2006-2007 STAFF COMMITTEE
ACTIVITY REPORT OCTOBER - DECEMBER

The following document is a summary of the topics addressed in the meetings of the Committee of the Staff Association of 2006-2007, between the months of October and December of 2006.  The topics appear in the order in which they were considered.  During this time period, some subjects of general interest had already been distributed as Staff News and thus may not appear in this summary. 

Hiring and Lateral Transfers
The Committee has considered the preoccupation of some colleagues over the large number of people who have been hired by the General Secretariat in the past year.  Likewise, it is of the Committee’s concern that there is no updated Personnel Registry, which violates the General Standards requirements.  It is understood that the Personnel Registry should be renewed every trimester.  It has become known that there are new appointments whose posts are not at the first step, as occurs with the rest of the hired personnel who should wait one year to move to the next step after having a good evaluation.  The former is based on the “Rule 103.3 Initial Salary (a) A staff member on initial appointment shall be placed in the first step of the grade of his post; however, the Secretary General may authorize an initial appointment to a higher step in the post if he considers that the staff member's experience and other qualifications for the duties and responsibilities attaching to the post justify a higher salary and it is necessary to maintain the income level that the staff member enjoyed in his immediately prior employment. The staff member must provide such documentation verifying his experience, qualifications, and salary and benefit levels at his prior employment as the Department of Human Resource Services requires” of the Staff Rules. Furthermore, it would be necessary to have access to a list of vacancies for those employees that are considering a transfer. The Committee would like to advice to those staff members that do not have an updated terms of reference do request it, by writing, to his or hers immediate supervisor. 

Intranet
The president commented that a new system of Intranet exists and that it is being evaluated by personnel of the General Secretariat.  Effectively, the new Intranet, OAS Connect, has been sent to the Webmasters and the new format appears to operate more effectively.  The Administration has launched an updated version of Intranet prior to the printing of this edition. 

Nursery
The Committee has named Ms. María Teresa Mellenkamp as the coordinator of the Subcommittee and has put the rest of the group under the control of Ms. Lina Sevillano, Mr. Fernando Lopez, Ms. Ana Maria Lemos and Ms. Alison August-Treppel.  The President stated that Mr. Sergio Martinez would represent the General Secretary in subjects related to the Nursery.  For this reason, Mr. Martinez has solicited more information about the costs.  In agreement with the reports presented by the Association, the space will accommodate 20 children and the total initial investment is $900,000 dollars.  The Nursery will be administrated by a private company. 

The Committee took note of the memorandum entitled, “Topics and Considerations with Respect to the Opening and Operation of a Child Care Center in OEA Properties,” prepared by the Department of Legal Services and sent by its Director, Mr. Louis Ferrand, on September 1, 2006 to the Assistant Secretary General. 

It is general knowledge that the administrative building is property of the government of the United States and as such, it is for the exclusive use of the General Secretariat of the OAS.  If a company independent from the OAS administers the Nursery, generating income, it could lose sight of the goals of the General Secretariat, considering furthermore that it plans to extend these services to the children of World Bank personnel.  The Staff Association, to be able to continue with this project, will have to sign an Agreement with the General Secretariat so that it will be the Association that is in charge of hiring the company and the corresponding insurance.  For more information over the achievements of this Subcommittee, see Staff News 32. 

Renewal of contributions
The Committee has noted the study prepared by Mr. Fernando Lopez addressing the topic of the contributions of the personnel to the Personnel Association and has decided to continue with the campaign of attracting new members and of renewing the contributing personnel.  Although an agreement exists between the Association and the contributing personnel enabling the increase to occur automatically, it has not been successful.  First, starting in January 2007, the Committee decided to renew the contributors that had signed their contract with the Association.  Second, a new form will be sent for the employees that don’t contribute, accompanied with an informative pamphlet about the benefits that the Association offers to its contributing members.  This second campaign will be coordinated through the cadres. 

Meeting with the “Cadres” 
The Committee held a meeting with the Cadres to create the working plan for this year and to exchange ideas with respect to the dissemination of information to the rest of the personnel.  Everyone agreed to collaborate and reiterated their commitment to support the Committee.  Until now, the Cadres have collaborated with the survey and have distributed fliers to remind our colleagues of the General Secretary’s policy with respect to the prohibition of smoking in the workplace and its health-related consequences. 

