CITY OFGAINESVILLEOFFICE OF EQUALOPPORTUNITY

FISCALYEAR2016 - 2017A

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UA

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CHARTEROFFICERSTorey Alston

Equal Opportunity Director

Edward BielarskiGeneral Manager for Utilities

Carlos HoltCity Auditor

Kurt LannonCity Clerk

Anthony LyonsCity Manager

Nicolle ShalleyCity Attorney

MAYOR & CITYCOMMISSION

Lauren PoeMayor (At-Large)

Helen WarrenMayor-Commissioner Pro Tem (At-Large)

Harvey BuddCommissioner (At-Large)

Charles GostonCommissioner (District I)

Harvey WardCommissioner (District II)

David ArreolaCommissioner (District III)

Adrian Hayes-SantosCommissioner (District IV)

TABLE OFCONTENTS

Leadership ........................................................................... 2

Table of Contents ................................................................ 3

OEO 2020 Strategic Plan .................................................... 4

Leadership Message ........................................................... 8

Boards and Committees ................................................... 10

FY 2015-2016 Performance Highlights ............................. 12

Compliance, Enforcement and Proactive Prevention ...... 14

ADA Compliance .............................................................. 16

A Powerful Local Economic Engine................................... 18

Return on Investment:Cost Savings for Gainesville Residents ............................. 20

Understanding the Complaint, Investigation and Resolution Process ............................... 21

Internal vs. External Cases ................................................. 22

A Historical View of the Complaint Process....................... 23

Steps in Complaint Process ............................................... 24

Small and Service-Disabled Veteran Business Procurement Program ........................................ 26

Internal and External Diversity Training Sessions .............. 31

OEO Supports the Local Communitythrough Outreach and Public Engagement ...................... 32

Recommendationsand Planning for the Future ............................................... 33

Our Team ........................................................................... 34

OEO 2020STRATEGIC PLAN

ONE VISIONLeading the way as a diverse model agency for all citizens, employees and visitors to the City of Gainesville.

ONE MISSIONTo ensure diversity, equal opportunity, equality and equity in contracting, employment, services, programs and activities.

ONE GOALContinuous enhancement of diversity, equal opportunity, equality and equity in the City of Gainesville.

DIVERSITY Propose transformational policies, procedures and practices impacting diversity and equal opportunity for both General Government and Gainesville Regional Utilities

Focus on ADA compliance and create administrative guidelines for the entire organization

Establish “Diversity Champions” and an ADA contact

INNOVATION & TECHNOLOGY

Create a bi-monthly “Virtual Coffee with the Community” conversation via Facebook and a bi-monthly “Twitter Townhall” to engage citizens and stakeholders on diversity and equal opportunity initiatives

Plan “Close-Up with the Director” quarterly conversations with employees, department heads and managers

Explore diversity compliance tools to automate current paper intensive processes and report real-time updates, while providing better service to our citizens

VISIONARY & FUTURISTIC OUTLOOK

Explore local workforce initiatives aimed at increasing contracting opportunities in the local community and targeted zip codes

Discover and implement a forward-thinking economic sustainability initiatives aimed at creating local jobs, reducing barriers for businesses, and building income, wealth and assets in the local community

Maintain industry resources and propose new strategies leading the way as the City serves as a model for other agencies05med at creating local

businesses, and buildingets in the local comm

ces and proposeg the way as the

r other agencies

EOUALITY & EOUITY

Continuously ensure the City’s programs, services, buildings and activities are accessible to all citizens and visitors via self-evaluations and random audits

Review all job descriptions, hires, transfers, demotions, promotions, and terminations for compliance with equal opportunity laws, policies, procedures, and related guidelines

provide on-going support to hiring managers and departments

RETURN ON INVESTMENT & MEASURING WHAT MATTERS

Monitor internal OEO performance metrics and provide cost savings and cost avoidances to the public

Create an internal Diversity Spending Report Card, by department, to assess and measure the progress of overall expenditures with small, minority, women and veteran businesses

Promote quarterly spending plans by General Government and Gainesville Regional Utilities to business owners, community leaders and other stakeholders increasing the vendor pool and number of respondents on contracting opportunities

STRATEGIC ALLIANCES & COMMUNITY ENGAGEMENT

Develop strategic partnership agreements (MOUs) with quantitative metrics and partner with local community organizations and civic groups to maximize resources and eliminate duplicative efforts

Regularly meet with community leaders, citizens, business owners and other stakeholders

heads to maximize buy-in for diversity and equal opportunity initiatives06

nate du

mmunity leaders, citizens,ther stakeholde

y-in f sity and eq

INVESTIGATIONS Enforce and timely resolve internal and external complaints of discrimination, harassment and retaliation

formal and informal complaints

from complainants and respondents along with highlighting available resources for all parties

