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2.3 Communication with Employees <br /> Any representative of the PCEA shall give notice to the Department Head when <br /> contacting City employees during the duty period of the employees, provided that <br /> solicitation for membership or other internal employee organization business shall <br /> be conducted only during the off -duty hours of all employees concerned. Pre- <br /> arrangements for routine contact between the Association and the Department <br /> Head may be made, and when made shall continue until revoked. <br /> The PCEA may designate to the Deputy City Manager/Director of Human <br /> Resources, no more than two representatives to discuss grievances with their <br /> members. The PCEA representatives shall be allowed reasonable time at the <br /> beginning or end of an employee's normal duty period to discuss the employee's <br /> grievance. This use of duty period time by either the PCEA representative or the <br /> employee shall not unduly affect either person's ability to complete their assigned <br /> duties. These time limitations shall not be in effect during the conduct of formal <br /> grievance hearings. <br /> 2.4 Bulletin Boards <br /> The PCEA may use portions of City bulletin boards under the following <br /> conditions: <br /> (1) All materials must receive the prior approval of the Deputy City <br /> Manager/Director of Human Resources. <br /> (2) All materials must be dated and must identify the organization that <br /> published them. <br /> 2.5 Use of City Buildings <br /> City buildings and other facilities may be made available for use by City <br /> employees or the PCEA or its representatives in accordance with such <br /> administrative procedures as may be established by the City Manager or his/her <br /> designated representative. <br /> 2.6 Advance Notice <br /> Except in cases of emergency as provided below in this subsection, the PCEA, if <br /> affected, shall be given reasonable advance written notice of any ordinance, <br /> resolution, rule or regulation directly relating to matters within the scope of <br /> representation proposed to be adopted by the City and shall be given the <br /> opportunity to meet with the appropriate management representatives prior to <br /> adoption. <br /> -5 - <br />