[CC 1983 §101.010]
A.
It
is the policy of the City of Hollister to vigorously promote the objectives
of public policy as set forth in the Equal Employment Act of 1972
(42 U.S.C. 2000e et seq.) and Presidential Executive Order 11246.
To implement this policy the City does hereby adopt this Affirmative
Action Plan. The goal of this plan is to ensure that equal employment
opportunity becomes a fact rather than a promise. The Mayor is directed
to take personal leadership of this important program. Each department
head and each employee of the City is directed to report regularly
to the Board of Aldermen as part of the standard reporting procedure
(including annual reports, staff meetings, etc.) on the progress being
made in the City under this plan.
1.
The purpose of this program is to set out specific steps to be taken
by the City of Hollister to insure that none of its personnel policies
or practices discriminate against any individual on the basis of race,
color, religion, sex, age, marital status and national origin or physical
disability unless based upon a bona fide occupational qualification.
Further, it specifies the opportunities of minorities and women.
2.
The Mayor of Hollister is given direct responsibility for implementing
this affirmative action program. However, every employee is responsible
for the ultimate success of the program. Performance on the affirmative
action program will be vigorously audited and evaluated each fiscal
year.
[CC 1983 §101.020]
A.
The
Mayor is directed to undertake the following steps to insure that
the Affirmative Action Plan and its purposes are communicated to each
employee of the City as follows:
1.
A letter shall be sent to all employees regarding the affirmative
action plan and explaining the purpose of such plan.
2.
A specific meeting of employees shall be held to discuss the program
and to answer any questions.
3.
A written memorandum shall be sent to all supervisors informing them
of their general responsibilities regarding the affirmative action
program.
4.
Special meetings shall be held quarterly with supervisory personnel
to discuss progress and problems relative to the program.
5.
Requires equal employment opportunity posters and employer policy
statements along with periodic notices regarding the program to be
posted in places where employees normally expect to find such notices.
6.
Summary reports on affirmative action performance shall be annually
distributed to all employees.
7.
Every employee shall be informed of the Administrators to whom questions
can be directed and whose counsel may be sought regarding the program.
8.
Every employee shall be personally informed of the existence and
operation of the internal grievance procedures set up under this plan
for handling complaints of discrimination.
[CC 1983 §101.030]
A.
The
Mayor is directed to implement the following:
1.
All employment advertisements shall contain the words "an equal opportunity
affirmative action employer".
2.
Employment application forms shall contain the following clause:
"The City of Hollister is an equal opportunity employer and shall
not discriminate against an employee or applicant for employment because
of race, color, religion, sex, age, marital status, national origin
or physical disability unless based upon a bona fide occupational
qualification. If you believe you have been discriminated against,
you should notify the City's Equal Employment Officer, Mr. or Ms.
_______________, the Equal Employment Opportunity Commission of the
City or the Missouri Commission on Human Rights."
3.
A notification letter shall be sent to employment sources and minority
organizations informing them of our affirmative action policy and
asking for their active cooperation. The letter shall also State that
the sources shall be promptly informed of all job openings.
4.
A notification letter shall be sent to all vendors, suppliers and
supply contractors with whom we do business informing them of our
affirmative action commitment and soliciting their cooperation.
5.
A notification letter concerning our affirmative action policy shall
be sent to unions and employee associations with whom we deal asking
for their active cooperation.
6.
A letter shall be sent to minority contractors when construction
is contemplated soliciting their bids or involvement in work.
[CC 1983 §101.040]
A.
The
Mayor is directed to ensure that the following are carried out:
1.
The actions of every employee are important to achieving the City's
Affirmative Action Plan's objectives. Disciplinary action shall be
taken against anyone found to be deliberately obstructing implementation
of the plan.
2.
Every supervisor is critically important to the plan's success. Performance
in meeting affirmative action objectives shall be carefully included
in all future performance reviews. Future promotability and merit
increases shall be dependent upon affirmative action results as any
other important duties assigned to supervisory personnel.
[CC 1983 §101.050]
A.