TRAINING & BUSINESS DEVELOPMENT

Facilitate annual discrimination, harassment and diversity awareness training for all employees, provide targeted departmental training upon request and identify other proactive measures as additional tools for supervisors and managers

the City by 10% and increase the number of small business and technical assistance workshops targeting each commission district and “hot topics” in the industry

Create a “Resources Guide” for business owners

YEAR-ROUND COMPLIANCE & SUPPORT

Conduct periodic audits ensuring required policies and notices are displayed in buildings within General Government and Gainesville Regional Utilities

Plan quarterly site visits to departments providing resources and support on diversity and equal opportunity issues

Verify and examine all diversity-related programs, services, and activities and issue reports on performance and outcomes 07departments providing

ersity and equal opportunity

iversity-related pissue reports on pe

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IPM

ESS

AG

E

HONORABLE MAYOR,COMMISSIONERS AND CITIZENS:

Code of Ordinances. Our annual report details our achievements, successstories and highlights opportunities for next year. We will continue to highlight

to the community.

employment, housing, public accommodation and credit within the corporate limits of the City

Manages the City’s overall ADA compliance and coordination

Oversight of the City’s Small and Service-Disabled Veteran Business Procurement Program

Monitors all diversity expenditures by the City including a focus on

procedures to assist in this effort

Monitors all hires, transfers, demotions, promotions, and terminations for compliance with equal opportunity laws, policies, procedures, and guidelines

Conducts mandatory diversity training for all City employees (including GRU) and targeted trainings, upon request

Participates in community outreach, public engagement and technical assistance for residents and businesses

Our City is a model for other agencies as we are welcoming, inclusive and continuously seeking new opportunities for all who call Gainesville home. I welcome your input, suggestions and feedback on how we can enhance our services and programs.

I hope you enjoy this year’s report!

Respectfully submitted,

Torey Alston, FCCN, ADAC, CAAP, CCA Equal Opportunity Director 08

On November 5, 2002, Gainesville residents made a landmark decision with a charter amendment that r(OEO), making the position of Equal Opportunity

Commission. Effective January 1, 2004 the City began

of discrimination in employment, housing, public accommodations and credit; relating to race, color, gender, religion, age, national origin, sexual orientation, marital status and disability within the corporate limits of the City of Gainesville. On January 28, 2008, gender identity was added to the City’s ordinance.

Equal Opportunity, Equal Opportunity Director Alston proposed several changes including restructuring the OEO’s Small Business Procurement Program thus creating a Small and Service-Disabled Veteran Business Procurement Program, revamping the procurement process to increase access, equity and diversity, and realigning procedures to include additional points

businesses in the procurement process. On January 21, 2016, the City Commission approved the Equal Opportunity Director’s recommendation.

EVOLUTION OF THE OFFICE OF EQUAL OPPORTUNITYThe City of Gainesville enacted an ordinance generally prohibiting discrimination within the City of Gainesville

by the ordinance. On September 26, 2000, the City of Gainesville and Alachua County entered into an inter- local agreement whereby the county agreed to extend its human rights ordinance to cover the protected

the exception of sexual orientation. The city continued

ordinance for city employees.

EQUAL OPPORTUNITYDIRECTORS THROUGH

THE YEARS CHARTER OFFICER DESIGNATION

TOREY L. ALSTON – 2015 TO PRESENT

OEOBOARDS &COMMITTEES

City Commission Appointed OEO-related BoardGainesville Human Rights Board The City of Gainesville City Commission appoints members to Gainesville Human Rights Board (HRB). Committee members includeJeremiah Tattersall (Chair), Marie Small (Vice Chair), Uretha Bostic,Jennifer Meiselman Titus, Alba Henesy , Robert Maldonado (StudentMember), Belinda Smith, and Donn Smith. This board reviews external

Opportunity. Meetings are held the fourth Thursday of each monthat 5:30pm.

OEO Committees created by Equal Opportunity DirectorEqual Opportunity Director Alston is pleased to announce new members of several revamped diversity and inclusion advisory committees. One committee is comprised of employees across the organization (GG and GRU), and the other is an external committee of citizens. Both committees provide advice, feedback and ideas tothe Equal Opportunity Director on various topics including ADA compliance, Small/Service-Disabled Veteran Business Program,

Dismantling Prejudices and Biases Initiative and the complaint process.

Employee Diversity and Inclusion Advisory CommitteeThe employee “Diversity Champions” formed by Equal OpportunityDirector Torey Alston, in consultation with City Manager Anthony Lyons and GRU Manager Ed Bielarski:

Audrey Gainey Cheryl McBride Darko Kovac Ernell Cook Eugene Nelson Eugenia Allen

Citizens’ Diversity and Inclusion Advisory CommitteeThe inaugural citizens’ diversity and inclusion advisory committee formed by Equal Opportunity Director Alston is comprised of the following committee members:

Cary Bryant is a Gainesville native. He is a graduate of BuchholzHigh School, attended Santa Fe College and participated in a

works at the Gainesville VA and is currently the 1st Vice-Presidentof the NAACP Alachua County Branch.

at UF and is now working locally in real estate while pursuing independent scholarship. His research focuses on the LGBT community in the south. Sterling was previously appointed by the City Commission, and served as a member of the city’s Human Rights Board.

