REPORT ON ACTIVITIES FROM JULY TO SEPTEMBER 

Election of officers of the 2006-2007 Staff Committee
In accordance with the Statutes of the Staff Association, and on the basis of Article 24.b, the President proceeded to designate the vice president, secretary, and treasurer of the present Committee.  He clarified that, although not established in the Statutes, practice and custom indicated that the candidate receiving the highest number of votes in the annual election—in this case, Magaly Rothe--was to be named vice president.  The position of secretary went to Lina Sevillano, the position of alternate secretary to Patricia Quiroz.  The positions of treasurer and alternate treasurer went to Bruce Rickerson and Miguel A. Merino, respectively. 

Advisory Board
Then, in accordance with Article 26 of the Statutes of the Staff Association, the Advisory Board was formed, consisting of the following five members: the current President of the Staff Committee, René L. Gutiérrez; the most recent former representative on the Retirement and Pension Committee, Daniel Perna; the most recent former president of the Staff Committee, María T. Mellenkamp; and two members designated by the Staff Committee, Anna McG. Chisman and Linda J. Poole.  Former presidents Martha Braga and Arturo Garzón were to serve as guest advisers. 

Meetings of the Staff Committee, 2006-2007
The Committee decided to hold its regular meetings every Thursday, beginning at 8:30 a.m., in the Terrence J. Woods Staff Committee meeting room (GSB 348).  All staff members wishing to observe the work of the Committee could do so by making an appointment with the President (extension 6255). 

Update of the Statutes
The President indicated that the amendments to the Statutes on May 27, 1992, had been made in English, not in Spanish.  The updated Statutes would be translated and thus available in both languages. 

Questionnaire to determine the wage scale for general services staff
Through the PAHO Staff Association, the Local Salary Survey Committee (LSSC) in Washington, charged with conducting surveys to determine wage scales for general services, requested the assistance of the OAS Staff Association in contacting private firms who could report on the wages they paid, in order to establish a baseline for working conditions in this market.  However, the Staff Committee did not receive the names of any private firms in the area. 

Staff concerns
The Committee decided to devise a work plan and, to that end, considered a number of questions of concern to the staff.  These included: Cost-of-living adjustment (COLA): Staff were concerned that this cost was not included in the 2007 program-budget.  Lateral transfers:  Staff felt that the consequences of these transfers for the office/unit/secretariat from which the staff member was transferred were not evaluated in terms of loss of institutional memory or how the performance of the transferred staff member would be affected.  Centralized decision-making:  Staff were concerned and felt a lack of job security, since decisions were taken by a small group of people, mostly new, without regard to the views of qualified persons with professional experience.  They thought the Staff Committee should be included in decisions affecting staff.  The statement that the Administration’s doors were open to staff and to their concerns continued to be made.  However, staff did not see transparency in the decisions made.  They also saw a lack of communication on the part of management as to the direction the General Secretariat was taking, its modernization plans, and its vision. 

Staff Committee meeting with the Assistant Secretary for Administration, Frank Almaguer, and the Director of the Department of Human Resources, Rosa María Barreiro
The Committee met with these two representatives of the Administration on Wednesday, July 19, to discuss matters of common interest.  The Assistant Secretary for Administration and Finance congratulated the Committee on the democratic election of its representatives.  He then expressed concern over the security of the building in case of a catastrophe or emergency.  He reported that the Department of Human Resources had determined the exact number of persons who worked in the GSB, so as to prepare an evacuation plan.  He identified three challenges for the current Administration.   First, he referred to the Organization’s financial problem.  Since 1994, the Regular Fund had not been increased; this had caused shrinkage in the labor force and had induced them to seek outside resources.   Secondly, he indicated that efforts were under way to secure authorization from the Committee on Administrative and Budgetary Affairs (CAAP) of the remainder needed in order to pay the cost-of-living adjustment (COLA) in the 2007 budget.   Lastly, he was working for a climate of cooperation and mutual trust between the Staff Committee and the Administration.   The Administration was also working actively to regain the trust of the CAAP.   

