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RESOLUTION 91-20381 RESOLUTION NO. 91-20381 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, REAFFIRMING ITS COMMITMENT TO EQUAL EMPLOYMENT OPPORTUNITY BY DECLARATION OF AN AFFIRMATIVE ACTION POLICY, PLACING THE RESPONSIBILITY FOR AFFIRMATIVE ACTION IN THE OFFICE OF THE CITY MANAGER, AND OUTLINING THE DUTIES AND POWERS. WHEREAS, it has been and continues to be the policy of the City Commission of the City of Miami Beach, Florida, to foster equal employment opportunity for applicants for employment and members of the City's work force and to promote ethnic, racial and gender participation within the City's work force; and, WHEREAS, this Commission believes that favorable future growth prospects of the City are linked to the economic conditions of the City; and, WHEREAS, on October 23, 1991 , the City Commission of the City of Miami Beach adopted a finding of fact that there is evidence that supports an inference that minorities and women have not proportionately shared in employment opportunities and advancement within the work force of the City of Miami Beach and established a policy to promote their increased participation; and, WHEREAS, the report on the findings and recommendations made by the independent consulting agency and relied upon by the City Manager is attached hereto as Exhibit "1" ; and, WHEREAS, although the City has policies relating to Affirmative Action, Sexual Harassment, and Employee Code of Conduct, the City Commission wishes to reaffirm its position relating to these matters; and, WHEREAS, the goal of increasing minority and female representation and advancement in the City's work force has been established as the Administration's number one goal for the 1991/92 fiscal year. WHEREAS, in order to assert its independence and authority within the Administration of the City, the responsibility for the Affirmative Action Program must to be placed in the Office of the City Manager; and, WHEREAS, the declaration of an Affirmative Action policy, the assignment of responsibility, and the related duties and powers assigned are contained in Exhibit "2" attached hereto. NOW, THEREFORE, BE IT DULY RESOLVED BY THE CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that: 1 . The City Commission of the City of Miami Beach hereby accepts the findings and recommendations made by the Consultants as contained in Exhibit "1" attached hereto. . aua:33d 4uaua4aPdap LP6a3 /bf cn/Q/ .5 :w oj. 04 SP panoJddd )I,Aat3 A'40 fr\exAr,› r _ A dOAVW — HD : sa44V -'1661 `aagoPa0 Jo KPp pas!-u4 a]ldOad Pue 03SSVd •oia,Aaq payaeg4 e „Z„ ijq.ux3 u 114.Aoi. 4as sa[4np pine saaMod a44 1.14!JA aauppoaop u. ' afieuPw k140 al4 Jo ao LUJO au4 u! uo r lod an!4Ptu J!JJV aoJ i [iq!.suodsa.A aq4 6u dap id kg pine `SCD! hod uo my am4puLt uid up jo uo 4p.Appap ail. kg kii.un4Joddo 4uawkoLdwa pnba o4 Iuaua1.Lwwoa s14 sua4 j jeaJ cga.Aag gapa8 [taw jo A'4 j aq4 Jo uo!ss!uauao3 ayl •Z et:0 /4aøt I Eead FLORIDA 3 3 1 3 9 CAT *� ..V.4 CA TIONL A ND 11. S. A. •. OFFICE OF THE CITY MANAGER CITY HALL 1700 CONVENTION CENTER DRIVE TELEPHONE: 673-7010 COMMISSION MEMORANDUM NO. , ""9/ DATE: October 23, 1991 TO: Mayor Alex Daoud and Members of the City Commission FROM: Carla Bernabei Talarico /) City Manager SUBJECT: REAFFIRMATION OF THE CITY'S SUPPORT OF EQUAL EMPLOYMENT OPPORTUNITY BY DECLARATION OF AN AFFIRMATIVE ACTION POLICY, BY PLACING RESPONSIBILITY FOR AFFIRMATIVE ACTION IN THE OFFICE OF THE CITY MANAGER, AND BY OUTLINING THE DUTIES AND POWERS. BACKGROUND Mr. Milton Vickers, Embassy Marketing & Consulting Services, was engaged by the City of Miami Beach on September 3, 1991 to review the City's existing Affirmative Action policy and legislation, relevant Federal , State, and local laws, and current work force statistics, and to make recommendations for the City to implement an effective Affirmative Action Program. A report on the findings and recommendations made by Mr. Vickers is attached. SUMMARY The recommendations contained in the report may be classified into two categories; 1) those requiring City Commission adoption via Resolution; and, 2) those requiring Administration implementation following City Commission endorsement. The recommendations requiring City Commission endorsement and adoption are: 1 . Declaration of Policy - Restating and affirming that it is the policy of the City Commission to provide equal employment opportunity for all by means of Affirmative Action. 2. Responsibility for Affirmative Action - That management and responsibility for Affirmative Action must be with the highest authority within the City's Administration. Responsibility for Affirmative Action must be placed in the Office of the City Manager. 3. Duties and Powers - The duties and powers for the Affirmative Action function are clearly defined, endorsed, and adopted. ADMINISTRATION RECOMMENDATION The Administration recommends that the City Commission adopt the attached resolution accepting the findings and recommendations of the report and reaffirming the City' s commitment to equal employment opportunity by Declaration of an Affirmative Action Policy, by placing responsibility for Affirmative Action in the Office of the City Manager, and by outlining the duties and powers. PFL:me AGENDA 7-tel ITEM DATE AGENDA ITEM R-7-8 October 23, 1991 � EXHIBIT "1" MARKETING 8i CONSULTING SERVICES CITY OF MIAMI BEACH AFFIRMATIVE ACTION PROGRAM 1991/1992 PREPARED BY: MILTON D. VICKERS, PRESIDENT EMBASSY MARKETING & CONSULTANT SERVICES DATE: OCTOBER 3, 1991 300 Biscayne Boulevard Way, Suite 1014• Miami, Florida 33131 •Tel. (305)377-4811 • Fax (305) 377-2716 CITY OF MIAMI BEACH AFFIRMATIVE ACTION PROGRAM 1991/1992 TABLE OF CONTENTS SECTION PAGE # INTRODUCTORY NOTE DEFINITIONS 1 EMPLOYMENT CATEGORIES 2-3 MISSION STATEMENT 4 AFFIRMATIVE ACTION ORDINANCE/ 5-7 RESOLUTION AFFIRMATIVE ACTION POLICY 8 STATEMENT DECLARATION OF POLICY CITY MANAGER 9 SEXUAL HARASSMENT 10-13 MANAGERIAL DIRECTION - PLAN 14-16 IMPLEMENTATION AFFIRMATIVE ACTION OFFICE 17-18 DUTIES AND POWERS DEPARTMENTAL AFFIRMATIVE ACTION 19 OFFICERS PROGRAMMATIC ACTIVITIES - A.A. GOALS 20-23 GRIEVANCE PROCEDURE 24-25 AFFIRMATIVE ACTION AUDIT 26-27 AFFIRMATIVE ACTION SALARY DATA 28 TABLE OF CONTENTS CONTINUED SECTION PAGE # EEO IN-HOUSE SURVEY/AUDIT 29 EMPLOYEE, CAREER PATHING 30-33 FELLOWS PROGRAM 34-40 INTRODUCTORY NOTE The development of an Affirmative Action Program is not an easy task. One of the difficulties centers on the most appropriate approach to take in conceptualizing and operationalizing the Program. One approach centers on the notion of meeting governmental (federal, state, municipal) requirements and quasi-mandates. This approach places major emphasis on numbers, goals timetables, accountabilities, deadlines, and the like. One of the patent absences in this approach is a commitment to changing the organization and how it looks at peop'e, particularly those persons traditionally included in affirmative action. programs. Attitudinal change is a most difficult area which to work, but changes are possible. The second approach focuses on attitudinal change, which is likely to be long term, energy and action-focused; and filled with organizational members' enthusiasm. This approach also capitalizes on the involvement on all levels of the organization in effecting change relative to the inclusion of persons who have historically been excluded from meaningful places in the work force, the handicapped women, ethnic and racial minorities, and older workers. This approach is rational in its most fundamental steps. Additionally, it utilizes reality factors as well as those basic task-oriented facets of organizational life (e.g., goals; timetables; quality controls; checks and balances; system-wide integration with multiple organizational parts, and the like). The first and second approach