King County Employee-Based EEO/AA Advisory Committee

1.0 SUBJECT TITLE: King County Employee-Based EEO/AA Advisory Committee

2.0 PURPOSE:

2.1 To establish an employee-based committee to serve in an advisory capacity to the Executive in developing and reviewing strategies, systems, policies and guidelines to implement and enhance the Equal Employment Opportunity and Affirmative Action Programs in the King County Executive Branch.

2.2 To clarify the roles and relationship of the Committee to the Executive, his/her designated Liaison, Human Resources Division and County departments/divisions in maintaining an effective affirmative action plan of employment.

3.0 ORGANIZATIONS AFFECTED:

All King County Executive Branch departments, divisions, offices and agencies.

4.0 REFERENCES:

4.1 King County Code 3.12.180, Equality of county employment, Section B, directing that all county departments establish and maintain an effective affirmative action plan of employment, as adopted by the council by ordinance.

4.2 King County Ordinances adopting the current King County Equal Employment Opportunity/Affirmative Action Plan (EEO/AA Plan).

4.3 King County Code 12.18 which defines discrimination in employment.

4.4 Executive Policy PER 22 -3-3 (AEP) which defines harassment.

4.5 Executive Policy LES 7-1 (AEP) Boards and Commissions - Annual Reporting and Appointments.

5.0 DEFINITIONS:

5.1 "Employee-Based Equal Employment Opportunity/Affirmative Action Advisory Committee" (hereinafter referred to as the "Committee") means a committee of employees from the King County Executive Branch departments. Each department will have one representative per 1,000 regular employees to the Committee who shall serve three years on the Committee, beginning on January 1.

5.2 "Equal Employment Opportunity" (EEO) means to conduct all employment related actions in such a fashion as to not limit, segregate, or classify any employee in any way which would deprive or tend to deprive any individual of employment opportunities or otherwise adversely affect his or her status as an employee, because of such individual's race, color, national origin, religion, sex, age, marital status, sexual orientation, handicap or political affiliation.

Employment related actions include, but are not limited to recruitment, application, testing, selection, hiring, orientation, probationary review, compensation and benefits, supervision, provisional/temporary, lead assignment, training, tuition reimbursement, promotion, transfer, discipline, demotion, termination, lay-off, recall, re-employment and any other terms and conditions of employment. Benefits include but are not limited to health care coverage, wellness, pension, disability, life insurance, investment plans, and dependent care programs.

5.3 "Affirmative Action Programs" (AA) means employment programs either entered into voluntarily by an employer and/or required by federal and state statutes and regulations designed to remedy discriminatory practices in hiring women and minorities; i.e. positive steps designed to eliminate existing and continuing discrimination, to remedy lingering effects of past discrimination, and to create systems and procedures to prevent future discrimination; commonly based on the availability of qualified women and minority groups in the area from which the employer could reasonably recruit.

5.4 “Discrimination” means any action or failure to act, whether by itself or as part of a practice, the effect of which is to adversely affect or differentiate between, or among, individuals or groups of individuals, by reasons of race, color, age, sex, marital status, sexual orientation, religion, ancestry, national origin, or the presence of any sensory, mental or physical handicap, unless based upon a bona fide occupational qualification.

5.5 “Harassment” is a form of discrimination and is unwelcome verbal or physical conduct relating to an individual on the basis of race, color, age, sex, marital status, sexual orientation, religion, ancestry, national origin, veteran status or disability. To constitute harassment, the conduct must be sufficiently severe or pervasive so as to alter the terms or conditions of employment. Such conduct can take many forms and may include slurs, comments, jokes, innuendoes, unwelcome compliments, cartoons, or other similar conduct.”

6.0 POLICIES:

6.1 The King County Executive supports the establishment of the Committee and will aggressively implement an affirmative action plan as described in KCC 3.12.180-185.

6.2 The EEO/AA Advisory Committee shall follow policies/procedures regarding King County Boards & Commissions specified in Executive Policy LES 7-1 (AEP) and adopt internal operating guidelines necessary to carry out its purpose.

6.3 The Committee serves in an advisory capacity to the Executive:

a) Reviewing and making recommendations regarding EEO and AA strategies, systems, policies and guidelines;

b) Reviewing the EEO/Affirmative Action Plan and updates with HRD, and making recommendations regarding its adoption to the King County Executive, and

c) Reviewing semi-annual and annual Affirmative Action progress reports and advising the County Executive accordingly.

6.4 The Committee shall present to the County Executive or his designated Liaison to the Committee its EEO and/or AA concerns;

6.5 The Committee shall refer employees with complaints of discrimination to the complaint process identified in the EEO/AA Plan and the Executive Policy on Nondiscrimination and Anti-Harassment. The Committee member with knowledge of the complaint must notify the HR Director or his/her designee.

6.6 All departments shall allow each employee representative to attend meetings and provide the necessary resources to carry out the Committee's responsibilities.

