Return to accessibility navigation at the top of the page.

Pima County Community College District Board Policy

Board Policy Title: Meet and Confer with Employee Representatives
Board Policy Number: BP-4001
Adoption Date: 2/17/82
Revision Date(s):   9/13/00
Sponsoring Unit/Department: Chancellor / VC Human Resources
Motion Number:   2842, 6066
Legal Reference:             
Cross Reference:

The Pima County Community College District Board of Governors (the Board) appreciates the benefits of employee input into the decision-making processes of the College.  Therefore, the Board permits individual employees and employee groups to participate in a formally structured meet and confer process to assist it in making its decisions regarding compensation, benefits, and terms and conditions of employment.

The Board recognizes employee representative groups to provide input for the development of personnel policies directly and substantially related to wages, salaries and working conditions.  Such recognition does not preclude input from others.

In order to facilitate employee participation, the Board adopts this meet and confer policy with employee representative groups.

The primary means for employee input shall be through open, scheduled meet and confer sessions between employee and management teams. At meet and confer sessions, opportunities for other eligible employees to provide input shall be included. In addition, College-wide information sessions and surveys will be conducted.   At any time during the meet and confer process, employees may provide written comments to their Employee Team or the Board's Management Team.  An employee may only comment on policies or issues that pertain to his/her employee classification.

The issues included in the meet and confer process are Board-determined and comprise those personnel policies specific to the responsibilities or contractual obligations and benefits for regular, full-time employees' within a classification, as well as wages, salaries and working conditions.

The meet and confer process does not include personnel policies relating to assignments outside the job descriptions and full-time duties for the classification or which the Governing Board has determined should be applied consistently to more than one employee classification.

Issues outside those covered by the meet and confer definition and delineation may be presented in writing by the Employee Team to the Board's Management Team.  The Board's Management Team will forward these written issues to the Board for determination of appropriate action.

While meet and confer does not include personnel policies or fringe benefits common to all employee classifications, the Board will authorize regular discussions with employee representative groups and other employees on these matters.

Any conflict or disagreement about the issues within the meet and confer process will be solely resolved by the Board of Governors.

Meet and confer shall occur between the Board's Management Team and a team comprised of the representative group for the employee classification (Employee Team).  Meet and confer Teams shall have no more than six members.  Employee Teams may include one non-College employee who is also a member of the representative group.

The Board of Governors designates the Chancellor as its chief liaison for the meet and confer process.  For each employee classification, the Chancellor will appoint a team of administrators and managers to represent the Board (Board's Management Teams).  The Chancellor will authorize the Board's Management Teams to facilitate the meet and confer process and report through him/her to the Board.

Categories of employees eligible to elect an employee representative group to provide advice and counsel to the Board through the meet and confer process are:

  • Full-time regular classified employees - non-exempt;
  • Full-time regular classified employees - exempt;
  • Full-time regular instructional and educational support faculty.

An employee classification is represented in the meet and confer process by an elected employee representative group.  That group will continue to represent the employee classification unless a new employee representative group is elected.

An employee representative group(s) may request an election to represent an employee classification by September l.  The request must contain the signatures of at least 25% of employees within the employee classification as verified by the Department of Human Resources.  The Department of Human Resources will forward the verified request(s) to the Board.

Should the Board determine such an election shall be held, it will be no later than October 1. The election will be administered by a party mutually agreed to by the organizations which appear on the ballot.  Should the organizations be unable to agree upon a party to administer the election by September 15, the Board, or its designee, shall appoint such a party.

A majority of the votes cast will determine which organization will become the employee representative group.  That organization shall become the employee group representative on January 1.  In the event of a tie vote, no change to the existing employee representative group will occur.

Results of the election shall be reported to the Board at the next regular meeting following the conclusion of voting.

The Board's Management Team, designated by the Chancellor shall have full authority to meet and confer and sign memoranda of understanding on items agreed to during the meet and confer process.  Such memoranda are subject to review by College legal counsel and are not considered College policy until reviewed and approved by the Governing Board.  For those proposals and issues on which there is disagreement, either party may present a brief written statement setting forth its position on the proposal or issue, which will be forwarded to the Board in the manner prescribed in Section II, Paragraph 3.

All memoranda of understanding shall be submitted to legal counsel for review.  Legal counsel shall review such memoranda separately and, at the conclusion of meet and confer and prior to submission to the Governing Board, shall review the policy statement as a whole.

The purpose of such a review shall be to assure that all provisions are legal and within the authority of the Board.  Additionally, counsel shall advise whenever provisions or language may pose potential legal problems.

Prior to commencement of meet and confer, the parties shall establish guidelines for the conduct of the meet and confer process. These shall include, but not necessarily be limited to the following: 

  • meeting dates and times;
  • beginning and ending  dates of meet and confer;
  • times for employee comment periods;
  • topics and schedules for College-wide information sessions;
  • dates of general forums;
  • record of sessions;
  • date on which issues/proposals shall be exchanged; and
  • role of spectators.

The meet and confer process shall be limited to the time period January through April, but can be extended upon the mutual agreement of the Teams.

The Board is in agreement with the concept of third party advice to resolve serious conflicts arising from the meet and confer process.

If at the conclusion of meet and confer either Team concludes that continuing meet and confer is unlikely to produce agreement on an issue(s), that Team may request facilitation by a neutral third party.  If, in its discretion, the Board determines that doing so will more effectively assist it to facilitate the meet and confer process, the Board may elect to engage a neutral third party to facilitate discussion/consultation.  However, the Board recognizes the responsibility to make decisions and reserves the right to accept or reject the facilitated discussion.

The Board recognizes meet and confer as a process whereby each employee representative group or individual employees can bring forth for discussion issues of importance, recognizing that priorities may differ. Meet and confer agreements related to similar issues may differ among employee representative groups.