H. Ryan Clary JoAnne Rice John Alexander Kinn’zon Hutchinson Lawrence Calderon

Lynda Hanskat Phil Mann Rod Clark Yvette Carter

10state while pursucuses on the LGeviously appoin

member of the c

Juliun Kinsey is the coordinator of Green Dot GNV, a program working to permanently decrease violence through bystander intervention in Gainesville. He is an active member in several community boards, initiatives and organizations.

for 44 years. He was a member of the Citizens Disability Advisory Committee from its inception until the merger with this new committee. He has been employed by the Center for Independent Living of North Central Florida since July 2005,

Paratransit Director. Mark has been a member of the Florida Bar since

Diyonne McGraw is a graduate of Florida A&M University and owner of Successful Living Group Homes. She also serves as President of the 4As PAC and served on the city’s Blue Ribbon Committee. She is Vice- President of the MLK Commission of Florida, Chamber of Commerce i3 Steering Committee, SAC President at P.K. Yonge Development Research School and a member of Alpha Kappa Alpha Sorority, Inc.

Alice Primack is a retired librarian from the University of Florida Marston Science Library. She now volunteers as an activist for social justice at her church (Unitarian Universalist Fellowship of Gainesville) and with other organizations.

Shirley Rodriguez has been working as a leader in sales and customer service since 2006. She has had diverse experiences in her career from logistical and loss prevention training for hundreds of people in Gainesville, re-branding proposals for international clients and now building out networks of studios with a focus on corporate wellness. Shirley has also been an activist within her own community, co-organizing the Freedom From Fear March and is the Pride Community of North Central Florida’s Secretary. She is part of the LGBTQ+, Latinx and immigrant communities, and is only getting started in her community activism.112006. She has had

dreds of people in rks of studios with a y, co-organizing the etary. She is part of

mmu

FISCAL YEAR 2016-2017PERFORMANCE HIGHLIGHTS

POLICY DEVELOPMENT & SOLUTIONS

Programs, Services and Activities along with initiation of the Phase II ADA Self-Evaluation of Facilities and Public Use.

the Procurement Department Recommendation, in consultation with the Equal Opportunity Director, to increase threshold for competitive quotes from $2,000 to $5,000 (maintaining requirement for 3 written quotes from a local small or service-disabled veteran business, if they exist), increase threshold

order with a small business - from $10,000 to $20,000 and for evaluated solicitations more than $50,000, a 5% preference with a $25,000 monetary

approved the Equal Opportunity Director’s contractor recommendation to kick-off the Phase II ADA Self-Evaluation of Facilities and Public Use; The Equal Opportunity Director successfully requested $150,000 from the City Commission to conduct this

PROACTIVE PREVENTION & DIVERSITY TRAINING

Updated the City’s anti-discrimination and harassment public notices; Notices are now posted in all city departments, city facilities, city contracted buildings

diversity training in less than 120 days (up from 2143 last year); new innovative training module saw a major cost-savings to the OEO and fastest time training city employees including temporary employees, contract employees, seasonal employees and interns.

Trained nearly 302 employees through targeted and/ or requested diversity training.

ENFORCEMENT & COMPLIANCE Submitted the City’s EEO-4 to the Equal Employment

required every other year by state/local governments.

Investigated internal and external complaints of discrimination. We received approximately 30 internal

received approximately 100 external inquiries and 25 became formal complaints.120 external inquiries and 25

PUBLIC ENGAGEMENT & COMMUNITY OUTREACH

Launched the “Gainesville Means Business” Technical Assistance Series supporting our local

Held 6 small business workshops and community expos targeting small businesses and local residents;

year.

Participated in and/or sponsored several community

Entrepreneurs, U.F. Small Business Conference and Tradeshow, Skanska’s Construction Management Building Blocks Program, Martin Luther King Jr. Commemorative Celebration, Martin Luther King Jr. Annual Hall of Fame Banquet, Brighter Tomorrow Scholarship Banquet, Fair Housing Expo, 2016 ADA Celebration, Career Source Job Fair, Pride Festival, NAACP Banquet, Downtown Arts Festival, and Employment Law Seminar.

Enhanced our digital engagement increasing the number of tweets via Twitter and Facebook posts “pushing out” information to the general public.

STAFF PROFESSIONAL DEVELOPMENT & FINANCIAL STEWARDSHIP

Ensured professional development was a major priority by allocating dollars to all staff to increase skills, obtain additional training and professional

credential, another employee began training through the American Contract Compliance Association and

via the General Fund.

DIVERSITY & INCLUSION Launched a Monthly Diversity Spotlight series showcasing both an internal city department and external local small business.

support for the Inaugural Mayor’s Longest Table Event in November 2016.

