Section 04. PDA Representatives

4.1. Attendance at Meetings

County employees who are official PDA representatives shall be given reasonable time off with pay, including reasonable travel time, to:

A. Formally meet and confer or consult with management representatives on matters within the scope of representation;

B. To be present at hearings where matters within the scope of representation are being considered (including but not limited to: civil service, disciplinary proceedings, arbitration hearings, mediation hearings, and PERB);

C. To testify or appear as the designated representative of the Association in settlement conferences, hearings, or other proceedings before the Public Employment Relations Board, in matters related to unfair practice charges; or

D. To testify or appear as the designated representative of the Association in matters before the Civil Service Commission or grievance arbitration.

The use of official time for these purposes shall be reasonable and shall not interfere with the performance of County services as determined by the County. Such representatives shall submit written requests for excused absences to the Human Resources Director at least two (2) working days prior to the scheduled meeting whenever possible. Except by agreement with the Human Resources Director, the number of employees excused for such purposes shall not exceed four (4) individuals at any one time. If any employee’s request is not approved, disapproval shall be subject to appeal to the Human Resources Director whose decision shall be final. All approved release time will be coded appropriately on the employee’s timecard using the RTE pay code.

Paid release time is not authorized to be used for political activity, any type of activity that is precluded by law or County policy as a conflict of interest, conducting membership drives, or soliciting membership from other County employees or applicants.

Time spent in meetings with the County on matters listed in Section 4, which occur outside of the employee’s regular work schedule, is not compensable. Employees should not code release time for such time when the employee is not scheduled to work.

4.2. Handling of Grievances

PDA shall designate a reasonable number of representatives to assist in resolving grievances depending on geographical locations, hours of employment, and departmental organizational structure, notifying the Human Resources Director of the individuals designated. Alternates may be designated to perform such functions during the absence or unavailability of the designees. Representatives may be relieved from work duties by their supervisors to investigate and process grievances initiated by other employees within the same representation unit. Release time requests shall not be denied unreasonably. Representatives shall promptly report to PDA any grievances which may arise and cannot be adjusted on the job. Supervisory employees shall not represent non‑supervisory employees in grievances. Neither a representative nor PDA shall order any changes, and no change shall be made except with the consent of the department head.