2011-2013 DEQ/AFSCME 3336Contract Amendments
December 11, 2011 Steward Training
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Meeting Objectives
To provide clear understanding of the intent and application of contract changes
Cover both Agency Table and Central Table amendments to the contract
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Bargaining Team Acknowledgement
AFSCME
Bill Brown Regina Cutler Dana Huddleston Bruce Scherzinger Barbara Shaver Issa Simpson,
Council 75 Representative
State/DEQ
Laurie Grenya Kerri Nelson Susan Payseno Gerry Preston Wendy Wiles Art McCurdy, DAS
Labor Relations Unit
Bargaining Basics
Central Table Statewide Issues
Health Benefits Mandatory
Unpaid Time Off Salary Classification
Changes
Local Table Agency-specific
(working conditions and contract implementation)
Layoff Provisions Personnel
Records Health and
Safety
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What We Will Cover
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Changes to our Contract Housekeeping-limited/no presentation Substantive
Letters of Agreement (LOA) DEQ-specific Statewide
Article 3—Union Rights
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Section 6 Increased time for union orientation
from 20 to 30 minutes
Section 7 (a) For multi-story buildings one bulletin
board will be available on each floor occupied by DEQ.
Article 3-Union Rights (continued)
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Section 7 b Provides for Union use of Agency’s e-mail
system within stated agreements: Who can use? • Officers• Stewards• Members of Agency sanctioned
committees such as Labor Management and Wellness
Article 3-Union Rights (continued) E-mail use
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For what purpose? Internal union business as well as the
current uses. What parameters? All staff e-mails must contain within the
subject line “Union Business, Recipients of e-mails should not use the “reply all” function
Article 3-Union Rights (continued)E-mail use
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Comply with Agency e-mail policy
Agency will not incur costs as a result of this use
Does not hinder or adversely affect the Agency’s system
Shall not contain offensive communications
Article 3-Union Rights (continued)
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Limit of 3 pages
No anti or pro messages for political candidates, ballot measures, bills or laws
No initiation of contractually prohibited activities (strike, work stoppage, etc.)
No attachments or embedded graphics
Article 3-Union Rights (continued)
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Clarifies that the Agency’s e-mail system is public and the Agency may monitor e-mail use at any time including those concerning union business
Article 3-Union Rights (continued)
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Union bargaining team members may also communicate regarding negotiations using Agency e-mail
Employees may forward union e-mails to their home computers
The Agency will be held harmless in any adverse action involving the Union’s use of the e-mail system
Article 3-Union Rights (continued)
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Section 8-Reports
Agency will provide the Union with names of employees who retired and those that have been reclassified in the previous month
Article 3-Union Rights (continued)
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Section 11 Agency will provide 10 days notice if moving a
filled position out of the bargaining unit. The Agency does not take action within the 10 day period
Section 12 Stewards will use phone and e-mail for
communication when they work at different duty station than grievant when practical
Article 10-Limited Duration
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Section 3
A regular status employee who accepts a limited duration appointment will receive the following information
• Step placement
• Effect on salary eligibility date when moving back to a permanent position
Article 10-Limited Duration (continued)Section 4 Modified the criteria for use of LD positions
to read-if funding for the position is uncertain beyond the end of the current biennium
If funding is restored for a permanent position in which an LD appointment was made, the Agency may open a recruitment or offer the position to the LD appointee.
If the LD incumbent applies for the position they will be offered an interview
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Article 13-Grievance Procedure
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Section 2
Added language to include informal, non-binding mediation as a tool to resolve problems and/or differences
Article 15-Personnel Records
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Section 1
Information in a manager’s working file that is past the retention schedule shall not be used in a disciplinary action.
Article 17-Trial Service
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Section 1 aIn most cases employees are required to serve a 6
month probationary period in new positions. Employees having served at least 2 years in
the same classification and promoted within the same work unit under the same supervisorunder the same supervisor.
We agreed to remove “under the same supervisor” from this provision.