Meeting with the Department of Human Resources (HRD)
The topics considered during the meeting were:

Personnel Regulations. The working group met to discuss and propose changes to the Personnel Regulations.  This group consisted of individuals specializing in various areas of the General Secretariat.  The final report from this group will be prepared with the participation of the Department of Legal Services and the Staff Association.

Culmination of university studies. Ms. Lina Sevillano presented a report addressing the opportunities that are offered to employees for completing their university studies.  In this program three institutions are considered.  It was recommended to analyze two additional institutions.  Also, a final report was requested for the Administration.  Likewise, with the Leo S. Rowe Fund is being used to obtain lower rates for student loans for employees.

Personnel evaluation. The Department of Human Resources (HRD) is working on a draft of an evaluation form, taking into consideration what other international organizations have executed.  The said rough draft will be presented to the Administration.  Ms. Magaly Rothe, personnel representative, will be contacted once the administration approves the draft.

Nursery.  Considering the request of the Chief of Staff in the meeting on August 31 to find other alternatives for the nursery, the Director of the HRD asked for more information about the child population in the OAS and other options for location of the nursery in and out of the OAS.  The Staff Committee will turn in the most recent request and the President will call together the Nursery Subcommittee so that this project can be further pursued. 

Workplace harassment and voluntary retirement
The members of the Committee expressed their concern over the recent firings of some employees, because, according to the said employees, they had been threatened and treated disrespectfully.  It was reiterated to the employees that the Association is available to assist those employees who request assistance.  Likewise, the Executive Order 05-7, which addresses on-the-job harassment, has not been created only to protect the personnel of the General Secretariat, but also to equally protect independent contractors and interns. 

The Committee became aware that some co-workers, who are near the age of retirement, are being pressured by their colleagues and supervisors to retire.  The Committee recognized the importance that these employees are respected in their final years of work.  For this reason, it was urged that these co-workers who are being harassed present themselves to the Association in order to bring their cases to the attention of the Administration.

A the close of this edition, the Assistant Secretary General, Ambassador Albert R. Ramdin, has informed us that the document addressing workplace harassment will be available in Spanish at the beginning of 2007. 

The Committee reminds the personnel that if voluntary retirement is considered, before signing any document, remember that Article 57(h) of the General Standards (www.oas.org/legal/english/Standards/GenS) is complex, and for that reason, it recommends asking the assistance of our legal representative, attorney Robert Aguirre. 

Suggestion box
As a result of the survey that was conducted in September, various employees emphasized the need to have a suggestion box.  Therefore, the Committee decided to place a box in the Staff Association in GSB-347-A.  The suggestions may be anonymous.  The Committee recommends that its members familiarize themselves with the EXECUTIVE ORDER NO. 05-8 Corr. 1 over the scope of the policy of the General Secretariat with respect to the protection of informants and witnesses.  Likewise, it was reminded that the information may be shared with the Inspector General’s Office.  See also Staff News 36 and 36a. 

Evaluation in case of emergency
The administration agreed, through Mr. Alex Flores, head of security, to a meeting with the personnel in charge of cases of emergency in each one of the buildings of the General Secretary to share updated information for evaluation in case of emergency. 

Mixed Discipline Committee
Representatives were appointed before the Mixed Discipline Committee, naming Ms. Beverly Wharton-Lake as chair and Mr. Carlos Humud and Ms. Lynn Swenson as substitutes.  In the event that one of the members of this committee should be directly or indirectly related with a disciplinary case, they will be excused from the committee.  

Children’s year-end celebration
Ms. Magaly Rothe informed that she is preparing plans for a year-end celebration for children.  The funds to put forth this celebration will be provided by the Staff Association and the OAS Credit Union.  The Committee was reminded to place a table for the sale of OAS Gift Shop products during the party and delegated Ms. Patricia Quiroz and Ms. Lucrecia Zea-Yonker to be in charge of this task.  For security and budget reasons, the Committee decided to revise their policy about the participation of children and limit it only to children of the personnel of the General Secretariat and children of the personnel that work in the OAS Credit Union who are less than 10 years of age.  The Committee wishes to extend its thanks to all of the volunteers who collaborated with this children’s celebration.  (Staff News 35 and 35a)   

Meeting of the CAAP
Mr. Bruce Rickerson summarized about the meetings of the CAAP, indicating that various documents have been revised, among them a strategic plan that includes the dates for which the reports should be completed and the decisions made with respect to the adjustment of the 2007 budget.  The Under Secretary for Administration and Finance, Frank Almaguer, made a presentation in which he promised to provide all of the information solicited by the CAAP for its budget study.  Later the CAAP thanked him for the quality of the information, the transparency of the facts and the level of detail prepared for the 2007 process. 