has been chosen in the development of the City of Miami Beach Affirmative Action Program because it makes the most sense for this organization at this point in time. The relative age of the organization, its present employment profiles, overall mission, involvement with other governmental bodies, the general public, and the city commission and senior managers' levels of commitment to the notion of affirmative action would dictate that an all out assault be taken. Another significant element relates to what has been shown to be effective in effect ng type of organizational growth and development, the concept of participative management, with strong, clear leadership at the top of the organization. The concept and practice of affirmative action will be successful only to the extent that there is genuine, enthusiastic, and broadbased involvement and commitment through all levels and parts of the organization. This Program embraces those notions, Board leadership, senior management leadership and commitment, employee involvement and commitment, in-service training and education, moral, legal and fiscally-prudent imperatives. (1) Finally, this Program is one which will require dedication, energy, commitment, time, and the organization's financial as well as human resources. At this stage in the life of the City of Miami Beach, all signals point to "full steam ahead." (ii) DEFINITIONS RACE,ETHNIC DESIGNATION "Anglo or White" (not of Hispanic origin) All persons having origins in any of the original peoples of Europe, North America, or the Middle East. "Black" (not of Hispanic origin) All persons having origins in any of the Black racial groups of Africa. "Hispanic" All persons of Mexican, Puerto Rican, Cuban, Central or South American, or other Spanish culture or origin, regardless of race. "Asian or Pacific Islands" All persons having origins in any of the original peoples of the Far East, Southeast Asia, the Indian Subcontinent, or the Pacific Islands. This area includes, for example, China, Japan, Korea, the Phillipine Islands, and Samoa. "American Indian or Alaskan Native" All persons having origins in any of the original peoples of North America, and who maintain cultural identification through tribal affiliation or community recognition. Note: The category "Hispanic" White not a race identification, is included as a separate race/ethnic category because of the employment discrimination often encountered by this group, for this reason Hispanic is not included under either "white or black". Source: EEOC Handbook Introduction Booklet (EEO-4 Report) 1 EMPLOYMENT CATEGORIES Officials/Administrators Occupations in which employees set broad policies, exercise overall responsibility for execution of these policies, or direct individual departments or special phases of the agency's operations, or provide specialized consultation on a regional, district or area basis. Includes: department heads, bureau chiefs, division chiefs, directors, deputy directors, controllers, examiners, wardens, superintendents, sheriffs, police and fire chiefs, inspectors, and kindred workers. Professional Occupations which require specialized and theoretical knowledge which is usually acquired through college training or through work experience and other training which provides comparable knowledge. Includes: personnel and labor relations workers, social workers, doctors, psychologists, registered nurses, economists, dieticians, lawyers, systems analysts, accountants, engineers, employment and vocational rehabilitation counselors, teachers or instructors, police and fire captains, lieutenants, and kindred workers. Technicians Occupations which require a combination of basic scientific or technical knowledge and manual skill which can be obtained through specialized post-secondary school education or through equivalent on-the-job training. Includes: computer programmers and operators, drafters, surveyors, licensed practical nurses, photographers, radio operators, technical Illustrators, highway technicians, technicians (medical, dental, electronic, physical sciences), assessors, inspectors, police and fire sergeants, and kindred workers. Protective Service Workers Occupations in which workers are entrusted with public safety, security and protection from destructive forces. Includes: police patrol officers, fire fighters, guards, deputy sheriffs, bailiffs, correctional officers, detectives, marshals, harbor patrol officers, and kindred workers. Para-Professional Occupations in which workers perform some of the duties of a professional or technician in a supportive role, which usually require less formal training and/or experience normally required for professional or technical status. Such positions may fall within an identified pattern or staff development and promotion under a "New Careers" concept. Includes: library assistants, research assistants, medical aids, child support workers, policy auxiliary, 2 welfare service aides, recreation assistants, homemakers aides, home health aides, and kindred workers. Office/Clerical Occupations in which workers are responsible for internal and external communication, recording and retrieval of data and/or information and other paperwork required in an office. Includes: bookkeepers, messengers, office machine operators, clerk-typists, stenographers, court transcribers, hearing reporters, statistical clerks, dispatchers, license distributors, payroll clerks, and kindred workers. Skilled Craft Workers Occupations in which workers perform jobs which require special manual skill and a thorough and comprehensive knowledge of the processes involved in the work which is acquired through on-the-job training and experience or through apprenticeship or other formal training programs. Includes: mechanics and repairers, electricians, heavy equipment operators, stationary engineers, skilled machining occupations, carpenters, compositors, typesetters, and kindred workers. Service/Maintenance Occupations in which workers perform duties which result in or contribute to the comfort, convenience, hygiene or safety of the general public or which contribute to the upkeep and care of buildings, facilities or grounds of public property. Workers in this group may operate machinery. Includes: chauffeurs, laundry and dry cleaning operatives, truck drivers, bus drivers, garage laborers, custodial employees, gardeners and groundkeepers, refuse collectors, and construction laborers. Source: Instruction Booklet (EEO-4) EEOC Form 164, State & Local Government Information 3 MISSION STATEMENT Affirmative Action Program: A philosophical and action-oriented stance, on the part of the City of Miami Beach, to go beyond employment neutrality (equal employment opportunity), and to make additional (positive, pro-active) efforts to recruit, employ, and promote qualified members of groups formerly excluded, underrepresented or discriminated against (intentionally or unintentionally) in the work force. The Program goes beyond benign neutrality in employment practices; and embodies a spirit of organizational responsibility in assisting employees to actualize their fullest potential. 