COMPLIANCE, ENFORCEMENTAND PROACTIVE PREVENTION

• New Employee Orientation

• Mandatory Employee Online Diversity Training

• Targeted Dept./ Diversity Training

• AA/Diversity Work Plan Training

• Employment Law Seminar

Total # of Sessions

12

Online Module

• Public Works - Parking Services• Water Wastewater Department -

GRU• Parks & Recreation - Depot Park• Parks & Recreation - Summer

Recreation Hires• Department of Doing• Public Works -

Fleet Management

3

Total # of Attendees

258

302 Employees

120 Individuals attended

EMPLOYEE TRAINING

SMALL, M, W, SDVE BUSINESS PROCUREMENTTotal # of Certified S/M/W/SDVEs

Expenditures of Certified S/M/W/SDVEs

Comparison to Previous FY Expenditures

# of small business seminars held

281

6 1414141414141414142

SMALL, M, W, SDVE BUSINESSPROCUREMENT

Total # of AA Plan Training Sessions

# of Work Plan submissions

# of people touched in Trainings

# of PRAFs Approved w/ Goals

# of PRAFs Approved w/o Goals

# of PRAFs Rejected (No recruitment plan/method of adv.)

# of job descriptions Approved (revised)

# of job descriptions Approved (new)

Total # of people touched at AA/Dismantling events

3

101

28

DIGITAL ENGAGEMENT& COMMUNICATIONS

# of radio/newspapers touched

Total # of Twitter followers

Total # of Twitter posts

Total # of Facebook friends (page likes or feeds reached)

Total # of Facebook Posts

16

55

263

306

15

ADACOMPLIANCE

ADASUMMARY The Americans with Disabilities Act (ADA) is a Federal civil rights law that prohibits discrimination against people with disabilities. Under this law, people with disabilities are entitled to all of the rights, privileges, advantages, and opportunities that others have when participating in civic activities.

The City’s ADA Coordinator (the Equal Opportunity Director) is responsible for coordinating the efforts of the government entity to comply with Title II and investigating any complaints that the

person with knowledge and information about the ADA so that

In addition, she or he coordinates compliance measures and can be instrumental in ensuring that compliance plans move forward.

from an employee. We also received two requests with regard to public accommodation, two inquiries regarding service animals and one employee-related accommodation.

ADA ISSUE/INCIDENT LOG

Finding/ Resolution(s)

Department was able to assign vehicle which met Accommodation request

Parking lot remediated to include marked Handicap accessible parking spots

Room provided for Nursing Station

Information provided as requested

Information provided as requested

Referred to (Department)

Code Enforcement - Chris Cooper

Rick Medina - President, Creek Forest Homeowners

Association

City of Gainesville CRA

OEO

RTS and OEO

Description of Issue/Incident

ADA Reasonable Accommodation

Request

No Handicap Parking

Employee Related Accommodation

Citizen Inquiry (Service Animals)

Citizen Inquiry (Service Animals)

Location/Employer

City of Gainesville - Code Enforcement

Creek Forest Apartments

City of Gainesville - CRA

Grace Marketplace/ Dignity Village

RTS

Date

ADADASHBOARD

1616161616Informatio

req

mation provided as req

1717

APOWERFUL

LOCAL ECONOMIC ENGINE

As one of the largest employers in North Central Florida, the City of Gainesville is a vibrant economic engine that generates hundreds of millions of dollars in annual impact to the region. Through our City which includes a city-owned utility (Gainesville Regional Utilities), we employ more than 2,300 employees in full-time, part-time, seasonal and temporary jobs. Our economic impact extends beyond our own operations as we continue to reinvest in our community. Gainesville, the largest city in Alachua County with a population of more than 130,000, is a progressive and diverse community that serves as the cultural, educational and commercial center for North Central Florida, a region of nearly 350,000. We are consistently recognized as a one of the premier cities in America to live, work and play. As home to the University of Florida, a leading research institution, we have developed into one of the state’s leading centers of education, medicine, athletics, and cultural activities.

TAXPAYERINVESTMENT

Staffing:

8FTE’SOffice budget: 1881818Staffing:

FTE’S

GeneralGovernmentBudget

$330M

GainesvilleRegional Utilities Budget

$421M

TotalNumber ofEmployee

2300+

$25,535,328Spent with local small, minority, women and veteran businesses

$16,000 Awarded to local

complainants throughmediation

$18,505 Seat to support local organizations and community initiatives

$150,000 Allocated for

a citywide ADA self evaluation of facilities

RETURN ON INVESTMENT TO THEGAINESVILLE COMMUNITY

888 191919

DID YOU KNOW? The Equal Opportunity Director serves as the City’s ADA Coordinator.

all City Commission Meetings and Committee Meetings held in Room 16 increasing effective communication for individuals who may be hard-of hearing.

