2006-82-Minutes for Meeting October 17,2005 Recorded 1/24/2006COUNTY OFFICIAL
NANCYUBLANKENSHIP, COUNTY CLERKS 200U■
COMMISSIONERS' JOURNAL
111111111 111 01/24/2006 03;37;07 PM
2006-8Z
DESCHUTES COUNTY CLERK
CERTIFICATE PAGE
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if document is re-recorded.
Do Not remove from original document.
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p Deschutes County Board of Commissioners
1130 NW Harriman St., Bend, OR 97701-1947
(541) 388-6570 - Fax (541) 388-4752 - www.deschutes.org
MINUTES OF SPECIAL MEETING
COMMISSION ON CHILDREN & FAMILIES
DESCHUTES COUNTY BOARD OF COMMISSIONERS
MONDAY, OCTOBER 17, 2005
Commissioners' Conference Room - Administration Building - 1300 NW Wall St.., Bend
Present were Commissioners Tom De Wolf, Michael M. Daly and Dennis R. Luke.
Also present were Mike Maier, County Administrator; Debbie Legg, Personnel; and
Angie Curtis and Hillary Saraceno, Commission on Children & Families. No media
representatives or other citizens were present. The meeting began at 8:15 a. m.
The primary focus of the meeting was a discussion of the Equal Employment
Opportunity Plan.
LUKE: Move approval of the draft EEO Plan, with the understanding that Legal
Counsel review and approve the Plan prior to the expenditure of funds.
Also, that the Plan will be updated during the grant process over the next
three months by Legal Counsel.
DALY: Second.
VOTE: LUKE: Yes.
DALY: Yes.
DEWOLF: Chair votes yes.
Being no further discussion or action taken, the meeting adjourned at 8:45 a.m.
DATED this 30th Day of March 2005 for the Deschutes County Board of
Commissioners.
A EST:
Recording Secretary
Tom DeWolf, Chair
is ael T% aly, missioner
Dennis R. Luke, Commissioner
Deschutes County Equal Employment Opportunity Plan
Grant Title:
Grant Number:
Grantee Name:
Award Amount:
Address:
Deschutes County Contact Person:
Telephone Number:
Date and effective duration of EEOP:
Multiple Grants
Multiple Grants
Deschutes County
Multiple Award Amounts
1300 NW Wall St.
Bend, OR 97701
Debbi Legg
541-385-3208
October 17, 2005-August 31, 2006
Equal Employment Opportunity Policy Statement:
It is the policy of Deschutes County to assure that applicants are employed, and treated
during employment, without regard to their race, religion, sex, color, national origin, age
(18-65), or mental or physical handicap. This includes: employment, upgrading,
demotion, or transfer of employees; recruitment advertising; layoffs or terminations; rates
of pay or other forms of compensation; and selection for training.
The Chairman of the Board of Commissioners for Deschutes County is designated as the
Equal Employment Opportunity (EEO) Officer. The EEO Officer has full authority to
administer and promote an active program of equal employment opportunity. All
members of the County's staff who are authorized to hire, supervise, promote, and
discharge employees or who recommend or are substantially involved in such action will
be made fully cognizant of and will implement the County's equal employment
opportunity policy.
Utilization Analysis Narrative
A comparison of the Deschutes County employee workforce to the community labor
statistics indicates that the County has a significant underutilization of females in the job
categories of technician and service maintenance. Women comprise 38.2% of the County
employees in the job category of technician, while the community workforce for that
category contains 60.7% women. Similarly, the County only employs 15% women in the
job category of service maintenance, though women comprise 42.5% of the community
workforce for this job category.
The underutilization variance between available workforce statistics and County
employees for all minorities in all job categories is 1.0% or less. The available
community labor force includes the following minority representation: 0.2% Black males,
0% Black females, 1.9% Hispanic males, 1.8% Hispanic females, 0.3% Asian/Pacific
Islander males, 0.5% Asian/Pacific Islander females, 0.8% American Indian/Alaska
Native males, and 0.8% American Indian/Alaska Native females. Deschutes County is
committed to continue hiring and employment practices that maintain or improve
minority opportunities for employment with the County.
Objectives
Deschutes County is committed to maintaining workforce profiles that closely reflect the
available labor force minority statistics and improving the profiles for female
representation in the relevant job categories. Based upon the results of the
underutilization analysis, Deschutes County has established the following objectives:
• Increase female representation in the job categories of technicians and service
maintenance by recruiting qualified female applicants for these positions.
• Maintain or improve minority representation in all job categories by continuing to
recruit qualified minority applicants for all job category positions.
Steps to Achieve Objectives
The following steps will be implemented to address the underutilization of females in the
relevant job categories and to maintain or improve minority representation in all job
categories. The County will:
• Attend trainings on diversity recruiting strategies.
• Provide training opportunities for employees in all job classifications to upgrade
their skills and improve their career development opportunities.
• Continue to send job openings to the state employment department.
• Review recruitment and retention efforts and apply information derived from exit
interviews to enhance these efforts.
• Explore new methods to recruit employees.
• Review and update annually the County's recruitment methods, practices and
policies to promote equal employment opportunity through recruitment efforts.
• Monitor recruitment efforts, policies and procedures to ensure that the County
will meet and maintain gender and minority employment objectives.
• Continue to increase attendance at job fairs which target women and minorities.
• Continue to provide EEO training to supervisors and managing directors on EEO
policies, processes, documentation, interview processes and employment
requirements.