4 AFFIRMATIVE ACTION ORDINANCE/RESOLUTION CITY OF MIAMI BEACH 1991 *Note: The City may move this section as a Ordinance or Resolution. The Contractor recommends the highest point of law with the City's Legislative Jurisdiction. ORDINANCE/RESOLUTION No. ARTICLE - AFFIRMATION ACTION OFFICE Section I. Declaration of Policy It has been and is the policy of the City of Miami Beach to provide equal employment opportunity for all regardless of race, sex, color, national origin, religion, age,physical handicap,ancestry, marital status and/or place of birth. It has been and is further its policy to protect and safeguard individuals recruited, selected and hired within the City employment system by promoting and maintaining equal employment opportunity by means of affirmative action. Section II. Definitions When used herein: a) Affirmative action means a program to assure equality of opportunity and treatment, and to every extent possible, eliminate barriers and imbalance in minority/female employment. b) Office means the City of Miami Beach Affirmative Action Office, a division of the Office of the City Manager. Section III. City of Miami Beach Affirmative Action Office Division recognized director, appointed, exempt from classified service. The City of Miami Beach Affirmative Action Office is hereby recognized as a division of the Office of the City Manager. The office shall be headed by a director who shall be appointed by/or contracted with and shall serve at the will of the City Manager. Such director shall be chosen by the City Manager on the basis of qualifications and experience. The Office shall constitute a position exempt from 5 classified service of the City. The director shall serve under the supervision of the City Manager and/or his/her designate. The City Manager shall appoint such assistant to the director as may be necessary, subject to budgetary limitation. Section IV. Duties and Powers The duties, functions, powers and responsibilities of the office and its director shall include the following: a) The enforcement of the provisions of this article rules and regulations promulgated hereunder. b) Assume overall jurisdiction in the development, implementation and monitoring of affirmative action guidelines as they relate internally to the City of Miami Beach. c) Subject to the approval of the City Manager, promulgate an affirmative action program for each and every City department and/or the City as a whole and thereafter monitor and evaluate same. d) Assume overall responsibility for monitoring and implementation of all equal employment opportunity and affirmative action requirements. Reports of noncompliance shall be forwarded to the City Manager for his/her review and determination. e) Assure that information and technical assistance is provided to all City administration, City employees, and applicants for employment concerning affirmative action programs and equal employment opportunities. � Publish and disseminate public information and materials relating to equal employment opportunities and affirmative action, including serving as a resource to the community at large. 6 g) Make annual reports to the City Manager and the City Commission concerning the status of the City's affirmative action program, and seek City Commission approval of changes to program; the enforcement of the provisions of this article and recommendations concerning methods by which to improve the City's Affirmative Action Program. h) Perform such affirmative duties as may be assigned by the City Manager. 7 .ti • AFFIRMATIVE ACTION PLAN POLICY STATEMENT AFFIRMATIVE ACTION PROGRAM 1991 POLICY STATEMENT The City of Miami Beach believes that sound government clearly and fully recognizes the importance of eliminating employment barriers. A policy of non-discrimination with regard to its employees and applicants for employment is hereby established. The City has adopted and is fully committed to an Affirmative Action Program which will ensure the full implementation of specific policies, procedures, practices, and programs which are designed to increase opportunities for the recruitment, selection, development, retention, and promotion/advancement of racial, religious, and ethnic minorities; women; older persons; and persons with handicaps. The City will ensure a continuing process of fair employment practices for all present and future employees. 8 AFFIRMATIVE ACTION PROGRAM DECLARATION OF POLICY CITY MANAGER CITY OF MIAMI BEACH 1991 AFFIRMATIVE ACTION PROGRAM DECLARATION OF POLICY It is the policy of the City of Miami Beach to provide equal employment opportunity for all, regardless of race, sex, color, national origin, religion, age, physical handicap, ancestry, marital status and/or place of birth. It is also the policy of the City of Miami Beach to provide its employees with a working environment free of harassment due to gender, religion, age and/or physical handicap. It is the policy of the City of Miami Beach to protect and safeguard individuals recruited, selected, hired and promoted within the City employment system by promoting and maintaining equal employment opportunity by means of Affirmative Action. The City has appointed as the Affirmative Action Officer for the City. He/she is available for consultation upon employee request. The City Affirmative Action Plan is available for review in the Office of the City Manager, Monday thru Friday, 8:30 a.m. to 5:00 p.m. Signature City Manager, City of Miami Beach 9 SEXUAL HARASSMENT POLICY AFFIRMATIVE ACTION PROGRAM 1991 SEXUAL HARASSMENT AWARENESS POLICY/PROGRAM AFFIRMATIVE ACTION PROGRAM The City of Miami Beach as part of its continuing affirmative action efforts and pursuant to the guidelines on sex discrimination issued by the Equal Employment Opportunity Commission, and in accordance with the Miami Beach City Code and Personnel Rules, fully supports legislation to protect and safeguard the rights and opportunities of all people to seek, obtain, and hold employment without subjugation to sexual harassment or discrimination of any kind in the workplace. It is the policy of the City of Miami Beach to provide an environment free of sexual harassment. *Sexual harassment does not refer to behavior or occasional compliments of a socially acceptable nature. It refers to behavior that is not welcome, that is personally offensive, that fails to respect the rights of others, that lowers morale and that, therefore, interferes with our work effectiveness. Sexual harassment may take different forms. One specific form is the demand for sexual favors. Other forms of harassment include: * Verbal Sexual innuendos,suggestive comments,jokes of a sexual nature,sexual propositions, threats. * Non-verbal Sexually suggestive objects or pictures,graphic commentaries,suggestive or insulting sounds, leering, whistling, obscene gestures. * Physical Unwanted physical contact, including touching, pinching, brushing the body, coerced sexual intercourse, assault. Sexual harassment may be overt or subtle. Some behavior which is appropriate in a social setting may not be appropriate in the workplace. But whatever form it takes, verbal, non- verbal or physical, sexual harassment can be insulting and demeaning to the recipient and cannot be tolerated in the workplace. Nt This sentence should be removed. The investigation should reveal what is or is not socially acceptable. 10 SEXUAL HARASSMENT COMPLAINT PROCEDURE 1. Any employee who believes he or she has been the subject of sexual harassment should report the alleged act immediately to his or her supervisor, department head, or me, or my representative, Joe Pinon. *2. If a complaint involves a manager or supervisor, the complaint shall be filed directly with the City's Affirmative Action Officer. **3. All complaints will be handled in a timely and confidential manner. In no event will information concerning a complaint be released by the City to third parties or to anyone within the City who is not involved with the investigation. Nor will anyone involved be permitted to discuss the subject outside investigation. The purpose of this provision is to protect the confidentiality of the employee who files a complaint, to encourage the reporting of any incidents of sexual harassment, and to protect the reputation of any employee wrongfully charged with sexual harassment. 