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MEETING ON AUGUST 25,2010

1

SUBJECT:

TO:

UPDATE ON DIVERSITY AND SUPPORTIVE WORKPLACE INTIATIVES

CHAIR AND MEMBERS BOARD OF CONTROL

FROM: JEFF FIELDING CHIEF ADMINISTRATIVE OFFICER

and VERONICA MCALEA MAJOR

CHIEF HUMAN RESOURCES OFFICER

RECOMMENDATION 1 That, on the recommendation of the Chief Administrative Officer and Chief Human Resources Officer the following Report BE RECEIVED for information purposes.

PREVIOUS REPORTS PERTINENT TO THIS MATTER

May 29, 2007 report to Chair and Members Board of Control “Update on Initiatives Aimed at Building a More Supportive Workplace”; July 11, 2007 report to Chair and Members Board of Control “Update on Corporate Human Rights Model Review, Code of Conduct Program and Corporate Initiatives Aimed at Building a More Supportive Workplace”; November 14, 2007 report to Chair and Members Board of Control “Update on Diversity and Supportive Workplace Initiatives”; March 25, 2009 report to Chair and Members Board of Control “Update on Workplace Diversity Initiatives.” ; and Quarterly and Year End Reports on the Corporate Human Rights Program, Code of Conduct Program and Corporate Training Initiatives.

BACKGROUND

BACKGROUND

Further to a motion introduced by Councillor Harold Usher, Municipal Council on May 14, 2007 resolved, “that the Chief Administrative Officer BE REQUESTED to provide a report that identifies and illustrates strategies we will use to transform the City of London into a welcoming and inclusive city, which embraces diversity within its workplace and workforce and encourages the same in its departments, boards, commissions and affiliated community partners, leading to a just and integrated society where diversity is valued and dignity and integrity are sustained for all; such report to also include what practices and policies the City of London and its Boards and Commissions already have in place in support of the aforementioned objectives.”

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Shared Agenda

The City of London has a set of Strategic Priorities that are a series of goals established by Council (for the London Community) and by Administration (for the workplace.) These Strategic Priorities form a shared agenda as noted below.

Diversity and the Shared Agenda

Diversity is supported in both the Community and the Workplace Strategic Priorities. On the community side, it is encapsulated in the Creative, Diverse and Innovative City Strategic Priority and on the workplace side it can be found in the Supportive Workplace Strategic Priority.

Creative, Diverse and Innovative City: Capturing the value of London’s heritage, culture, arts and diversity

Our goal is to define and strengthen the City’s unique identity.

Supportive Workplace: Building a workplace based on our Corporate Values and Beliefs

Our goal is to foster an atmosphere in which all staff feel engaged, valued and proud -where everyone’s work contributes to public service excellence.

This Report focuses on the initiatives undertaken by Civic Administration since our last Report in support of diversity and in furtherance of our commitment to fostering a more supportive workplace.

DEVELOPMENT OF THE WORKPLACE DIVERSITY STATEMENT AND PLAN (WDSP)

The Corporation of the City of London and its employees have identified and ranked a more Supportive Workplace as the number one Workplace Strategic Priority. As a result of that ranking, Civic Administration developed a Strategic Objective of “attracting”, “engaging”, “developing” and “celebrating” exceptional people in public service and a Strategic Initiative of building a talented and diverse workforce that is representative of our community. A key component in achieving the noted Strategic Priority and Initiative has been the development of a Workplace Diversity Statement and Plan (WDSP).

The development of the WDSP commenced in 2006 when Civic Administration began discussions with the London Diversity and Race Relations Advisory Committee (“LDRRAC) regarding the development of a module on diversity to be delivered as part of the IveylCity of London Management Foundations Program offered through the Richard lvey School of Business. This module attended by management employees was delivered in November 2006 and held over two days. Day one of the module included cases dealing with changing workplace cultures, what does workplace diversity and inclusion mean (could my attitude be perceived as non-inclusive), as well as code of conduct and harassment issues.

Day two of the module featured presentations by LDRRAC and private sector organizations recognized as leaders of best practices in the fields of corporate values initiatives, diversity

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programs, and featured a presentation from the Great Places to Work Institute. As part of day two of the module employees were engaged through a series of facilitated roundtable discussions centred on creating a more supportive workplace, defining corporate values, identifying the characteristics of a diverse workforce and the initiatives required to achieve diverse workplaces.

