, Vol, 25, No. 9, Bureau of Labor Statistics, U.S. Department of Labor. Geographic Profile of Employment and Unemployment 1976, U.S. Dept. of Labor, 1977, Report 504. Labor k 1978, Washington Mar et Information for Affirmative Action Programs. Olympia, State Employment Security Dept. , Research & Statistical Branch, Washington. News, U.S. Dept. of Labor, Bureau of Labor Statistics, Washington D.C., September, 1978. Portland SMSA Labor Market Information for 1979 Affirmative_Action Programs, State of Oregon, Employment Division, Department of Human Resources, Salem, Oregon. State o£ Are on Manower Information for Affirmative Action Programs, 1979, State of Oregon, Employment Division, Department of Human Resources, Salem, Oregon. INFOFMATION SOURCES Op Y --------------- 1-206-442-0968 Equal Employment O. _ortunit Commission ----------- 1-800-227-0803 Bureau of Labor Statistics ; Voluntary EEO/AAP - Intergovernmental ---- 1-202-634-5200 Relations Division ------------------------------ _------ International City Managers Association 1-202-293-2200 f League of Oregon Cities ------------------------------- 1-800-452-0336 i Local Government Personnel Institute -=-------------------- 1-588-2251 Bureau of Labor: Wags & Hour Division ---------------------- 229-5750 . __- 229.-6413 Civil Rights Complaints ------------------- - - --- ' Civil Rights Technical Assistance ---------- 227-3186 229 5087 American Civil Liberties Union ------------------------ -- ,,, �,_. 1 (� 1... i f t { t i t 4 t r; ,q .. �. _ _ _ f D Y„ TE �" § t U t' B S, -' A WEEKLY NEWSLE`TER Staff is hopeful that L`rC will allow the Cit; to purchase 'I' ste water from the Durham Plant for use on the nei,: soccer fields. ter. Bill Young has assured us that every ef'ort will be made to solve any difficulties in this regard. ROB7RT-A LT AVES S. Ms.. Roberta L'Esperance will leave the City to work for ,junior Achievement in Portland. She hes been helping Martha Mclennan in und2tin� the Police. Operations I4anual. S:`c are hopeful that C TArtivill a�;and us a one month allocation. for the continuation of this task. CCO' PARK G^,!'N^ The City Administrator has been notified that we have received an extension of a grant application for Cook park--Soccer Fields and Parking Lot. This grant has been extended to October 31, 1979. We anticipate construction to follow the installation of the Tualatin Valley Interceptor by the Unified Sewerage Agency. reen Wilson has,prepared an Ordinance Manual for use in formalizing our preparation of ordinar_ces. Copies oi' tnis manual are available at City Hall should you wish to reviet.? it. 0Uj"7 : 7A , TAL1+nVT11 T� s Department Leads have received a Supervisor's I.Iarual prepared by Hartha ?Iclennan dealingwith employment al d nzring practices. This is 'a very imrortant document in light of Affirmative Action and Minority issues. LOC 1T0T2FICA"_'IOItiT OF 'TC?rAS�S IN I�JST .ANC ' RATE-S. Staff has received final information on Premium Rates and Coverages for`the .league Group Insurance Program. Health is up 10% with new preventive healthcare options added. Dental is up 10;` and various options arc included. A complete informational package is avail- able through City Hall GPA IT I,IISSED. .. . . .TRY .AGAIN. Our application for Land and Water Conservation Funds through the Department of Transportation - Park and Recreation Branch has been rejected.° Staff and ORB representatives met with the Agency in Salem but the 1,200,000-00 statewide funds were allocated to others leaving Tigard with an empty hand. However, we were encouraged to apply in the Fall using the sane presentation. I'le are "pending". This application was for development of Summer Take Park in the 130th Ave. and Scholls Ferry Road area.