4. Investigation of a complaint will normally include conferring with the parties involved and any named or apparent witnesses. Employees shall be guaranteed an impartial and fair hearing. All employees shall be protected from coercion, intimidation, retaliation, interference or discrimination for filing a complaint or assisting in an investigation. ***5. If the investigation reveals that the complaint is valid, prompt attention and disciplinary action designed to stop the harassment immediately and to prevent its recurrence will be recommended to the City Manager. **** The City of Miami Beach recognizes that in some circumstances a particular action or incident may be purely personal, social relationship and not intended as discriminatory or harassment. A factual investigation of all the facts in the complaint will determine if a violation of the City's Policy occurred. Given the nature of this type of discrimination, the City recognizes also that false accusations of sexual harassment can have serious effects on innocent individuals. 11 Note: * Recommended change, from Mr. Pinon to Affirmative Action Officer. ** Should be reviewed by the City Attorney as to possible conflict with FIA Records Law. *** Recommended change, should be recommended to City Manager for final disposition. **** Recommend this paragraph be removed; this paragraph from Procedures 12 PROGRAMMATIC ACTIVITIES AND AFFIRMATIVE ACTION GOALS AFFIRMATIVE ACTION PROGRAM 1991 . CODE OF PERSONAL BEHAVIOR Sexual harassment is a violation of Title VII of the Civil Rights Act of 1964. As such, each City of Miami Beach employee, male or female, as a condition of employment, and in accordance with the policies of the City, commits to uphold and affirm such Harassment Policy as the City has adopted and in so committing agrees to: a. not making unwelcomed sexual advances or requests for sexual favors or other verbal or physical conduct of a sexual nature or any employee's employment, and b. not making submission to or rejecting of such conduct the basis for employment decisions affecting an employee, and c. not creating an intimidating, hostile, or offensive working environment by any such conduct. Sexual harassment by any employee, manager, supervisor, or non-employees will not be tolerated. All employees, managers, and supervisors will be expected to comply with this policy and take appropriate measures to ensure that such conduct does not occur. Appropriate disciplinary action will be taken against any employee, manager, or supervisor who violates this policy against sexual harassment. In accordance with the City's policy of progressive discipline and based on the seriousness of the offense, disciplinary action may include verbal or written reprimand, suspension, or termination. Note: This section is taken from memo to City Employees from City Personnel Director, dated August 1989. 13 AFFIRMATIVE ACTION AUDIT CITY OF MIAMI BEACH AFFIRMATIVE ACTION PROGRAM 1991 MANAGERIAL DIRECTION AND IMPLEMENTATION OF THE AFFIRMATIVE ACTION PROGRAM *An Assistant to the City Manager shall be appointed and shall be the official charged with overall responsibility and authority to direct and implement the Affirmative Action Program. Illustrative responsibilities include: (a) developing the written Affirmative Action Program; (b) updating the written program at least once a year; (c) collecting and analyzing employment data, identifying problem areas, setting goals and timetables, and developing specific action steps which may be required to achieve goals; (d) making quarterly reports to the City Manager of program progress relative to City goals; (e) assuring that current legal information (where applicable) pertaining to the Affirmative Action Program is disseminated to responsible personnel, including Department Directors and supervisors; (f) investigating and documenting intra-organizational discrimination-related complaints to ensure that fair employment practices and Federal, State, and local laws have not been violated; (g) recommending to the City Manager final City action on discrimination-related complaints; (h) making annual reports, changes and/or updates to the City Manager, and the City Commission; * Note: This person shall be designated as the City of Miami Beach Affirmative Action Officer. 14 (i) developing and implementing a once-a-year in-service training and education event for all City personnel, focusing on any aspect(s) of the City's Affirmative Action Program; (j) providing assistance to all City supervisors/managers in clearly understanding their own legal and moral responsibilities for carrying out equal employment opportunities and affirmative action as an integral part of their job requirements as supervisors/managers; (k) publicizing (internally and externally) the City of Miami Beach Affirmative Action Program; (1) responsibility for inclusion of the Affirmative Action Program as a part of employee pre- and in-service job orientation; (m) an intensive examination of the City's current personnel procedures to determine whether there is intentional, systematic, unintended, or institutional discrimination on the basis of race, gender, national origin, age, religion, handicap, or color. The Assistant to the City Manager shall have the primary responsibility and authority with regard to the following potential areas of discrimination which require review and action. Routine reviews of these areas are considered normal parts of his/her job performance requirements. The areas are: RECRUITMENT-- all personnel procedures SELECTION PROCESS--job requirements, job descriptions standards and procedures, pre-employment inquires, application forms, testing, interviewing UPWARD MOBILITY SYSTEM--assignments,job progressions,transfers,seniority, promotions, training WAGE AND SALARY STRUCTURE -- insuring equity for all employees BENEFITS AND CONDITIONS OF EMPLOYMENT-- insuring that equity exists for all employees, irrespective of race, gender, ethnic origin, religion, handicap, color, age 15 LAYOFF, RECALL, TERMINATION, DEMOTION, DISCHARGE, DISCIPLINARY ACTION--being certain that no real or perceived inequities exist UNION CONTRACT PROVISIONS WHICH MAY AFFECT ABOVE PROCEDURES -- being certain that, negotiations and or provisions adhere to the City's commitment to the Affirmative Action of the City of Miami Beach. The City's Affirmative Action Officer (Assistant to the City Manager) is but one of the City's Managers who has affirmative action responsibilities and accountabilities. Each Department Director shall include detailed affirmative action steps in his/her yearly work plan. Additionally, all Department Directors yearly evaluations and compensation factors shall take into account his/her plans and action steps with regard to affirmative action. This spread of effect will likely increase the overall impact of affirmative action within the City; and it, therefore, becomes important to all City employees to become affirmative action- sensitive. 16 AFFIRMATIVE ACTION OFFICE 1 CITY OF MIAMI BEACH 1991 { AFFIRMATIVE ACTION OFFICE DUTIES AND POWERS The duties, functions, powers and responsibilities of the Office and its Director sha Y include the following: The enforcement of the City Affirmative Action Resolution. Assume overall jurisdiction in the development,implementation and monitoring of affirmative action guidelines as they relate internally to the City of Miami Beach. Subject to the approval of the City Manager, promulgate an Affirmative Action Program for each and every city department and/or the city as a whole and thereafter monitor and evaluate same. Assume overall responsibility for monitoring and implementation of all equal employment opportunity and affirmative action requirements. Reports of noncompliance shall be forwarded to the City Manager for review and determination. Assure that information and technical assistance is provided to all City administrators, City employees, and applicants for employment concerning affirmative action programs and equal employment opportunities. Publish and disseminate public information and materials relating to equal employment opportunities and affirmative action, including serving as a resource to the community at large. Make annual reports to the City Manager and the City Commission concerning the status of the City's Affirmative Action Program; the enforcement of the provisions of the City's Affirmative Action Resolution recommendations concerning 17 methods by which to improve the City's Affirmative Action program. Perform such Affirmative duties as may be assigned by the City Manager. 