(\ ~~+~ ~k ~-2.-\~

Office Use.Dnly.(09/15)

CITY DF URBANA Ra11Wistsd' by: ' ' ,_ .. Dam:. HUMAN RELA TIDNS OfVJSlDN Apprayed by: ·-. .. DIJte:

4DD SOUTH VINE ST. "

URBANA, IUINDIS BIBDt Cartiftcatiori - · . --llafu:, -·-.\~;- ... (217) 384·2455 (phone); 328-8288 {fax) .. '

hro@urbanaillinois.us ··CerUfi~!1{Expiration·Date: -

EllUAL EMPLOYMENT OPPORTUNITY (E.E.0.) WORKFORCE STATISTICS FDRM

Please complete the se.ctions below as instructed. Failure to properly complete this form may result In a delav or denial of eliulbilitv to bid or do business with the City of Urbana.

Section I. Identification t. Company Name and Address:

Name: V.ex-'f't\tJJ..-r- .5a..\oe~ ..\.... ~\.)~ ~ ,....c: r~ \ '\ .::n. \' ... ..... ... ~c_. d/b/a:

Address: \2.D e. ~~.l£"'"- 01''• ve.

City /State/Zip: ~~t~. ":].._ b\""\""-\'L

Telephone Number(s) include area code: 3CA-C\\aS-~~~ Gned: one of the following Gonmratian I >' I Partnership I Individual Proprietorship I I limited Liability Caro. I

FE! Number: 3 'l - a~ s '-i-- "!..":::. 3 Social Security Number: -2. Name and Addres:s of the C:omnanv' s Principal Dffice (answer only lfnot the same as eliore} Name:

Address:

City /State/Zip

3. Major activity nf your company (product or service}: 'J, ~\e. ... '!~.::or. , -1,. 0

.~ & ._ 't ...... ...... • .._,.. ;> l'l. ..

4. Praject nn which yaur company is bidding: Gr" 1 \"\ c! c.< ""' O.S. wc1. \ o.:::. Pr~

5. City of Urbana contact staff assigned to contract: (yy, ~ .... D-v..'"' \:::.

MAY - 3 20l6

HUMAN RELATIONS OFFICE

~

"'

2,-, -i'°t­':!. \ I -:.. _, 'e....,J

SECTION II. Policies end Practices Description of EED Policies and Practices YES ND

A. Is it the Company's polh:y to recruit. hire. train. upgrade. promote and discipline persons without regard to race. color. creed. class. national origin. religion. sex. age. marital status. mental

'! and/or physical disability, personal appearance. sexual preference. family responsibilities. matriculation. political affiliation. prior arrest. conviction record. or source of income ?

8. Has someone been assigned to develop procedures. which will assure that the EEO policy is implemented and enforced by managerial. administrative. and supervisory personnel? If SD.

please indicate the name and title of the official charged with this responsibility.

Name: ~och(:.\ f£f'j">\ e ker Title: HO,. ()"A.rp..'j-e. c x Telephone: lo6\D - \a~ \ - 9 '] 4-?>

Email: ~\. ~cc\ @ "-e..rmoe.-e.r M'• ~e'i.-\-. c..o~

C. Ones the company have a written Equal Employment Opportunity plan or statement? Note: If no. a copy of an E.E.O statement is enclosed. Yau must attach an EEO Statement in ordar to be y. considered eligible to do business with the City of Urbana. Duestions? (217) 384-2455 or hro@city.urbana.il.us.

D. Has the company developed a written policy statement prohibiting Sexual Harassment? You must attach a copy of your campeny' s Sexual Harassment Pabey in order to be considered 1' eligible to do business with the City of Urbana. . 'ii

E. Have all recruitment sources been notified that the company will consider all qualifo1d applicants v~ l'lD

without regard to race. color. creed. class. national origin. religion. sex. age. marital status. mental and/or physical disability. personal appearance. sexual orientation.family responsibilities. ......

matriculation. political affiliation. prior arrest. conviction record. or source of income? I\ r

