DoDDS-E Participants: Elizabeth Walker, Superintendent, Med District; Chief Spokesperson; Nancy Bresell, Director-DoDDS-E.

MINUTES OF THE JOINT LABOR-MANAGEMENT COMMITTEE MEETING JLMC SUMMARY RECORD PUBLISHED EXCLUSIVELY BY THE OVERSEAS FEDERATION OF TEACHERS Vol. 32 No. 3 Rota, Spain March 22, 2012 OFT Participants: Linda Hogan, European Director, OFT; Virginia Parkinson, Rota ES; Tom Birch, Rota MHS; Melissa Boduch, Rota MHS; Chief Spokesperson Marie Sainz-Funaro, President and Executive Director, OFT DoDDS-E Participants: Elizabeth Walker, Superintendent, Med District; Chief Spokesperson; Nancy Bresell, Director-DoDDS-E. This is the third of this year s regularly scheduled Joint Labor-Management Committee Meetings. The next meeting will be held in Aviano, on May 14, 2012. Interactive Customer Evaluation (ICE) System - OFT requested a discussion on the ICE website that exists in several places (base website, school website, DoDDS-E website) and asked why they are different and what happens with the comments. Management responded that the ICE system is a webbased tool that collects feedback on services provided by various organizations throughout the Department of Defense (DoD). The ICE system allows customers to submit online comment cards to rate the service providers they have encountered at military installations and related facilities around the world Individual organizations using ICE are responsible for maintaining their own service providers and establishing their own review processes. OFT is concerned about the negative, anonymous comments that are entered into ICE. We believe these concerns about our schools should start with the school. Management stated that ICE is on the DoDEA websites and is mandated by DoD. They also stated that they really do not receive very many negative ICE comments, and in fact, they receive a substantial number of positive comments. OFT believes that unsubstantiated negative comments create work for management/admin while damaging the reputation of teachers. In addition, OFT also discussed concern about the use of recording devices (ipad, iphone, etc.) being used in school by management and students to record during meetings. Management replied that a specific request must be made prior to any recording taking place. OFT will pursue legal advice on the use of new technology as a recording advice. Classroom Aides - OFT requested a discussion on the role of aides in the classroom and asked who is responsible to supervise aides and what the role of the teacher is. Management responded that aides are supervised by an administrator, either the School Principal or Assistant Principal, with input from the teachers. While teachers are not expected to act in a supervisory role or to perform any supervisory functions for their individual aides; the teachers observations of the aide and general oversight of the classroom are fundamental. OFT replied that this expectation (that principals are supervising aides) needs to be very clear to principals and that the teachers observation and input are fundamental. In addition, principals need to be reminded that the job description of an aide is very clear and that aides are not co-teachers in the classroom. Having said that OFT recognizes the important work that aides do and that recruiting aides has become very difficult. Pay is the primary issue. A person can substitute a few days a week and make more money than a full-time aide. In addition, a full-time position at the Child Development Center pays more than an aide position. Management stated that a classroom aide is a GS-3 and a special education aide is a GS-4. However, aides are now paid on teacher work days to help offset this discrepancy. OFT will continue to follow this issue. Failure to pay Postage for RAT in Turkey - OFT has been unable to resolve this issue. If necessary, OFT will file a ULP against the Secretary of Defense or the Secretary of the Air Force. Individual or group grievances can also be filed. Management responded that HR, Management and the OFT have all been in contact with the local TMO offices in Turkey and Germany and found that reimbursement tables are being used to calculate the rate at which teachers may be reimbursed for postage shipments while on RAT orders. TMO advises that they are bound by the reimbursement guidance contained in these tables. DoDEA has indicated that it may be possible to add a qualifying statement to the affected RAT orders this JLMC Minutes Rota, Spain, March 22, 2012 Page 1

SY to resolve this matter. Mr. Brad Carver and Ms. Rita Terhaar at DoDEA are looking into this but have no further updates at this time. OFT has been working on this issue since 2009 and are ready to take further steps to resolve this issue. Management asked for an example of the statement needed on the RAT orders that would resolve this issue for teachers. OFT will give the statement to management and continue to follow this issue closely. Settlements - OFT requested an update on the actions being taken to implement the four settlement agreements. (M-11-04 postage, M-11-13 reduction in suspension days, M-12-03 transfer, M-12-04 change leave to LWOP). Management responded that HR is working on all agreed upon settlements as necessary. Phil Brown is monitoring the progress of each of the agreed upon settlements and will continue