NOAA EEO COUNCIL MEETING MINUTES
Friday February 4, 2000
______________________________________________________________________________
Attendees:
Chair - Capt. Richard R. Behn (Ex.Dir.- DUS)
Members - Alfred A. Corea (OCR), Jesse James (NWS), Bob Taylor (OMAO), Betty Dodds
(NWS), Natalie Huff (NMFS), Melanie Fields-Jones (OGC), John Jones, Jr. (NWS),
Charlie Challstrom (NOS), Carolyn Gurney (NWS), Barbara Marshall-Bailey (Diversity),
Louisa Koch (OAR), James Su (NWS), Barbara Tobe (NWS), Stuart Rosenthal (AFGE),
R. J. Dominic (OFA), Don Nortrup (NESDIS), Larry Beat (OCR), Jeremiah Jenkins (HRMO),
Lisa Hiruki-Raring (NMFS), Ibn Bailey (NMFS), B. Carzell Cody (NOAA OGC).
The meeting was called to order at 8:30am by Capt. Behn, Executive Director to the Deputy
Undersecretary.
ANNOUNCEMENTS
Al Corea inforned the council that the NOAA Office of Civil Rights would be coordinating this
year's "Bring a Child to Work Day". Ms Eula Brown, also with the NOAA OCR), has been
designated the point of contact for this effort. Mr. Corea indicated that Deputy Under Secretary,
Scott Gudes promotes and encourages participation in the program by all NOAA employees. The
date for this activity is set for April 27, 2000.
Al Corea reviewed the packet of information which was distributed to each council member. In
reference to the 12/3/99 minutes, Mr. Corea mentioned that he would continue to distribute the
minutes via email prior to upcoming meetings in order that council members may review them
and make comments, additions, or corrections to the minutes directly to his office so that the
council would spend a minimum amount of meeting time going over them. After Jim Su pointed
out several typos, the minutes of 12/3/99 were corrected and a motion by John Jones, Jr. was
introduced to accept the minutes as read and corrected. The motion was passed. Review of the
packet of information moved to the "2000 NOAA Faculty and Student Intern Research Program"
memorandum from Al Corea dated February 2, 2000. Mr. Corea urged all NOAA to support this
worthwhile program as well as the DOC's post secondary internship program. Packet review
continued with an examination of a flyer for upcoming NOAA African American History Month
Observances and three reports from Janice Lachance - Director, United States Office of Personnel
Management regarding the Statistical Profile on Blacks, Native Americans and Women in the
Federal Government. Mr. Corea discussed Department Administrative Order Number 215-11 -
"Complaint Process for Sexual Orientation Discrimination", whereby the Department would have
a formal process for investigating complaints of discrimination based on sexual orientation.
Finally, Mr. Corea directed the council to a letter from SACNAS President Dr. David A. Burgess
to NOAA Administrator Dr. James Baker, thanking NOAA for its substantial support.
DISCRIMINATION COMPLAINT PROCESS PRESENTATION
Mr. Corea addressed the council concerning the Federal Discrimination Complaint Process.
He provided a slide presentation detailing a brief history and overview of the Non-Discrimination
Laws, including: "Title VII of the Civil Rights Act of 1964; the Age Discrimination in
Employment Act (ADEA) of 1967; the Rehabilitation Act of 1973 (as amended); and the Equal
Pay Act of 1963. Mr. Corea provided examples of age discrimination, sexual orientation
discrimination and reasonable accommodations and accessability issues for qualified disabled
employees. He also discussed compliance guidelines which referred to legally mandated time
frames.
Discussion ensued regarding the rights of probationary and contract employees within the NOAA
organization. Mr. Corea indicated that probationary employees have full rights under current
EEO regulations, and that contract employees must deal directly through their employer to pursue
their rights.
Mr. Corea reminded the council that all NOAA agency headquarters, field sites, and associated
facilities should properly display a NOAA EEO information poster in their respective work areas.
He continued with his slide presentation by explaining in detail the NOAA Office of Civil Rights
EEO Counseling program and describing the duties and responsibilities of a EEO Counselors.
Mr. Corea stated that he had recently selected several collateral duty EEO Counselors (at least one
from each time zone in the United States) in order to help supplement his office's counseling
services. He commented that his office would provide training for the collateral duty Counselors,
most likely in April of this year, and it would involve participation from the DOC Office of
General Council, DOC Office of Civil Rights, and NOAA Human Resources.
Mr. Corea concluded with a brief discussion of the NOAA Alternate Dispute Resolution (ADR)
program.