F. If adverhsing is used. does it specify that all qualified applicants will be considered for employment without regard to rece. color. creed. class. national origin. religion. sex. age. marital status. mental and/or physical disability. personal appearance. sexual orientation. family x responsibilities. matriculation. political affiliation. prior arrest. conviction record. or source of income? A

,,~

G. Has the contrar::tor notified all of its sub-contractors of their obligations to comply with the Equal v~ ~ Opportunity requirements either in writing. by inclusion in subcontracts or purchase orders? ...... /\

, H. Is the company a state certified minority/women awned business? If yes. please attach a copy of x state certification. I. Ones the company have collective bargaining agreements with labor organizations? x J. If you answered yes to Ouestion "!".have the labor organizations been notified of the company's

responsibility ta comply with the Equal Employment Opportunity requirements in all contracts with ...... the Citv ot Urbana? ,

K. Does your company perform construction. rehabilitation. alteration. conversion. demolition or repair of buildings. highways or other improvements to real property? (If yes. please complete ;x Table 8.)

L. Are you currently seeking to renew an existing or expired Urbana EEO certification? (If yes, you need to complete Table C.) ')<

SECTION Ill. Employment Information IMPORTANT: Please complele the company workforce analysis on the bottom of lhis page. Use the number of employees es of the most recent payroll p1mod. You must complete this form In its enttrnty. as lnstructsd and submit your organization's (I) EED Statement and (2) Sexual Harassment Policy in order to be eliginle tu da business with tha City af Urbana. Far dstadad descriptions of tha Joh Classificatluns see attBclmd descrfptilms. If minorities end females ere currently under· represented in your workforce. please attach e copy or an explenalion ar your plan to recruit and hire aualilied minorities and females.

TABLE A- TDTAL CDNTRACTDRIVENDDR WDRKffJRCC rP - - .... \

Blm:r ar Airlcln· American Indian White (Hot of American Cffat of Hlsp1!111i::11r Asian or Pacific or Alillikan Native

Jnh Categarlas Dvlll'lllllatal1 Hispanic Origin) Hispanic Orioln) latlno Islander

M F M f M ,. F M F M f M f Officials 6 Mgrs

\0 I 10 \ Prnlessionals \ \ Technicians l'1 I 't .. Sales Warkers

~ r;, ,,

g ·•· '

Dlflce & Clerii:a!

'+ 4 '; j CM1ltWomrs

" (Skilled) j '..' '; ,.

Dparativu .. I

(Seml·Skilied) Labnrers

I) . .

!UnslUled) :;... ''

S ervica Workers

TOTAL 3q lo 3°t 6 M = MALE. Column B is sum of Rows U. F. H. J and L I f • FEMALE Column C I:. sum of Rows E G. I. Kand M.

Date of above Data: 4- 2'1- \~

TABLE B* - EMPLOYEES TO BE ASSIGNED TD CITY Of URBANA CONTRACT

Jab Ca11garlas IDTAL BLACK HISPANIC IJTHER MINDRITY EMPLDYEES EMPLOYEES EMPLOYEES EMPLOYEES

M . cf·. M F M F . M F Dfllcials 6 Mgrs

F

Prolmlonals .. Techmclans

..

Sale:: Workers

Ullice e £l!rical

CraltWorbrs . ' ' .

!Sl:illed) .. , Operatives .,

' (Semi-Skilled} '

laborers I• '; '

(Unskilled) Serviu Workers

IDTAL

TABLE C - WORKFORCE TURNOVER SINCE PREVIDUS EEO REPDRT

Job Ciltlgarllt TOTAL MINORITY TDTAL MJHDRITY EMPLOYEES EMPLOYEES EMPLOYEES EMPLOYEES SEPARATED SEPARATED HIRED HIRED

M F M F M J M F Ollicials 6 Mgrs ~ Professionals 1· ..

T echniclsns 3 b Sales Worhrs :i-. !)-Dlfice & Clerical y.' \ CraltWorkm (Sb11edl

. ' '

Opmlives CSemi·Sk!Ued) "·

,.

Laborers .,

~ .. 1.. (Unskilled) .

Service Workers ,r~1 ..