Narrated City bulletin board for the visually impaired is provided every Monday at 8pm on Channel 12

To request an ADA Accommodation, you can make the request orally, in writing or send an email to - OEOADA@cityofgainesville.org.

RETURN ON INVESTMENT: COST SAVINGS FOR GAINESVILLERESIDENTS

of a costly lawsuit.

MEDIATION OUTCOMES

8 Mediations Held (as of 09/28/17)

4 “Successful” resolutions/settlements found

4 Results of Impasse

Total Settlement(s) Awarded: $16,000

Average Settlement Award: $4,000 2020

UNDERSTANDING THE COMPLAINT, INVESTIGATION AND RESOLUTION PROCESSWhat is covered under the City's Discrimination Ordinance?

The City's discrimination ordinance prohibits discrimination in employment, housing, public accommodations, and credit. Formal complaints concerning discrimination in any of these areas will be thoroughly investigated.

Discrimination on the basis of any of the following “protected characteristics” is covered under the ordinance: sexual orientation, race, color, gender, age, religion, national origin, marital status, disability, or gender identity.

Are there any instances where I might not be covered?Generally, the following requirements must be met:

Any non-housing related complaint must be made within 180 days Housing related complaints must be made within one year The alleged discrimination must occur within the Gainesville City limits The complaint cannot be against another governmental agency

What can I expect when the investigation is completed?We attempt to complete any investigation within 100 days. When the investigation is completed, either of the following can occur:

will have the option of taking civil action or having an administrative hearing. will be dismissed.

Does the City have hiring preferences or quotas? The City of Gainesville does not have any hiring preferences or quotas. It does have a city commission

How do you measure results if the plan only requires “good faith efforts?”

and reporting procedures. Analysis of recruiting, selection, and employment processes are completed

What else does the City do to prevent discrimination? The best way to combat discrimination is prevention. We work proactively to prevent discrimination by providing information, educational materials and training to citizens, City employees, businesses and other organizations to help them identify and solve problems before they escalate.

Is there a process in place to raise awareness of equal opportunity issues for citizens? We attempt to raise citizens’ awareness of equal opportunity issues through community outreach activities.

provide training events and take advantage of the opportunity to provide presentations to large groups of citizens.21oyees, businesses and

e.

itizenreach activities.

provide training ups of citize

FY 16-17 INTERNAL VS.EXTERNAL COMPLAINT PROFILE

RACE

22%

GENDER

28%AGE

8%

DISABILITY

SEXUALORIENTATION

6%

RELIGION

6%RETALIATION

11%

EXTERNAL CASES PROTECTEDSTATUS/CLASS

RACE

26%

GENDER

22%AGE

11%

DISABILITY

20%

SEXUALORIENTATION

4%

RELIGION

4%RETALIATION

13%

TOTAL CASES PROTECTED STATUS/CLASS

NO CAUSE

36%

WITHDRAWN BYCOMPLAINANT

8%

SETTLEMENT(MEDIATION)

16%

PENDING(NOT CLOSED)

40%

EXTERNAL CASE FINDINGS

NO CAUSE

50%SETTLEMENT(MEDIATION)

12%

PENDING(NOT CLOSED)

38%

INTERNAL CASE FINDINGS

NO CAUSE

40%SETTLEMENT(MEDIATION)

15%WITHDRAWN BYCOMPLAINANT

6%

PENDING(NOT CLOSED)

TOTAL CASE FINDINGS

RACE

40%

DISABILITY

20%

AGE

20%

RETALIATION

20%

INTERNAL CASES PROTECTED STATUS/CLASS

2222ETTLEMENTTLEMMEDIATION)EDIA

15%15%

A HISTORICAL VIEW OFINTERNAL VS. EXTERNAL DISCRIMINATION COMPLAINTS

OFFICE OF EQUAL OPPORTUNITY DISCRIMINATIONCOMPLAINT TRACKING

TotalInformal

Complaints

14

8

6

15

28

20

33

25

6

Total

TotalInformal

Complaints

14

8

6

15

28

20

33

25

6

6

InformalExternal

Complaints

5

2

10

11

23

14

8

20

18

1

1

InformalInternal

Complaints

3

4

5

6

6

14

12

13

5

5

TotalFormal

Complaints

14

8

6

15

28

20

33

25

33

228

FormalExternal

Complaints

5

2

10

11

23

14

8

20

18

25

143

FormalInternal

Complaints

3

4

5

6

6

14

12

13

8

85

FormalYear

Complaints

FY 08

FY10

FY 11

FY 12

FY 13

FY 14

FY 15

FY 16 232323232322323222323223

25

33

2

STEPS TO PROCESS(EXTERNAL) INTAKES &COMPLAINTS FLOWCHART

COMPLAINT FILED -RESPONDENT NOTIFIED

INVESTIGATIONPARTIES MAY REQUEST

MEDIATION

MEDIATIONSUCCESSFUL

MEDIATIONUNSUCCESSFUL

SETTLEMENTSIGNED -

CASE CLOSED

YES

INVESTIGATOR COLLECTSDOCUMENTATION,

INTERVIEWS WITNESSES ANDISSUES A DECISION.