AROUND THE TABLE COMMENTARY
Jerry Beat briefed the council with regard to NOAA's support of SACNAS (Society for the
Advancement of Chicanos and Native Americans). He mentioned the aforementioned letter of
appreciation from Dr. Burgess. He encouraged the council to continue their support of this
important initiative. Mr. Beat asked Council members to begin thinking of ways their Line/Staff
Offices would like to work with SACNAS over the coming year as well as during their annual
conference, being held in Atlanta in October 2000.
Barbara Tobe discussed upcoming activities by Blacks in Government (BIG), sponsored by the
NOAA Office of Civil Rights, which will be held during the month of February. The events are
being held as part of the African American History Month observance. A schedule of
events/programs was provided in the council packet of information. This years theme is "Heritage
and Horizons: The African American Legacy and the Challenges of the 21st Century".
Bob Taylor briefed the council in regards to recent EEO activities within OMAO. He mentioned
a recently initiated career development program and a strategic planning activity. He conveyed
Admiral Evelyn Fields' focus on senior level positions. He mentioned the Admiral's recent
speaking engagements at the NOAA Corps Academy and the Iowa Technical Community
College, were she encouraged young women to pursue technical careers.
Louisa Koch discussed recent EEO activities within her organization. She reported that the
Spanish translation of the recent "Eyes on the Sun" educational video has been completed. Her
organization is currently planning several Black History Month program activities as well (in
Boulder CO). Ms. Koch mentioned the Howard University conference in DC, "Celebrating 20th
Century Pioneers in the Atmospheric Sciences", to be held from March 20th thru March 22nd,
2000. A minority female doctoral student was recruited recently to work in the Norman, OK
atmospheric sciences program, as well. She commented that Commerce requested $100 million
from OMB to be allocated toward the support of programs for Minority Serving Institutions
(MSI's). The Department is expected to request approximately $25 million in the President's
2001 budget, of which NOAA will receive $17 million, to be applied toward the MSI
developmental programs, including three centers of excellence in Atmospheric, Marine, and
Environmental sciences. The funds will also go to help support a environmental entrepreneurship
programs, and a Graduate Scientist program under the MSI initiative. An upcoming Howard
University sponsored "Environmental Economics Seminar" will be coordinated by Rodney
Weiher. The MSI Council also sponsored a Professor from Morgan State University at the
Chesapeake Bay office as part of last years MSI initiative..
Natalie Huff mentioned that NMFS EEO Program Manager, Carolyn Stiles in currently in the
field providing EEO training. Issues concerning the use of "Scooters" for use by disabled
employees inside the SSMC complex was raised by an NMFS EEO Committee. Mr. Corea stated
that the Office of Civil Rights has been working closely with the Facilities Office to resolve the
issues. A policy/procedural statement has been developed and is currently pending a review by the
Union.
R. J. Dominic (OFA) addressed the council in regards to his organizations recent EEO efforts and
activities. Mr. Dominic mentioned a program to established permanent employment opportunities
for minorities within his organization. Mr. Dominic also indicated that his office has established
EEO "Points of Contact" with each regional Administrative Support Center (ASC) nationwide.
John Jones indicated that the Weather Service has sent a memorandum to all 120 NWS
Meteorologists In Charge (MIC's) nationwide introducing them to MSI's (Minority Serving
Institutions) within their respective geographic areas. Mr. Jones mentioned that a brochure will
accompany the memorandum to the MIC's explaining student employment opportunities with the
NWS. He also indicated that he will be participating in a program to work with West Virginia
State College, helping them set up a Meteorological program. Several NWS headquarters offices
are currently looking into hiring people with disabilities.
Barbara Marshall-Bailey stated that a Meyers Briggs Type Indicator Certification Course is
currently being offered. An email has been generated and issued in this regard to all Deputy AA's
and agency Diversity Points of Contact. Also, Ms. Marshall-Bailey introduced one of two
employees her office has just recently hired - Mr. Ken Tickton. Mr. Tickton came to NOAA from
the Department of Transportation, where he has had extensive experience in the areas of EEO and
Diversity concerns.
Carolyn Gurney addressed the council with respect to her recent EEO efforts and activities.
Ms. Gurney indicated that she has been working closely with Betty Dodds on the Leave Bank
issue. She stated that she had received information on voluntary leave bank programs from a
Mr. Roger Natal of the Office of Personnel Management (OPM). Mr. Natal also provided
information to her about a leave workshop that will be held at OPM on February 24, 2000.
