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Haslet Armory / STATE OF DELAWARE / Telephone: (302) 739-4195122 MARTIN LUTHER KING JR. BLVD., SOUTH / Fax: (302) 739-2711
Dover, Delaware 19901 / Email:
Governor’s Equal Employment Opportunity Council
MEETING MINUTES
MEETING DATE AND TIME: Wednesday, April 9, 2014
PLACE: Haslet Armory Building, Second Floor Conference Room 219, 122 Martin Luther King Street, Dover, Delaware 19901
MINUTES APPROVED: Approved
MEMBERS PRESENT:
James Collins, Council Chairman
Wallace Dixon, Council Member
Deborah Gottschalk, Council Member
Terry Yancey-Bragg, Ed.D., Council Member
MEMBERS ABSENT:
Bernice Edwards, Council Member
Jim Welch, Council Member
Gail Launay-Tarlecki, Council Member
Richard Senato, Council Member
Brenda Lakeman, Ex Officio Member
Cynthia Fairwell, Advisor on Disability
STAFF PRESENT:
Jane Hahn, OMB/HRM Staff Member
Denise Robbins, Council Staff
Sandy Reyes, Council Staff
Romona Fullman, HRC
1.0 Call to Order
Mr. Collins called the meeting to order at 9:40 am.
1.1 Review and Approval of February Minutes
This item was tabled due to lack of quorum.
2.0 New Business
No new business to discuss.
2.1 Agency Affirmative Action Report Feedback Letters – Agencies Formally Reviewed
Council members reviewed three draft feedback letters for Department of Correction, Delaware National Guard and Department of Education. Minor edits were noted and the letters will be updated and mailed. The letter for the Office of Management and Budget will be finalized and emailed to Council members for comment.
2.2 Agency Affirmative Action Reports – Report by Council
Mr. Collins reviewed the Department of Agriculture and was concerned that the report was very similar to past reports. DOA had an approximate 8% turnover rate for FY13, however, under-representation still exists in all EEO-4 categories for minorities and all but two categories for females. Follow-up needs to occur in the areas below:
· Review applicant data to determine if applicant pool is diverse. The report shows a diverse outreach effort but is it providing a diverse applicant pool? DOA may need to identify new areas of outreach to reach more minorities and females.
· The Scholars Program should be expanded to expose other career fields and opportunities DOA has available. In addition, DOA should track the number of people who complete the program and get hired for full-time positions.
· Review the number of casual seasonal employees and the minority and female composition.
Mr. Collins noted that the past DOA should consider branding itself as a business organization to attract a broader range of applicants for its many areas and careers.
Ms. Robbins reviewed the Delaware Economic Development Office and was unable to provide specific feedback because required reporting areas were not addressed. Based on little detail or new information, it could not be ascertained if any specific focus on efforts around diversity is being pursued. Due to the fact that DEDO is a non-merit agency it could be assumed that they have more flexibility in their hiring practices. The Council was interested in finding out more about their recruitment process and applicant pools.
Ms. Robbins reviewed Delaware State Housing Authority and highlighted many best practices outlined in their report. For example:
· Succession planning process is still being utilized and has been effective in promoting internal career development. This program is being used along with their mentoring program.
· Recruitment notices are being posted in their rental offices as well as Facebook and Twitter. The Council would like to see if they are tracking the number of hires through this process and is it yielding minority and female applicants.
· DSHA completed a climate survey but didn’t state when or what results were followed up on. The Council would like an update in this area.
· Exit Survey usage increased by 50%. Were any trends noted or changes made as a result?
· The Council would like for DSHA consider creating a path to encourage customers and interns to work for the department. Ensure that minorities and females remain a focus in the recruitment process.
· Kudos to DSHA for a well written report.
DSHA is under-represented by minorities in 2 out of 6 EEO categories and 3 out of six for females. Overall, their workforce statistics haven’t changed significantly even with 10 hiring opportunities (4 minority and 6 female). It was also noted that DSHA has a small pool of state of Delaware employees.
Ms. Reyes reviewed the Department of Labor and determined that overall their workforce statistics look diverse. They have parity in 5 out of 8 EEO categories for minorities and 7 out of 8 for females. She noted that with parity perhaps the Council may want to consider looking across the board by agency to determine if there are patterns statewide with certain labor market categories being under-represented. She also suggested that if patterns are found information could be analyzed to possibly present in the future for employment needs to community colleges. She also discussed the consultant’s suggestion that throughout the reports we track promotions, new hires, complaints etc. by labor market category for consistency.