The diversity questions from the day two roundtable focused on the implementation of diversity initiatives within the workplace. The diversity roundtable asked participants questions to elicit input into an action plan to implement diversity initiatives. Civic Administration compiled and utilized the feedback on the diversity questions in designing the WDSP. In addition, Civic Administration utilized the feedback received from our employees at facilitated discussions at the 2007 Employee Appreciation Week in response to a number of questions including: “What would a more supportive workplace look like at the City of London?” and “What do the Values Individual Responsibility and Collective Accountability mean?”

Further, in developing the WDSP, Civic Administration also referenced labour market trends, organizational best practices, the existing Diversity Policy for the City of London as well as existing workplace policies and training programs, including: the Workplace Harassment and Discrimination Prevention Policy and Complaint Procedure (WHDPP&CP) and the Code of Conduct for employees. Both of these polices have a goal of ensuring that every employee has a workplace that is safe and free from harassment, discrimination and inappropriate conduct.

WORKPLACE DIVERSITY STATEMENT AND PLAN (WDSP)

After considering all the input noted above and in consultation with LDRRAC, Civic Administration developed the following Workplace Diversity Statement:

A workforce environment that is truly diverse draws upon and respects the unique characteristics, skills and experiences of all employees. Diversity encompasses many individual attributes such as; gender, race, ancestry, language, age, sexual orientation, religion, socio-economic status, disAbility, thinking styles, opinions and life experiences. We believe that by further increasing the wide array of perspectives resulting from diversity our organization becomes more creative, flexible and productive as we increase our service capacity. Diversity benefits individuals, the corporation and our community. We recognize that each employee brings their own unique capabilities, experiences and characteristics to their work. We value such diversity at all levels in the organization and in all the services that we provide as these enrich the organization and workplace.

This statement affirms that the Corporation of the City of London values diversity and inclusiveness and believes that diversity and inclusiveness are central components towards building a more supportive workplace.

In addition, Civic Administration developed (in consultation with LDRRAC) a Workplace Diversity Plan in support of the Workplace Diversity Statement. The Workplace Diversity Plan outlines initiatives that increase workplace diversity and continue to move the organization towards a more supportive workplace. Equally important, the Workplace Diversity Plan anticipates that further initiatives will be recommended as the plan is implemented and evolves. As such, the WDSP is the guiding document and framework necessary to ensure that the Corporation is “attracting”, “engaging”, “developing“ and “celebrating” exceptional people in public service and building a talented and diverse workforce, this is representative of our community.

The WDSP was introduced to employees in March 2009 via employee bulletins (attached at Appendix “ A ) and briefing sessions/workshops.

UPDATE ON DIVERSITY AND SUPPORTIVE WORKPLACE INITIATIVES

Since the roll-out of the Diversity Statement and Plan in March 2009, Civic Administration has undertaken initiatives aimed at “attracting”, “engaging”, “developing” and “celebrating” exceptional people in public service and building a talented and diverse workforce, that is

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representative of our community. These initiatives will allow us to increase the size and diversity of our applicant pool and draw upon the many talents, backgrounds, and experiences of those in our community. This will also create opportunities for investing in our employees and ensure we build specific skills and experience necessary to deliver valued service. Additionally, this will provide that individuals and teams are given appropriate and timely recognition for their contributions and acknowledge and celebrate the value that our employees add to the organization and the difference they make in our community.

Diversity and supportive workplace initiatives undertaken since March 2009 include the following. (Diversity initiatives undertaken prior to March 2009 are outlined in the March 25, 2009 Report to Chair and Members Board of Control “Update on Workplace Diversity Initiatives.”)

1. Attracting

Since our last update, Civic Administration has undertaken a number of initiatives aimed at attracting exceptional people to work in public service and building a talented and diverse workplace that is representative of our community including the following:

Recruitment Brochure

In June 2010, Civic Administration unveiled a new recruitment brochure as attached at Appendix “B. This brochure reiterates the Corporation’s commitment to fostering a workplace in which all individuals maximize their potential, regardless of their differences. Further, it outlines the many and varied career opportunities available at the Corporation of the City of London for individuals who are dedicated to pubtic service. The recruitment brochure will be available at various locations throughout the Corporation and will be distributed at job fairs. In addition, the brochure will be distributed to our community partners who provide employmenffrecruitment services within the London community.