The Assistant Secretary reaffirmed that the Staff Committee could call upon the Department of Human Resources and the Secretariat for Administration and Finance at any time and that both parties should keep the exchange of information clear and transparent.   He concluded by reporting that changes in the Staff Rules were expected and by giving his assurances that the Administration was ready to cooperate and resolve the issues mentioned at the opening assembly, on July 18.  These included:  (a) an objective selection process; (b) a more suitable personnel evaluation system;  (c) an increase in the percentage of continuing contracts; (d) implementation of the policy on harassment in the workplace; (e) implementation of flexi-time; (f) fair and appropriate lateral transfers that would serve as an incentive to staff. 

The President of the Staff Association expressed his regret that performance contract personnel could not be represented by the Staff Committee, since many of them performed regular work functions.  He reiterated that the Staff Committee should be involved in any change to the Staff Rules. 

Lateral transfers
In principle, it was discussed whether, in some cases, these transfers were carried out without the staff member’s consent or without the approval of the area to which the staff member would be transferred.  That possibility was discarded, however, and the Administration’s promotion of these lateral transfers was viewed as positive. The Committee believed this new General Secretariat policy had been welcomed by the staff and it invited those members who wished to transfer to other offices to contact the DHR. It was recognized that, in some cases, the transferred staff member could encounter some resistance from his or her new workmates.  The Committee noted that, in order to keep staff informed, the Department of Human Resources should have published a document on the reorganization and announced those transfers.  In addition, it was recommended that the Staff Register be updated, since the most recent version corresponded to March 2006. 

Child care center
The Staff Committee decided to continue working on this matter to secure concrete results from the Administration.  It was decided that, at a minimum, a reminder letter should be sent to the Administration.  It also decided that the subcommittee handling this topic would continue to operate.  The President presented a summary history of the matter of setting up a day care center at the General Secretariat, which had been discussed for over 10 years. 

Contributions to the Staff Association
The Committee decided to attract General Secretariat staff members who did not contribute to the Staff Association and to request those who did contribute to adjust their quotas, since the amount changed with each grade and step increase.  It was also decided to launch an update campaign by sending an e-mail to each contributing member explaining the automatic adjustments. 

Update of membership and contributions
The Committee received an updated list of all staff members and another listing all contributing members.  In order to update contributions, it decided it needed to define how contributions would be calculated. The previous Committee proposed a calculation based on the pensionable salary.  That was because, under the present formula ($4 per $1,000), General Services staff paid more than professional staff, since the calculation was based on the base salary.  Professional staff contributions had not increased, because the base salary formula did not take the post adjustment into account. 

The Committee decided to invite Fernando López, treasurer of the previous Committee, to report on the previous efforts.  He was also asked to provide a list specifying the pensionable salary of each staff member. 

General Secretariat contribution to the Committee
The Committee expressed concern over the lowering of the Administration’s annual contribution to the Staff Association.  It decided to include this point on the agenda of the meeting it was to hold with the Secretary General to request an increase. 

Work plan
The Committee decided to form a working group consisting of René L. Gutiérrez, Magaly Rothe, Miguel Merino, and Lina M. Sevillano to prepare the work plan for the 2006-2007 term. 

Joint Committee on Insurance Matters
The Committee decided to reaffirm its support to the members of the Joint Committee on Insurance Matters in its second year of work.   The members are Gala Redington and Daniel Perna, as full members, and Gladys Berly and Yacsire Cutler, as alternates.   The term of these representatives concludes on June 30, 2007. 

Joint Advisory Committee on Employee Parking
The Staff Committee decided to appoint Eduardo Jiménez and Tereza Davis as representatives to the Joint Advisory Committee on Employee Parking.  The Staff Committee took note of the parking improvements at the Administration Building and requested the representatives to report on their activities.  At present, the Parking Fund covers all expenses related to parking at the three buildings. This includes the four security guard posts.  For this reason, the Committee took note of the costs to be involved in the replacement of the F St. building garage door and the lighting repairs at the Main Building and Administration Building.  The Committee was asked to update the waiting list for the three buildings.   The representatives wanted to know about any concerns staff might have. 

