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of names, mailing addresses and the amount deducted for each employee for whom a deduction was made. 4. The Union may request the City to provide an optional voluntary Union deduction for members or service fee payers of the Union. Such deduction shall be requested by the member or service fee payer in even dollar amounts. The optional Union deduction shall be made only from the pay due to employees on the first payday of each calendar month. The member or service fee payer may discontinue the optional Union deduction at any time. Such request for optional Union deduction shall be made on"Payroll Deduction Authorization for Optional Union Contribution, PCEA/AFSCME LOCAL 955". The Union and City agree that such optional Union deduction is not subject to the provisions of the agency shop agreement between the Union and City. The Union agrees to refund to the City any amounts paid to it in error. d. Hold Harmless The City shall not be liable to the Union by reason of the requirements of this Section for the remittance or payment of any sum other than that constituting actual deductions made from the pay earned by the employee. In addition,the Union shall indemnify and hold the City harmless from any liability resulting from any and all claims, demands, suits, or any other action arising from compliance with this Section, or in reliance on any list, notice certification or authorization furnished under this Section. The Union agrees to refund to City any amounts paid to it in error. 2.3 Communication with Employees Any representative of the Union shall give notice to the Department Head when contacting City employees during the duty period of the employees, provided that solicitation for membership or other internal employee organization business shall be conducted only during the off-duty hours of all employees concerned. Pre-arrangements for routine contact between the Union and the Department Head may be made, and when made shall continue until revoked. The Union may designate to the :- •_ : -: • • • .. : _ Director of Human Resources and Labor Relations no more than two representatives to discuss grievances with their members. The Union representatives shall be allowed reasonable time at the beginning or end of an employee's normal duty period to discuss the employee's grievance. This use of duty period time by either the Union representative or the employee shall not unduly affect either person's ability to complete their assigned duties. These time limitations shall not be in effect during the conduct of formal grievance hearings. 2.4 Bulletin Boards The Union may use portions of City bulletin boards under the following conditions: -8 -