. It '

TDTAL Cl 4 \0 ~

•r Gtels included in Table B should be a projection nf numbers of persons to be employed in the performance of the City contract.

For Contractors: Data provided in Tabla 8 wil bu verified by wnrksite inspections.

05/02/20HI 12:33 115?'5 F".0051013

SECTION IV. Certification Bv si1111ing belnw. the company certifies that it has answered all of the foregoing quastiuns truthfully to th11 best of fls knuwledllB and brief ud agreas that It/he/die Mil comply and abfde by tha Cuy af Urbana's Coda of Ordinances (Section 2-119}.

b16·~a' .4..- ' -0

SECTION V. Verification

4 - 2.~ - \ "'= Date

Priar ID auhmltting this farm. plme clmck Iha nwers ta Iha fallawing questlans ID Vll!'ify yaur 1:11mplrdlan af this hirm:

L Did yuu fill la aB af the apprllpl'lata ~llXlll lir tha bhll In Sactlun DI. Including tJm "JDTAL" raw?

YES~ ND __ _

2. Hav11 you andased yaur campany's EEO sbtbinut?

YES X HD __ _

3. Hava ynu anclllllllf yaur campany'a Suual ffal'lllllmant pullcv?

YES X • ND __ _

F•om:

DEANmDNS OF TERMS LISTED ON THE WORKFORCE STATISTICS FORM

IS•,,.._,Plp/

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05/02/201& 12:34 #575 P.00151013

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i, I' ',

From: 06/02/2016 12:38 #676 P.008101:3

EQUAL EMPLOYMENT OPPORTUNITY POLICY

V cnncer is committed to maintaining a workplace where each individual has equal employment opportunities. An individual's race. color, religion, national origin, tex, age, disability, marital statuli or status in any group protected by fe.de.ral. state or local law will not be a factor in any employment opportunities or benefits we offer. Instead, every individual's qualifications, efforts, hard work and perfommnce in their role to meet Vermeer's business needs are among che important legitimate business factors in our employment decisions. We encourage everyone to make the most of their opponunities with the Company.

All employees are expected to comply with our EEO policy. Management fully intends to abide by the law and will, when necessary, take firm disciplinary action in accordance with this policy to ensure that the responsibilities to our employees are met. Everyone is responsible for the full cooperation in meeting these objectives.

Update Hl-2014

>rom: 0.5/0:Zl:ZOU!. 12::19

GENERAL POLICIES, PROCEDURES AND BENEFITS

Venneer is in the business to meet the needs of its customers, supplying them with quality products and related services. The best way to ensure that our customers are satisfied is to have enthusiastic, talented employees who are focused on their role in meeting the needs of our customers. It is our sincere desire that all our employees derive the optimum satisfaction from their jobs, working together in an environment that is free of unnecessary, unwanted and, of course, illegal obstacles that interfere with employee morale and the overall mission of the Company. The folJowing human relations policies are aimed at achieving these goals and apply equally to everyone. As with any other part of this handbook they are subject to being added to, deleted from and/or amended from time to time to account for unforeseen issues. changes in the laws, etc.

Discrimination Prohibited.

In support of our policy of equal employment opportunities, discrimination in employment with Venneer based upon race, color, religion, national origin, sex, age, disability, marital status or status in any group protected by federal, state or local law is strictly prohibited. Prohibited discrimination may include, but is not necessarily limited to, basing any decision concerning employment, hiring, craining, promotions, discipline, wages, benefits or other tenns and conditions of employment on any of the above-mentioned factors. No one, regardless of their position in the Company, is authorized to make or effect such prohibited decisions. Discrimination should immediately be reported as provided for, below.

Genetic lnfonnation Nondiscrimination Act

The Genetic Infonnation Nondiscrimination Act ("GINA") prohibits employers and other entities covered by GINA Title II from requesting or requiring genetic information of an individual or family member of the individual, except as specifically allowed by its provisions. To comply with this law, Venneer is asking that employees or applicants not provide any genetic information when responding to a request for medical information, including but not limited to requests in the fonn of a certification under any ofVenneer's leave policies. Genetic information is defined to include an individual's family medical history, the results of an individual's or family member's genetic tests, the fact that an individual or an individual's family member sought or received genetic services, and genetic infonnatioc of a fetus canied by an individual an individual's family member or an embryo lawfully held by an individual or family member receiving assistive reproductive services.