18 DEPARTMENTAL AFFIRMATIVE ACTION OFFICERS AFFIRMATIVE ACTION PROGRAM 1991 . DEPARTMENTAL AFFIRMATIVE ACTION OFFICERS Responsibility: Each Department of the City shall submit for review and approval a senior level manager who shall report to the Affirmative Action Officer (Assistant to the City Manager) on Affirmative Action matters. 1. The Departmental Affirmative Action Officer (DAAO) may receive complaint of discrimination from employees of his/her department (all sexual harassment complaints must be addressed by the AAO in the managers office). 2. The DAAO will notify the AAO office of the City Manager upon receipt of a complaint or a grievance and shall be directed by the AAO as to procedures and/or direction. 3. The DAAO shall have ten (10) working days to resolve the complaint internally within the department. 4. The DAAO shall be responsible for monitoring the departmental Affirmative Action Plan and providing quarterly reports to the AAO. 19 • PROGRAMMATIC ACTIVITIES 1. Recruitment/Advertising: the City of Miami Beach shall make every effort to recruit minorities and women according their representation in the City's workforce. 2. Minority and female organizations shall be informed as to the City's commitment to Affirmative Action. The City shall use these organizations as a source of recruitment. Job announcements shall be regularly mailed to these organizations and they will be actively encouraged to refer applicants and assist in the implementation of our Affirmative Action Policy. 3. The Affirmative Action Officer shall establish minority/female recruitment goals for each City department. The Affirmative Action Officer shall notify the department Director and the departmental Affirmative Action Officer as to the departmental recruitment goals. The department Director and the Affirmative Action Officer sha' draft for City Manager approval of a departmental Affirmative Action Agreement. This agreement is to be effective October 1 of each year. RECRUITMENT AND ADVERTISING 4. The City of Miami Beach advertising policy is as follows: "The Personnel Director shall give public notice of all examinations for entrance into the Classified Service. Such notice shall be given by publication at least once a week for two weeks preceding the examination in a newspaper of general circulation in the City, shall be posted in or near the office of the Personnel Division and copies thereof may be distributed among public officials, educational institutions, professional and vocational societies, and such other individuals and organizations as the Director may in each case decide. Public notices shall specify the title and minimum compensation of the position, the minimum qualifications required, the final date on which applications will be received,...." 20 1 Pursuant to this policy, public notice of all competitive examinations is published in The Miami Herald. In addition, special efforts to reach the minority community are made by publishing notices of examinations in The Miami Times and El Herald newspapers,which cater primarily to the minority community. Notices of examinations are also advertised in the broadcast media over radio stations catering primarily to the minority community. In all advertisements, the City of Miami Beach advertises as the "Equal Opportunity/Affirmative Action Employer." We encourage minorities and women to apply. S. In addition to such advertisements, the City of Miami Beach contacts a large number of civic organizations, as well as the Florida State Employment Service, to obtain qualified minority applicants for employment. The following are some of the organizations that are to be contacted in an effort to promote minority employment in the City: Urban League of Greater Miami, Inc. Florida International University The Women's Institute Florida Memorial College Florida International University Nova University Jewish Vocational Service University of Miami Dade County Community Action Agency Miami Dade Jr. College American Association of University Women Carver Branch Y.M.C.A Barry University Metropolitan Dade County Personnel Dept. Anti-Defamation League of B'Nai B'Rith Northwestern Senior High Metro-Dade Community Relations Metro Dade County Board Veterans Service Office Jewish War Veterans of USA City of Miami Jobs Program Private Industry Council Lindsey Hopkins Educational Center Miami Beach Handicapped Veterans of Foreign Wars Assistance Program 21 EMPLOYMENT QUALIFICATIONS AND TESTING The City of Miami Beach maintains a Civil Service System designed to provide employment opportunities by merit. All job qualifications are based solely upon the demands and duties of the job. All job descriptions within the City are to be reviewed and updated to insure that they accurately describe the job and thus provide an accurate basis for selection of applicants. Open competitive examinations, as the basic selection tool for most City jobs, must accurately reflect job duties and predict successful job performance. The City's Personnel Department shall make every effort to create ongoing programs to insure a barrier free process of selection. All City's tests are job-related in that they measure the knowledge, skills and abilities necessary for successful job performance. The City may also apply resume recruitment and evaluation as a means of employee selection. 22 PROMOTIONS AND TRAINING It is the policy of the City of Miami Beach to promote current employees whenever All promotions are made on a non-discriminatory basis without regard to race, sex, religion, national origin, age or disabling handicap. Promotions are based upon work performance as well as job related promotional examinations and other work-related qualifications an budgeted vacancies exist. In order to aid in the promotion of current employees, specific programs to recognize job-related skills are necessary. To this end, the Affirmative Action Officer, in conjunction with the head of every department, shall conduct a survey of all City employees to determine their abilities and skills so as to accurately reflect their job qualifications. The Affirmative Action Officer shall also give the widest possible publicity to job vacancies to insure that employees and applicants are fully aware of vacancies, offering them greater career opportunities for advancement in the City service. All personnel actions relating to training, reassignments, and promotions will insure that minority, female and disabled employees have received fair and full consideration by supervisors, in accordance with the Department Affirmative Action goals. 23 MANAGERIAL DIRECTION AND PLAN IMPLEMENTATION AFFIRMATIVE ACTION PROGRAM 1991 FILING DISCRIMINATION COMPLAINT All employees or applicants for City employment,who believe they have been discriminated against when applying for a job, or on the job, or in the terms and conditions of employment because of race, color, national origin, sex, religion, physical handicap, age or marital status, may file a complaint through the Affirmative Action Office, a function of the City Manager's Office or with the Departmental Affirmative Action Officer. PROCEDURE 1. A complaintant(employee or applicant)should contact the Affirmative Action Officer, or the Department's Affirmative Action Officer (DAAO) and state the nature of his/her claim. 