NO REASONABLECAUSE

REASONABLECAUSE

REPORT RESULTS OFINVESTIGATION TO HUMAN

RIGHTS BOARD (HRB)

NOTICE OF DISMISSAL(10 days after notice is issued)

EO ASSISTANT GATHERS & TYPES INTAKE INFORMATION

DISCUSS PRELIMINARYRESULTS OF FINAL

INVESTIGATIVE REPORT (FIR)WITH EO DIRECTOR (DESIGNEE)AND CITY ATTORNEY’S OFFICE

Notice of Determinationserved to Complainantand Respondent within

10 days after notice issued

Request Administrative Hearing within 35 days of findingor

after the date of determination of reasonable cause by the HRB.242424242435 days of find

use by the HR

COMPLAINT FILED -RESPONDENT NOTIFIED

PARTIES MAY REQUESTMEDIATION

EO TECHNICIAN CONTACTS COMPLAINANT TOSCHEDULE INTAKE/COMPLAINT COUNSELING SESSION

WITH INVESTIGATOR

EO ASSISTANT GATHERS & TYPES INTAKEINFORMATION

YES NO

COMPLAINANT HAS 180 DAYS OF MOSTRECENT INCIDENT TO FILE PAPERWORK

INVESTIGATION

MEDIATIONUNSUCCESSFUL

MEDIATIONSUCCESSFUL

SETTLEMENTSIGNED -

CASE CLOSED

Investigationcontinues

SUBMISSION OFANY REQUESTEDSTATEMENTS OR

DOCUMENTATIONNO LATER THAN 10

WORK DAYSAFTER RECEIPT OF

INVESTIGATIONCONTINUING

INVESTIGATORCOLLECTS

DOCUMENTATION,INTERVIEWS

WITNESSES ANDISSUES A

DECISION.

DISCUSS PRELIMINARY RESULTS OF FINALINVESTIGATIVE REPORT (FIR) WITH EO

DIRECTOR (DESIGNEE) AND CITYATTORNEY’S OFFICE

MEET WITH CHARTER OFFICER ORDESIGNEE TO DISCUSS PRELIMINARY

RESULTS OF THE INVESTIGATION

EO DIRECTOR (DESIGNEE) MEETS WITHCOMPLAINANT TO INFORM HIM/HER OFTHE OUTCOME OF THE INVESTIGATION

CHARTER OFFICER REQUESTED TO ISSUEA WRITTEN RESPONSE WITHIN 15

WORKING DAYS OF RECEIVING FIR

IMPLEMENT RECOMMENDATIONS

EO DIRECTOR,RESPONDENT, CITY

ATTORNEY OFFICE ANDHUMAN RESOURCES

DISCUSS RESOLUTION/MEDIATION OPTIONS.

STEPS TO PROCESS(INTERNAL) INTAKES &COMPLAINTS FLOWCHART

25

SMALL ANDSERVICE-DISABLED VETERANBUSINESS PROCUREMENT PROGRAMLocal small and service-disabled veteran businesses support the City of Gainesville's overall economic development and the City is committed to their success, growth and development. This year, the city commission

contracting and procurement programs as well as providing other needed business services.

What does the Small and Service-Disabled Veteran Business Procurement Program offer local businesses?

Bid documents available at no cost or at a discounted price Maximum opportunity to participate in City contracts as prime contractors, subcontractors and materials suppliers Technical assistance in preparing bids Other resources and services to promote business growth

Who are the ideal candidates? The business’s principle place of operation with full-time personnel must be within Alachua, Bradford, Colum-bia, Gilchrist, Levy, Putnam, or Union County Pay required Occupational License taxes Have less than 200 employees Have a net worth of less than $5 million. For sole proprietors, the $5 million net worth includes personal and business investments

Your business's principal location with full-time personnel must be located within Alachua, Bradford, Colum-bia, Gilchrist, Levy, Putnam, or Union County Your business must meet the size requirements: Fewer than 200 employees and have a net worth less than $5 million Complete the Small Business Application and return to OEO.

Did You know? In 2016, the City Commission approved the Equal Opportunity Director’s recommendation amending the procurement policy allowing for purchases above $2000 and under $5000 requiring a quote from a local small or service-disabled veteran business

the Equal Opportunity Director, to increase threshold for competitive quotes from $2,000 to $5,000 (maintaining requirement for 3 written quotes from a local small or service-disabled veteran business, if they

$10,000 to $20,000 and for evaluated solicitations more than $50,000, a 5% preference with a $25,000

26rom $2,000 to $5,000

d veteran business, if they

preference with a $25,000

SMALL AND SERVICE-DISABLEDVETERAN BUSINESS PROCUREMENTPROGRAMLocal small and service-disabled veteran businesses support the City of Gainesville's overall economic development and the City is committed to their success, growth and development. This year, the city commission added the

procurement programs as well as providing other needed business services.