Don Nortrup indicated that the National Data Buoy Center (NDBC) held their own EEO awards
program recently, focusing on local recognition in the area of EEO. Also, the NDBC has
developed a partnership with the University of Kenya. The partnership is a cooperative effort to
promote data exchange and research activities. He stated that NESDIS is working with Howard
University, and Morgan State University (both MSIs) in an effort to promote a conference in
September of this year. They are promoting a "Satellites in Education" teachers conference with
Westchester College on March 9th and 10th, 2000. They are participating in the American
Association for the Advancement of Science conference on February 17th thru the 21st of this
year, and the National Science Teachers Association conference in April, where an estimated
25,000 teachers are expected to attend. He briefly mentioned the Graduate Scientist program
effort within NESDIS as well .
Charlie Challstrom stated that NOS has been involved in cooperative efforts with MSI's, working
with Morgan State University on a student hands on program. NOS has also been involved with
student recruitment activities, allocating 30 FTE's for this purpose, with 6 of those positions
currently filled.
Ibn Bailey stated that Carolyn Stiles was recently involved with field level EEO training activities
at his site in Alaska. He also mentioned employee participation in a recent Maritime Career Day
Job Fair with a number of local schools, concerning careers in NMFS. Mr. Bailey commented
that his organization is looking into forming a internship program at the Alaska Science Center.
They are also forming a cultural awareness committee with several federal agencies in the Juno,
Alaska area. His agency participated in the recent Black History Month celebrations in Juno,
which involved several historical presentations.
Betty Dodds distributed to the council a handout indicating that on Friday February 11, 2000,
from 9:30 to noon the Internal Revenue Service will host a seminar entitled, "Meeting the
Challenge: Accessabilities Guidelines". Special guest speaker at the seminar will be Mr. Robert
Neff , Chief of Web Operations, The United States Mint. Ms. Dodds also indicated that the
Disabilities Subcommittee continues to address the leave bank issue.
Jim Su stated that he has recently been involved with a "Roadmap" working group team,
addressing the recruitment of women and minorities within NWS. Also, the Federal Asian Pacific
American Council (FAPAC) will host a conference from May 8 thru May 12, 2000. Please
reference the website www.fapac.org for more information concerning the upcoming conference.
At this time Captain Behn asked Chantell Haskins to provide the council with an update on recent
efforts on the Graduate Scientist Program and the MSI initiative. Ms. Haskins indicated that the
program began in the 1970s to help recruit students in the math and science related fields into
NOAA agencies. In light of the recent NOAA 30th anniversary celebration, Ms. Haskins conveyed
that this was a good opportunity to reinitiate efforts to recruit such students. She indicated that
NOAA will work with and train students in mission related fields for one year, followed by
opportunities for employment at the GS 7 thru 9 entry levels in their respective career fields.
Memos to each line office requesting that developmental and target positions be identified for
consideration of student hires have been sent. There will be approximately 5 student positions.
She mentioned that a team of student mentors has been established to work with MSI's in
recruitment activities. Brochures will be made available for interested organizations.
Ms. Haskins can be reached at her email address: Chantell.B.Haskins@noaa.gov.
Jerry Beat informed the Council that DOC (OCR and Office of Human Resources Management)
has unofficially identified 5 Hispanic Serving Institutions to partner with: Florida International
University; the University of Puerto Rico, Mayagüez; the University of Texas at El Paso; the
University of Texas at San Antonio; and the University of New Mexico at Las Cruces. DOC is
pursuing formal partnerships with these institutions on account of the DOC Hispanic Employment
Program Plan, issued by Secretary Daley in September, 1999. Jerry informed Council members
that as soon as these partnerships were officially announced, he would notify the
Line/Staff/Program Office EEO Program Managers."
LEAVE BANK PRESENTATION
Mr. Corea introduced John Benton of the Internal Revenue Service (IRS), who addressed the
council regarding the IRS Leave Bank program. Mr. Benton gave a historical perspective about
the development and growth of the program at IRS. A Leave Bank Board of Directors was
established, consisting of 2 senior managers, 2 union officials, and 2 employees. An alternate
board with the same ratio of members was also appointed to facilitate the need for backup board
representation. Mr. Benton served on the board for approximately 7 years. He discussed the new
laws which affect the Leave Bank program: The Family Friendly Leave Act; and the Family
Medical Leave Act.
