ARTICLE 12

USE OF FACILITIES AND SERVICES

1. UNION OFFICE. The Union office for AFGE Local 1309 is provided for under a separate agreement between the local and the Mapping Applications Center; therefore it is not addressed here.
2. INTERNAL MESSAGE SERVICE. The Union will be permitted to use the internal mail distribution service, the e-mail system, and the phone mail system under the following guidelines:
   1. The Union may use the Employer’s metered or franked mail services for third party proceedings, not to exceed the cost of first-class postage. The Employer agrees to provide the Union with a listing of bargaining unit Employees and their mail stops in an electronic format or on a disk upon request.
   2. The Parties agree that use of internal communication systems will conform to the Employee Standards of Conduct. In addition,

      (1) Information transmitted or distributed must be informational in nature and must not make unsubstantiated accusations against the Employer or any specific individual, defame any Federal employee or the Federal government, or violate the principles of ethical behavior and conduct of this Agreement.

      (2) The Union must make a good faith attempt to investigate and obtain facts to substantiate information prior to its transmission. When providing procedural or regulatory requirements from this Agreement or any Federal law, rule or regulation, the Union will quote the provisions from the information’s source and will not provide official interpretation, add to or subtract from the guidance in its original form.

3. NEWSLETTER. The Union will be permitted to distribute its own fliers or newsletters to all bargaining unit Employees provided the information contained meets the requirements of section 2 of the Article. The production/distribution must be performed on official time in accordance with the provisions of this Agreement. Except:

   Union newsletters and fliers which are distributed on official time may not contain information which pertains to Union organizing, dues allotments, fund-raising, or other internal Union business. Information of this type must be produced and distributed without the use of government equipment, services or supplies and must be delivered on non-duty time for both the distributor and the recipient.

4. BULLETIN BOARDS. A bulletin board in the hallway outside the Reston Library conference room will be made available for exclusive use by the Union. Notices posted must be truthful and factual in nature, in good taste, and must not violate any law, regulation or provision of this Agreement. The Union may display an official AFGE logo sign along with other Union information and notices.
5. USE OF OFFICE EQUIPMENT. The Union will be permitted to use office equipment and furnishings as are necessary to perform employee representational duties to include, typewriters, telephones, TDD’s, facsimile machines, copying or duplicating machines, computers, software and printers. The Union agrees to schedule the use of official time and equipment so as not to interfere with the official business requirements of the Employer. The use of such equipment is subject to the Employer’s approval as related to the timing and length of each incident of use. The Union will reimburse the Employer for all long distance toll calls. Official time, equipment and furnishings shall not be used for the conduct or support of internal Union business.

6. BARGAINING UNIT MEMBER INFORMATION. The Employer agrees to provide the Union with an alphabetical list and organizational chart that includes all Reston Library Employees.. The organization chart will include the name, classification title, series and grade, and FLSA indicator for each Employee. The Employer will provide listings of changes to the composition of the bargaining unit, if any, on a bi-weekly basis, including new hires, changes in employment status, resignations or retirements of bargaining unit Employees.
7. CONFERENCE ROOMS. The Union will be permitted the use of the Employer’s conference rooms when the use of such rooms does not conflict with their use by Employees for official business purposes. The Union will make every attempt to schedule the use of the rooms as far in advance as possible. If the rooms are to be used for Union membership meetings or other internal Union business, the rooms will be scheduled for use during non-duty hours. The Union may use available audio-visual equipment upon request. The Union will adhere to all security and housekeeping requirements when using the rooms, and will take necessary precautions to protect any audio-visual equipment provided for their use.
   
8. COPIES OF THE AGREEMENT. The Employer will furnish one (1) copy of this Agreement to each Reston Library Employee upon its implementation. The Union will be provided with 15 additional copies in order to have them available. The Union will be provided an additional 10 copies upon request. The Employer will bear the cost of producing the copies needed for these purposes.
   
9. PUBLICATIONS AND REGULATORY MATERIALS. The Union is provided copies of regulatory material under a separate contract; therefore there is no provision here. The Employer agrees to allow the Union and bargaining unit Employees access to additional regulatory documents maintained by the Bureau personnel office. Union officials and bargaining unit Employees will be permitted to make reasonable copies of the documents. The Employer authorizes the Union to use Internet access to obtain such materials and print reasonable copies.
   
10. STUDIES AND SURVEYS. The Employer will notify the Union of any studies or surveys in which bargaining unit Employees will participate and that may result in an impact on their conditions of employment. The Union will be provided a copy of the results or any report produced in the same format as that received by the Employer. The Employer will provide the results or any report to the Union within five (5) days of receipt. Reston Library produced surveys and studies will be developed in consultation with the Union.
    
11. OPEN HOUSE. The Union is afforded the opportunity to request an informational booth under a separate contract. Official time will not be granted for bargaining unit Employees to work the booth. If such a booth exists, the Employer agrees to liberally approve requested leave for bargaining unit Employees who are needed to work the booth. All individuals who work the booth will maintain proper and ethical conduct at all times. Information provided must not violate any law, regulations or provision of this Agreement. The booth may not be used for the sole purpose of increasing membership. USGS or other Federal Employees may not be approached for membership purposes if they are on duty.
    
12. USE OF GOVERNMENT-OWNED OR LEASED VEHICLES. The Employer may approve use of Government-owned or leased vehicles by the Union for representational purposes, in the local commuting area, if the vehicle is available, and the use will not violate any provision of law, regulation or this Agreement.
    
13. INTERPRETING SERVICES. The Employer will provide and fund interpreting services for the Union as necessary to provide representation to bargaining unit Employees to include participation in Labor Management Relations Council (LMRC) meetings. The Union must follow existing procedures when requesting interpreting services. The Employer may also provide and fund interpreting services for Union sponsored training when it is deemed in the mutual interest of the Parties to do so. The Employer will not provide or fund these services for training or meetings when the purpose is Union organizing, internal Union business, provisions of Union constitution and bylaws, and similar matters.