8 Updnte 10-2014

From: 0!5F02/2016 12:411 fl'576 P,010/0'13

Harassment Prohibited.

Vermeer prohibits aU fonns of unlawful harassment in the workplace and encourages all employees to conduct themselves appropriately within their role in the Company. Prohibited harassment can talce many forms, including sexual harassment, racial harassment or harassment based upon a person's race, color, reJigion, national origin, sex, age, disability, marital status or status in any group protected by federal, state or local law. Hnrassment can occur between employees, male or female. managers or supervisors. Harassment may also involve non­employees, e.g. vendors, or customers and may in some circumstances apply to conduct outside the worlq>Jace, as well as it does within the workplace.

The following examples of prohibited harassment are for illustrative purposes only and are nol meant in any way to limit the types of harassment that may be found inappropriate for our workplace:

• Unwelcome sexual advances, requests for sexual favors and olher verbal or physical conduct of a sexual nature. Remarks, jokes, display of sexually suggestive objects, materials or pictures, gesrures, and the like.

• Unwelcome or offensive remarks, jokes, objects, materials, pictures or gestures relating to natural origin, race or lhe color of any person's skin, hair, eyes, disparaging a person's national origin, making racial epithets, name-calling, ethnic slurs or graffiti.

• Unwelcome or offensive remarks, jokes, objects, materials, pictures or gestures relating to age or a disability or perceived disability; for example, derogatory remarks about a person's disabling condition, teasing or taunting.

' Othf'r fnrm"i nf pmhihltrrl h1trn~"imr.nt inr.inrtine haraisw.nt nn rhr: hHRis of or relating to nnyone's race, color, religion, national origin, sex, age, disability, rmuit.al slaluK ur sl.alui> iu aJJy g1uup pl'o~ted by fcdct'al, .i;tatc 61' l6t!Al law tl\At intel'fe~s wttk nftothar pcrson'a wark pol'formanoo or (;£C:1tl.t:s l:lll iutimiuuliug, l1ui:;lile u: uffcu:.ivc wu1l. cuvi1u11111c1~l.

Anyone who believes in good faith that they have been or are being harassed amJJor discriminlll.ed against and anyone who believes in good faith that they have witnessed such harassment and/or discrimination should assert these policies to the offending party, tell them to stop the inappropriate behavior and immediately report the matter as provided below.

9 Update l!J..2014

05fD2/2016 12:42 #575 F 01110'13

Reporting Discrimination, Harassment or Other Work-Related Problems.

We want to make reporting any complaint of discrimination, harassment or work­related problems or concerns accessible to anyone. Accordingly, ours is an "open door" policy whereby anyone experiencing or witnessing discrimination, harassment or other work-related problems should bring these matters to the attention of the Company. following these simple steps:

l. Repon any good faith belief that this policy has been violated or is being violated, or any work-related problems, as soon as possible. A person need not be the subject of discrimination, harassment or other work-related problems to report such problems. Any employees who witness another person being harassed or discriminated against should report it immediately.

2. Complaints or reports under this policy may be brought to the attention of any one, or all, of the following persons:

a. your immediate supervisor: or general manager. b. Vermeer's human resources manager.

Response to Complaints. Conseguences and Prohibition on Retaliation.

Vermeer will promptly and thoroughly investigate reports made under Lb.is policy. All information investigated should be treated as confidential within the necessary boundaries of the investigative process. The facts of each case will determine the investigative and responsive measures taken. If we determine that our policies or rules of conduct have been violated we will take appropriate corrective measures based upon the specific facts and conclusions of each particular investigation. Appropriate corrective measures may include disciplinary action up to and including discharge of the offending employee(s), supervisor(s) or any member of management. In the case of vendors, customers or other non-employees of the Company, appropriate corrective measures may involve counseling the offending party, demanding appropria1e discipline from their employer and/or denying them access to our premises. In all instances our objective will be to end behavior deemed inappropriate or violates our policies.