to work closely with the union as these move forward. OFT wants to highlight the fact that management and OFT have been working together very well to settle grievances. However, It is vital that the agreements be implemented. OFT asked to be notified when the settlements action are completed. Weingarten Rights - OFT requested that, per the CBA, management remind principals that they are to notify teachers that they are entitled to have a representative of their choice present prior to any meeting that might lead to discipline or any investigation or any review which could lead to discipline. The teacher is also allowed to have a rep present during any performance appraisal review, if requested. Also, Weingarten information must be given to teachers twice a year (September and January) in writing (email acceptable) and during orientation. Management responded that the Med DSO forwarded a reminder email about Weingarten to all Med District Administrators on March 12, 2012. DoDEA HQ also disseminates an annual Weingarten notice. Additionally, DoDDS-Europe LMER will be speaking to Weingarten in upcoming training for the Assistant Principals and Principals. OFT stated, as a reminder, in accordance with the CBA, Weingarten Rights notification must be given verbally during orientation and a written notification in September and January. OFT asked about the possibility of using the computer pop up as a way to disseminate this information. In addition, principals need to be reminded that they must tell the employee to bring a representative if a discussion or meeting could lead to discipline. OFT will follow up on this. Water Damage in Sigonella - OFT requested an update on repairs due to recent flooding and heavy rains at in Sigonella. Management responded that, following the recent extreme rain and storms that caused the Sigonella Air Station to temporarily shut down; several pin-hole leaks were discovered in various DoDDS facilities in Sigonella. Numerous work requests have been initiated and several have been completed. The work involves filling any voids or small holes that allow windblown water to infiltrate the facility. No major damages were experienced as a result of the storms and no additional leaks have been discovered since the aforementioned, very minor, repairs were completed. OFT stated that these issues and possible problems need to be raised during construction to prevent continual problems such as these. OFT will continue to report these issues. The Possibility of Different Local High School Exam Schedules - OFT requested a discussion on the flexibility within the High School exam schedule. Management responded that there is no set exam schedule; only dates when the exams are to be given. High Schools can arrange their own schedules, as long as they stay within the dates of the exam week. For example, instead of adhering to period-1 exam being the first exam on the first day, it is possible to reverse the periods, beginning instead with period-8. It is usual for two exams to be given in one day, giving students a break in between and also extra time for study and preparation purposes. For example, the school could offer period-3 preparation/review with the teacher during the first hour, followed by the period-3 exam. It is up to the school to offer time for each of the exams, but also to find a way to offer a bit of variety so they are not always at the same time during the exam week. OFT agreed that they want each school to have the right to set their own exam schedule and asked about the possibility of high school students being released each day following two two-hour exams. OFT stated that this would allow students more time to study at home, while at the same time giving classroom teachers the needed time to score and record the exams. Management replied that due to the additional expense of the buses for an early release on exam days, this would not be authorized nor did they feel that students should be totally unsupervised during part of the day. DoDDS-E did state that they would send the exam schedule that was used in the Pacific which did allow students to leave early on the day of the last exam. This allowed teachers time to grade exams. JLMC Minutes Rota, Spain, March 22, 2012 Page 2

Status of new Vicenza High School - OFT requested current information on the design and funding of the new Vicenza HS. Management reported that DoDEA continues to work with the Design Center and the Architect/Engineer Team to identify funding shortfalls when designing the right size facility. This information will be used in support of DoDEA s reprogramming request for the additional funds that are required. DoDEA has provided guidance to the Design Center to resume the design charrette for the right sized facility. The dates of May 1 st, 2 nd and 3 rd have been tentatively scheduled for the follow-on design charrette and presentation of the revised design. Additional coordination is required, however, due to a conflict with an ACDE visit. OFT will continue to follow up on this issue. Professional Learning Teams and Professional Learning Communities - OFT is concerned that there may be an expectation that PLTs and PLCs will happen in our schools (via AdvancEd) when no time has been set aside for this to occur, Further, time and the delivery of professional development for PLTs