FY 16 -17 GG EXPENDITURES

Small Business

American Woman

African-American

Hispanic-American

Asian/Hawaiian-American

Native- American

Service-Disabled Veteran

S ll B i A i /H ii A i

$0

$16,300

FY 16 -17 GRU EXPENDITURES

Small Business

American Woman

African-American

Hispanic-American

Asian/Hawaiian-American

Native- American

Service-Disabled Veteran

Small Business Asian/Hawaiian-American

$13,146,612

$2,645

Small Business

American Woman

African-American

Hispanic-American

Asian/Hawaiian-American

Native-American

Service-Disabled Veteran

Total Spend

$0

$16,300

$5,830,517

Small Business

American Woman

African-American

Hispanic-American

Asian/Hawaiian-American

Native-American

Service-Disabled Veteran

Total Spend

$13,146,612

$2,645

$19,705,328

*NOTE* TOTALS INCLUDE LARGE WOMAN& LARGE MINORITY OWNED BUSINESSES

NOTES:

expenditures are included in Gainesville Regional Utilities and General Government spend data. General Government unaudited totals include expired 272727ED BUSINE

dited totals include expired

AFFIRMATIVEACTION SUMMARY

The Equal Opportunity Director has overall responsibility for the implementation of

Plan (AAP). {Voluntary means the AAP is not mandated by the federal government but each are approved by the City Commission making both documents enforceable.} The Equal Opportunity Director has assigned primary management responsibility and

Action Plans; one for General Government (GG) and one for Gainesville Regional Utilities (GRU). The AAPs are developed to determine areas in which minorities and women are underrepresented.

WHY AFFIRMATIVE ACTION MATTERS

IMPORTANCE OF AFFIRMATIVE ACTION PLANS

both organizational and employee success. The City will continue to communicate its policies, both within the organization and to the community in which we work. We are mindful of the fact that continued achievements in the area of equal employment

plans and programs for recruiting, communication, and reporting, to ensure that our

HOW A GOAL IS DETERMINED IN THE AFFIRMATIVE ACTION PLANWhen underrepresentation occurs, a goal is established for that position. This means a concerted effort to target the recruitment of minorities or women is expected to be

Equal Opportunity. A goal is established when the percentage of minorities and

n. This means xpected to be

s and

WORKFORCE AT-A-GLANCE

WORKFORCE ANALYSIS (GG) and one for Gainesville Regional Utilities (GRU). The AAPs are developed to determine areas in which minorities and women are underrepresented.

This workforce summary table provides demographic data by each department in the organization. The

employees including 168 (20.36%) minorities and 211(25.58%) women. Analyzing by race, both males and

2 OR MORE

0000000000020000000012000001200119

PI

0000000000000000000001000000000001

I

0000000000020100000101000000000005

H

00001000100131501000402

10201650213

72

A

000000000002200000103300000110001

14

B

0000120110522580001135334

10400

04321

310

W

0114242131114112

1831101

2488100532620

1861131226331151200

TOTAL MALE

01142641431

153

41112

28126201

33220

2111381232

1411613

2 OR MORE

0100000000001000000000000100000004

PI

0000000000001000000000000000000001

I

0000000000000000000000000001000001

H

100000000000600000010400100121001

19

A

011001000

00101000202000000015020

17

B

181101310030360308421466342323632333

225

W

2141121425101

8531236058

233152521

13

5

21429

TOTAL FEMALE

4241331656104

1303163144811231

4854

82225

696

TOTAL MINORITY

21021243320841120150

563

4816862

3333318

1030

680

OVERALLTOTAL

435

5

106104123

40122204256

20040

16

40

4248

40

1662307

DEPARTMENT

Administrative ServicesBudget & FinanceCity AttorneyCity AuditorCity CommissionCity ManagerClerk of the CommissionCommunity DevelopmentCommunications & MarketingEconomic DevelopmentFacilities ManagementGainesville Fire RescueGainesville Police DepartmentGeneral Services Human ResourcesInformation TechnologyNeighborhood Improvement

PRCAPlanning & Develop. ServicesPublic WorksRegional Transit SystemRisk ManagementGRU AdministrationGRU ComGRU CommunicationsGRU Community RelationsGRU Energy DeliveryGRU Energy SupplyGRU FinanceGRU ComGRU Information TechnologyGRU Water/WastewaterTOTAL

*Legend:

NOTEInitial data was provided by the Human Resources Department.

