Use of Official Facilities

Section 1.0 Office Space, Furnishings and Equipment Section 1.1 1. The Agency will continue to provide office space to any Local as it had prior to the effective date of this Agreement, provided that it complies with the requirements below. 2. The Agency will provide each Local Union with office space that is of sufficient size to allow the Union to effectively perform its representational functions, including maintaining its files; conducting private conversations with employees, while still conducting other business; and conducting meetings with up to ten (10) people present at a time. 3. The Union s office space will be conveniently located to allow most employees easy access. 4. Office space will be provided in each geographic location within a Local s jurisdiction. 5. Office space will be provided for Council 120 officers. This space will be separate from any Local Union space at that location. Section 1.2 1. The Union office space will be furnished with desks, chairs, lockable file cabinets, bookcases, conference tables, printer carts, and other furnishings commensurate with what is generally used in that work location. 2. The Union office space will be equipped with computers, laser printers, telephones, FAX machines and other equipment commensurate with what is generally used in that work location. 3. Computer equipment will allow access to the Agency s network, e-mail, Intranet and internet. 4.Telephones will allow access to long distance network and local calling. The Agency will provide conference calling capability, voice mail, and caller ID commensurate with what is provided other Agency work space. 5. The Agency will provide the Council 120 President, Vice President and Secretary-Treasurer with a smart phone (e.g., Blackberry or iPhone), with e-mail capability, commensurate with what the Agency provides its managers. Providing this phone does not change the Union officers work schedule to oncall or stand-by. The Union officers will not be required to communicate with the Agency while he or she is not otherwise in a duty status. 6. The Agency will provide routine cleaning and maintenance service in Union occupied space where it is located in Agency facilities. The Union is responsible for ensuring accessibility to its space during normal cleaning and maintenance schedules. 7. The Union will be granted access to photocopiers, internal mail (for other than mass mailings), teleconference facilities, video conference facilities, video equipment (i.e., TV and DVD player), and other office services routinely used in that work location. The Union will follow the same reservation and use procedures as all other users. 1

Use of Official Facilities

8. The Union will be given access to conference rooms and auditoriums for meetings requiring that size space. The Union will follow the same reservation and use procedures as all other users. 9. Where there are facilities they shall be made available for Union meetings and membership drives, before or after duty hours or during lunch periods if such space is not already committed. The Union will follow the same reservation and use procedures as all other users. 10. There will be no charge to the Union for this space, furnishings and equipment. Section 2.0 Bulletin Boards Section 2.1 The Agency will provide the Union with lockable bulletin boards in numbers and locations determined by local bargaining. Section 2.2 Electronic Bulletin Boards The Union will be granted access to the Agency s electronic bulletin boards to post notices ands communicate with bargaining unit employees. Section 3.0 Communication Section 3.1 E-Mail 1. The Union may communicate with Agency officials, bargaining unit employees, neutral third parties, or members of the public via the Agency s e-mail system. The Union will comply with all security measures enforced on other users. 2. The Union may send messages to more than one recipient at a time under the same restrictions that Agency management applies to itself. 3. The Union will be judicious in the use of attachments to e-mail messages. Attachments will be kept to a reasonable size, with the understanding that some documents, like arbitrators decisions, can be lengthy. 4. The Agency will provide the Union with a directory of the e-mail addresses for all employees and management representatives. 5. E-mail will not be used for grievances or responses, since those require signatures. 6. Consistent with 18 U.S.C. 1913, electronic mail transmissions shall not be used to urge or promote lobbying activities by employees who do not serve as union representatives, either in support of or in opposition to any legislation or appropriation of Congress. Section 3.2 Distribution of Literature Official publications of the Union, which may include newsletters, fliers, or other notices may be distributed on Agency property by Union representatives during approved official time or non-duty time. Where available, Union representatives will use centralized employee mail slots/drops to distribute Union publications. Distribution shall be accomplished so as not to disrupt operations. All such materials shall be properly identified as official Union issuances. 2

Use of Official Facilities

Section 3.3 Telephones 1. The Agency will provide a telephone directory with the work phone numbers of all unit employees, and all management representatives. 2. The Union office telephone number will be included in all Agency telephone directories. Section 3.4 Mail Consistent with postal regulations, the Union shall have use of Agency metered mail limited to labor relations representational matters but not including matters relating to internal Union business. This, however, does not permit the Union representative to use other types of mailing such as express, overnight, registered, certified mail, etc., except where required or to meet time frames imposed by a third party (e.g., EEOC, arbitrator, FSIP, FLRA). Section 3.5 Use of Public Address System Where applicable, the Agency will make the public address system available to announce union meetings or other special union events. Details will be negotiated at the local level. Section 3.6 Private Messenger/Delivery Services The Union will be provided access to any private messenger or delivery services (e.g., UPS, Fed Ex) used by the Agency for delivery of materials to Agency official or neutral their parties for representational purposes.