Article 18—Classification and Classification Changes
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Section 10 Changes to this section were extensive and
provided language addressing both internal and external (arbitration) processes
These processes include resolution of disputes regarding employee requested reclassifications and Agency initiated reclassifications where the employee and Union disagree with the Agency’s actions
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Article 19-Contracting Out
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Section 6-Review of Contracted Work
New language allows for the Union to view state contracts deemed public records
Union may submit suggestions regarding how bargaining unit members can perform the work more efficiently and effectively
Article 20—Layoff
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Section 5- Extended the LOA on full time/part time layoff election options and added clarification for implementation
Full time and part time status are determined by budgeted FTE-regardless of scheduled hours
An employee’s current status will be considered as the first option in placement decisions. If there is no suitable position available (in their current FTE status) they may be placed in alternate status position if they have elected to do so.
LOA Article 20—Duration of Layoff ListsAgency and Secondary Recall Lists
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Extended LOA-Sunsets June 30, 2013 Previous contract LOA extended recall right from
2 years to 3 years Contract timelines not extended, except:
• Seniority Calculation—seniority adjusted for break in service up to the 3 years.
• Salary on return—same salary step as the time of layoff.
• RSD—adjusted by amount of break & vacation accrual resumes at the rate at time of layoff.
• SED—adjusted by amount of break in service.
Article 22-Health and Safety
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ModificationSection 1 The Health and Safety Manager will review
Health and Safety Policies annually with the Central Safety Committee
Section 9 Upon request by the PSRs their manager will
attach a copy of the PSR roles and responsibilities to their work agreement
Article 22- Health and Safety (continued)
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Section 13
An annual report of the Agency’s wellness expenditures shall be provided to the Labor Management Committee
Article 22- Health and Safety (continued) Letter of Intent
The Agency will provide Job Hazard Assessments for hazardous waste inspectors and complaint responders by January 1, 2013
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Article 22- Health and Safety (continued) Letter of Intent
Agreed to refer discussions regarding workload to the Labor Management Committee.
Data from the 2011 Manager 360 review will be shared with the committee to identify areas for improve workload balance between employees and managers
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Article 28—Holidays
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Section 5
Specified the days when the additional 8 hours leave (“Governor’s Leave”) for VET’s I & II in Clean Air Stations is taken
Article 31-Other Leaves
Hardship Leave-Section 1 (g)(2) Deleted reference to prudent planning to
avoid need for hardship leave.
Bereavement Leave-Section 1 (h) Provides for use of an additional 8 hours of
bereavement leave for aunts, uncles, nieces and nephews in addition to the 24 hours allowed for family members defined as immediate family
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Article 32-Position Descriptions/Work Agreements
Each time the position description is updated, the employee will have up to ten (10) calendar days to review the position description prior to signing.
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Article 34-Salary Administration
Deleted 2009-2011 LOA on step freezes and replaced with a new LOA providing:
No step increases given until July 1, 2012
Effective July 1, 2012 eligible employees will receive one half of step on SED and will receive the remainder of the step six months after SED
For employees with SED of January 2013 through June 2013 the second of the step will be given at 11:59 on June 30, 2013
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Article 46-Salaries
Effective December 1, 2011 salary rates will be increased by 1.5% to be paid January 1, 2012.
Effective December 1, 2012 salary rates will be increased by 1.45% to be paid January 1, 2013.
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Article 51-Successor Negotiations
Union bargaining team members will be granted a total of 135 hours of paid time for bargaining activities during work hours
To be used for negotiations, caucuses and travel
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Letters of Agreement (LOA)—Mandatory Unpaid Furlough Time Off (MUTO)
Effective with first MUTO day on August 19, 2011
LOA takes precedence over any conflicting CBA provisions
Number of unpaid time is based on base rate of pay: $2450 and below 10 days (80 hours) $2451 to $3100 12 days (96 hours) $3101 and above 14 days (112 hours)
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LOA-MUTOs (continued)
10 specific fixed closure days
Friday August 19, 2011 Friday November 25, 2011 Friday March 23, 2012 Friday May 25, 2012 Friday August 17, 2012 Friday October 19, 2012 Friday November 23, 2012 Friday January 18, 2013 Friday April 19, 2013 Friday May 24, 2013
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LOA-MUTOs (continued)
Obligation may be reduced based on:
• Employee return from absence after fixed closures-if an employee is on authorized leave when a scheduled MUTO day occurs the scheduled MUTO will count to reduce the obligation.