Update 10-201~

Frnm: DS/02/2016 12:<111

Vermeer will not tolerate any act of reprisal or retaliation against anyone who reports, opposes or complains of any violation or suspected violation of these policies, or against anyone who assists with or cooperates in the Company's investigation of such repons or complaints. Venneer also will not tolerate knowingly false claims or statements provided in the course of any investigation as such falsified claims/statements would be treated under our policy against dishonesty. Complaints or reports of reprisal or of dishonesty should be brought under the same reponing procedures outlined above.

VIOLATION OF THIS POLlCYIPROCEDURE WILL SUBJECT AN EMPLOYEE TO DISCIPLINARY ACTION UP TO AND INCLUDING IMMEDIATE DISCHARGE.

II Update IU.2014

Vermeer Sales & Service of Central Illinois, Inc. 120 East Martin Drive, Goodfield, IL 61742; Phone: 309-965-3300 1801 1791h Street North, East Moline, IL 61244; Phone: 309-751-9540

May 17, 2016

City of Urbana Human Relations Commission 400 South Vine St. Urbana, IL 61801

To whom it may concern:

After speaking with Alex Bautista on May 16th, 2016 it become evident we did not fully understand the scope of the questions in our original application. Please see our updated, amended application, we have adjusted our answers accordingly.

Vermeer Sales & Service of Central Illinois, Inc is an independently owned and operated company, operating in two locations Goodfield, IL and East Moline, IL We do not have a parent company of any type.

In reference to Section E, we primarily rely on internal recruitment sources, all of which are made aware of our EEO policy. Our primary recruitment source is our company website which displays our EEO policy, candidates who choose to apply for a position with us are again reminded of our EEO policy during the application process. We also utilize Vermeer Corporation's careers portal to post our positions, Vermeer has been notified of our commitment to our EEO policy (See Attachment), and they too post their EEO policy on their career portal.

In addition to the above mentioned sources we post our career openings online with diversityworking.com, we continue to make efforts to recruit a diverse workforce. Rarely do we run print ads, however when the occasion presents itself, we are sure to put the proper EEO verbiage with each listing. Due to our low turnover rate we have not had a significant opportunity to diversify in comparison to our 2008 application.

In reference to Section J, Vermeer currently does not use sub-contractors. Should the opportunity exist at any point in the future, we would be diligent in making sure all sub­contractors are made aware of Vermeer's EEO policy and the expectation would be they too have the same commitment to diversity.

Vermeer remains committed to making efforts to recruit a diverse workface and continues to stay committed to our EEO Policy. Should you have any questions please do not hesitate to contact me directly.

Thank you for your consideration,

?!Jew ffrpwtfY Rachel Bergsieker HR Manager Direct: (636) 681-9723 Rachel.Kool@vermeermidwest.com

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May 17, 2016

Vermeer Human Resources PO Box 10313 Des Moines, IA 50306

To whom it may concern:

Vermeer Sales & Service of Central Illinois, Inc. 120 East Martin Drive, Goodfield, IL 61742; Phone: 309-965-3300 1801 1791h Street North, East Moline, IL 61244; Phone: 309-751-9540

This letter serves as notice to Vermeer that Vermeer Sales & Service of Central Illinois, Inc is committed to our Equal Employment Opportunity Policy and fully expects your cooperation in this matter.

Due to the relationship between our companies and the fact Vermeer Sales & Service of Central Illinois, Inc is utilizing your job boards as a form of recruitment, we deem it necessary to inform you of our EEO Policy and ask that you have the same commitment:

"Vermeer is committed to maintaining a workplace where each individual has equal employment opportunities. An individual's race, color, religion, national origin, sex, age, disability, marital status or status in any group protected by federal, state or local law will not be a factor in any employment opportunities or benefits we offer. Instead, every individual's qualifications, efforts, hard work and performance in their role to meet Vermeer's business needs are among the important legitimate business factors in our employment decisions. We encourage everyone to make the most of their opportunities with the Company.

All employees are expected to comply with our EEO policy. Management fully intends to abide by the law and will, when necessary, take firm disciplinary action in accordance with this policy to ensure that the responsibilities to our employees are met. Everyone is responsible for the full cooperation in meeting these objectives."

