RESOLUTION TO ADOPT AFFIRMATIVE ACTION PLAN RESOLUTION NO. R

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1 RESOLUTION TO ADOPT AFFIRMATIVE ACTION PLAN RESOLUTION NO. R WHEREAS, The City of Freeport is committed to providing equal opportunity in all terms, conditions, or privileges of employment; and WHEREAS, The City of Freeport is committed to identify and eliminate past and present effects of discrimination in employment; and WHEREAS, The City of Freeport is committed to provide fair and equitable service to the public; and WHEREAS, this City Council adopted a General Statement on Equal Employment Opportunity and Affirmative Action on December 4, 2006, which had been recommended by the Human Relations Commission on November 15, 2006; and WHEREAS, it was intended that the General Statement be the underlying basis for the formation of an Affirmative Action Policy; and WHEREAS, the Human Relations Commission unanimously voted on April 11, 2007 to recommend an Affirmative Action Plan to this City Council based upon the General Policy Statement and as shown in Exhibit A. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FREEPORT, ILLINOIS as follows: Section 1. The foregoing recitals shall be and are hereby incorporated in this Section 1 as if said recitals were fully set forth. Section 2. The Corporate Authorities hereby adopt the Affirmative Action Policy as recommended by the Human Relations Commission and is attached as Exhibit A. Section 3. If any section, paragraph, clause or provisions of the Resolution shall be held invalid, said invalidity shall not affect any other provision of this Resolution. Section 4. This Resolution shall be in full force and effect from and after its passage and approval in the manner provided by law. RESOLVED BY THE CITY COUNCIL OF THE CITY OF FREEPORT, ILLINOIS this day of, 2006.

2 Latacia M. Ishmon, City Clerk APPROVED this day of, George W. Gaulrapp, Mayor

3 Exhibit A CITY OF FREEPORT ILLINOIS AFFIRMATIVE ACTION PLAN

4 CITY OF FREEPORT AFFIRMATIVE ACTION PLAN TABLE OF CONTENTS Section Subject Page Table of Contents i I Policy Statement and Objectives I-1 Equal Employment Opportunity Statement I-2 Compliance with Employment Related Laws I-3 Affirmative Action in Employment I-5 Objectives I-6 II Responsibility for Implementation II-1 Responsibility II-2 III Utilization analysis III-1 City and County Demographics III-2 City of Freeport Employee Demographics III-3 IV Recruitment Sources IV-1 Recruitment Source Listing IV-2 i

5 CITY OF FREEPORT ILLINOIS AFFIRMATIVE ACTION PLAN SECTION I POLICY STATEMENT AND OBJECTIVES I-1

6 EQUAL EMPLOYMENT OPPORTUNITY STATEMENT AN EQUAL OPPORTUNITY EMPLOYER The City of Freeport reaffirms its commitment to providing equal opportunity in all terms, conditions, or privileges of employment, including, but not limited to, recruitment, certification, selection, job assignments, working conditions, fringe benefits, compensation, training, transfers, layoffs, recall from layoffs, disciplinary actions, terminations, or promotions. Any employees with questions or concerns about any type of discrimination in the workplace are encouraged to bring these issues to the attention of their immediate supervisor or the Human Resource Manager. Employees can raise concerns and make reports without fear of reprisal. The City will thoroughly investigate instances of alleged discrimination and take corrective action if warranted. Anyone found to be engaging in any type of unlawful discrimination will be subject to disciplinary action, up to and including termination of employment. I-2