2. The Affirmative Action Officer will notify the DAAO upon rec&p� complaint filed directly with the Office. Correspondingly, the DAAO �NriL' notify the Affirmative Action Officer of any complaint filed directly with the department. 3. If the complaint is filed directly with the department, the DAAO has 10 working days to resolve the complaint internally within the department. If the DAAO is unable to resolve the complaint, then the complaint is referred to the Affirmative Action Officer. The Affirmative Action Officer will seek a solution to the complaint either through an informal or formal fact-finding investigation. The completion of the fact-finding inquiry should occur within 21 working days of the last employee interview. The Department Director or designee will be officially advised as to the nature of the complaint and the fact-finding process. The DAAO is required to participate in the investigative process, except when the DAAO is the subject of the investigation. 24 4. The Affirmative Action Officer will conduct a timely investigation and make a determination if there is "reasonable cause" or "no cause" to believe discrimination has occurred. Opportunity is provided for an informal conciliation of the complaint. 5. If a determination is made that "reasonable cause" exists, then the Affirmative Action Officer will try to reach a conciliated disposition of the complaint. This may include employee counseling, supervisory/sensitivity training, or a disciplinary action recommendation. If a determination of"no cause"is made, the Affirmative Action Officer may still recommend employee counseling or supervisory/sensitivity training to improve the work environment. 6. The complaintant may review and discuss the entire investigative fi'e with c case investigator 5 days after the final disposition of the case. 7. Upon completion of the investigation, the Affirmative Action Officer will provide the Department Director and complaintant with a written report of findings and recommendations. 8. The Department Director has 10 working days from the date of the report to respond to the conclusions and recommendations. 9. If the department rejects or modifies the recommended decision and the matter cannot be conciliated between the Department Director and the Affirmative Action Officer, it is referred to the City Manager for resolution. 10. The Affirmative Action Officer notifies the employee in writing of the proposed disposition of the complaint. 11. The employee has the right to appeal to the City Manager. NOTE The aggrieved person is advised of alternative complaint resolution processes and other redress mechanism, including the Equal Employment Opportunity Commission, the Florida Human Rights Commission, or private attorney. CONTACT- Affirmative Action Office Office of the City Manager 25 GRIEVANCE PROCEDURE FILING DISCRIMINATION COMPLAINT AFFIRMATIVE ACTION PROGRAM 1991 THE AFFIRMATIVE ACTION AUDIT: A SELF STUDY AND ACTION TOOL 1. To what extent does our work force reflect a representative balance of workers in our community (with regard to race, sex and origin) 2. Are there certain job categories in which the groups mentioned above are not represented? 3. Do barriers exist which intentionally prohibit those groups from becoming full participants in the total work life of the organization? 4. Are there barriers which have the effect of prohibiting members of those groups from becoming full participants in the total work life of the organization? 5. With regard to the following, have we made recent intensive inquiry to determine whether there are real, perceived or potential areas of discrimination (unintentional or intentional) which require review and corrective action? - recruitment - selection - upward mobility/promotion - wage and salary structure - benefits and conditions of employment - layoffs, recall, termination, demotion, discharge, disciplinary action 6. Is there a senior level person in the Department who has responsibility and authority for affirmative action and equal employment opportunities? Does the person have training in this connection? 26 7. Does the organization have short and long range goals directed at the inclusion (in specific, systematic ways) of these groups in our work force? Are tirnetablc s a of the goal-setting? Is there an internal audit and reporting system to monitor and evaluate each aspect of goal achievement? 8. Does the organization actively participate in community programs and projects working on related issues (e.g., job fairs, "Stay in School" projects, hard core unemployment training, skills development workshops, consciousness-raising workshops,...)? Do we financially support such projects? 9. Has the organization developed a specific set of action imperatives aimed at improving its affirmative action commitment? 27 I AFFIRMATIVE ACTION SALARY AND BENEFITS DATA AFFIRMATIVE ACTION PROGRAM 1991 Analysis of Salary and Benefits Data The Assistant to the City Manager shall undertake annually a review of salaries and benefits to make a determination as to whether inequities exist in salary and benefits levels within the City. Comparative analysis should be made in terms of male/female; exempt; Black/Anglo/Hispanic/ other. If other variables are relevant, they should be analyzed, also. There should be an analysis of the City overall salary structure to determine whether there are areas in it which need long term adjustments. Should there be more standardization -_)e salaries within certain job classification? Are objective measures taken into account when employees are initially classified (in term of wage and salary) or do artificial and subjective elements enter into initial and subsequent salary and benefits determination? In this regard, a random sample of employees be queried (i.e., face interviews, anonymous questionnaires,...) as to their perceptions about the adequacy of the salary and benefits program of the City. Based on the data generated from employee input, the Assistant to the Manager should proceed with the study, taking into account employees' viewpoints as well as prudent and equitable business practices. Another question which should be addressed is what resources does the employee or prospective employee have with regard to dissatisfactions about salary and related benefits. Is, for example, there an appeals process? Can additional data be presented to support additional salary increases? Are there measures (objective) which take into account an employee's productivity? Does employee evaluation processes fairly and objectively give a picture of employee productivit as well as areas of needed improvement; and are salary increases directly tied into productivity? Does staff supervision clearly specify job tasks/job descriptions, measures of productivity, type of supervision needed and given; and are they related to matters of salary? 28 CITY OF MIAMI BEACH EEO IN-HOUSE SURVEY/AUDIT 1991 This is a review of City Personnel, by Race Gender and Ethnicity. . ^ ` . . ' . • %, . ^ . ` . `^ � . ~ . � . . . ^ . . _, . . . �� ~~ - r -. ' . _.' • . r EMPLOYEE, CAREER PATHING CITY OF MIAMI BEACH AFFIRMATIVE ACTION PROGRAM 1991 EMPLOYEE CAREER PATHING The Affirmative Action Program is a manifestation of the City's commitment to the development of the fullest potential of all employees. To this end, the Career Pathing component is an integral aspect of the City's Affirmative Action Program. The Career Pathing component is a mechanism in which each City employee will have an opportunity to develop a detailed action plan which clearly articulates his/her aspirations for career mobility in the City, his/her responsibilities in this regard, and ways in which the City and the respective supervisor can assist the employee. This component of the Affirmative Action Program is an entirely voluntary process; and an employee may choose to forego participating in this element. A statement to this effect shall be inserted into the person's personnel file. Prior to the implementation of this component of the Affirmative Action Program, each supervisor shall receive training in the full execution of the Career Pathing process. The training should be sufficient in depth so that supervisors are apprised of the goals, spirits, and philosophy; as well as specific operational phases of the Career Pathing process. Practice counseling and coaching sessions shall be a part of the training phase. The following pages contain the instruction sheet and the actual plan format. Modifications may be allowed as long as they are consistent with the intent of the City's Career Pathing process. The employee should be given a copy of the action plan and the original shall be maintained in the employee's personnel file at the City Personnel Department. 