When we promote the Corporation of the City of London as a diverse and inclusive workplace that is welcoming of all in our community, we are able to attract the best candidates possible. This benefits our employees and our community.

HireDesk

As part of the Workplace Diversity Plan, Civic Administration conducted a comprehensive review of our recruitmenffselection process. Each step in the process was analyzed and documented and key aspects of the process such as the decision to recruit, advertising, selection of the recruitment panel, development of a matrix for resumelapplication review, interviewing, communication to applicants, and new employee orientation/onboarding were reviewed with the LDRRAC Policy and Planning Committee to ensure our processes are transparent and free from barriers that might impede equal participation amongst applicants.

During the consultation process, Civic Administration learned that there was a perception held by some members of our community that their race, ethnic origin, and/or culture could be a barrier to employment with the Corporation. In order to address this perception, Civic Administration researched a number of resumeljob application screening tools that could remove information from applications for employment that could identify individuals by these traits. Ultimately, the Corporation selected and implemented HireDesk, a recruitment software program that allows us to remove certain information (i.e. information that may identify an applicant‘s race, or ethnic origin) and automate the initial assesment process by evaluating candidates based on job related qualifications that are determined before the recruitment process begins. As well, the software enhanced our recruitment process by providing automated responses to candidates (i.e. acceptance of resumes); generating reports that support each step of the recruitment process (Le. applicant history tracking, time to hire, closed/open jobs), and allowing applicants to create and store their documentation on-line.

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Hire Desk was piloted in December 2010. Based on the success of this pilot project, Civic Administration implemented HireDesk for all its external recruitments in February 2010. Since the implementation of HireDesk, we have received approximately 6800 applications and posted and filled 391 jobs. Feedback regarding the software from job applicants, the community, and hiring managers within the Corporation has been positive.

RecruitmenUSelection Training for Managers

In the fall of 2010, Civic Administration will deliver a Recruitment and Selection training program to Managers. This program was developed in consultation with LDRRAC and is intended to equip managers, who interview on behalf of the organization, with a clear understanding of the City of London's recruitment process. The training program will include: a review of policies and legislation related to hiring including the Workplace Diversity Statement, the Time Off for Religious Observances Guideline and the Accommodation of Employees with Disabilities Guideline, and the Ontario Human Rights Code; developing appropriate interview questions and how to evaluate a candidate. Further, this program addresses prejudices, what stereotyping means and understanding biases.

Job Fairs and Recruitment Outreach

In an effort to increase the size and diversity of our applicant pool and draw upon the many talents, backgrounds, and experiences of those in our community Civic Administration continues to expand our outreach by attending a number of job fairs with the aim of building a talented and diverse workforce, that is representative of our community, including:

o UWO All Campus Job Expo o Fanshawe College Career and Summer Job Fair o Skills London Oxford Middlesex Elgin o Job Ad Education Fair - NAS Institute (Toronto) o Civil Engineering Job Fair (Toronto) o London Works o Student to Business o Mother Teresa Catholic Secondary School o St. Thomas Aquinas Catholic Secondary School o Corporation of the City of London - Casual Job Fair o London First

In addition, Civic Administration continues to send all job postings to a number of community organizations including:

o Boys and Girls Club o Chippewa of the Thames o Fanshawe College - Job Connect o Fanshawe College Career Services o Family Services London o Goodwill Industries o Hutton House o LEADS Services o London Employment Help Centre 0 LUSO o Metis Nation o NokeeKwe o Oneida First Nation o Pathways Skill Development o Pillar Non-Profit Organization o Skills Centre o WIL Employment Connections o Youth EnRoute o Youth Opportunities Unlimited

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Mentorship for Newcomer Success Program

The Corporation has partnered with WIL Employment Connections to provide mentorship opportunities for skilled immigrants in our community. By 201 1, WIL projects that immigrants will account for 100% of net labour growth in Canada. However, challenges exist for newcomers seeking entry to the Canadian workforce despite the fact that these individuals may have a wealth of experience and education. This Mentorship for Newcomer Success program connects internationally trained individuals with local mentors in their field and gives these immigrants an opportunity to develop key relationships with established professionals.

To date, ten City of London employees have completed the requisite mentorship training and seven mentees have been matched. Feedback from both mentors and mentees has been excellent from both mentees and mentors. In 2009 and 2010 the Corporation was named a "Corporate Champion" by WIL for our participation in this program.