The President reported about his meeting with the President of the CAAP in which he welcomed him and pledged to be attentive to the interests of the personnel.  He took advantage of the opportunity to reiterate to the President of the CAAP the Committee’s disagreement with the reductions that affect the contributions that the Administration makes to the Personnel Association.  For more information about the results achieved by the Administration with respect to the adjustment of the budget program of 2007 before the CAAP, see Staff News 43. 

Announcement of Vacancies
The Committee indicated that the announcements for internal vacant positions have been published by the Department of Human Resources.  These internal vacancies correspond to posts that have been reclassified; when a position is reclassified, it is later necessary to have that position put up for internal competition.  For more information, see Staff News 44. 

Competition for Reclassified Posts
A petition signed by 141 staff members was received, requesting that the Staff Association intervene so that a revision of the provisions of the Staff Rules and General Standards that require an incumbent of a reclassified post to win a competition to that post, before that person is promoted to a new grade.  This rule was suspended on two occasions.  The Staff took note of the petition and agreed to ask the General Secretariat that the policy of the open posting of reclassified positions be reverted.  At the close of this meeting, the Staff Committee received the following response on behalf of the Administration.

http://www.staff.oas.org/documents/Reclasificaciones.pdf  

Performance evaluation
The Committee summarized its meeting with the Department of Human Resources in which HRD decided they will present the advances on the new evaluation system. The Committee expressed its satisfaction with the first draft of the evaluation system.  However, the Committed suggested that an evaluation to the supervisor should be included as well.  During the meeting, it was mentioned that two departments have been selected to carry out a pilot plan with this new system of evaluations.  Training on how to fill the evaluations will take place in November, and will be made effective in January of 2007.  The General Secretary should implement a policy so that the supervisors will fulfill the requirements within an established time period.  The Committee said that in order to continue with the United Nations parity system, there should be a performance evaluation whose results are directly linked with the increase of steps and bonuses, which are incentives to the employees who comply with their responsibilities in a satisfactory manner and are punishments to those who do not comply.  Likewise, the Committee requested that the personnel be informed of the conclusion of the current evaluation system and that the launching of the new system be announced in an official manner.  

Assistance
Carline Webb requested the assistance of the Association in order to launch an aid campaign for Haiti from an NGO.  See www.hope4haiti.com. 

Machine to measure blood pressure and redistribution of documents addressing smoking habits.
The Committee became aware of the infirmary’s request to install a machine to measure blood pressure, which would be located in the Administrative Building.  The cooperation of Mr. Atilio Nieto was requested, who stated that there would be no problem acquiring space.  The Committee decided that the cost should be absorbed by the Administration.  However, the Committee will contribute $500 for the purchase of the machine.  It also proposed that it should be considered that the doctor in the GSB visits the Administrative Building once a month to offer services to personnel in this building. 

Likewise, it was recommended to renew the first-aid kits in the possession of certain personnel of the Secretary General, and also to announce the names of those persons so that the personnel can refer to them when necessary.  Also, it was agreed to redistribute the 2000 document that addresses the smoking habit. 

Situation of the SG buildings
The Committee received a complaint from the Radio Unit personnel in which they explained the deterioration of the carpeting and the humidity in the offices.  Likewise, another employee indicated that the quality of the air in the GSB building is poor and possibly is causing many cases of cancer.  The President contacted the Administration to transmit these concerns and necessary action was immediately taken to make the repairs. 

Art Group
Every year, an art exhibition put on out by personnel and every opportunity is taken to ask for economic contributions for the exhibition.  Normally, the contribution of the Staff Association is $350 dollars.  The OAS Credit Union contributes a small sum to condition the walls and put up new tracks.  Every participant contributes $25 dollars which allows them to display 3 works of art.  For the sale of the works, the group charges a commission of 20%, and with these funds it can further finance its activities.  

Preliminary results of the 2006 survey
The President communicated the preliminary results of the 2006 survey, emphasizing that the topics of salary, benefits, and job security are of much importance for the personnel.  According to the survey, the current performance evaluation system is not of much importance.  The Committee agreed to distribute the results of this survey as soon as possible.  For more information, see the following documents: SN-36/06-07, SN-36a/06-07.  