• Continue to offer bilingual pay and tuition reimbursements for secondary
language skills.
• Continue to offer employees County-sponsored trainings on diversity.
Dissemination
A representative from the Personnel Department will be designated to implement the
Equal Employment Opportunity Plan for Deschutes County.
External
• Continue to include the statement "We are an equal opportunity employer" on all
job announcements, "Deschutes County is an Equal Opportunity Employer" on
all recorded job listings, and "EEO" on all employment ads.
• Continue to include the statement "Equal Opportunity Employer. Women,
Minorities, and the Disabled are Encouraged to Apply" on jobs posted on the
County's website.
• Post the EEO plan on the County's website.
• Include information explaining how applicants and members of the public may
obtain a copy of the EEO plan on all job announcements and post this
information on the County's job board.
• Annually inform recruiting sources of the EEO plan and commitment in writing.
Internal
• Annually include a statement in the County's newsletter advising of the
availability of the EEO plan.
• Post the EEO policy on bulletin boards throughout the County.
• Post the EEO plan on the County's intranet site.
• Annually meet with the County's department directors to distribute the EEO plan
and ensure they are familiar with the objectives of the EEO plan.
• Inform all new employees about the EEO plan and provide a copy at the new
employee orientation.
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Bonnie Baker
From: Angela Curtis
Sent: Friday, October 14, 2005 12:30 PM
To: Tom DeWolf; Mike Daly; Dennis Luke; Mike Maier; Debbie Legg; Mark Pilliod
Cc: Bonnie Baker; Hillary Saraceno; David Givans
Subject: EEOP
Equal Employment Revised EEOP
Opportunity P... Charts.xls (44 KB...
To Everyone Concerned,
To follow up on Mark's concerns that the EEOP draft I have been working on is not
sufficient for the regulations, I contacted the Office on Civil Rights to find out what
information is required beyond the scope of the "The Seven-Step Guide to the Design and
Development of
an Equal Employment Opportunity Plan." Deborah Cooper's response indicated that they have
updated the forms and guidelines, which she provided. The content is very similar. The
revisions are based upon job category definitions that we do not currently use. We may
continue to work on the grant while we revise our EEOP to meet the new requirements (see
below). We are still required to provide a certification form stating that we do have a
plan, though they have not specifically requested it yet.
I have spoken with Hillary and the CCF request for our meeting on Monday morning is to
adopt a draft of the plan so that we can provide a certification form if requested. Then
the County can focus on updating the plan to meet the revised guidelines and details that
Mark and Debbie have identified. (Such as the outdated language in our EEO policy.)
I have attached the EEOP documents developed to date. I will bring the revised guidelines
to the meeting Monday morning.
Thank you,
Angie
-----Original Message-----
From: Cooper, Deborah [mailto:Deborah.Cooper@usdoj.gov]
Sent: Friday, October 14, 2005 11:26 AM
To: Angela Curtis
Subject: RE: EEOP
Yes, you may continue to work on your grant projects while
simultaneously developing your EEOP based on the revised guidelines.
The only exception would be if the OJP Grant Manager would require the
OCR compliance requirements to be met prior to working on your grant
projects, which you would receive notification if that were the case.
Deborah Cooper
Office for Civil Rights
Office of Justice Programs
202-616-3208
-----Original Message-----
From: Angela_Curtis@co.deschutes.or.us
[mailto:Angela_Curtis@co.deschutes.or.us]
Sent: Friday, October 14, 2005 2:07 PM
To: Cooper, Deborah
Subject: RE: EEOP
Thank you for the information. Our grants are less than $500,000. Since
the requirements for the EEOP have been revised and updated since the
release of the 2000 census information, based upon our conversation I
understand that we have an open-ended deadline to complete the revised
EEOP.
Can we continue to work on our grant projects while we simultaneously
develop our ESOP under the new revised guidelines?
Thank you,
Angela Curtis
-----Original Message-----
From: Cooper, Deborah [mailto:Deborah.Cooper@usdoj.gov]
Sent: Friday, October 14, 2005 10:55 AM
To: Angela Curtis
Subject: RE: EEOP
The EEOP guidelines have changed since the release of the 2000 census
information. I am providing attachments that contain the instructions
for preparing the revised EEOP Short Form using the required 2000 census
data. The instructions should be read and followed very carefully.
Deborah Cooper
Office for Civil Rights
Office of Justice Programs
202-616-3208
-----Original Message-----
From: Angela
Curtis@co.deschutes.or.us
_
[mailto:Angela_Curtis@co.deschutes.or.us]
Sent: Friday, October 14, 2005 1:40 PM
To: Cooper, Deborah
Subject: EEOP
Hello Ms.Cooper,
Thank you for returning my phone call. We
are reviewing our EEOP using
the guidelines in "The Seven-Step Guide to
the Design and Development of
an Equal Employment Opportunity Plan." Are
there any other plan
requirements that must be addressed beyond
what is outlined in the
guide?
Thank you,
Angela Curtis
Commission on Children & Families
Deschutes County
1130 NW Harriman, Suite A
Bend, OR 97701
Phone:(541)385-1405
Fax:(541)385-1742
2
Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.oriz
ADMINISTRATIVE LIAISON AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
8:15 A.M., MONDAY, OCTOBER 17, 2005
8:15-8:30
1. Discussion regarding Draft Equal Employment Opportunity Plan - Commission
on Children & Families
8:30- 8:45
2. Other Items