Minutes COA 12-03 — File 207180

Confirmation of Appointments and Personnel Matters Committee Page 1 of 2 Printed 12/11/2018 December 3, 2018 REPORT OF THE CONFIRMATION OF APPOINTMENTS AND PERSONNEL MATTERS COMMITTEE Attendee Name Title Status Arrived Jefferson Thomas ("J.T.") Scott Chair Present Stephanie Hirsch Vice Chair Present Wilfred N. Mbah Alderman at Large Present Lance L. Davis Ward Six Alderman Present Ben Ewen-Campen Ward Three Alderman Present Others in attendance: Annie Connor and Candace Cooper. The meeting started at 6:05 p.m. and ended at 8:08 p.m. 204921: Requesting the re-appointment of Candace Cooper as Director of Personnel. The two items on this agenda were discussed together. For discussion of this item, see #205475. RESULT: KEPT IN COMMITTEE 205475: That the Administration provide historical data on complaints relevant to violations of the city’s anti-harassment and anti-discrimination policy. Ms. Cooper distributed the City’s updated Equal Opportunity Policy dated 10/1/18. The Chair had been having ongoing discussions with the law department and personnel. They did some digging of handling of sexual harassment reports. A question was asked by Ald. Davis what findings would constitute barring an employee. Ms. Cooper stated that it’s very challenging handling complaints. Ald. Hirsch asked about the differences between sexual harassment, harassment and other misconduct. Differences are defined in the policy. Harassment may be described as race related or religion, and hostile action. Ms. Cooper stated there are 10 collective bargaining units. There is a non-union handbook with policies on disciplinary actions, unprofessional behavior, investigating and taking action. Bullying can be addressed as unprofessionalism. Ms. Cooper stated that no one would be sent before the committee for re-appointment if there were issues. Ald. Ewen-Campen asked what would happen if the committee did not re-appoint the individuals. Ms. Cooper responded that the department heads would continue to serve in their current capacity. It was also stated that the administration will not provide information regarding any complaints to the committee. Candidates are sent before the committee as per the city charter. The Chair Alderman Scott talked about transparent and good faith policy and the need for a non-safe place for predators. He will continue to pursue this matter and has undertaken separate actions with the mayor’s office. Some progress has been

Confirmation of Appointments and Personnel Matters Committee Page 2 of 2 Printed 12/11/2018 made regarding sexual harassment information being released by the city. For the first time, the city will release information in the next week. There is information dating from 2013-2018 with 5 complaints of which four were substantiated with two terminations, one resignation and one counseling recommendation. The administration does not support the committee’s request to ask certain questions of the department heads when appearing before the committee for appointment. Ms. Cooper stated the administration strives to provide a safe environment for employees and personnel files are not public record. Ald. Mbah asked Ms. Cooper what the Equal Opportunity policy mean to her. Ms. Cooper responded to the alderman’s question stating that the policy means that employees are treated fairly, no fear, non-hostile environment, treated equal, feel comfortable working in the city and given the same opportunities as everyone else. Ms. Cooper was asked about training personnel received on these types of matters. There has been training from the Massachusetts Commission Against Discrimination, Business Labor Relations and Society of Human Resources Management. There is also routine 1-1 training and they are in the process of revamping the training. Ald. Davis asked Ms. Cooper if there was an audit of the process or peer review to confirm the policy was followed. Ms. Cooper will inquire with MCAD if they have a review process. Ald. Hirsch discussed concerns about the city’s culture and efforts to hire women and people of color. Ald. Mbah motioned requesting that the administration create an anonymous reporting form for employees to directly contact the Confirmation of Appointments and Personnel Matters committee with concerns related to appointments before the BOA for confirmation. All committee members voted in favor of this motion, except Ald. Hirsch who voted against this motion. The chair stated that he has received more than a few emails requesting follow up investigations on employees. Ald. Ewen-Campen requested a copy of the previous Equal Opportunity policy. RESULT: KEPT IN COMMITTEE COMMITTEE MEETING HANDOUTS 1. Sign in Sheet 2. City EO Policy