30 INSTRUCTION SHEET CAREER PATHING ACTION PLAN This document details a set of plans and action steps to be taken by the employee, his/her supervisor, and the City, with regard to the employee's aspirations for career mobility in the City of Miami Beach. The document should be developed collaboratively by the employee and supervisor in the contexts of the employee's professional growth and development aspirations and needs and the anticipated human resources requirements of the City. While it should be recognized that the City is committed to the actualization of its employees' fullest potential (professionally and personally), this document is to be viewed as a PLANNING tool; and does not necessarily obligate the employee or the City to a specific job within the City, presently or in the future. Modifications of the Action Plan should be made at least once every two years, including information as to progress which has been made (i.e., acquiring a college degree, learning word processing skills, being able to speak another language,...). 31 EMPLOYEE CAREER PATHING ACTION PLAN Date: Name: Supervisor: Job Description (attach to form, please): I. Within the next 2-3 years, the following is a list of specific job-related activities in which I would like to be engaged: II. In order to achieve competencies in performing the activities described above, I plan to: III. In order to achieve competencies in performing these activities, I need and expect the following from my supervisor: IV. In order to achieve the competencies and skills to perform these activities, the City should: (include and estimate of any monetary or time costs associated with my action plans which I would like for the City to incur) 32 V. I understand that this is a voluntary process which I am not obligated to follow. Also, the City incurs no actual obligation (legally, financially or otherwise). Employee's Signature Supervisor's Signature Date: 33 AFFIRMATIVE ACTION MANAGEMENT FELLOWS PROGRAM 1991 AFFIRMATIVE ACTION - MANAGEMENT FELLOW PROGRAM I. Purpose To select and develop minorities and females who have potential for filling key management positions in the City of Miami Beach by increasing their skills and knowledge base of administrative and managerial functions. II. Scope, Annual appointment of up to two (2) career service or unclassified employee to develop management skills and knowledge through on-the-job training in field placements and special in-service projects, supplemented periodically by workshops, seminars, and courses within and outside the City. Employees who successfully complete the program will be considered for future key managerial positions. III. Program Eligibility Any minority or female employee, classified or unclassified employees are eligible who have been employed by the City for at least 2 1/2 years prior to selection as a Fellow, and have had a rating of satisfactory or higher on their last two performance evaluations. IV. Employment Status of Management Fellows While participating in the program, Fellows are given a temporary release from the duties of their current position. They continue in their present employment status and receive all rights, benefits, and privileges thereof, including seniority, time in grade, longevity, etc. Appointed Fellows are eligible for participating in any applicable promotional exams which may occur during their fellowship year. 34 V. Responsibilities of the City A. Personnel/Affirmative Action Personnel and the Affirmative Action Officer is responsible for developing, coordinating and reviewing the program including monitoring the progress of minority and female Fellows in achieving their learning objectives. B. Selection A Selection Committee comprised of two Assistant City Managers and the Personnel Director recommends candidates to the City Manager. The City Manager selects the successful candidates for the program. C. Resources A priority is given to supplying resources to support Fellows in pursuing their learning objectives and related activities. These resources include opportunities to observe work and train with different managers and departments within the City, education and training in managerial/administrative areas, guidance and evaluation. nation Assistance is available for Management Fellows to take college and university courses. The limit for undergraduate course work is $650.00, for graduate courses the limit is $800.00 The other criteria for this program are outlined in Personnel Memorandum No. 84-05. (To be revised) D. Recognition The Fellows are formally recognized by the City Manager, Mayor and City Commission at the time of their appointment and through a graduation ceremony upon successful completion of the program. 35 E. Opportunity Upon graduation, Fellows are given priority consideration for key manage:!ai positions. W. Selection Process A. The selection process conforms with the City's Equal Employment Opportunity/Affirmative Action policies and practices. B. Procedures 1. The program is announced and publicized within the City by the Coordinator. 2. Application packages are completed by applicants and their references and returned to Personnel by the specified date. The package includes: a. Application to Management Fellows Program b. Resume c. Self appraisal Narrative d. Case Problem Analysis e. Five references distributed to applicant's current and past supervisors, co-workers/peers, professors or advisors if attending a college program. 3. Returned application packages are compiled for review by the Selection Committee. a. All application packages are rated. b. The top scoring applicants are interviewed by the Selection Committee. 36 c. Based on the compiled interview findings and package ratings the names of the top three candidates are submitted for final selection by the City Manager. 4. City Manager appoints the Management Fellow(s). 5. Selected Fellow(s), their managers, and other applicants are notified. 6. Non selected applicants are given the opportunity to review their packets and discuss their career development goals with the coordinator. VII. Curriculum A. Objectives 1. To understand the functions and responsibilities of key City departments including financial and budget processes, strategies Jnr..: management; personnel management, labor relations, collective bargaining, budgeting process, productivity analysis, purchasing and economic development strategies. a. Placement with key managers/administrators in various departments and divisions. b. Attend department director's meetings c. Attend at least two Commission meetings d. Special projects to be designed by Advisor and Fellows related to their development goals and the City's goals and objectives. 