Partnerships with Community Organizations

Civic Administration continues to work in partnership with community organizations such as Community Living London, Hutton House, and the London Employment Help Centre to provide meaningful workplace opportunities and placements. Most recently, one such partnership resulted in the hiring of a hearing impaired individual.

Co-op Placements

The City of London continues to provide co-op placements for highs school, college and university students. Since our last report, over 40 co-op students have been placed throughout the organization. These placements provide an excellent learning opportunity for the students as well as an opportunity for our employees to work with individuals who may have different thinking styles, opinions and life experiences.

Job Sharing

The Corporation recognizes that employees have unique needs and circumstances when trying to balance work and home life. This recognition has led to the creation of job sharinglalternate work arrangement opportunities. In a job sharing arrangement, two employees share one job and design a schedule that meets each of their individual needs as well as the needs of the departmenldivision.

The Corporation remains committed to exploring new job sharinglalternate work arrangement opportunities as they can foster a more supportive workplace for our employees.

Retirement Forecasting

Civic Adminsitration continues to closely monitor upcoming and future retirements of Corporation employees. Retirement forecasting provides the Corporation with an opportunity to continually evaluate its current workforce and identify potential knowledge gaps and skill shortages.

Previous retirement forecasting projected that a significant number of Corporation employees would be eligible to retire in the next ten years. However, these forecasts have been revised downward as fewer than expected numbers of employees are retiring given factors such as economic conditions and legislative changes that resulted in the elimination of a mandatory retirement age.

2. Enaaaina and Developing

As we move towards our initiative of attracting a diverse workforce that is representative of our community, it is important that our employees experience a supportive workplace where employees are engaged and the Corporation is investing in our people to build the specific skills and experience necessary to ensure that the right person is in the right job at the right

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time. Since our last update, some of the initiatives undertaken by Civic Administration aimed at "engaging" and "developing" our employees include the following:

Development and Delivery of the "I Step Forward to End Violence and Abuse in My Community, Workplace and at Home" ("I Step Forward") Program

Civic Administration began consulting with the London Coordinating Committee to End Woman Abuse (LCCEWA) Communications and Advocacy Committee in July 2006 around how we can work together to create a more supportive workforce. This partnership resulted in the announcement in July 2007 of a training program called "Standing Together - Employees Caring for Employees." This program is intended to reflect important societal issues and reflect what employees said they care most about -standing together and respect at work.

The first training program under the Standing Together Initiative, "Respect at Work, was launched in 2007. The objective of that program is to raise awareness and understanding about relating effectively at work, to nurture diversity, and foster a work environment that is free from harassment, discrimination and bullying. From January 1 - June 30, 2010, 5 Respect at Work sessions were delivered to 73 employees. To date, over 96% of our employees (2,318 employees) have received "Respect at Work training with additional training sessions regularly scheduled for new employees.

Work on the second training program under the Standing Together - Employees Caring for Employees initiative, "I Step Forward to End Violence and Abuse in My Community, Workplace and at Home" ("I Step Forward"), began in 2008 with our partners at LCCEWA. This innovative program is intended to provide employees with information on the dynamics of woman abuse, sexual violence and family violence including elders, children and intimate partners; offer practical tools and strategies to abused employees on how to access support and safety planning in the workplace; as well as to provide referrals and access to resources in our community.

Additionally, the 'I Step Forward" program is designed to offer tools and strategies to managers on how to better assist abused employees to enhance their safety and maintain their employment and encourages all employees to be Champions for Peace by making a positive impact in their community, workplace and in their homes.

From January 1 - June 30, 2010, 18 "I Step Forward" training sessions were delivered to 335 management employees.

The "1 Step Forward" program is believed to be the first of its kind in Canada for a workplace taking a leadership role in shifting a workplace culture which, in turn, will begin a shift in our community's response to these issues. In 2010, the Corporation was awarded the Canadian Association of Municipal Administrators Excellence in Education Award for the "I Step Forward program in recognition of innovation, dedication and meritorious service in municipal administration in Canada for this program.

The third training program in support of the Standing Together - Employees Caring for Employees initiative, will be related to workplace diversity, and will provide employees with a greater appreciation for the diversity within our workplace and of the citizens and customers we serve. The LDRRAC Policy and Planning Committee as well as the Diversity Task Force began preliminary discussions this spring to identify potential content for this training program. The next step in the training program needs assessment is to undertake a survey of various businesses to determine the objectives and content of training programs that have been developed within public and private sector employers dealing with this topic. Development of the training program will be completed by mid201 1 with the launch of the training expected at the end of that year. Training will be delivered to all employees of the Corporation.