The
Mayor of the City of Hollister shall, with approval of the Board of
Aldermen, appoint an EEO Officer who shall have responsibility for
developing procedures to implement this Affirmative Action Plan and
to audit and evaluate the success of these procedures.
1.
The duties of an EEO Officer are:
a.
To annually review and revise the affirmative action plans with the
assistance of top officials in the City.
b.
To annually audit and evaluate the affirmative action plan and prepare
reports concerning the performance of the City, its subunits and its
management personnel regarding the affirmative action program.
c.
To set up goals, timetables and procedures for implementing the review
and redesign of current personnel practices and correcting current
under-utilization of women and minorities.
d.
To assist and to counsel all Managers regarding their affirmative
action responsibilities.
e.
Counsel minority and women employees on career planning and other
employment matters.
f.
To assist and to counsel supervisors responsible for women and minority
employees, especially in regard to the induction of new employees.
g.
To maintain a liaison with the Equal Employment Opportunity Commission,
the Missouri Commission on Human Rights and other Government compliance
agencies.
h.
To maintain a liaison with all community organizations with an interest
in affirmative action.
i.
To be responsible for investigating and resolving allegations of
discrimination against the City.
2.
The heads of various subunits within the City shall be responsible
for:
a.
Analyzing their work force relative to utilization of minorities
and women.
b.
Setting goals and timetables for bringing their unit into compliance
with the overall affirmative action program.
c.
Promoting actively a positive climate in his/her subunit concerning
affirmative action.
d.
Counseling and giving special help to women and minority employees,
particularly regarding promotional opportunities within his/her subunit
or in other units of the City.
[CC 1983 §101.060]
A.
All
recruiting announcements will contain the following statement: "The
City of Hollister is an affirmative action equal opportunity employer
and will not discriminate in any of its employment practices on the
basis of race, color, creed, sex, age, marital status, national origin
or physical disability unless based upon a bona fide occupational
qualification".
1.
All pertinent sources of minorities and women shall be contacted
by letter and, where feasible, personal visit regarding job opportunities.
2.
Interest in employment opportunities in the City shall be stimulated
by our participation in appropriate activities in the local area.
Visits shall be made to area educational institutions, especially
those with large minority populations.
3.
Recruitment trips outside the local area shall be made to solicit
applications from minorities and women. This will be particularly
true in the case of recruiting any professional or Managerial people.
4.
Efforts to hire minority and women employees for part-time and summer
positions shall be made to encourage their interest in full-time employment
opportunities with the City.
[CC 1983 §101.070]
A.
The
City EEO Officer shall prepare for each employee in the City a job
description describing the job content and the minimum level of competence
needed for each employee in the City.
1.
Job descriptions shall be reviewed and revised where appropriate
on a schedule so as to assure reflection of current work behaviors.
2.
Job specifications shall be reviewed to assure they are related to
job content and are set at the minimum level needed for entrance into
the job.
3.
Trainee positions shall be created to facilitate movement of minorities
and women into various job classes.
4.
Career ladders and logical lines of progression within and between
job classes shall be identified to facilitate the training and promotion
of minorities and women.
5.
Where feasible, jobs shall be restructured to provide easier access
by minorities and women. Such jobs shall be made part of a career
ladder so that they communicate to the employee the potential for
advancement.
[CC 1983 §101.080]
A.
All
employees shall be selected on the basis of merit. The City shall
endeavor to obtain objective results to demonstrate the merits of
the various applicants for any City position. Where written or performance
tests are undertaken, they shall be related to the job description
and duties required of an employee.
1.
All tests and other selection criteria shall be validated according
to generally accepted professional standards as specified in federal
guidelines on selection.
2.
Where appropriate, tests other than paper and pencil varieties shall
be used. Experimentation with performance testing will be undertaken.
3.
Overall written tests shall be de-emphasized. Written tests shall
be used as only one of many factors in the selection decision.
4.
Pretest counseling and preparation sessions shall be offered and
minority and women candidates shall be encouraged to attend.
5.