and PLCs are under discussion with DoDEA with a possible MOU. Management responded that there is no requirement from AdvancED for schools to engage in a prescribed Professional Learning Teams (PLT). However, AdvancED talks about a group of educators in terms of a collaborative effort - for teachers - to discuss instructional data about students. One could view it as a best practice and something that is good for student learning. AdvancED does not prescribe Rick DuFour and Robert Eaker s Professional Learning Communities (PLC). This is a trademark name and is in capital letters PLC. OFT commented that they are aware of the summer program and was actively involved in designing it. The Union s concern is not about PLTs or PLCs but that they will be implemented improperly in schools resulting in teachers rejecting them when, instead, PLTs, are a best practice as reported in all of the literature. In addition, there is also an ongoing discussion between OFT and DoDEA about where the time will come from to implement PLTs the right way. OFT will continue to follow up on this issue. ES Discipline Matrix - OFT requested an update on the status of the elementary school discipline matrix. Management responded that the elementary discipline matrix is still being developed by the Assistant Superintendent, Kent Worford, who will gather information from the elementary administrators before finalizing the document. He hopes to have this completed and ready for review by the fourth report period of this year. OFT asked that the draft matrix be sent to OFT for review before it is finalized. The Union will seek feedback from educators. Retirement Information - OFT requested an update on providing retirement seminars to teachers in the Med. Management responded that the DoDDS-E Human Resources Division continues to work toward their goal of accomplishing retirement briefings via the Defense Connect Online (DCO) network. The Human Resources Representatives (HRR) recently finished updating the retirement slide presentations and are all receiving additional training on presenting retirement briefing via DCO. It is management s expectation that once trained the HRRs will be able to conduct a face-to-face retirement briefing via Secure Video Teleconferencing (SVTC) with potential retirees. HR is also reviewing locations that need retirement briefings this year. OFT agreed that a face-to-face on the VTC would be a good way to conduct these retirement briefings. OFT also noted that Debra Bell, DoDDS-E/HR, has been doing an outstanding job of assisting the teachers with retirement (and other) information this school year. Process for Hiring Subs - OFT requested an update on the effort to streamline the process for hiring substitutes. Management reported that the new process for hiring substitute teachers, under USA Staffing procedures, is much improved and moving along smoothly. All reports indicate that applicants are using the new system and subsequently appearing on referral lists for the schools. HR will continue to monitor this process and make any necessary adjustments as needed. OFT will continue to monitor this. Management Councils and/or Leadership Teams or any group of teachers meet with the principal OFT continues to have a major concern over principals creating groups to discuss issues that bypass the union. and questioned if all schools are submitting agendas and minutes of these meetings for review. Dr. Ferg-Carter has asked all the Principals, who do have Management Council and/or Team Leader meetings to submit their agendas and minutes from the meetings. She then forwards them to Dr. Sainz-Funaro for her review. OFT stated that they have only received one agenda from management and these meetings continue to be a serious issue. Most of the issues discussed at these meetings should be addressed at the local LUMM because they affect teaching working conditions. The Union JLMC Minutes Rota, Spain, March 22, 2012 Page 3

provided management with minutes from several schools where the principal had not sent them to the DSO, clearly ignoring management s request. OFT stated that if necessary, ULPs will be filed. Management responded that they will address this issue again with the principals and asked that OFT be involved at that time. OFT agreed. Naples M/HS PA System - OFT requested an update on this system. At the last meeting, the DSO reported that the project was awarded and that construction would be completed June 30, 2012. Management reported that a request for materials was submitted, reviewed and approved. Construction is projected to begin at the end of April and continue until the estimated completion date of May 31, 2012. OFT will continue to monitor this. Music Rooms and Gyms - OFT requested the status of upgrades on these facilities. Management responded with the following information: Ankara Designed, awaiting funding Aviano ES Designed, awaiting funding Aviano HS Under design Bahrain Designed, awaiting funding Incirlik Designed, awaiting funding HS gym sound attenuation included in Gym renovation project Lajes - Completed Livorno Designed, awaiting funding Naples ES Designed, awaiting funding Naples HS - Funded, music room upgrade scheduled for the summer recess due to insufficient Spring break construction time to accomplish all of the work. Rota - Designed, awaiting funding Sevilla - Under design Sigonella Designed, awaiting funding Vicenza ES Under design Vicenza MS designed, awaiting funding Vicenza HS Designed, awaiting funding OFT asked when funding would be available to complete the upgrades for the music rooms and the gyms. Management replied that they are waiting for money from DoDEA and that these projects are on the DSO high priority list due to health issues. OFT will remind Music and PE teachers to get their baseline hearing test and order/use equipment to decrease hearing loss. Management stated that hearing loss prevention equipment will be funded through the local school budget. OFT will continue to monitor this. School Openings or Closings - OFT requests an update on school openings and closings or reductions and growth of schools. Management provided the following: Closing Schools Geilenkirchen ES Jun-2012 Mannheim ES Jun-2012 Heidelberg HS Jun-2013 Heidelberg MS Jun-2013 Pat Henry ES Jun-2013 Heidelberg District Jun-2013 Schweinfurt EMS Jun-2014 Schweinfurt HS Jun-2014 Bamberg ES Jun-2014 Bamberg MS/HS Jun-2014 Bitburg ES Jun-2016 Bitburg MS Jun-2016 Bitburg HS Jun-2016 Expanding Schools JLMC Minutes Rota, Spain, March 22, 2012 Page 4

AFNORTH EHS Aug-2012 H H Arnold HS (Wiesbaden) SY 12-13: +25%, SY 13-14 Hainerberg ES (Wiesbaden) SY 12-13, SY 13-14 Aukamm ES (Wiesbaden) SY 12-13, SY 13-14 Wiesbaden MS SY 12-13, SY 13-14 Vicenza HS SY 12-13 Vicenza MS SY 12-13, SY 13-14 Vicenza ES SY 12-13, SY 13-14 Rota ES SY 13-14, SY 14-15 Rota MS/HS SY 13-14, SY 14-15 Changing Schools Graf ES Enrollment Stable new units Netzaberg ES Enrollment Stable new units Netzaberg MS Enrollment Stable new units Vilseck ES Enrollment Stable new units Vilseck HS Enrollment Stable new units Spangdahlem ES Enrollment Stable new school buildings Spangdahlem HS Enrollment Stable new school buildings Baumholder HS TBD/Enrollment Decline: SY 12-13 Wetzel ES TBD/Enrl Decline: SY 12-13 Smith ES TBD/Enrl Decline: SY 12-13 Management stated that this list shows which schools will be closing, however, the actual closing dates may not be accurate and are just estimates. Although Bitburg is closing, this is not a loss since these students will go to Spangdahlem. OFT thanked Dr. Bresell for the well-written and informative letter that was sent to teachers concerning the transformation. Update on Maintenance and Construction - OFT requests an update on all maintenance and construction projects in the Med by school. Management provided the following information: Facilities Sustainment Funding Up-Date: The Mediterranean District facilities budget (and that of All DoDEA) has been significantly cut this FY. No new project funding will be received this FY, and the working sustainment budget for facilities projects has been cut by more than 50% relative to the level of funding received in FY11. School and District leadership have been informed to be extremely prudent and priority conscience with requesting demand maintenance work as this year will be extremely challenging given the current budget shortfalls. Mediterranean Schools Maintenance Program (MSMP) This contract will include total facilities maintenance for Aviano, Vicenza, Livorno, Sigonella, Rota, Sevilla, and Lajes schools. The contract solicitation was published in May 2011, and open for bids from potential vendors. DoDDS Facilities performed a source selection evaluation during July / August of 2011. Source selection package has been submitted to DoDEA headquarters for Legal and Contracting review. The anticipated award is no later than 15 th April. The implementation of this contract will be a welcomed change to facilities maintenance in the Mediterranean District. Aviano / Vicenza / Livorno Facilities Maintenance Contract - Sole Source Award (SKE) DoDDS MED Facilities was successful in awarding a bridge contract on March 6 th, 2012 for facilities maintenance to SKE. Award of this bridge contract was instrumental in mitigating any disruption in facilities maintenance services following the expiration of the prior Army Corps of Engineers - Facilities Maintenance Contract. The new bridge contract will provide facilities maintenance services to the stated locations in the interim of the MSMP award. Over $15K Projects Aviano: JLMC Minutes Rota, Spain, March 22, 2012 Page 5

ES/MS/HS - Paint Building 114 (Kindergarten). Replace Base Molding Building 151. Due to delays in material submittals to the Army Corps, construction will now begin during summer 2012. HS - Culinary Arts Construction Project will not be awarded this FY. DoDEA has cut all Paint Exterior Building 151 Project in development, expected to be awarded and started during the summer of 2012. Vicenza: ES/MS - Install Access Control System. Project complete and commissioned March 8 th. Livorno: Display Boards Install All display boards have been successfully installed. Sigonella: Complex Install Athletic Field Stairs. Completion expected during middle of April 2012. Replace PA system Project in development with NAVFAC. NAVFAC has delayed in providing a sound, executable scope of work and government estimate. Project still expected to be awarded for execution during summer 2012. Project subject to funding availability. Replace Analog Clock System - Project in development with NAVFAC. NAVFAC has delayed in providing a sound, executable scope of work and government