HomeMy WebLinkAboutAgenda - 01-24-2005-5gORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: January 24, 2005
Action Agenda
Item No. S - c
SUBJECT: Final Report on the Functions and Responsibilities of the Orange County
Department of Human Rights and Relations
DEPARTMENT: Human Rights and Relations PUBLIC HEARING: (Y/N) No
and County Manager
ATTACHMENT(S):
Attachment 1 - Key Changes from 1993 to
Present
Attachment 2 - Human Rights and
Relations Departmental Plan
Attachment 3 - Department of Human
Rights and Relations Organizational
Chart
Attachment 4 - Staffing Plan
Attachment 5 - LEP Coordinator
Classification
INFORMATION CONTACT:
Milan Pham, Director, HRRD, 960-3877
Gwen Harvey, Assistant Co. Mgr., Ext.
2307
Elaine Holmes, Personnel Director,
Ext. 2552
Durham 688-7331
Mebane 336-227-2031
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
PURPOSE: To present for approval the final report on the functions, responsibilities and
staffing of the Department of Human Rights and Relations.
BACKGROUND: At the Board of County Commissioners meeting on September 7, 2004, the
Manager's Office, the Personnel Department and the Department of Human Rights and
Relations provided the BOCC with a comprehensive review of how the Department of Human
Rights and Relations has evolved through the years in response to a changing legal, cultural
and social environment -- from an emphasis on investigation and enforcement to preventive
education, outreach, and consultation. The review included an update of the Departmental
staffing structure - how positions are currently being used and the restructuring envisioned to
better effect a redefined plan for functions and responsibilities.
Commissioner Feedback from September 7, 2004 Meeting:
The Commissioners made several suggestions for improvement and asked questions for
clarification. Suggestions and questions included: assuring adequate attention to women's
issues, institution of a biennial State of Human Relations in Orange County Report and
consideration of migrant farm worker and day laborer issues.
Final Plan Highlights:
The BOCC suggestions have been incorporated into a revised staffing plan and the primary
duties and responsibilities for the Department, Attachments 1 (Key Changes from 1993 to
Present) and 2 (Human Rights and Relations Departmental Plan) to the final plan remain
unchanged. Changes are reflected in attachments 3 (Department of Human Rights and
Relations Organizational Chart), 4 (Staffing Plan) and 5 (LEP Coordinator Classification),
• The plan provides for more than the equivalent of a full-time position to women's issues
including the issues of women of color, immigrant women, sexual minority women,
disabled women and aging women through the Civil Rights Specialist, the Community
Relations Specialist, the Limited English Proficiency Coordinator and the Director, The
Director and Civil Rights Specialist will be chiefly responsible for attending all meetings of
the Commission for Women and coordinating their agenda and active projects, with
additional support for technical research and administrative coordination provided by
other office staff.
• The Department will incorporate a biennial report on the Status of Human Relations in
Orange County, beginning in the 2005 calendar year.
• The Department will continue working with local advocacy groups on day laborer and
farm worker issues,
Classification Plan Amendment:
Previously, the LEP Coordinator position was the English as a Second Language (ESL)
Coordinator position, The ESL Coordinator was responsible for recruiting, training and
coordinating volunteers to engage in one-on-one tutoring in a time when such services were not
widely available in the community,
The position as realigned is responsible for improving access for LEP communities to Orange
County Services. Examples of such programs include:
Inventorying and assessing with each operating department, beginning with those
providing critical services, the current ways in which services are provided to limited
English proficient clients, the possible service barriers to such clients and the unmet
needs to be addressed,
Develop and support implementation of uniform initiatives Countywide to address oral
information (information desks, telephone lines, reception areas), written information
(forms, records, notices of free LEP Services), electronic information and signage.
Develop and promote a "tool kit" of internal resources, including a standardized method
for assessing language proficiency, for operating department use in responding to
requests for translation and interpretation services.
Personnel has conducted a classification review of the position's planned new duties and
responsibilities. Based on this, Personnel recommends the position be classified as LEP
Coordinator at salary grade 17 which has a hiring range of $37,039 to $48,125.
Next Steps:
With the Board's approval of the Final Report, the Department will
• Recruit and hire for currently vacant Departmental positions including Civil Rights
Specialist for Community Relations and Limited English Proficiency (LEP) Coordinator
• Research, write and publish the first Status of Human Relations Report
• Work with the Human Relations Commission to complete a social justice goal
recommendation for the Board of County Commissioners
• Research, write and publish the Status of Women Report focusing on Childhood Obesity
Programs
• Conduct strategic planning for the Department and publish an annual report and strategic
plan
FINANCIAL IMPACT: There is no financial impact associated with the approval of the Final
Report.