7 COMPLIANCE WITH EMPLOYMENT RELATED LAWS Through the policies and programs set forth in this plan, the City of Freeport undertakes to comply with applicable Federal, State and local laws relating to equal employment opportunities, affirmative action, and non-discrimination in public service. This plan addresses obligations under the following laws and regulations: 1. Social Security Act (1935) 2. Equal Pay Act, amendment to FLSA (1963) 3. Title VI and VII, of the Civil Rights Act of 1964, as amended by the Equal Employment Opportunity Act (1972) and the Pregnancy Discrimination Act (1978) 4. Executive Order 11246, as amended by Executive Order The Age Discrimination in Employment Act (ADEA) (1967), as amended in 1978 & Consumer Credit Protection Act (1968) 7. Wage Garnishment Act (1968) 8. Occupational Safety and Health Act (OSHA) (1970) 9. The Rehabilitation Act (1973), as amended in The Vietnam Era Veterans Readjustment Act (1974) 11. Guidelines on Sexual Harassment (1980) 12. Consolidated Omnibus budget Reconciliation Act (COBRA) (1985) 13. The Immigration Reform & Control Act (IRCA) (1986), as amended by the Immigration Act (1990) 14. Drug-Free Workplace Act (1988) 15. Americans with Disabilities Act (ADA) (1990) 16. Older Worker s Benefit Protection Act (1990) 17. Civil Rights Act of 1991 I-3

8 18. Family Medical Leave Act (FLMA) (1993) 19. Omnibus Budget Reconciliation Act (OBRA) (1993) 20. Uniformed Services Employment and Reemployment Rights Act (USERRA) (1994) 21. Mental Health Parity Act (1996) 22. Health Insurance Portability and Accountability Act I-4

9 AFFIRMATIVE ACTION IN EMPLOYMENT The City of Freeport, IL undertakes a program of Affirmative Action, to which good faith efforts will be directed to: 1. Continue to monitor the extent to which minorities and women are underutilized in major job categories, identify causes, and devise strategies to eliminate the causes. 2. Continue to monitor employment rules, policies, procedures, and practices to ensure they do not have an adverse impact on minority groups, women, individuals with disabilities, and other protected classes. 3. Identify specialized recruiting sources, and develop recruitment strategies and efforts to locate qualified minorities and female candidates in order to aggressively reduce underutilization. 4. Identify specialized recruitment sources, and develop recruitment strategies and efforts to locate qualified candidates with disabilities. 5. Identify specialized recruitment sources, and develop recruitment strategies and efforts to meet specialized needs of an age-diverse workforce. 6. Establish a monitoring system that will assure effective operation of the affirmative action/equal employment opportunity program, achievement of its objectives and goals and a means for modification of the plan as needed. 7. Create and promote a productive working environment that sustains and supports a diverse workforce. I-5

10 CITY OF FREEPORT OBJECTIVES 1. Create and implement an Affirmative Action Plan Action/Timeline: Research Freeport s past recruitment and hiring practices, and evaluate methods of recruitment and hiring of women and minority groups. This should be completed in the early part of Evaluate our advertisement reach to specific target groups. Action/Timeline: On an ongoing basis, analyze the demographics of applicants the City receives through current forms of recruitment and position advertising. 3. Review and update essential functions, qualifications, and duties of the City s job descriptions in order to maintain relevant job requirements. Action/Timeline: On an ongoing basis, the Human Resource Manager in partnership with appropriate department will review and update job descriptions prior to recruitment and during job studies. 4. Monitor employment practices for an organizational perspective. Action/Timeline: On an ongoing basis monitor the City s employment practices, providing periodic reports to departments in order to ensure diversity issues are being addressed. 5. Incorporate and evaluate the use of Illinois Skills Match in the recruitment process to reach a broader spectrum of minorities. Action/Timeline: Implement the use of Illinois Skills Match when appropriate for vacant position level. I-6

11 CITY OF FREEPORT ILLINOIS AFFIRMATIVE ACTION PLAN SECTION II RESPONSIBILITY FOR IMPLEMENTATION II-1

12 RESPONSIBILTY Human Resource Manager RESPONSIBILITY FOR IMPLEMENTATION The City of Freeport s Human Resource Manager is responsible for the following actions: 1. Maintenance of all central human resources records in a manner consistent with applicable employment practice laws and regulations, and with the requirements of this program. 2. Develop and maintenance of all human resources directives in a manner that is consistent with applicable laws, regulations, and this program. 3. Periodically reviewing the City s classification system and procedures, benefits, packages, leave policies, training and career development programs, and other employment practices, to assure that all such practices conform with current legal and regulatory requirements and the provisions of this program. 4. Assistance to department heads and/or other personnel who need technical advice in meeting their responsibility under this plan and under applicable equal employment laws and regulations. 5. Review of employment practices in the City, and related documents, such as job descriptions, applications forms, job announcements, etc., to help assure that any such practices which are discriminatory are eliminated or modified. 6. In conjunction with departments, develop recruitment strategies to continue to diversify applicant pools in order to help achieve goals under this program. 7. Ensure testing administered to applicants meets standards for job relatedness, reliability, and appropriate language, and does not discriminate against applicants in protected classes. Department Heads and Supervisors Department Heads and supervisors will be expected to make a good faith effort to implement the Affirmative Action Plan as part of their prescribed duties. Prescribed duties include: 1. Implement the Affirmative Action Plan in their respective department and divisions. II-2