estimate. Project still expected to be awarded for execution during summer 2012. Project subject to funding availability. Naples: ES - Expansion Project Currently in design. Anticipated completion during the middle part of SY12-13 (currently December 2012). HS Install Security Fencing. Project completion expected by the end of April 2012. ES/MS/HS Install Solar Film / Tinting. Project completion expected during Spring Break 2012. ES/MS/HS Install Public Address System. Project expected to start mid-april and complete by mid-june. HS Music Room Renovation / Repair. Project completion expected during summer 2012. Seville: Drop arm Install / Bus Routing Project - Project will not be awarded this FY. DoDEA has cut all Rota: HS - Construction of new Track and Field Contract completion date is July of 2012. HS - Culinary Arts Construction Project will not be awarded this FY. DoDEA has cut all ES Install Stove Hood & Fire Suppression Systems (Bldg. 73 & 78) Project awarded. Project will be completed during summer 2012. HS / ES Repair / Expand PA Bell System. Estimated costs received are extremely high ($600K range). Project will not be awarded this FY. DoDEA has cut all ES School Marquee Project will not be awarded this FY. DoDEA has cut all recapitalization projects this FY. Lajes: Music Room Renovation Awarded end of FY11. Construction completion expected toward the end of April. Bahrain: Complex - Install Digital Locking and Access Control Key System. Project will not be awarded this FY. DoDEA has cut all Install new LAN / Electrical drops Project Awarded. Expected to complete end of May 2012. Incirlik: Gym Renovation Awarded end of FY11. Host nation approval received. Materials list to support project is awaiting approval from the Turkish Government. Construction is anticipated to begin early 2012. Performance period is 24 months. JLMC Minutes Rota, Spain, March 22, 2012 Page 6

Teacher s Lounge Renovation Restroom renovation complete. Interior kitchen renovation to be completed by BCE Office. Expected to complete summer 2012. HVAC Renovation Design Project Awarded June 2011. Host nation approval will be required once 60% design has been established. Construction to start summer 2012. Performance period is 24 months. Culinary Arts Construction Project will not be awarded this FY. DoDEA has cut all OFT will continue to follow up on all maintenance and construction issues. Naples ES Sidewalk - OFT indicated that after repeated requests, the SMSS did put down steppingstones at the back of the lot so teachers did not have to walk in the mud on rainy days to get in the kindergarten entrance to the building. The stepping-stones are now cracking and are very difficult to walk on. Management responded that a request was received to install a sidewalk at Naples ES where new construction is scheduled to begin. Management followed up on this and found that the location discussed is the future site of construction for the new Naples ES addition. As such, any newly installed sidewalk would have to be demolished in sixty to ninety days when the new addition begins. The new construction of the ES expansion project is expected to begin in 60 to 90 days and will begin in this same place. OFT will continue to monitor this issue. Management replied that they will go back and take a look. Bandwidth upgrades - OFT requested the status of upgrades for both phase 1 (Livorno, Rota, Ankara, Incirlik) and phase 2 (all other sites). Management responded that the MPLS network upgrade is being completed in two phases with Phase 1 migrating everyone onto the MPLS via a fiber optic cable with a noticeable bandwidth increase and Phase 2 as the massive increase in bandwidth. Based on these basic descriptions, here s the status of the Med District sites: Phase 1 Completed: 1. Lajes Campus was cutover in Dec 2011. 2. Sigonella Campus was cutover in Dec 2011. 3. Aviano Campus was cutover in Sept 2011. 4. Naples Campus was cutover in Aug 2011. 5. Sevilla EMS was cutover in May 2011. 6. Bahrain EHS was cutover in Apr 2011. 7. Vicenza DSO and Campus was cutover in Mar 2011. Ongoing: Ankara ES/HS Pending local Air Force duct installation project completion. In the interim and as a contingency approach we have asked Verizon to perform a site survey to determine (1) if it is possible to add a second line using existing copper cables as a temporary measure, and (2) request permissions to install a separate duct for the cabling. Survey date is tentatively scheduled for 2 April 12. Final delivery date TBD. Will skip Phase 1 and be installed in Phase 2. Phase 2 Completed: 1. Incirlik ES/HS was cutover in Mar 12. 2. Aviano Campus was cutover in Mar 12. 3. Vicenza DSO was cutover in Mar 12. 4. Livorno ES/MS was cutover in Feb 12. 5. Rota was cutover in Feb 12 Ongoing: 1. Sigonella Campus - proposed delivery TBD (Circuit utilization is XX%) 2. Naples Campus - proposed delivery TBD (Circuit utilization is 28%) 3. Sevilla EMS - proposed delivery TBD (Circuit utilization is 3%) 4. Bahrain EHS proposed delivery pending confirmation of available host country infrastructure TBD (Circuit utilization is 9%) 5. Lajes Campus - proposed delivery TBD (Circuit utilization is 13%) Verizon indicates that all phase 2 circuits will be delivered not later than 01 JUN 12. OFT will continue to follow up. JLMC Minutes Rota, Spain, March 22, 2012 Page 7