29g by race, both males

3030

Form of Training

Video

Blended (Video & Discussion)

Blended (Video & Discussion)

Blended (Video & Discussion)

Discussion

Blended (Video & Discussion)

Numberof

Employees

12

12

38

41

22

Department

Public Works - Parking Services

Water Wastewater Department - GRU

Parks & Recreation - Depot Park

Parks & Recreation - Summer Recreation Hires

Department of Doing

Public Works - Fleet Management

FY 16-17 OEO LED TARGETED TRAINING SESSIONS

I NTERNAL AND EXTERNALDIVERSITY TRAINING SESSIONSAnnual Mandatory Diversity Training For All EmployeesThis training is designed to provide all employees a broad perspective on the issue of diversity and how it impactsthe workforce. The training focuses on: (1) employees completely understand their rights and responsibilitiesregarding discrimination, harassment and inappropriate conduct (2) reviewing all Equal Opportunity policiesand procedures including ADA (3) being sensitive to diversity and inclusion in the workplace and recognizingour differences. Since 2016, this mandatory training is now offered every year to all employees.

New Employee OrientationStarting in December 2015, the OEO began participating in new employee orientation and educates all new

segment is designed to give employees an overview of the City’s Equal Opportunity policies and other

as well as retaliation. In addition, employees are given a broad perspective on the issue of diversity and how it impacts the workplace.

Customized Training

Operational Diversity Work Plan Training

Plan and provides them the information necessary to successfully complete their annual departmental/ division Operational Diversity Work Plans. The OEO staff provides annual guidance on the contents of the work plan to all hiring managers and supervisors.

Employment Law SeminarThis eight-hour seminar offers employment law training to various professionals in the north central Florida region. The day-long seminar covers intriguing topics in employment law as well as how to conduct investigations,diversity and inclusion, ADA, FMLA, workers compensation, and other diversity-related areas.

313113131313131313131deo & Discussion)

ideo & Discus

Discu

cussion

scuss

OEO SUPPORTS THE LOCAL COMMUNITY THROUGH COMMUNITY OUTREACH AND PUBLIC ENGAGEMENT…OEO PROVIDED FINANCIAL SUPPORT DURING THE FY 16-17

The Hippodrome

Women Working With Women, Inc.

Project Manhood Youth Development Foundation, Inc.

East Gainesville Relay for Life ( American Cancer Society)

NAACP/Alachua County (Freedom Fund Banquet)

Pride Community Center Of North Central Florida (Festival, Donation & Ad)

Alpha Kappa Alpha Sorority Incorporated/ Twenty Pearls Foundation

PACE Center for Girls (Health Fair)

Junior League of Gainesville FL Inc.

Martin Luther King Jr Commission of Florida, Inc. (Banquet/ Expo/Breakfast & March)

Cotton Club Museum and Cultural Center, Inc. (CCMCC)

GRU Brighter Tomorrow Scholarship Banquet

Center for Independent Living of North Central Florida

Empowerment Consultants & Assoc., LLC

University of Florida Alumni Association Black Alumni Tailgate

OEO PROVIDED NON-FINANCIAL SUPPORT DURING THE FY 16-17

Humana Market Point Veteran’s Drive (Clothing & Toiletries)

GLO (Gainesville Little Ones) 32L SUPPORT

tries)

Continue to implement the OEO 2020 Plan which outlines a roadmap for the City’s diversity and inclusion efforts

Review policies of all city departments (GG/GRU) ensuring compliance with the city charter, code of ordinances and any technical clean-up needed

Oversee the Phase II ADA Self-Evaluation process focused primarily on facilities, through collaboration

access, golf facilities, play areas, swimming pools, parks, community centers, etc.

Monitor and lead the B2GNow Diversity Tool implementation within the City

Develop and release a formal Diversity and Inclusion Plan for the City

Produce a “Race Relations Blueprint” in consultation with thirty local community organizations

Revise the Procurement Policy to include all veterans in the OEO’s Small Business Program rather than limited to only service-disabled veteran enterprises (The State of Florida has also made this adjustment)

RECOMMENDATIONS ANDPLANNING FOR THE FUTURE

33organization

ram rao made this adjustm

TOREY ALSTON,FCCN, ADAC, CAAP, CCAEqual Opportunity Director

GWENDOLYN D. SAFFO

DR. BRIDGET S. LEE,CPM, CPSD, MCA, SHRM-SCP, SPHR

Diversity & Inclusion Manager

THOMAS BLEDSOE,SHRM-CP

Compliance Investigator

SYLVIA WARRENSmall, Minority & Veteran’s Business Program Coordinator

ZANORFA LYNCH,MSHRM, SHRM-CP

DEVERN WILSONEqual Opportunity Assistant

CANDASY TOLBERTTemporary Staff Support II

TEAMOEO

NOTES

CITY OFGAINESVILLEOFFICE OF EQUALOPPORTUNITY

FISCALYEAR2016 - 2017

ANNUALREPORT

CITY OF GAINESVILLE222 East University Avenue

Email: EqualOpportunity@cityofgainesville.org

For individuals with disabilities or communication impairments:

City Of GainesvilleOffice of Equal Opportunity

GainesvilleEO