13 2. Analyze the specific employment needs and patterns of their departments and divisions and supervisors to better address diversity issues. 3. Collaborate with the Human Resource Manager to assist in meeting goals and objectives of the plan. 4. Evaluate, in conjunction with the Human Resource Manager, the City s good faith efforts to achieve objectives and reach goals in accordance with the Affirmative Action Plan. City Employees All City employees are directed to comply with the spirit and letter of the Affirmative Action Plan. Any employee of the City of Freeport who willfully violates the intent of this Plan will be subject to appropriate disciplinary action. PUBLICATION AND DISTRIBUTION OF AFFIRMATIVE ACTION PLAN Internally: 1. Department Heads and Supervisors will be fully informed through: A. Written communication from the Human Resource Manager. B. Holding special meetings, where needed, to discuss the plan, responsibilities, and the review process. 2. City Employees should be informed by the following methods: A. The City s Equal Opportunity (EEO) statement, and State and Federal EEO posters will be displayed on bulletin boards, in strategic work areas. B. Presentation and discussion as part of employee orientation. C. As necessary, special meetings will be held with employees to explain key plan elements. Such meetings will help communicate the seriousness of organizational commitment and prevent backlash from those who might fear loss of their jobs or promotional opportunities. II-3

14 Externally: 1. The public will be informed of the City plan through: A. Positing EEO Policy in City buildings in public view. B. An EEO statement will be made a standard part of all job announcements and recruitment advertising, all recruitment sources will be made aware of the EEO policy. II-4

15 CITY OF FREEPORT ILLINOIS AFFIRMATIVE ACTION PLAN SECTION III UTILIZATION ANALYSIS III-1

16 City of Freeport Population (2000 U.S. Census) Gender % Male 12, % Female 14, % Total 26, % Race % White 21, % Black 3, % Hispanic** % Other % Total 26, % Stephenson County Population (2000 U.S. Census) Gender % Male 23, % Female 24, % Total 47, % Race % White 43, % Black 3, % Hispanic** % Other % Total 47, % **May be of any race III-2

17 City of Freeport Employee Demographics by Departments (December 2006) Job Category Total Employees **Total Minorities Total Males Total Females Total White Total Black Total Hispanic Total Other Races Admin % of Total % 58.82% 41.18% 58.82% 88.24% 11.76% 0% 0% Police % of Total 100% 36.62% 69.01% 30.99% 92.96% 5.63% 1.41% 0 Fire % of Total 100% 10.20% 95.92% 4.08% 93.88% 6.12% 0% 0% Public Works % of Total % 5.56% 100% 0% 94.44% 5.56% 0% 0 Water % of Total 100% 19.35% 83.87% 16.13% 90.32% 6.45% 0% 3.23% Library % of Total 100% 87.10% 16.13% 83.87% 83.87% 12.90% 3.23% 0% City Totals % of Total 100% 34.56% 70.05% 29.95% 91.24% 7.37% 0.92% 0.46% ** Total Minorities column includes women III-3

18 CITY OF FREEPORT ILLINOIS SECTION IV RECRUITMENT SOURCES IV-1

19 RECRUITMENT SOURCES Freeport Shopping News The Journal Standard Rockford Register Star Freeport Focus Illinois Skills Match City of Freeport website Employee Referrals Job Fairs Staffing Services Internet Employment sites Colleges/Universities Cable Company Radio Stations Unemployment Office Veterans Administration Specialized Magazines, Journals, Newsletters Advertising sources vary with each recruitment. IV-2

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