Scholarships for the personnel
The president interviewed Ms. Marie Levens, Director of the Department of Human Development, to set forth a proposal presented during the Personnel Assembly and that consists in offering academic scholarships for the personnel of the General Secretary, linked with the evaluation systems. 

OAS soccer team
The Committee received a grant request, from board of directors of the soccer team, to cover some of the costs of inscription into the soccer league.  The Committee approved the donation of $300 dollars for 2006. 

Meeting with AROAS and ASPEN
The President described the meetings that have been conducted with the directors of the AROAS and ASPEN (retired and pensioned), the purpose being for those who are nearing retirement.  Until now, they have identified five meetings of pre-retirement sponsored by the Staff Association, AROAS, ASPEN and OASFCU, and all will offer refreshments.  For more information, please see Staff News 28. 

Increase in Health Insurance
In the meeting that the Committee held with the personnel representatives of the Mixed Insurance Committee, the increases in health insurance for 2007 were made clear.  These increases correspond to: a 4% increase in the monthly policy; the co-payment for eyeglasses will be $120; and the co-payment for medical visits will increase to $35.  The Committee requested that the Administration inform the personnel of the new charges. 

Meeting with WISA (Washington International Staff Associations)
The President commented about his meeting with the representatives of WISA.  In the said meeting they compared the pension systems and hiring systems in each international organism.  Likewise, they discussed the possibility of creating more benefits for the dependents of the personnel with G4 visas.  The plan is in the works and for this reason an attorney has been hired to study the case.  The idea was planted to implement a membership, but this is still being discussed.  The President and the representatives of WISA considered the possibility of hiring a law firm, Maggio & Kattar’s “Proposal to Washington Area International Staff Organization for Immigration Service, June 26, 2006.”  December 15, 2006, members of WISA held a meeting in the Terry Woods room to continue with their working agenda and they agreed to hold their next meeting of the Pan-American Health Organization. 

Loyalty Benefits
The President indicated that among the benefits that the Staff Association offers for the contributing employees is the “Loyalty Benefit.” Currently, in case of the death of a contributing employee, the beneficiaries receive $2,000, and the proposal to increase this benefit to $5,000 dollars was approved.  Those members who wish to have this benefit should maintain their contributions. 

Sexual Harassment
The President reported that he had received the list of investigators of sexual harassment for the next three years in agreement with the Executive Order No. 95-07: Mr. Sergio Pino (coordinator) and the following investigators: Mr. Lincoln Bernardes, Mr. Javier Arnaiz, Ms. Anna Chisman, Ms. Jean Craigwell and Ms. Nelly Gochicoa.  It was reiterated that “sexual harassment occurs as a result of an abuse of power.  In many cases, but not always, it is experienced by employees of an inferior rank in the power structure of employment.  However, it can also occur between employees of equal rank, or be perpetrated by an employee of inferior rank against one of a superior rank, either within our out of a direct relationship of supervision.  It can involve members of personnel, consulters, contractors or employees of the member states.” 

Parking
The Committee delegated Mr. Luis Batlle, Mr. Eduardo Jimenez and Ms. Tereza Davis to revise the Administrative Memorandum #83 about parking and that it would be necessary to present the changes to the Mixed Committee. 

Continued Contracts
The President summarized his meeting with the Under Secretary for Administration and Finance, the Director of the Department of Human Resources, representatives of the Office of the General Secretary and the Department of Legal Advisors about the concerns of the Administration with respect to the application for a continuing contract.  In the said meeting, they agreed that the continual hiring would begin at the end of the year and would end in the first semester of 2007.  The General Standards, in its Article 19, establishes the necessary guidelines so that this continuation is pursued and with respect to the current percentage goal, which is below 40%, and the General Secretary will be requested to grant additional contracts until the percentage goal of 50% is reached, as in the year 2003.  Likewise, it was agreed to maintain this form of employment in a continued manner every semester, whenever the percentage goal is below 40%.   

The percentage goal is computed by dividing the number of personnel members with nominations of Career Services and continual contracts by the total number of members of personnel financed by the Regular Fund, in conformance with articles 17(a)(i)-(iv) of these General Standards: personnel of Career Service, personnel with continuing contracts, and personnel with fixed-term contracts and personnel of trust.