7.0 PROCEDURES:

Committee Staffing

7.1 The HRD Division Director shall provide a resource to act as Committee Administrator. The person will provide staff support in scheduling meetings, preparing agenda and minutes, facilitating time release for members to attend meetings, recruiting, and facilitating meetings as needed, obtaining necessary and available resources for Committee work and providing guidance as to County communication protocols.

Membership and Recruitment

7.2 Employees are qualified to serve on the Committee if he/she are 1) career service employees in non-management positions, 2) in good standing, 3) are not on probation or have completed probation in a previous position, 4) able to commit to eight (8) hours per month to perform Committee work and 5) able to serve a three (3) year term. Once selected, members must meet Committee requirements, as well as Board and Commission service requirements.

7.3 The Committee shall select candidates to recommend to the Executive for appointment through an annual recruitment process. Prior to submitting a list of candidates to the Executive for consideration for appointment to the Committee as representatives and alternates, the Committee shall forward the candidate’s name(s) to the respective department directors for concurrence and support for Committee service. Department Directors may decline concurrence given legitimate business needs, and/or candidate qualifications.

7.4 In the event that the Executive does not want to consider a recommended candidate for appointment, the Executive will provide information as to why the candidate was rejected. The Committee will then forward another name for consideration.

7.5 During May of each year, the Committee shall begin nominations of officers; the selection of officers will be in June at which time the Committee shall recommend a Chair and other officers to the County Executive for appointment. Said persons shall serve a one year term commencing July 1st, and ending June 30. Each may serve up to two consecutive terms.

7.6 In between recruitments, the Committee can recommend to the Executive, the appointment of an alternate to a vacant representative position. When alternates are not available, the position shall remain vacant until the next recruitment.

7.7 Committee member appointments may be revoked for lack of attendance, lack of participation, failure to follow Committee rules or when an employee is no longer qualified to remain a member of the Committee. Concerns regarding Committee members should be relayed to the Committee Chair and the Committee Administrator. Concerns regarding the Committee Chair should be relayed to the Committee Administrator and the Executive Liaison.

Meetings

7.8 Committee meetings shall be held every month. As necessary and with the appropriate notice, additional meetings may be scheduled by Committee Chair or officers. All meetings will be held for the purpose of accomplishing Committee work and providing a forum where Committee members can discuss potential EEO and AA issues and concerns that maybe systemic in nature. Meetings shall be open to all County employees, visitors and guests

7.9 The officers in conjunction with the Committee Administrator will prepare the meeting agenda.

7.10 The Chair or designee shall facilitate Committee meetings.

7.11 Committee quorum shall constitute two-thirds (2/3) of the Committee representatives. Each representative, or alternate substituting for an absent representative, shall be entitled to one vote. No vote shall be taken in the absence of a quorum. Consensus is encouraged. When consensus is not possible, majority vote will govern all Committee decisions.

7.12 The Committee Chair shall keep accurate attendance records of meetings. Committee representatives are required to regularly attend meetings. If a representative is unable to attend two successive meetings without notifying the Chair, the Committee shall take a vote to consider replacement of the department representative.

7.13 The representative who is unable to attend the meeting shall contact their alternate, as well as the Chair, and the Administrator, with the name of the alternate.

7.14 The Committee Administrator shall maintain the minutes, any reports and all official Committee correspondence, which will be made available to County employees and/or department directors or other interested employees upon request.

Committee Work

7.15 The Committee shall review its advisory role, previous year’s work program and accomplishments, and develop their work program for the ensuing year by January.

7.16 The Committee shall accomplish its work pursuant to this policy. Sub-committees may be established to accomplish the work program of the Committee. Examples of sub-committee work include, but are not limited to, gathering data via the Committee Administrator, conducting technical reviews and evaluations of policies, procedures and practices, which are of value to the Committee. It shall include representation from more than one department, where possible, and designate one member to act as chair. The subcommittee chair shall coordinate the efforts of the sub-committee, be responsible for completing the work plan, and present a written report to the Committee. Membership shall be determined by the following methods: volunteers, or direct appointment by the Committee Chair. The Committee, upon receipt of the report from the sub-committee shall determine by vote what action to take based on the findings and recommendations of the sub-committee.

7.17 The Committee Officers in conjunction with the Committee Administrator shall draft an annual report for discussion and adoption by the full Committee. The report is then submitted to the County Boards and Commissions Administrator for publication.

8.0 RESPONSIBILITIES:

8.1 The Executive is responsible for appointing a designated Liaison to the Committee, and Committee representatives and alternates.

8.2 Department Directors are responsible for providing each representative employee with time and resources to carry out the Committee’s responsibilities.

8.3 HRD Director is responsible for providing the resource to act as Committee Administrator.

8.4 The Committee Administrator is responsible for providing administrative support, facilitation as needed, and guidance to the Committee pursuant to this policy.

8.5 Committee Members are responsible for taking actions as an advisory Committee to the Executive pursuant to this policy, appropriately maintaining confidentiality, and following internal King County communication protocols.

8.6 Committee Chair or designee is responsible for leading the development of the agenda, facilitating meetings, keeping attendance records, coordinating the work of the officers as a leadership team, and ensuring the Committee accomplishes its work.

9.0 APPENDICES:

None