Retesting shall be permitted as soon as candidates can show reasonable
effort to prepare themselves for such a retest.
6.
Open competitive exams shall be scheduled as often as practical.
7.
Application blanks and employer records shall be reviewed and revised
to insure all questions not related to job performance or which operate
to the detriment of minorities and women are eliminated.
8.
Other selection criteria such as physical or education requirements
shall be reviewed and revised to insure job relatedness. Specifically
this includes, but is not limited to, height and weight requirements,
educational degrees, years of work experience, etc.
9.
All criteria used in selection shall be the minimum necessary for
the job or job class for which the individual is hired. Only where
promotion to higher jobs or job classes is expected within a reasonable
period of time shall criteria for the higher job be used, and then
only when it is unfeasible for us through training programs to prepare
the individual for promotion in that time period.
10.
Job interviews and/or oral Boards shall be carefully structured.
To insure uniformity a standard interview form shall be used. Action
taken as a result of the interviews shall be specifically recorded
on this form and focused on job related factors only.
11.
All interviewers shall be carefully selected and instructed. Where
possible minority or women interviewers shall be utilized.
12.
Required EEO notices along with information regarding our affirmative
action plan shall be conspicuously displayed in all offices where
tests and interviews are conducted. In addition, an EEO clause such
as those referred to above, shall be included on all application blanks
and employee records.
[CC 1983 §101.090]
A.
Selection for promotion shall conform to all the practices outlined in Section 130.080.
1.
Special counseling and career planning shall be given to all minority
and women employees to stimulate their interest in promotional opportunities.
2.
Where feasible, training shall be set up to enhance promotability
of minorities and women. A tuition refund program shall be established
to facilitate women and minorities receiving required education training.
3.
If separate promotional or seniority lists for male and female employees
exist, either formally or informally, they shall be abolished. No
applicant shall be denied a promotion or job assignment on the basis
of sex or any other prohibited criteria. Applicants shall be given
a trial on the job to prove their capability if they are otherwise
eligible for the promotion or assignment. The same policy shall be
adhered to in layoff and recall decisions.
4.
Records shall be kept indicating the movement of minorities and women
within the City relative to promotion, job assignment, layoff, and
recall. In every instance written explanations for rejection of minorities
and women shall be required and systematically recorded.
5.
Employees shall be terminated only for just cause or of their own
volition. An exit interview will be conducted in the case of voluntary
resignations of minorities and women to see if any factors under our
control are responsible. A written record of any such factors disclosed
shall be made.
[CC 1983 §101.100]
A.
Whenever
the City sponsors any training activity, special attention and consideration
shall be given to securing the participation of minorities and women.
1.
Where jobs can be learned in a short period of time, formal on-the-job
training programs shall be instituted to facilitate the movement of
women and minority candidates into these positions with minimum qualifications.
2.
Where formal training is necessary to qualify an individual for a
job, in-house training programs shall be established whenever feasible.
3.
Where formal educational training is required, minority and women
candidates shall be encouraged to get such training through the establishment
of a tuition refund program.
4.
Work schedules of minorities and women employees shall be adjusted
to permit the participation in training programs.
5.
Records shall be maintained as to the numbers and percentages of
minorities and women applying for and participating in all training
programs.
6.
Supervisory training programs shall be conducted. The objective shall
be to improve supervisory skills relative to working with women and
minority employees.
7.
Individual counseling of supervisors by the EEO Officer shall occur
on a regular schedule, particularly for those supervisors responsible
for on-the-job training of minorities and women.
8.
Where lack of resources restrict training opportunities that we can
offer, we shall seek the cooperation of other employers in requesting
local educational institutions to set up training programs so as to
increase the numbers of qualified women and minorities in the labor
force.
[CC 1983 §101.110]
A.
All
employees shall be compensated on the basis of equal pay for equal
work.
1.
Pay rates shall be reviewed particularly in light of the results
of the job analysis, reclassification and redesign efforts described
above.
2.
Pay rates shall be equalized where jobs require substantially equal
skill, effort and responsibility.
3.