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Accessible Customer Service Training

The Accessibility Standards for Customer Service (Ontario Regulation 429/07) is the first regulation to become law under the Accessibility for Ontarians with Disabilities Act, 2005. One of the requirements of this Regulation is to provide training to all employees, volunteers, agents and others on the provision of accessible customer services.

In 2009, Human Resources developed the content for the Accessible Customer Service Training program. Human Resources in partnership with Fanshawe College then developed an online e-learning program, including video clips to educate employees, volunteers and agents.

The Corporation made this training available to all employees at the end of last year. From January 1 - June 30, 2010, a total of 333 employees received AODA training as part of the Corporate Orientation Program bringing the total number of employees receiving the training to date to 3,087.

New Legislation on Workplace Violence and Harassment

Bill 168, An Act to amend the Occupational health and Safety Act wifh respect to violence and harassment in the workplace and other matters, came into effect June 15, 2010.

The Corporation supports the new legislation and remains committed to taking all reasonable steps to prevent workplace violence and harassment to ensure a safe and supportive work environment.

Additionally, at both the corporate and departmental levels we have implemented many measures, practices and procedures to deal with the potential of workplace violence and harassment; including, training employees on the Workplace Harassment / Discrimination Prevention Policy and Complaint Procedure, Code of Conduct for Employees policy, Workplace Violence Prevention policy, "Respect at Work, and "I Step Forward to End Violence and Abuse in My Community, Workplace and at Home", developing service delivery specific procedures containing safety measures and implementing security enhancements to facilities through building and workspace design features.

From January 1 - June 30, 2010, 39 Workplace Violence and Assessment training sessions have been given to 345 management employees to prepare them to provide applicable information/instruction to their staff in accordance with the requirements of the new legislation. In addition, a communication went to all employees via bulletin boards and City Connect with information regarding the changes in the legislation, the efforts made to date in support of the legislation, future initiatives planned, and the relevant policies the employees need to be aware of.

Corporate Orientation Program

The Corporate Orientation Program was launced in 2006. The goal of this program is to welcome and support all new employees as they join the Corporation and to foster pride and enhance employee engagement, The Corporate Orientation Program includes numerous topics that support our efforts around building a more supportive workplace including: an overview of the City's Corporate Plan; customer service training including accessible customer service training, career development; and training on the WHDPP&CP, Code of Conduct, and Workplace Violence Prevention policy.

In 2009 and to date in 2010, approximately 1050 new full-time, part-time and casual employees attended Corporate Orientation.

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Leadership Profile

In the spring of 2009, Civic Administration developed a Leadership Profile for the Corporation. This Leadership Profile links with our vision, values and behaviours of Trust, Pride and Standing Together and is a concise description of what leaders at all levels within the corporation should strive to achieve, how they are expected to behave, values they should hold and the character traits they should be expected to demonstrate. Specifically, the Leadership Profile identifies that our leaders should commit to the development of London as a great place to live, work and do business; provide high-value public services to our citizens, community and visitors; demonstrate excellent judgment; enhance and sustain a high-performance, engaged workforce in a supportive workplace; work effectively in teams for the public good; show respect to all stakeholders in the community; and do the right things in the right way.

Further, the Leadership Profile demonstrates to employees (current and future), clients of our services, taxpayers, suppliers, partners, and other stakeholders what the Corporation stands for and what it takes to be a great leader at the City of London. The Leadership Profile will be used as we attract, engage, develop and celebrate exceptional people in public service who are representative of our community.

Additionally, the Leadership Profile will be incorporated into the annual Performance and Development Program for management employees beginning in 202 1.

Corporate Training Calendar

Through the Corporate Training Calendar, Civic Administration continues to provide employees with an opportunity to take a number of courses regarding diversity and supportive workplace initiatives including the following courses that have been offered since our last update:

o Joy of Conflict Resolution o Addressing Conflict o Giving Recognition o Enhancing Your Social Skills o Dealing with Difficult People o 7 Secrets for Building and Retaining a Team of Top Performers o Connecting the Xers & The Boomers o Giving Balanced Feedback o Charting Your Future o Developing Emotional Intelligence o Managing Better Relations o Conflict Resolution Skills o Building a Motivated Workforce o Listening Skills o Negotiating for Results and Relationships o Respect at Work o Workplace Harassment and Discrimination Prevention Training o Code of Conduct Training

In addition, Civic Administration continues to provide customized training programs in response to identified training needs assessments throughout the organization. Since our last update, these customized programs have included training with respect to individuals who are transgendering and individuals with hearing impairmenVloss.

