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RES 75-06 ESTABLISHING AFFIRMATIVE ACTION PROGRAM WINSLOW RESOLUTION NO. 75- ~ POULSBO RESOLUTION NO. 75- A RESOLUTION OF THE CITIES OF POULSBO AND WINSLOW ESTABLISttING AN AFFID~ATIVE ACTION PROGRkM TO ACHIEVE EQUAL EMPLOYMENT OPPORTUNITIES WITHIN THE RESPECTIVE CITIES WHEREAS the Cities of Poulsbo and Winslow have adopted by resolution a "Fair Practices Policy Regarding Equal Opportunity Employment" which resolutions require adoption of an "Affirmative Action Program", and WHEREAS the objectives to be achieved by such Affirmative Action Program are to (1) vigorously promote the public policy set forth in the Equal Employment Opportunity Act of 1972 (42 USC 2000e, et seq.) and Presidential Executive Order 11246, and (2) insure that equal opportunity becomes a fact rather than a promise. NOW, THEREFORE, THE CITIES OF POULSBO AND WINSLOW HEREBY RESOLVE AS FOLLOWS: 1. This resolution may be referred to and designated as the "Affirmative Action Program, of the Cities of Poutsbo and Winslow". 2. The Mayor of each city shall have the responsibility to implement and supervise implementation of this program. The Mayor may promulgate necessary rules and regulations to carry out the policies established by this resolution and may designate authority in specific areas to any city officials, whether elected or appointed. 3. Copies of this resolution shall be permanently posted in the city hall, delivered to all employees and included in all contract documents or agreements executed by the city. 4. All'employment advertisements shall contain the words "an equal opportunity - affirmative action employer". 5. Employment application forms shall contain the following clause: "The city is an equal opportunity employer and shall not discriminate against an employee or applicant for employ- ment 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 jurisdictions Equal Employment Officer, the Mayor, or the Washington Human Rights Commission." A notification letter shall be sent to employment sources and minority organizations informing them of the city's affirmative actio~ policy and asking for their active cooperation. The letter shall also state that the sources shall be promptly notified of all job openings. A notification letter shall be sent to all vendors, suppliers, and supply contracts with whom the city does business informing them of the city's affirmative action commitment and soliciting their cooperation. A letter shall be sent to minority contractors when con- struction is contemplated soliciting their bids or involvement in the work. 6- The Mayor shall appoint an EEO Officer who shall have the responsibility for developing procedures to implement this plan and auditing and enhancing the success of the procedures established by this resolution. The duties of the EEO Officer are as follows: Appointment of EEO Officer. A. The Mayor shall appoint an EEO Officer who shall have responsibility for developing procedures to implement this plan and auditing and evaluating the success of these procedures. B. The 'duties of the EEO Officer are: a. To annually review and revise the affirmative action plans. b. To annually audit and evaluate the affirmative action program and prepare reports concerning the performance of the jurisdiction, 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, if necessary, of current personnel practices. d. To assist and to counsel all employees regarding their affirmative action responsibilities. e. To maintain a liaison with the Equal Employment Opportunity Commission, the Washington State Human Rights Com- mission, and other government compliance agencies. f. To maintain a liaison with all community organiza- tions with an interest in affirmative action. g. To be responsible for investigating and resolving allegations of discrimination against the jusrisdiction. 7. Personnel practices shall be in substantial compliance with the following requirements: a. All pertinent sources of minorities and women shall be contacted by letter advising them of any job opportunities available within the city. b. Interest in employment opportunities in the juris- diction shall be stimulated by participation j_n appropriate activities in the local area. c. 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 within the City. d. Job specifications shall be reviewed to assure that they are related to job content and are set at the minimum level needed for entrance into the job. e. Where feasible, jobs shall be restructured to provide easier access by minorities and women. f. All tests and other selection criteria shall be validated according to generally accepted professional standards as specified in Federal guidelines on selection. g. Where appropriate, tests other than paper and pencil varieties shall be used. h. Overall written tests shall be de-emphasized and shall be used only as one of many factors in the selection decision. i. Open competitive exams shall be scheduled as often as practical. j. 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. k. 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. 1. Selection for promotion shall conform to all the practices outlines in the preceding action. m. Where feasible, training shall be set up to enhance promotability of minorities and women. n. 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 expla- nations for rejection of minorities and women shall be required and systematically recorded. 4 o. Employees shall be terminated only for just cause or their own volition. Exit interviews will be conducted in the case of voluntary resignations of minorities and women to see if any factors under the control of the city are responsible. A written record of any such factors disclosed shall be made. p. Whenever the city sponsors any training activity, special attention and consideration shall be given to securing the participation of minorities and women. q. Pay rates shall be equalized where jobs require substantially equal skill, effort and responsibility. r. 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. s. Working conditions shall be reviewed to insure that for each job or job classficiation substantially similar conditions prevail. Specifically this will include review of work schedules, opportunities for overtime work, scheduling of vacations, and other similar items. t- An internal grievance procedure shall be set up to process complaints of alleged discrimination. The final step of this process shall be arbitration by a neutral third party. u. Employees shall be encouraged to informally seek the advice and counsel of the EEO Officer when they suspect they may have been treated in a discriminatory fashion. v. The availability and operation of this internal grievance process shall be widely publicized, posted in conspicuous places, and given to each employee. 5 8. The EEO Officer shall continually monitor progress being made in meeting the objectives of this plan and on an annual basis shall prepare a report assessing the performance within the city and make any necessary recommendations to improve the affirmative action program. A copy of the written report shall be submitted to the Equal Employment Opportunity Commission and the Washington State Human Rights Commission and to any other appropriate governmental agencies having responsibility in the area of affirmative action performance. ADOPTED by the City Council of Pouslsbo this day of , 1975. ADOPTED by the City Council of Winslow this ~ day of ~~~ , 1975. Mayor of Poulsbo ATTEST: City Clerk of Poulsbo Mayor of Winslow ATTEST: 6