Subcommittee on the children’s holiday party
The Committee reconfirmed Magaly Rothe as coordinator of this subcommittee, which was to begin its work in November. The Committee invited anyone who wished to help with this lovely event to send an e-mail to Magaly Rothe at [email protected]

Board of Trustees of the Medical Benefits Trust Fund
The Committee decided to appoint Fernando López as alternate representative to this Board.  Marvin Matus was to continue as principal representative. 

Incentives for participation in the 2006 elections
The President proposed instituting an incentive mechanism, effective immediately, for those who voted in past elections. The Committee decided to give out pens with the Staff Association logo, together with thank-you notes. 

COSTCO campaign
The Committee assessed the scope of the program and decided to invite new staff members to join the new campaign scheduled for July 31.  A total of 12 staff members joined the new membership group, which was in effect from August 2006 to July 2007. 

Recreation/exercise area
The President was to speak with the Administration about providing staff with an area for exercising (including yoga, stationary bike, etc.).  The Administration had shown interest in this initiative in the past.  Should such a space be secured, rules to govern its use (maintenance, fees, etc.), would be drafted.  Staff members wishing to participate in drafting the rules were invited to contact the President (ext. 6255). 

ADM Patio/Rotunda
The President reported that the Administration Building had a patio, now used for smoking, which had been cleaned up and could be outfitted as a lunch and break area for staff working in that building. The President suggested requesting the Administration’s authorization to name the patio for our coworker Susana Ramsburg and providing tables and chairs for ADM staff.   The Committee members agreed and entrusted the President with submitting a proposal to the Assistant Secretary for Administration and Finance. 

Meeting with the Department of Human Resources
The President reported that he had been invited to a working meeting with the DHR.  He requested volunteers to accompany him; Lina Sevillano and Magaly Rothe volunteered.  The meetings were held once a month and, to date, had addressed the following issues: 

Performance evaluation.   The Director of the DHR reported that research was under way to improve on the present performance evaluation system.  The Department had held meetings for that purpose with representatives of other international organizations.  Magaly Rothe was entrusted with continuing this task and acting as liaison between the Staff Committee and the DHR. 

Staff Rules.   The Director of the DHR proposed improving and revising those provisions of the Staff Rules that were obsolete.  She also stated her view that they were inflexible and often difficult to understand. She requested that the President identify 20 provisions of the Staff Rules where amendments would be warranted and, in his opinion, would serve to modernize the General Secretariat.  The President of the Staff Association was to serve as liaison between the Association and the DHR.   Ms. Lesley Zark of the DHR was to be part of the work team.  

Pursuit and/or completion of university studies by OAS staff members.  This proposal was to give a number of options to OAS staff members who had been unable to complete their university studies at the Bachelor’s Degree level.  The DHR was willing to help staff members with both money and time.  It would also advise those who had not completed their studies and wanted to be trained and earn professional degrees.  The President proposed that the DHR take account of staff members who had already obtained university degrees and not been promoted to higher posts.  He offered the DHR a list of such staff for consideration as candidates for lateral transfers.   Lina M. Sevillano of the Staff Committee and Tony Gaxiola of the DHR were named as liaisons. 

Three institutions had been contacted about university studies: National Louis University, DeVry University, and Strayer University.  Still pending was the definition of incentives, who the beneficiaries would be, and how the information would be circulated. 

Training system:  The survey sent out a few weeks earlier has been answered by 35% of the staff.   The staff’s general and specific needs were being identified.   

Child care center:  The Director of the DHR asked about the status of implementation of a day care center.  She was told that the missing information would be provided to her soon and that the Committee had decided to continue supporting this initiative. 

Letter from the Assistant Secretary General, Albert R. Ramdin
The Committee took note of the letter sent by the Assistant Secretary General, Albert R. Ramdin, congratulating the new Committee, thanking it for the invitation to the last Staff Assembly, and offering his support for the Committee’s tasks. 