2. To understand the functions, responsibilities and operations of the public safety departments of the City. a. Placement with managers and administrators who oversee the operations of Police, Fire and Beach Patrol Departments b. Special projects to be developed by Advisor, public safety administrators, and Fellows 37 3. To understand the functions, responsibilities and operations of the public services departments and divisions of the City. a. Placement with managers and administrators who oversee the operations of Public Works, Parks and Recreation, and Mechanical Maintenance b. Special projects to be developed by Advisor, public services administrators, and Fellows 4. To understand the functions, responsibilities and operations of the social, cultural, and recreational departments and divisions of the City. a. Placement with managers and administrators who oversee the operations of these functions b. Special projects to be developed by Advisor, various administrators, and Fellows 5. To understand basic management theory and its applications to the City and its management. a. Attend seminars, courses, workshops in related fields b. Use of auxiliary resource materials on managerial and supervisory skills c. Individual project to be determined by the Advisor and the Fellows VIII. Operations of the Management Fellows Program A. Management Fellows Advisor The Management Fellows Advisor is appointed by the City Manager tz supervise the Fellows' daily activities, provide management direction and consultation, review projects, appraise accomplishments and deficiencies, and assist the Fellows in developing their Professional Development Plan. An Advisor serves for the duration of a Fellows' term in the Program. 38 B. Professional Development Plan (PDP) Each Fellow completes a Professional Development Plan during the first 2 weeks of the program. It describes long and short term goals and outlines the annual plan for completing the core curriculum. The Fellows' Advisor must approve the plan. The plan is reviewed quarterly and may be revised with approval of the Advisor. C. Placements Placements with department/division managers and administrators will serve to thoroughly acquaint the Fellows with the operations of that department/division and may be for up to one month's duration. D. Special Projects Special projects are to be mutually beneficial to the Fellows as learning experiences and to the City as additional resources for problem solving. The intent of a special project is to enable the Fellows to gain skills and knowledge in resolving managerial or administrative issues and provide a resource for a department to handle issues that may be important but no one on staff has time to address. The Fellows are not to be given routine jobs just because no one else wants to handel them, as there would be no opportunity to learn or gain practical experience from these types of assignments. The projects may be developed 1) by the Fellows, from observations in areas that indicate special attention is warranted; 2) by request of a department/division head in an area needing to be studied or resolved; 3) by identifying old problems in need of a new approach; or, 4) by direction of the City Manager. E. Evaluations Each placement supervisor completes an assessment of performance when a Fellow finishes his/her assignments in that department/division. The 39 assessment will be based on the goals/objectives of the placement or project. Assessments are sent to a Fellow's Advisor who completes a semi-annual and final evaluation. Satisfactory or higher evaluations are required to retain Fellows in the program. F. Project/Placement Summary Each Fellow submits to his/her Advisor a quarterly summary of their projects and placements. G. Commitment The Fellows are committed to full-time participation in the program for one year. Any exception must be approved by the City Manager. The Fellows make a written commitment to remain employed with the City for two years subsequent to completing the program. Failure to remain so employed shall require the repayment of any all fees expended by the City for educational training during the program. H. Graduation Formal certificates of completion of the program are presented to the Feo vw:, when they successfully complete the program. The certificates are presented by the City Manager and Mayor at a Commission meeting. NOTE: The program has recommended (Management Fellow Program) would make every effort not to exclude non-minorities from consideration. 40 EXHIBIT 2 SECTION I . DECLARATION OF POLICY It has been and continues to be the policy of the City of Miami Beach to provide equal employment opportunity for all regardless of age, gender/sex, marital status, national origin/place of birth, physical handicap, race/color, religion, or citizenship/intending citizenship status. It has been and continues to be the policy of the City of Miami Beach to protect and safeguard individuals recruited, selected and hired within the City's employment system by promoting and maintaining equal employment opportunity by means of affirmative action. SECTION II . - DEFINITIONS When used herein: (a) Affirmative action means a program to assure equality of opportunity and treatment, and to every extent possible, eliminate unnecessary barriers and imbalance in minority and female employment. (b) Office means the City of Miami Beach Affirmative Action Office, a function of the Office of the City Manager. SECTION III. - OFFICE OF THE CITY MANAGER The City of Miami Beach Affirmative Action Office is hereby recognized as a function of the Office of the City Manager. The Office shall be headed by a Director who shall be appointed by/or contracted with and shall serve at the will of the City manager. Such Director shall be chosen by the City Manager on the basis of qualifications and experience. The Director shall serve under the supervision of the City Manager and/or designee. The City Manager may appoint such assistant(s) to the Director as may be necessary, subject to budgetary limitations. Employees of the Office shall not be included in the classified service of the City. SECTION IV. - DUTIES AND POWERS The duties, functions, powers and responsibilities of the Office and its Director shall include the following: a) Enforcement of the provisions of this Section and the rules and regulations promulgated hereunder. b) Assume overall jurisdiction in the development, implementation, monitoring, evaluation and updating of affirmative action guidelines as they relate internally to the City of Miami Beach. c) Subject to the approval of the City Manager, promulgate an Affirmative Action Program for each and every City department and the City as a whole and thereafter monitor and evaluate same. d) Assume overall responsibility for monitoring and implementation of all equal employment opportunity and affirmative action requirements. Reports of noncompliance shall be forwarded to the City Manager for review and determination. e) Assure that information and technical assistance is provided to all City administration, City employees, and applicants for employment concerning affirmative action programs and equal employment opportunities. f) Publish and disseminate information and materials relating to equal employment opportunities and affirmative action, including serving as a resource to the community at large. g) Make annual reports to the City Manager and the City Commission concerning the status of the City's affirmative action program, and seek City Commission approval of changes to the program; the enforcement of the provisions of this Section and make recommendations concerning methods by which to improve the City's Affirmative Action Program. h) Perform such affirmative duties as may be assigned by the City Manager. OR1=s11NAL RESOLUTION NO. 91-20361 Reaffirming its commitment to equal employment opportunity by declaration of an affirmative action policy, placing the responsibility for affirmative action in the office of the City Manager, and outlining the duties and powers. 0