The training program pertaining to transgendering was developed in partnership with Diversity Training Live and delivered to employees in two or the Corporation's workplaces. Objectives of this program included dispelling myths about transgendering and providing a forum for employees to ask questions regarding transgendering.

The training program pertaining to hearing impairment was developed in partnership with the Canadian Hearing Society and Community Living London and was delivered

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to employees in the City Clerks Office. Objectives of this program included discussing best methods of communicating with a hearing impaired individual and emergency responses.

3. Celebrating

Initiatives aimed at "celebrating" include those intended to celebrate the diversity and inclusiveness of our supportive workplace. Since our last update, the initiatives undertaken by Civic Administration aimed at "celebrating" our employees include the following:

Employee Census

The Corporation's Workplace Diversity Statement and Plan outlines our commitment to evaluating our progress and ensuring continuous improvement in achieving our Strategic Initiative of building a talented and diverse workforce, within a supportive workplace, that is representative of our community. In order to assist in this endeavour, Civic Administration identified a need to gather demographic information about our workforce through an employee census with the goal of using this information to identify future initiatives in support of the Workplace Diversity Statement and Plan and our commitment to a more supportive workplace.

Specifically, information obtained from the employee census will be used to identify and develop human rights and human resources strategies to verify, monitor, measure and address gaps, trends, progress and perceptions: proactively identify opportunities for improvement and growth; attract, retain and motivate diverse, well- qualified people.

In early 2010, Civic Administration began the work of developing the content of the employee census and determining best practices with respect to administration and data collection. This initial phase included a number of steps including: researching applicable legislation including the Ontario Human Rights Code and the Municipal Freedom of information and Protection of Privacy Act; reviewing other relevant survey instruments including surveys from other organizations as well as past census information from Statistics Canada; conducting a number of focus groups with various stakeholders including LDRRAC, the Diversity Task Force, representatives from the Corporation's unionslassociations; and discussions with our community partners.

The employee census will include questions pertaining to gender, age, place of origin, length of employment, education, sexual orientation, ethnic origin, languages spoken, religious affiliation, disabilities (as defined under the Ontario Human Rights Code), and the Corporation's Workplace Diversity Statement and Plan. The census will be voluntary and individual answers will remain completely confidential. To ensure that employees feel comfortable completing and returning the census, Civic Administration requested Expressions of Interest from external consultants to administer, tabulate and report back with respect to the information obtained from the census. These Expressions of Interest have been received and an external consultant has been retained.

In addition, a comprehensive communications plan is being developed to support the implementation of the employee census, The objectives of the communications plan are to reach all employees and ensure they are aware of the census, understand why it's important and encourage employee participation. Key messages will include the importance of the Corporation's Workplace Diversity Statement and Plan and how this information will help the City to attract, engage, develop and celebrate our employees.

Further, Civic Administration has engaged our various Boards and Commissions regarding this initiative and has invited them to participate in the employee census for their employees, if desired.

The employee census will be distributed to employees in late 2010/early 201 1.

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Diversity Task Force

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In partnership and consultation with LDRRAC's Sub-committee on Policy & Planning, Civic Adminsitration has taken a leadership role in bringing together a Diversity Task Force comprised of representatives of the City of London, LDRRAC and members of the Boards and Commissions of the City in order to further advance diversity initiatives.

The purpose and objectives of the Diversity Task Force include: o To ensure that the Diversity Policy for the City of London, adopted by Council

on November 15, 1999 is widely communicated and that Boards and Commissions have access to this policy

o Share best practices with respect to existing policies and processes, encourage groups to developkommunicate their own Workplace Diversity Plans

o Identify training opportunities that can be shared across the representatives o Collectively market the Corporation of the City of London and the Board and

Commissions with community groups and at recruitment fairs and expositions o Share best practices that facilitate celebrating diversity within our

organizations

Meetings of the Diversity Task Force commenced in the Fall of 2009. The Task Force includes representatives from LDRRAC, London Police Service, London Transit Commission, London Public Library, Museum London, Middlesex-London Health Unit, London Convention Centre, Tourism London, Upper Thames River Conservation Authority, London Hydro, London and Middlesex Housing Corporation, and the Corporation of the City of London.

