adopted resolution

Redesignate Affinity Groups as Employee Resource Groups and authorize Bureau of Human Resources to support Employee Resource Group work and membership

labor
equity
resolution

Department: Human Resources
Introduced by: Former Mayor Ted Wheeler
Status: Adopted

Impact statement

Purpose & background

Together, the City of Portland, the Bureau of Human Resources (BHR), the Office of Equity and Human Rights (OEHR) and DEEP (Diverse and Empowered Employees of Portland), the parent group of the City employee affinity groups, are committed to enhancing a work environment that is inclusive and supportive of the City of Portland’s diverse workforce. The establishment of DEEP and support for it by the City was authorized by Council in 2007 as Resolution 36523. Today, there are 13 active Affinity Groups. Currently, Affinity Groups are voluntary, employee-driven groups organized around shared identities or interests. Each affinity group is open to all employees and goals include: encouraging networking for professional development opportunities, promoting advocacy for protected classes in the workplace, providing a space for creating a more equitable and inclusive environment, and building and bridging cultural connections between both employees and community organizations. Per Resolution 37453, employees who have established formal membership are currently allotted one hour of regularly scheduled work time monthly to attend a meeting and up to two hours serving in leadership roles. Additionally, members may commit up to 12 hours of regularly scheduled work time per year to plan and host special annual events and celebrations honoring the Affinity Group. By accepting the proposed Resolution, the City of Portland will further demonstrate its commitment to anti-racism, equity, transparency, communication, collaboration and fiscal responsibility. This Resolution supports these four updates for DEEP Affinity Groups participation and processes: Redesignating Affinity Groups to be Employee Resource Groups (ERGs) Up to two hours of regularly scheduled work time (previously one) allowed per month for employees to attend meetings, Up to four leadership positions (previously two) to continue and develop DEEP work at City, and up to four hours per month to participate in meetings for ERG leadership, and BHR partnership to update procedures for promoting membership and accountability for shared outcomes and reporting expectations. The values of BHR are involvement, diversity development, accountability, stewardship and creativity. The City’s Affinity Groups or ERGs support each of these values and work towards BHR’s vision in being an employer of choice. Given the new demographic and survey data recently published in the City’s Workplace 2023 Census, BHR recognizes how the enhancing the DEEP program can be an improved resource for supporting employee community.

Financial impacts

This Resolution does not have an additional financial impact. The impact would be reflected in productivity rather than an actual hard cost. BHR will be responsible for tracking employee participation and implementing updated processes and procedures for monitoring and reporting on time and progress towards DEEP and BHR objectives.

Community impacts

This action is primarily internal to City government processes. Impacts to the community may include ongoing access to cultural celebrations and recognition through City Council proclamations or events, expanded community connection and workforce development opportunities.

▸ Full text (the legislation as adopted)

WHEREAS, the City of Portland values all employees; and WHEREAS, the City of Portland supports the significant role that ERGs have in enhancing a work environment that is inclusive and supportive of the City of Portland’s diverse workforce that is committed to quality public service; and WHEREAS, the employee-driven committee entitled Diverse and Empowered Employees of Portland (DEEP) established in August 2007 (Resolution No. 36523), continues to operate at least thirteen (13) Affinity Groups who share common interests, cultural connections and a mission to enhance the work environment; and WHEREAS, it is appropriate to recognize their contributions as ERGs. These groups are recognized by City employees, Bureau of Human Resources, Office of Equity and Human Rights, Council Members, Managers/Supervisors, and Bureau/Office Directors in providing important feedback related to the City’s diverse workforce and the employee experience; and WHEREAS, allowing for time and developing processes to support adequate leadership representation and participation opportunities for ERGs aligns with both City of Portland values and Bureau of Human Resource values, specifically for promoting involvement, diversity development, accountability, stewardship and creativity; and WHEREAS, Employees who have established membership in an ERG can continue to use up to an additional twelve (12) hours of regularly scheduled work time per calendar year to host and/or plan special annual events and celebrations honoring the ERG, and/or volunteer as a representative during Citywide New Employee Orientation events. NOW THEREFORE, BE IT RESOLVED, Affinity Groups are redesignated as Employee Resource Groups and the Bureau of Human Resources is directed to update processes and procedures necessary to support ERG work and membership; and BE IT FURTHER RESOLVED, Employees who establish formal membership within one ERG shall be increased an allotment from one (1) hour per month to two (2) hours of regularly scheduled work time monthly to attend group meetings; and BE IT FURTHER RESOLVED, Employees who establish formal membership within two or more ERGs up to four (4) hours of regularly scheduled work time monthly to participate in group meetings; and BE IT FURTHER RESOLVED, Employees who have established leadership roles with the ERG(s) and/or DEEP Executive shall be increased an allotment from two (2) hours per month to four (4) hours for ERG and DEEP work and each ERG will be allowed up to four (4) leadership positions. Each ERG shall submit an audit of leadership activities and hours to a designated BHR representative twice a year, during the last full weeks of June and December. A maximum of six (6) hours per month are allowed for participation. Expectation is for the ERGs to responsibly use of allotted time and resources. In no month shall a member be allowed more than 6 hours per month to participate as a member or as part of executive leadership within the newly established ERG(s) as identified above and in DEEP Executive; and BE IT FURTHER RESOLVED, Employees who have established membership in an ERG shall be allotted up to 32 hours per year of regularly scheduled work time per calendar year when tasked by the Mayor, Mayor, or Human Resource Director or designee or the City Administrator, or designee to work on special projects. These hours will be available based an approved special project work plan, depending on workload, availability, and support for the employee, and with the ERG member’s supervisor’s coordination for approval; and BE IT FURTHER RESOLVED, the Bureau of Human Resources will establish appropriate time codes for employee use and supervisor approval; and BE IT FURTHER RESOLVED, the Bureau of Human Resources is directed to establish appropriate expectations for participation, and to proactively work with bureaus to ensure equitable outcomes; and BE IT FURTHER RESOLVED, the Human Resources Director or their designee, shall be responsible for review and update the process and procedures required for successful execution and implementation.

Tally

4 yea 0 nay 1 other