RECOMMENDATION(S): The Manager recommends that the Board accept the final Report
on Functions and Responsibilities of the Human Rights and Relations Department and amend
the County's Classification and Pay Plan to add the new class of LEP (Limited English
Proficiency) Coordinator at salary grade 17 effective February 1, 2005.
Attachment 1
Key Changes from 1993 to the Present
Department of Human Rights Major Functions & Responsibilities
Function Key Change Example
Commissions: Increase assistance to the Commissions Both Commissions currently have substantive projects
Women in developing community connections involving women's rights and human rights, in
Human Relations and in accomplishing Commission addition to their regularly scheduled activities,
goals on more substantive projects. including; "Where My Feet Have Gone Where My
Feet Are Taking Me," The Vagina Monologues,
Marriage Equality Discussions etc
Enforcement Incorporate intake and referral to the Processed four-employment discrimination intakes
EEOC rather than in-house based on gender and sent them to the EEOC since the
enforcement efforts while continuing to inception of the program in 2004. Implemented
enforce housing and public education initiative at EI Centro Latino that has
accommodations portions of the resulted in four fair housing complaints since May
Ordinance, Increase education on fair 2004 and 13 inquiries from individuals who report
housing and equal employment being too frightened to complain.
opportunity.
Education and Implement new efforts toward Currently developing program with El Centro Latino
Outreach education and outreach to increase educating advocates on employee rights under Fair
awareness of other civil rights Labor Standards Act, Wage & Hour, Occupational
protections and issues. Safety & Health Act, Title VII, Immigration Reform
and Control Act etc This program has provided
successful resolution for eight Latino families since
it's inception May 2004.
Training Implement new training initiatives to Recently created training to Dismantle Oppression in
address issues of racism, sexism, conjunction with the Dispute Settlement Center
classism, and homophobia proactively- entitled, "Closing the Achievement Gap by
Uncovering Power Prejudice and Privilege." Trained
teachers at New Hope Elementary and Orange County
Schools Administrators during Leadership Retreat.
Research Provide in-depth research on civil and Cononissions have erpressed interest in conducting
human rights issues as identified by the research on topics the effects of racism and
Commissions and the BOCC. immigration, aging and discrimination on Orange
County populations.
Policy Provide guidance or technical At the request of a local nonprofit, provided technical
Guidance/Iechnieal consultation on civil/human rights assistance on compliance with the Americans With
Consultation related issues at the request of the Disabilities Act, specifically regarding requirements
BOCC, Orange County Departments to reasonably accommodate disabled employees. At
and community based agencies. the request of a local nonprofit, provided assistance
with Board Development.
I imited English Develop program, policies and At the request of the Director's of the Department's of
Proficiency procedures to improve access to Social Services and Health, began process of
government services for Limited developing a certification standard for interpreters and
English Proficient communities. translators in conjunction with CHICLE and the
County Manager's Office.
Information and Develop a comprehensive civillhuman Many individuals' call the Department with civil and
Referral rights information and referral system human rights related concerns. Dhe Deparinnent staff
including personal contacts and is working on developing relationships with
mechanism for regular updating appropriate state andfederal agencies to successfully
referclients. The Deparnnent .staflsintheprocessof
identifying agencies, their services and bilingual
contacts for civil rights referrals
Administration Same Same
Items in italic font are examples of anticipated work. Items in regular font are examples of current work.
Attachment 2 provides a comprehensive review and comparison of all Departmental functions,
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Attachment 3
Department of Human Rights and Relations
Organizational Chart
As Of January 2005
Director,
(Departmental Management & Leadership)
Milan Trinh Pham
Intake Specialist (Program
Services Manager),
James E. Spivey
LEP Coordinator
Recruitment Pending
Civil Rights Specialist with a
concentration in Women's
Issues,
Pamela C. Pagan
Civil Rights Specialist with a
concentration in Community
Relations,
Recruitment Pending
ao
Attachment 4 a'
Staffing Plan
Overview
The Human Rights and Relations Department presently has the full time equivalent of
4.75 positions. This does not include one position - the position occupied by Annette
Moore - that has been reassigned to assist in addressing mental health reform by serving
as Special Counsel for Mental Health Reform to the OPC Area Mental Health Director.