All fringe benefit programs shall be reviewed and revised where necessary
to assure that they are equally available to every employee. Particular
attention shall be paid to the availability of fringe benefits to
female employees, especially in areas such as disability leave for
childbirth, retirement systems and insurance programs.
4.
Working conditions shall be reviewed to insure that for each job
or job classification substantially similar conditions prevail. Specifically,
this will include review of work schedules, opportunities for overtime
work, scheduling of vacation and other similar items.
[CC 1983 §101.120]
The facilities available to employees shall be examined to ascertain
if they, in any way, discriminate on the basis of race, color, creed,
sex, or national origin and so forth. Appropriate steps shall be taken
to correct any inequities including "de facto" discrimination.
[CC 1983 §101.130]
An internal grievance procedure shall be set up by the EEO Officer
to process complaints of alleged discrimination. The first step of
this process shall be arbitration by a neutral third party. Employees
are encouraged to informally seek the advice and counsel of the EEO
Officer when they suspect they may have been treated in a discriminatory
fashion. The availability and operation of the internal grievance
process shall be widely publicized, posted in conspicuous places and
described in any communications to employees.
[CC 1983 §101.140]
A.
The
City of Hollister shall conduct a census of its employees by job class
and subunit to assess current utilization patterns for women and minorities.
As part of this survey the City shall also seek to identify currently
promotable or transferable minority and women employees.
1.
The City shall make a study of its future manpower needs based on
expected rates of attrition and employment growth projections.
2.
The City shall conduct a study of relevant labor markets to determine
the availability of minorities and women with skills and qualifications
particularly as they relate to our manpower needs.
3.
The City shall study the training capabilities of area education
institutions and craft unions as first steps toward increasing the
availability of qualified women and minorities.
[CC 1983 §101.150]
A.
It
is the firm commitment of the City of Hollister to correct current
under-utilization of women and minorities with all deliberate speed.
Based on our analysis we believe it will take a minimum of _____ years
to reach this objective. The overall goal is to correct _____ percent
of the imbalance each year.
1.
Each year the Mayor shall concentrate efforts on the job classifications
and subunits where the imbalance and/or greatest potential for employment
opportunities of minorities and women exist.
2.
Every subunit in the City shall annually be required to analyze its
work force and to set goals for the employment of women and minorities.
They shall also be required to identify specific steps they are taking
to improve the promotability of current minority and women employees
and to identify any women and minorities who are ready for possible
promotion in other areas of the City.
3.
Every year goals and timetables shall be set to correct imbalances
that exist by job classifications. These goals and timetables shall
be reflected in the action plans of subunits.
4.
Specific annual goals and timetables shall be made for review and
revision of current personnel practices and procedures. Responsibilities
for accomplishing these goals shall be delegated to appropriate subunits
or Managers.
5.
The EEO Officer shall be responsible for insuring that these steps
are carried out. He/she shall annually identify affirmative action
priorities and communicate these to all line Managers. He/she shall
also assist the head of each subunit in setting annual goals and timetables.
[CC 1983 §101.160]
A.
The
EEO Officer shall continually monitor progress being made in meeting
the objectives of this plan. Where appropriate, periodic revisions
in the annual affirmative action plan shall be made.
1.
Each year the EEO Officer shall prepare an annual report assessing
the performance of the City and its subunits regarding the plan. This
report shall include the comprehensive accounting on each action item
contained in the plan. A summary of the report shall be distributed
to all employees.
2.
The comprehensive report shall become the agenda for a meeting of
top level management. Out of this meeting recommendations shall be
made concerning the following years of affirmative action effort.
3.
Based on these recommendations and in light of previous experience,
the EEO Officer shall revise the plan, zeroing in on areas where the
greatest deficiencies still remain.
4.
The EEO Officer shall assist the Mayor in formulating a new EEO policy
statement each year.
5.
The City shall prepare and submit reports to the Equal Employment
Opportunity Commission, the Missouri Commission on Human Rights, and
to all other appropriate Governmental agencies having responsibility
for our affirmative action performance.