The Council was interested in following up on their use of climate surveys and whether trends were noted and acted on. In the area of complaints, DOL showed a 58% increase in complaints received with 4 being external complaints filed with DOL or the EEOC. Two of these complaints has since been resolved from FY2012 but the Council would like to understand the nature of the complaints and if any trends have been noted. A better understanding of the general work climate is needed for further recommendations. DOL stated that they are developing recruitment plans and the Council would like an update in that area. The Council would also like to know what tools DOL is using to capture disability data since their number of self-identified or disclosed is larger than most agencies of similar size.
The Council discussed changes needed to the template for the upcoming report for the reporting period that would follow the current period we are about to enter. These changes include adding a column for number of positions for the parity chart, removing “example only” from parity charts, providing an explanation of the comparison of census data 2000 versus 2010 and contact the Department of Labor to determine if demographic data (including unemployment rates) exists by county.
3.0 Old Business
No old business to discuss.
3.1 2014 Governor’s EEO Summit – Post Discussion
The 2014 Governor's EEO Summit was attended by approximately 240 of the State's leadership. Of those 240 participants, 180 completed a Summit evaluation. A summary is outlined below.
· 91% gained a better understanding of how unconscious perceptions may reinforce stereotypes.
· 80% obtained new skills to begin bringing deliberate awareness to things that may have previously been driven by the unconscious.
· 83% better realize that organizations benefit by inviting different viewpoints into the decision.
· 91% Rated the Presenter/Presentation as Excellent (77%) or Very Good (14%)
· 86% Rated the Overall Summit as Excellent (59%) or Very Good (27%)
Ms. Robbins met with the Statewide EEO Officials and the feedback she received was mostly positive. Two areas of improvement would be the lack of “wrap-up” at the conclusion of the Summit due to time constraints. Some participants wanted Mr. Moncure to provide the key points as a review at the end to ensure “take-away” points were reiterated. Others felt that if they attended the 2012 Summit that the message was very similar. Mr. Collins noted that the Summit was successful and has received positive feedback from leadership. Dr.. Yancey-Bragg stated that when the Governor meets with his Cabinet that it would be beneficial to spend some time discussing the summit and have leadership report on what they have done post-summit, and what they plan to implement as a result of the summit. Dr. Yancey-Bragg also mentioned the following questions could be added to the next summit evaluation as well as be required in the upcoming report template. Questions of this nature should ensure accountability and commitment.
1) How is your agency ensuring areas covered in the 2014 Summit are being addressed in strategic objectives? Relate directly to areas of under-representation.
2) Have you seen any change as a result of the 2014 Summit or do you think it would result in change?
Mr. Collins agreed when planning the next summit the message needed to move into other areas of EEO/AA. However, he felt this year’s message on unconscious bias was important and relevant because people are influenced by multiple impressions and if we can create those multiple impressions they are most likely to assimilate the new information into decisions and behavior patterns. Plans for the next summit could include a panel presentation utilizing existing State employees with practical application. Mr. Collins thanked the Council staff and volunteers for the dedication to ensuring the Summit was a success.
3.2 Discussion on Presentation by Schuyler AA Practice and Global Recommendations
The discussion on the presentation by AA Consultant was tabled until the next Council meeting. Global recommendations were discussed and the following areas were considered:
· Partner with other agencies or organizations that are holding job fairs and make every attempt to participate. Provide a job fair specifically for state government.
· Review the exit interview process to sufficient response rates, analyze feedback and follow–up on trends with a plan of action and focus on in-person interviews when feasible.
· Change the casual seasonal hiring process to be consistent with hiring practices for merit positions.
· Establish criteria to be followed when filling positions that fall into chronically under-represented EEO-4 categories. Chronic under-representation will need to be defined.
· Review the current statewide performance plan/review procedures and institute a process to ensure employees consistently receive a performance plan and review annually.
· Provide interview training for hiring managers on a regular basis not to exceed every five years.
· Incorporate unconscious bias content into the interview panel training.
· Agencies assign a representative to attend GCEEO monthly meetings as well as participate in the Recruitment Workgroup.
· Review and, as necessary, update veteran’s preference criteria.
· Agencies with chronic under-representation work with OMB Recruiting section to establish recruitment plans.
· Provide statewide human resources and managerial training/education on Gender Identity Guidelines and best practices.
· Continue proactive efforts to further employment of people with disabilities consistent with HB 319, the Employment First Act.
· Conduct and review employee surveys to assist with establishment of strategic priorities.
· Proactively address diversity by developing and communicating related strategic objectives. Note: areas of chronic under-representation may warrant more creative and aggressive solutions.
3.3. Next Meeting – May 29, 2014, 9:30 a.m.
Conference Room 219. Haslet Building.
4.0 Adjournment
Mr. Collins adjourned the meeting at 11:45.
Respectfully submitted,
Denise Robbins