Milan Pham has been appointed Human Rights and Relations Director.
Outlined below are the responsibilities of the current 4.75 positions.. These staff would
be assigned to carry out the "Major Functions" in the Human Rights and Relations Plan.
The functions described in the Human Rights and Relations Plan can be successfully
accomplished with this staffing level.
Director
Responsible for planning, directing and managing all department operations, including
enforcement of the County's civil rights ordinance, managing staff, creating
comprehensive education and outreach programs on issues of civil and human rights,
designing and implementing training related to civil and human rights, maintaining inter
and intea agency communication on issues of civil rights, researching and reporting on
issues of civil and human rights, designing and implementing training related to civil and
human rights, serving as the County liaison to local, state, regional and national civil
rights agencies and organizations, providing guidance and support to the Human
Relations Commission and the Commission for Women and other regular Department
head duties or other duties as the BOCC and management require.
Knowledge required: Knowledge of Title VI, Title VII and Title VIII, knowledge of
administrative proceedings, knowledge of principles of statutory construction and
analysis, knowledge of the legislative process, clear, understanding and knowledge of
civil and human rights issues, knowledge of structure and operations of federal, state and
local government, knowledge of mediation and conciliation techniques and methods,
ability to manage and supervise, ability to conduct legal and scholastic research, ability to
gather and analyze complex data, skill in oral and written communication, skill in public
and interpersonal relations.
Attachment 4 a a
Civil Rights Specialist with a concentration in Women's Issues
Responsible for assisting in the enforcement of the civil rights ordinance, conducting
training on civil rights issues, providing information on civil rights related issues with
emphasis on issues of gender and gender identity, assisting the implementation of
outreach and education efforts, serving as a liaison between the County and
underrepresented communities, serving as the primary program staff for the Commission
for Women.
Knowledge required: Knowledge of Title VII and Title VIII, knowledge of women's
rights issues ( such as affirmative action, access to healthcare , aging, women of color
issues, immigrant women issues), knowledge of the intersection of gender/sex issues
with issues of race, age, ability, sexual orientation, immigrant status and class, knowledge
of legal research and writing, knowledge of Roberts Rules of Order, knowledge of
community resources, ability to conduct investigations, ability to conduct training on a
variety of civil rights issues, ability to use computer software, ability to communicate
clearly in writing.
Civil Rights Specialist with a concentration in Community
Relations
Responsible for developing conflict/dispute resolution procedures for civil rights related
crisis', responsible for coordinating with the Director appropriate community conflict
resolutions for civil rights related crisis', developing relationships with underserved
populations, identifying communities that need assistance in the field of civil and human
rights, providing education to the community on a myriad of civil rights related issues,
responding to community inquiries into civil rights related issues, planning, developing
and implementing outreach and education strategies, providing information and referral
to underserved communities on issues of civil and human rights, serving as the primary
program staff for the Human Relations Commission.
Knowledge required: Knowledge and understanding of civil and human rights issues,
knowledge and understanding of the intersection of all civil and human rights issues,
knowledge of dispute resolution methods and techniques, knowledge of ability to conduct
trainings and facilitate meetings, knowledge of Robert's Rules of Order, ability to
conduct research and analyze information, ability to write grant proposals, skill in written
and oral communication.
Attachment 4
LEP Coordinator
;3
Responsible for leading and coordinating County-wide efforts to eliminate or reduce to
the maximum extent possible limited English proficiency as a barrier to accessing or
using Orange County government services. Assesses needs in collaboration with
operating departments and develops plans and programs; identifies resources to address
needs. Serves as central staff resource to engage and support County efforts to assist and
support community members for whom language can be a barrier to accessing services,
benefits, and understanding and exercising their rights in relation to government
sponsored programs and opportunities.
Knowledge required: Knowledge of Title VI, knowledge of limited English speaking
communities, knowledge of'special issues related to limited English proficient
communities, ability to conduct research and leverage organizational and community
resources, ability to build relationships and sustain relationships with immigrant
communities, ability to analyze programs and make recommendations for improvement.
Grant writing ability preferred. Knowledge and understanding of statutory construction
and interpretation preferred.
