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2 2.2 Communication with Employees Any representative of the Association shall give notice to the Chief of Police (through the chain of command) 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. Prearrangement for routine contact may be made by agreement between the Association and the Chief of Police and when made shall continue until revoked. 2.3 Bulletin Boards The Association may use portions of City bulletin boards under the following conditions: (1) All materials must receive the approval of the department or division head or designee in charge of the departmental bulletin board. (2) All materials must be dated and must identify the organization that published them or requested the posting. Typical postings may include meeting notices, minutes of meetings or organizational informational materials. (3) The actual posting of materials will be done by the Association as soon as possible after they have been approved by the Department. All posted materials shall comply with the City’s harassment/discrimination standards and shall not include political or personal endorsements or opinions. Unless special arrangements are made, materials posted will be removed 31 days after the publication date. (4) The City reserves the right to determine where bulletin boards shall be placed and what portion of them are to be allocated to employee organizations' materials. (5) An employee organization that does not abide by these rules will forfeit its right to have materials posted on City bulletin boards. 2.4 Use of City Buildings City buildings and other facilities may be made available for use by City employees or the Association or its representatives in accordance with such administrative procedures as may be established by the City Manager or his/her designated representative. 2.5 Advance Notice Except in cases of emergency, the Association, if affected, shall be given reasonable advance written notice of any ordinance, resolution, rule or regulation directly relating to matters within the scope of representation proposed to be adopted by the City and shall be given the opportunity to meet and confer with the appropriate management representatives prior to adoption.