• Employee return from protected leave status
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LOA-MUTOs (continued)
The mandatory unpaid time off obligation will not change as a result of salary changes based on promotion, demotions, reclassification, step increases or COLA.
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LOA-MUTOs (continued)
Prorate for less than full time based on employee’s regularly scheduled hours(See formula in LOA)
Prorate seasonal employees based on number of scheduled hours during the months employed(See formula in LOA)
Un-schedule Temporary employees
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LOA-MUTOs (continued)
Mandatory unpaid time off does not impact sick, vacation, personal leaves, holiday pay computation or insurance contribution
Mandatory unpaid time does not count as break in service for employees’ seniority or adjustments to salary eligibility dates
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LOA-MUTOs (continued)
No penalty payment or OT for adjustments to employees’ schedules not to exceed a 40 hour workweek (including the MUTO hours)
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LOA-MUTOs (continued)
Minimum billable hours adjustment-In previous contract as well. We add this as a reminder.
For DEQ employees with minimum billable hours, requirements will be prorated per Agency practice
Employees with billable targets based on percentages required will have billable hours prorated per Agency practice
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LOA-MUTOs (continued)
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If the employee fails to schedule and take the mandatory time off by March 31, 2013, management will schedule the employee to take the required time by May 31, 2013. All furloughs will be taken by May 31, 2013.
LOA-MUTOs (continued)
In the event that an employee has any mandatory unpaid time off obligation remaining after May 31, 2013, the employee’s July 1, 2013 paycheck for the June 2013 pay period will be reduced by the equivalent amount for the remaining mandatory unpaid time off days.
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LOA-MUTOs (continued)
Employees are not eligible for unemployment benefits as a result of the mandatory unpaid time off. If unemployment benefits are paid, the equivalent amount will be deducted from the employee’s pay.
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LOA-MUTOs (continued)
Employees may request to take no more than two mandatory unpaid time-off days in the same workweek.
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LOA—MUTOs (continued)
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Floating MUTOs Previously scheduled and approved
vacations take precedence over subsequent unpaid days off requests.
However, scheduling of mandatory unpaid time off trumps short term vacation or comp time requests.
If an employee used seniority to bump for pre-approved vacation, then can’t use to substitute mandatory unpaid time off day for the approved vacation day(s)
LOA-MUTOs (continued)
Floating mandatory unpaid days will be requested following the agency procedures for requesting paid time off.
Where there is a conflict in requesting days off the person who made the first request will be granted the requested days off. For simultaneous requests for mandatory unpaid days off and vacation requests for more than 1 day, vacation requests will be processed prior to requests for mandatory unpaid time off.
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LOA-MUTOs (continued)
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Pre-approved paid sick leave:
Employee may substitute a mandatory unpaid time off day for a pre-approved sick leave day, but not more than 2 in a month.
Letters of Agreement—Mandatory Unpaid Furlough Time Off (continued)
Change to LOA Provision
Employees will not work on a mandatory unpaid day with the following exceptions:
At the direction of the Agency Head with fixed closure converted to float day and rescheduled
Employees who are attending conference or traveling may convert fixed closure to float day within same pay period
Board and Commission meetings scheduled on a fixed closure may be converted to float day
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Letters of Agreement—Mandatory Unpaid Furlough Time Off (continued)
New LOA Provision
Full time employees shall take the MUTO in hours equivalent to a full shift or the remaining obligation if it equals less than a full scheduled work day
Employees may (with supervisor approval) change their work schedule during the week a MUTO is taken
Clarification-Employees may keep their regular schedule but take unpaid time in 8 hour blocks and either work or use paid leave for the remainder of their regularly scheduled shift.