Program Services Manager (currently Intake Specialist)
Responsible for conducting intake for all complaints brought under the Civil Rights
Ordinance, responding to supplemental services requests, providing administrative and
clerical support to the Department and the Human Relations Commission and the
Commission for Women, maintaining Departmental records, responding to inquiries of
the Department in written and oral form, assisting in preparing and administering the
Department Budget, overseeing expenditures, revenues and reimbursements of the
Department budget, maintaining civil rights lending library and establishing procedures
for its use, negotiating contracts with service providers, and developing procedures to
streamline Department administration, providing support to community based agencies
which further the Department's mission through organizational development assistance,
researching and preparing grant applications for programs which further the
Department's mission, assisting the Director in filing reports to funders (i.e. HUD, other
foundations).
Knowledge required: Knowledge of local government budget and finance, knowledge of
a myriad of computer software including but not limited to Word, Excel, Access and page
layout software, knowledge of Robert's Rules of Order, knowledge of organizational
development, knowledge of community resources, ability to communicate with a diverse
constituency, skill in written and oral communication.
Attachment 5
JOB TITLE: Limited English Proficiency (LEP) Coordinator
DEPARTMENT: Human Rights and Relations, Orange County
JOB SUMMARY: This position is responsible for examining current County
government services, identifying needs, and developing and implementing programs to
assure meaningful access to County services by clients with limited English proficiency
(LEP).
MAJOR DUTIES:
o Conducts outreach and identifies LEP communities in Orange County; assesses
needs, analyzes access to County government services, and identifies ways to
improve access.
o Researches and identifies services, staff and resources dedicated or available to
LEP communities.
o Evaluates methods and efficiency of County service delivery to LEP communities
and works with departments to improve service delivery.
o Creates bilingual resource directories or other methods of referral for service
providers.
o Prepares language access plans and reports.
o Updates and maintains the County's LEP policy and action plan; provides technical
assistance and ensures that proposed target dates for completing elements are
achievable; provides the County Manager with recommendations on proposed
modifications to the plan.
o Provides assistance and guidance on Title VI compliance for County departments as
requested; assists with developing/updating policies and procedures for obtaining
timely interpretation and translation services of newly written vital documents.
o Develops collaborative partnerships with community-based organizations.
o Serves as liaison on intra-agency and community based groups serving LEP
communities.
o Provides oral interpretation and written translation when needed,
o Performs other related duties as assigned.
KNOWLEDGE REQUIRED BY THE POSITION:
o Knowledge of Title VI policies and procedures requiring improving access to s
services for LEP communities.
o Thorough knowledge of immigrant and LEP issues.
o Ability to analyze data and conduct research on immigrant issues.
o Ability to interpret statutes.
o Ability to develop, implement and evaluate programs.
o Ability to work with individuals from the LEP community.
o Skill in problem solving and decision-making.
o Skill in public and interpersonal relations.
o Skill in oral and written communication.
SUPERVISORY CONTROLS: The Human Rights and Relations Director assigns work
in terms of very general instructions requiring the use of much judgment. Work is
reviewed through conferences, reports and observation.
GUIDELINES: Guidelines include Title VI of the Civil Rights Act of 1964, Orange
County Civil Rights Act, other relevant state and federal laws and regulations and
departmental policies and procedures. These guidelines are generally clear and
specific, but may require some interpretation in application.
COMPLEXITY: The work consists of developing and proposing methods, policies,
procedures and strategies to County government on ways to improve language access.
'Improving access to services for persons with limited English proficiency' under Title VI
is fairly new. Currently, there is very limited guidance on the interpretation of the
compliance standards and in addition, there are no case laws established on language
access and this all contributes to the complexity of the work.
SCOPE AND EFFECT: Successful performance helps assure the elimination or
reduction of limited English proficiency as a barrier to accessing Orange County
government services.
PERSONAL CONTACTS: Contacts are typically with citizens with limited English
proficiency (LEP), nonprofit agencies, civic and community representatives, government
officials, other employees, and the general public.
PURPOSE OF CONTACTS: Contacts are typically to give or exchange information,
resolve problems and provide services.
PHYSICAL DEMANDS: The work is typically performed while sitting at a desk or table
WORK ENVIRONMENT: The work is typically performed in an office. Wo
SUPERVISORY AND MANAGEMENT RESPONSIBILITY: None.
MINIMUM QUALIFICATIONS:
o Knowledge and level of competency commonly associated with the completion of a
baccalaureate degree in a course of study related to the occupational field.
o Experience sufficient to thoroughly understand the objectives and functions of the
department and to be able to answer questions and resolve problems, usually
associated with one to three years experience or service.
o Must be bilingual in Spanish and English.
o Possession of or ability to readily obtain a valid driver's license issued by the State
of North Carolina for the type of vehicle or equipment operated.