Annual handicrafts fair
The President reported that the annual handicrafts fair would take place on October 24 and 25.  Anyone interested in participating could do so, as long as the products offered for sale had been made in the Americas. 

Speech by the Assistant Secretary General at the Staff Assembly
The Committee decided to publish the speech by the Assistant Secretary General, Albert R. Ramdin, at the annual Staff Assembly the preceding July 18, since it had dealt with matters of interest to staff. 

Joint Committee on Workplace and Sexual Harassment
After comparing the lists of investigators provided by the outgoing Staff Committee with the list provided by the Director of Human Resources and the communications between our President and Magaly McLean of the DHR, the Committee concluded that it did not have a final list of names and that, somehow, the parties did not agree.  It was decided to support Anna Chisman’s initiative of suggesting to the DHR that a single committee on harassment be formed, having both investigators and advisers, with the understanding that some of these would be members of the old Committee on Sexual Harassment. 

It was decided to prepare a formal letter to the Director of the DHR, providing a list of persons to serve on the harassment committee, with the respective investigators and advisers. These members must not have trust appointments or short-term or long-term contracts. 

Formation of cadres
It was decided to review the updated list and report who was on it and what their responsibilities were.  This was to promote closer relations with the staff.  The role of the cadres was to be liaison and motivation.  The Committee was to invite the cadres to a meeting for information-sharing and discussion. 

Notices of events
The President reported that the DHR had requested that notices of baby showers and retirement parties, etc., no longer be sent out through the “General Announcements” channel.  The DHR was working on a portal accessible to staff where such notices could be posted. 

The Staff Committee was to look into issuing of these notices, as a service to staff, under the existing guidelines. 

Health insurance services for domestic employees
The Committee considered the provision of health insurance services for domestic employees of staff of the permanent missions of the Americas to the United Nations.  The President said this item had remained pending from the prior Committee and pledged to continue looking into the legal implications of continuing with this service. 

Rowe Fund - OAS Staff Committee Agreement
A letter was to be sent to the Director of the Department of Human Development, María Levens, for the purpose of revising the agreement signed in 2002, requesting elimination of the additional 1% now charged to staff members who requested Rowe Fund loans, which were guaranteed by Staff Committee funds.  The President reported that he had met with the Director and they had agreed to eliminate the 1% under a new agreement. 

Staff survey
The President entrusted Luis Batlle with drafting a survey of all General Secretariat staff, based on the 2002 survey, to assess their needs and concerns.   It was agreed that survey participants would be rewarded and assistance would be requested from the cadres or contact persons.  Once the survey results were tabulated, they would be discussed frankly with staff at a Special Assembly. 

Kedy Herbiveau donations
The President reported that a Credit Union account had been opened for donations to the wife and daughter of Mr. Herbiveau, who was murdered in Haiti while working on the security staff at the OAS office in that country.  The Committee also discussed the possibility of helping Mr. Herbiveau’s family through the Association’s emergency account.  The Committee expressed its appreciation to all staff members who had contributed to this noble cause.  The total raised was $2,100, which was to be sent to the beneficiaries through the Leo S. Rowe Emergency Fund. 

Joint efforts with AROAS and ASPEN
The President reported that the members of the AROAS (Association of Retirees of the OAS) were interested in donating time and expertise for the benefit of the staff.  Retirees with experience in the topics the Committee decided to pursue during the 2006-2007 term were to be consulted.  He also reported the formation of the new Association of Pensioners of the OAS (ASPEN) and the Committee’s joint efforts with the ASPEN to organize seminars of interest to staff and to its members.   The seminars were to begin in November. 

Raffle for contributing members
It was decided to raffle items from the OAS Gift Shop, as an incentive to contributing members, in conjunction with the membership update campaign. 

Joint Advisory Committee on Reconsideration
The Committee decided to name Adelfa Fernández as principal representative and Nelly Gochicoa and Stella Villagrán as alternate representatives to the Joint Advisory Committee on Reconsideration.

Victims in Ecuador
The Committee decided to open a Credit Union account to help victims of the Tungurahua Volcano eruption.