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Letters of Agreement—Mandatory Unpaid Furlough Time Off (continued)
Part time employees shall take mandatory unpaid time off in blocks equal to their scheduled work day-or the remaining obligation if it equals less than a scheduled work day
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Letters of Agreement—Mandatory Unpaid Furlough Time Off (continued)FLSA Exempt Employees: Mandatory unpaid time off due to budget does
not disqualify the FLSA exempt employee from being paid on a salary basis except in the workweek in which that unpaid time off occurs and the employee’s pay is accordingly reduced
FLSA exempt employees shall be eligible for pay at the time and a half for hours worked in excess of 40 hours that workweek in which they take mandatory unpaid time off due to non-exempt status
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Problems Encountered with Implementation of MUTOs Inconsistent messages from
management about the full scheduled shift application.
How far in advance must a person
request MUTO.
Any others??
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Flexible and Alternate Schedules
If your scheduled shift is more than 8 hours
you may use accrued leave for the difference between the 8 hours and the additional hours.
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Article 56—Term of Agreement
Changed effective dates of contract to October 1, 2011—June 30, 2013
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Letter of Agreement—Part-time Employees Health Insurance Subsidy
Modification
Continues the LOA Adds in specific
amounts for the subsidy
PEBB establishes subsidy rates
Intent Continue part-time
employee insurance subsidy
Update subsidy amounts Minimize increased out
of pocket costs to employees
Continue PT employee paying additional $ if employee opts for a different plan than the Part Time Plan or changes to a different tier
Letters of Agreement Extended Intact
Found in Appendix A
Joint Committee on Salary Surveys Intermittent Union Leave Veteran’s Preference (with housekeeping
changes) Article 19-Contracting Out Article 20-Layoff (50 mile layoff election
option) Article 23-Education, Training and Career
Advancement
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DEQ/AFSCME Layoff Fundamentals
State’s Five Geographic Areas
CentralEastern
Northwest
Willamette Valley
Southwest
Starting the Layoff Process
• After all budget decisions are made, a layoff list is posted. DEQ must provide 15 days prior notice to employees and the Union before initiating a layoff.
• During this 15 day window, the Union and HR meet formally to discuss possible workforce adjustments (WFA).
• At the end of the 15 day notice period, managers deliver written layoff letters to each staff on the list who did not get WFA.
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Layoff
• Affected staff have 7 days to (1) finalize their Neo-Gov profile, including all relevant training, skills and experience; and (2) notify HR of their elections:
a. Part time/full time optionb. 50 mile optionc. Displacement within same class, salary range
or demotiond. Layoff
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Qualifications and Bumping
• HR evaluates in seniority order and makes preliminary placement determination.
• HR provides opportunity for discussion with affected employee and their steward or union representative.
Opportunity to provide additional information Placement decisions should be based on relevant
and transferable knowledge, skills and experience.
• Affected section managers may be consulted, but final decision is by HR manager and MSD Administrator
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Qualifications and Geography
Article 20, Section 5, (f)(1)The employee may displace an employee in the agency with the lowest seniority in the same classification for which (a) he/she is qualified in the (b) same geographical area in the agency where the layoff occurs.
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Qualified?To be qualified for the options under Section 5(f) (1) (2), and (3) the employee must meet all of the minimum qualifications for the position's classification and must be capable of performing the specific requirements of the position as stated in the position description within two (2) weeks. An employee who is seeking to displace another employee has no right to a trial service period of any duration in the position into which the employee is attempting to displace. Further, the two (2)-week time period is for the purposes of orienting an employee to the position, not training the employee to perform the work. Therefore, it is necessary that the employee can perform all of the core duties and responsibilities of the position as determined by the Agency prior to displacing person in the position.