We thank you for your time and cooperation in this matter. If you have any questions please do not hesitate to contact me directly.

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( f/tdd /!Pta···· s le telr Rachel Bergsieker . ~) HR Manager Direct: (636) 681-9723 Rachel.Kool@vermeermidwest.com

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ii

CI T Y 0 F URBANA

TO:

FROM:

DATE:

RE:

MEMORANDUM

Alex Bautista, Human Relations Officer

Michael J. Brunk, City Arborist

May 26, 2016

Landscape Recycling Center Tub Grinder Safety

CITY OF URBANA, ILLINOIS

DEPARTMENT OF PUBLIC WORKS

ARBOR DIVISION

Urbana's Landscape Recycling Center, unlike the majority of municipally operated recycling facilities, is a public use facility. This results in the need to manage equipment operation such as in the processing of materials with the utmost care and public safety in mind. The operation employs two large end loader units, a crawler loader unit, a dump truck, a trammel screening unit and a tub grinder all of which are in operation during various times throughout the day.

Tub grinders are a mainstay in the landscape recycling industry due to the high quality mulches they produce. However they are the most onerous units in the industry to operate safely as they are large milling machines that grind mass amounts of debris at high rpms. This results in a tendency for the machines to throw debris from the unit's rotor as far as 1200ft (4 football fields). Debris can be more than just wood chunks as well. It is common for extraneous material such as rocks, metal, and other non-natural materials to be accidently mixed with yard debris and milled with brush. The pictures to the right illustrate examples of metal chunks that were hidden in debris and processed through LRC tub grinders. For this reason the common tub grinder is very difficult to operate in public areas due to the expansive space needed for the protected "keep out" zone. Most municipalities do not have the appropriate space to site such a machine.

Vermeer addresses this issue with a patented "thrown object restraint system" that greatly reduces the likely hood of thrown objects escaping the tub and minimizes distance of the throw zone to 200ft. This patented design makes the Vermeer tub grinder the safest in the industry and a preferred choice for a public use facility such as LRC. The limited throw zone and reduced likelihood of thrown objects allow the Vermeer tub grinder to be safely integrated into the Landscape Recycling Center's public use site.

ADMINISTRATION• ARBOR• ENGINEERING• ENVIRONMENTAL MANAGEMENT EQUIPMENT SERVICES• OPERATIONS• PUBLIC FACILITIES

--printed on recycled and recyclable paper--

The patented Vermeer "thrown object restraint system" consists of a deflector at the rotor, which directs material carried around the grinding chamber by the hammers to a cover positioned above the tub. The cover restrains material, which would otherwise be thrown from the tub by deflecting the material back into the tub. The cover can be rotated hydraulically into transport or operating position. Vermeer also employs a canopy protection structure over the operator's control panel, a motion sensor on the driveline so the tub can't be tilted (opened) while the PTO is turning and a wireless remote control that allows operator to manage the machine while operating from the safety of a protected loader cab.

The Landscape Recycling Center is recognized as the state's only municipally operated facility that is self-sustaining. This is because

Tltrown Ob}ect Restraint System (TORS}. The patented conical TORS has a smooth underside for Increased life and better material flow while reducing the quantity and distance of thrown objects when positioned over the tub.

Urbana set out to make this site a user friendly site from its beginnings in 1988 with the hopes to support the site through user fees as opposed to tax dollars. Today the Landscape Recycling Center is a thriving community based service that recycles over 60,000 cubic yards of debris into high quality garden products for the Champaign Urbana community. Not only is it one of the largest downstate operations but it is the only operation supported 100% by user fees.

The Urbana Landscape Recycling Center uniquely mixes its IEPA obligations of daily processing of yard debris with a public retail operation. This creates challenges for staff and public safety is one of those obligations.

ADMINISTRATION• ARBOR• ENGINEERING• ENVIRONMENTAL MANAGEMENT EQUIPMENT SERVICES• OPERATIONS• PUBLIC FACILITIES

--printed on recycled and recyclable paper--