The Diversity Task Force is a forum for the above noted organzations to share initiatives and discuss best practices with respect to diversity. Past topics addressed by the Diversity Task Force include: the Corporation's Workplace Diversity Statement and Plan, the Accessibility for Ontarians with Disabilities Act, 2005 and the various standards pursuant to the Act, the City of London's Standing Together - Employees Caring for Employees Program, the development of future diversity training programs, job fair participation, and an employee census.

The Diversity Task Force meets quarterly with upcoming discussion topics to include the Employment Standard pursuant to the Accessibility for Ontarians with Disabilities Act, the Corporation's employee census and joint recruitment and training initiatives.

"Diversity Works: Enhancing the Workplace", Human Resources Professionals Association of Ontario Conference, October 20, 2009

The Chief Human Resources Officer was invited to deliver an address entitled "Making a Business Case for Diversity" at the Human Resources Professionals "Diversity Works: Enhancing the Workplace" conference that was held on October 20, 2009. The objective of this conference was to help human resources professionals leverage the creativity, innovation and talent that comes from a diverse workplace.

0 Multi-Faith Observance Calendar

With assistance from LDRRAC, Civic Administration developed for the second year, a Multi-Faith Observance Calendar, The 2010 calendar was printed in hard-copy format and distributed to all departments for posting. In addition, the calendar was posted on the intranet with links that provided additional information regarding each day of religious observance. This has generated interest and dialogue from employees wanting to learn about different faiths of their fellow employees.

Take Our Kids To Work Day

Since our last update, the Corporation again participated in Take Our Kids TO Work Day. This is an annual national program in which grade 9 students are hosted by parents, relatives and volunteers at workplaces across the county. The program supports career development by helping students connect school, the world of work

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and their own futures. Over 100 students participated in this event and the feedback received was excellent.

London Diversity Race Relations Advisory Committee Open House

The annual LDRRAC Open House is a tribute to London's thriving mix of races, religions and ethnic traditions and features a multicultural array of exhibits that showcase the many different organizations and communities in London. As in previous years, Civic Administration assisted LDRRAC in the planning of the 2009 open house that was held at the London Central Library. In addition, Civic Administration displayed the many job opportunities available at the Corporation at the open house.

FUTURE DIVERSITY AND SUPPORTIVE WORKPLACE INITIATIVES

In addition to the initiatives noted in this Report, Civic Administration will also be undertaking a number of diversity and supportive workplace initiatives including the following:

the launch of a new recruitment website that will be a user-friendly way for individuals to get information about specific job openings available at the Corporation. This new website will link potential job applicants to HireDesk so that they can apply directly to a job opening. In addition, the website will have links to foreign credential assessments and language instruction centers; resume writing and interview skills websites; and our various internship programs.

the development and implementation of an employee engagement survey to assist in developing future supportive workplace initiatives aimed at "attracting", "engaging", "developing" and "celebrating" exceptional people in public service and building a talented and diverse workforce, that is representative of our community.

0 the development of a Succession Planning Program that will include: determining what skills and positions are essential to the corporation; analyzing the workforce to determine future retirements; identifying employees' career interests; implementing performance improvement plans and personal development plans; and implementing mentorship programs that pair newer employees with more experienced employees.

in partnership with the City's Children and Neighbourhood Division expand the "Leaders in Training" Program (LIT) to include the participation of at risk youth of AtALosha First Nations.

The LIT Program, developed by the Children and Neighbourhood Division, is currently being delivered to London's Muslim community. This program is delivered to youth between the ages of 13 and 15 and is comprised of 60 hours of classroom time and 40 hours of practicum or volunteer time that may be applied to the student's high school volunteerkommunity service credits if needed. Some of the main core components of the LIT program are a focus on diversity and inclusion, leadership, goal setting, communication, gender equity, conflict management, team building, self- esteem, understanding aggressive behaviour, and job search and employment skills.

conducting a review of the Corporation's Employee Assistance Program (EAP) to ensure that it is meeting the needs of our employees. This review will include a Request for Proposal process for EAP service providers and will focus on enhancing supports for our employees.

continue to integrate diversity and supportive workplace topics in the lvey Management Foundations Program

0

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reviewing the Workplace Diversity Statement and Plan on a regular basis and updating it as needed.