Article 20, Section 5 (f)
Example: Evaluating Potential Placements
Service Credits Name Class Division-Section Skills
246.497 Cline, Delbert P NR SPEC 3WESTERN REGION DIVISION ** WATER QUALITY - ONSITE- COOS BAY
Registered Sanitarian
185.000 Hypothetical Employee A NRS-3WESTERN REGION DIVISION**AQ POINT SOURCE COMPLIANCE-Coos Bay Inspections
182.779 Hypothetical Employee C NR SPEC 3WESTERN REGION DIVISION ** AQ POINT SOURCE PERMIT/COMPLIANCE -COOS BAY Inspections
173.057 Abts, Martin A NR SPEC 3 WESTERN REGION DIVISION ** AIR QUALITY SOUTH - COOS BAY Inspections/Permitting
160.806 Freeman, Lisa N NR SPEC 3WESTERN REGION DIVISION ** HAZARDOUS & SOLID WASTE - MEDFORD Inspections
153.974 Employee C NR SPEC 3 WESTERN REGION DIVISION ** AIR QUALITY SOUTH - MEDFORD Inspections/Permitting
150.604 Clough, Eric S NR SPEC 3 WESTERN REGION DIVISION ** TANKS - COOS BAY
147.200 Hypothetical Employee B NRS-3WESTERN REGION DIVISION**AQ POINT SOURCE COMPLIANCE-Medford Inspections
131.312 Croucher, Steven M NR SPEC 3 WESTERN REGION DIVISION ** AIR QUALITY SOUTH - MEDFORD Inspections/Permitting
51.234 Jossie, Donald L NR SPEC 3WESTERN REGION DIVISION ** WATER QUALITY - ONSITE - GRANTS PASS
Registered Sanitarian
10.149 Tugaw, Heather NR SPEC 3WESTERN REGION DIVISION ** OREGON PLAN - BASIN PLANNING - MEDFORD TMDL
9.919 Esch, David NR SPEC 3WESTERN REGION DIVISION ** HAZARDOUS & SOLID WASTE - MEDFORD
Permits/Inspections SW
Qualifications: Start at the bottom of the list and work up the list based on seniority.
Adjustment vs. Displacement Work Force Adjustment
• Trial service of 3 or 6 months is in effect
• DEQ may pay for moving expenses, if employee is eligible and funds exist
• Current employees aren’t displaced
• Union notification occurs
• Voluntary demotions are permanent. Need to apply for promotional opportunities
Displacement• No trial service
• No moving expenses
• Employee must be able to do job within 2 weeks of bumping into position
• Union notification occurs
• If an employee demotes, s/he is placed on the recall list for their previous classification
Summary of Recall and Secondary Recall Lists
Agency Recall• Intra-agency list
• Based on classification and geographic area
• Highest seniority that meets minimum qualifications and can do the job within 2 weeks is offered the opportunity
• Removed from the list after: Successful appointment
to a position Refusing an appointment
Secondary Recall List• Inter-agency list
• Based on classification and geographic area (county and city)
• Need to be in good standing with no disciplinary actions within past 12 months
• Interview most senior people in the classification
• Serve a trial service period, typically at least 3 months
Preparing for a LayoffWhat Employees Can Do Review the Position Descriptions of positions
they believe that they would be able to “bump” into according to the layoff language
Contact the manager for the position in question to request additional information regarding the position qualifications
The Agency and the Union request that employees not contact people in the positions you are considering-it causes understandable discomfort
How to Prepare for LayoffsEmployees:
• Create or update your NeoGov profile and iLearn transcript • Become familiar with the seniority list• Evaluate options (displace/demote/layoff)• Consider the Employee Assistance Program (EAP)
Managers:• Make sure your employees’ position descriptions are up to date• DO NOT speculate about “fits” for employees• Recognize that each employee will make decisions based on personal
reasons• Consider the Employee Assistance Program (EAP)