The board's decisions to approve emergency leave under the program are based on 3 things:
1) There must be a medical emergency; 2) The employee must be in a non-pay status or expected
to be; and 3) The employee may apply for leave retroactively, but at least within 45 calendar days
of the date of need. Mr. Benton indicated that confidentiality was maintained concerning
employee's requests at all times. The board established a data base of leave requests and
allowances. This data base was used to reference illnesses and their commonalities so that
uniformity could be maintained when accessing the needs of the applicant. On site medical
doctors helped the Board review medical documantation. Also, the Board had permission to
speak with the employees' doctors if needed. They have always exceeded the yearly leave
requests by 4 to 5 thousand hours per year. Requesting employees have the right to appeal a
Board decision. Mr. Benton commented that an employee's past leave history was not
necessarily taken into consideration by the Board during deliberations, unless the leave history
reflected negatively on the current request. In the first year of the program, the bank had 836
members. Currently there are 2 to 2.5 thousand members, donating an average of 6 hours each.
The Leave Bank Program Coordinator allocates about 45 % of his or her time to the program.
The Board meets once a week to conduct business and decide requests. The Board Chairman
spends an average of one hour per week on Leave Bank business. The demand for leave requests
averages about 100 to 130 requests per year. Mr. Benton speculated that for NOAA, a
membership of 600 to 1000 people could donate approximately 6 thousand hours per year, and
cover approximately 35 to 50 requests for leave considerations per year based on comparable
employee statistics at IRS. He also commented that the NSF has a very successful leave bank
program and publishes a pamphlet entitled "Leave Bank for the Layman". He estimated that an
average of 6 to 8 hours of leave per member per year could be realized during an open season. The
IRS campaigns for leave donations at least once per year. The IRS also has a Leave Bank
newsletter, called "Head Quota". Mr. Benton concluded his presentation by indicating that the
IRS Leave Bank program was audited on a yearly bases for financial compliance and accuracy.
He distributed a handout to the council members detailing the IRS Leave Bank program, which
included an example of the membership/contribution form currently used and statistical data. Mr.
Benton read several very positive commentaries written by employee's of his agency who had
participated in the Leave Bank program.
Discussion ensued and questions were directed toward Mr. Benton. Al Coreal that perhaps the
Disability Subcommittee will be able to conclude their study and make a proposal at the next
council meeting.
NEXT COUNCIL MEETING DATE SELECTION
Carolyn Gurney asked when the next EEO Council meeting will take place. Al Corea indicated
that the next meeting may be in April. He would send an E-mail all council members to confirm
the next meeting date.
SUBCOMMITTEE REPORTS
DISABILITIES SUBCOMMITTEE PRESENTATION
Betty Dodds stated that Mr. Benton's presentation covered all relevant material that her
committee has been working
COMMUNICATIONS SUBCOMMITTEE PRESENTATION
Jesse James addressed the council concerning activities his committee has been involved with
since the last EEO Council meeting. He pointed out that each member should have a copy of the
"Winds of Change" magazine. Jesse explained that the magazine is published and distributed
nationwide as part of the American Indian Science and Engineering Societies (AISES) efforts to
educate, recruit, train, and hire American Indian students in science and engineering related fields.
Jesse also explained that the committee has developed a cover letter to be signed by the DUS,
which will accompany the recent NOAA EEO Guidelines Sheet previously presented to the
council. At this time, Jesse turned the presentation over to Jim Su who had been working on the
final draft of the NOAA EEO Information Card. Jim explained that the information card changes
have been incorporated. Al Corea commented that the production and distribution of the
information card will help to convey a better understanding to NOAA employees about their
specific rights under EEO laws. Al expressed his enthusiasm in going forward with the
distribution of the Information Card. Jesse once again commented that the committee will be
initiating a brief review of the NOAA EEO Supervisors and Managers Handbook. Jesse pointed
out that the handbook is somewhat out of date and does not reflect current rules, regulations,
guidelines, EEO law. Jesse mentioned the committee's review of the Frequently Asked Questions
Web Page. The committee intends to incorporate more Frequently Asked Questions onto the Web
Page. The committee will also be looking into contacting the Dept. Of Commerce "Tessara"
publication to see if that publication can be used as a source of media information distribution on
NOAA EEO events and activities.
UNDER REPRESENTATION SUBCOMMITTEE PRESENTATION
Al Corea indicated that his committee is moving forward on the exit interview forms. The
electronic version and hard copy forms are currently under construction. He introduced Pete
Allen, who had set up several display type exhibits depicting NOAA themes and logos (Earth
Photo from satellite & Science in the Classroom). He answered council questions about cost
($10,000 for two) and logistics (shipping, construction, etc.). Al asked the council if they would
approve the purchase of these types of displays so that NOAA would have a definite presence at
recruitment and outreach opportunities. Louisa Koch asked who would pay for the exhibits and
Al suggested that the cost could be spread accross the Line Offices and OFA. Al distributed
NOAA 30 year pins and NOAA 30 year calendars, provided by the Office of Publis Affairs, to
each council member.