APPENDIX “A”

m

Workplace Diversity Employee bulletin 1: Background

This is the first of a series of employee bulletins on Workplace Diversity yoti’ll

receive over the next few weeks.

The Corporation of the City of London and its employees have identified and ranked a more Supportive Workplace as the number one Workplace Strategic Priority. As a result of that ranking, we have developed a Strategic Objective of “attracting”, “engaging”, “developing” and “celebrating” exceptional people in public service and a Strategic Initiative of building a talented and diverse workforce representative of our community.

Key to achieving the Strategic Priority and Initiative is our Workplace Diversity Statement and Plan (WDSP). This was developed in consultation with City employees, community partners and private sector organizations. Our WDSP also reflects research on labour market trends, organizational best practices as well as existing workplace policies and training programs, including our Workplace Harassment and Discrimination Prevention Policy & Complaint Procedure and the Code of Conduct for employees.

N;sxl week vmtch for th? bulletin 01 Yr,Eoikpi~:,? S)ivar-iiiy Statnlriurit

If you want more information or clarification please contact HR: Suki Kaur-Cosier ext. 5716 or send an e-mail to skaur@london.ca.

London C A N A D A

* * 4 Workplace Diversity Employee bulletin 2: Diversity Statement

This week’s bulletin introduces our Workplace Diversity Statement.

A workforce environment that is truly diverse draws upon - and respects - the unique characteristics, skills and experiences of ail employees. Diversity encompasses many individual attributes such as gender, race, ancestry, language, age, sexual orientation, religion, socio-economic status, disability, thinking styles, opinions and life experiences. We believe that by further increasing the wide array of perspectives resulting from diversity our organization becomes more creative, flexible and effective in meeting service needs.

Diversity benefits individuals, the corporation and our community. We recognize that each employee brings unique capabilities, experiences and characteristics to their work. We value such diversity at all levels in the organization and in providing services as it enriches the organization and workplace.

Next week look for the bulletin on our Workplace Diversity Plan.

I f you want more information or clarification please contact HR: Suki Kaur-Cosier ext 5716 or send an e-mail to skaur@london.ca.

London C A N A D A

* * * Workplace Diversity Employee bulletin 3: Diversity Plan

Last week you received our Workplace Diversity Statement. Now we introduce . you to the Workplace Diversity Plan.

The Workplace Diversity Plan (WDP) has been developed in support of the Workplace Diversity Statement as a means of increasing workplace diversity. The Corporation of the City of London in consultation with its employees and community partners has undertaken - or will be undertaking - various actions in pursuing its strategic initiative of building a talented and diverse workforce representative of our community.

It is to our advantage to draw upon the many talents, backgrounds and experiences of those in our community and workplace. To embrace the celebration of diversity and to ensure inclusiveness is integral in our efforts towards building a more supportive workplace.

The Workplace Diversity Plan identifies a number of actions the corporation will pursue in Attracting, Engaging, Developing and Celebrating exceptional people in public service. Our next bulletin atitlines how YOU can help Etie City achieve workplace divorsiiy.

I f you want more information or clarification please contact HR: Suki Kaur-Cosier ext. 5716 or send an e-mail to skaur@london.ca.

London C A N A D A

Workplace Diversity Employee bulletin 4: Strategic Objectives

This bulletin highlights how we can work together to ensure the success of our

Workplace Diversity Plan

When we promote the Corporation of the City of London as a diverse and inclusive workplace that is welcoming of all in our community, it enables us to attract the best candidates possible. This benefits our employees and our community.

In addition to reviewing the Workplace Diversity Statement and Plan, it is important that each employee understands how they contribute to the success of the Workplace Diversity Plan.

You can help us achieve workplace diversity by:

0 Valuing the diverse experience that others contribute to operational effectiveness Forwarding ideas and solutions to make our organization more efficient in its service delivery Setting an example through actions and words of respecting and valuing diversity of others in every aspect of life Promoting creative team-working that recognizes and builds upon the variety of experience and knowledge within our workplace

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If you want more information or clarification please contact HR: Suki Kaur-Cosier ext. 5716 or send an e-mail to skaur@london.ca.

London C A N A D A