ANDOVER REGIONAL EDUCATION ASSOCIATION
ANDOVER REGIONAL BOARD OF EDUCATION
This agreement entered into this 1st day of July , 2004 by and between the Board of Education of the Andover Regional School District, the Township and Borough of Andover, New Jersey, hereinafter called the “Board” and the Andover Regional Secretarial/Clerical Personnel, hereinafter called “Secretaries”.
This contract represents the only agreement between the parties as noted in Article I, governing rates of pay, wages and terms and conditions of employment of the employee.
TABLE OF CONTENTS
ARTICLE I Recognition 1
ARTICLE II Negotiations 2
ARTICLE III Grievance Procedure 3
ARTICLE IV A.R.E.A. Secretarial/Clerical Personnel Rights 6
ARTICLE V Employee Rights and Privileges 7
ARTICLE VI Work Year 8
ARTICLE VII Sick Leave 11
ARTICLE VIII Temporary Leaves of Absence 13
ARTICLE IX Extended Leaves of Absence 14
ARTICLE X Employment Procedures 15
ARTICLE XI Seniority and Job Security 16
ARTICLE XII Voluntary Transfers and Reassignment 17
ARTICLE XIII Employee Evaluation 18
ARTICLE XIV Promotions 19
ARTICLE XV Fair Dismissal Procedure 20
ARTICLE XVI Professional Development 21
ARTICLE XVII Insurance Protection 22
ARTICLE XVIII Salaries 23
ARTICLE XIX Miscellaneous Provisions 24
ARTICLE XX Longevity 25
ARTICLE XXI Duration of Agreement 26
SCHEDULE A Salary Guide 27
The Andover Regional Board of Education, in accordance with the privilege extended by the Public Employment Relations Commission in N.J.A.C. 19:11-3.1, grants recognition to the Andover Regional Education Association as the sole representative for collective negotiations as a bargaining unit for the secretarial/clerical personnel noted below who work twenty hours or more per week.
INCLUDING: Secretarial/clerical personnel employed by the Andover Regional Board of Education in the school buildings.
Unless otherwise indicated, the term “secretary” when used hereinafter in this Agreement, shall refer to all secretaries represented by the A.R.E.A. as above defined.
EXCLUDING: Temporary, seasonal and part-time employees other than regular contracted part-time employees working an average of less than twenty hours a week, clerical personnel in the Office of the Superintendent/CSA and secretary to the Board Secretary/School Business Administrator, teaching staff members, supervisors, confidential employees within the meaning of the Act, custodians, maintenance personnel, head custodians, clerical aides, cafeteria and transportation personnel, per diem employees, and all other employees not specifically included above.
The parties agree to enter into collective negotiations over a successor agreement in accordance with the Public Employee Relations Act in a good faith effort to reach agreement on all matters concerning the terms and conditions of employees’ employment. Any agreement so negotiated and ratified shall apply to all employees identified under Article I be reduced to writing and be signed by the A.R.E.A. and the Board.
The Agreement shall not be modified in whole or in part by the parties except by an instrument in writing duly executed by both parties.
All proposals may be mutually exchanged at the first scheduled negotiation session or at an earlier date as agreed upon by both parties.
A grievance is a claim by an employee or the A.R.E.A. based upon the interpretation, application or violation of this Agreement.
An aggrieved person is the person or persons of the A.R.E.A. making the claim.
The purpose of this procedure is to secure, at the lowest possible level, equitable solutions to the problems, which may, from time to time, arise affecting employees. Both parties agree that these proceedings will be kept informal and confidential.
Time limits – Parties must initiate this procedure within 30 days of the alleged occurrence. The number of days indicated at each level should be considered as a maximum and every effort should be made to expedite the process. The time limits specified may, however, be extended by mutual agreement. Extension to September is available if requested by either party and if grievance is filed near to the end of the school year.
Level One – Principal or immediate supervisor – an employee with a grievance shall first discuss it with his/her principal or immediate supervisor, either directly or through A.R.E.A.’s designated representative, with the objective of resolving the matter informally. Grievant will state the sections violated, date of occurrence and relief sought.
Level Two – Superintendent/CSA – If the aggrieved person is not satisfied with the disposition of his/her grievance at Level 1, or if no decision has been rendered within five (5) school days after the presentation of the grievance, he/she may file the grievance in writing with the A.R.E.A. within five (5) school days after the decision at Level 1 or ten (10) school days after the grievance was presented, whichever is sooner. Within five (5) school days after receiving the written grievance, the A.R.E.A. may refer it to the Superintendent/CSA, who shall hear said grievance. The aggrieved person, the grievance committee and/or other representatives may attend.
Level Three - Board of Education – If the aggrieved is not satisfied with the disposition of the grievance at Level 2 or if no decision has been rendered within ten (10) school days after the grievance was delivered to the Superintendent/CSA, the A.R.E.A. may, within five (5) school days after the decision at Level 2 or fifteen (15) school days after the grievance was delivered to the Superintendent, whichever is sooner, file the grievance with the Board.
If the aggrieved person is not satisfied with the disposition of his/her grievance at Level 3, or if no decision has been rendered within ten (10) school days after the grievance was delivered to the Board of Education, he/she may, within five (5) school days after a decision by the Board of Education or fifteen (15) school days after the grievance was delivered to the Board, whichever is sooner, request in writing that the A.R.E.A. submit its grievance to arbitration. If the A.R.E.A. determines that the grievance is meritorious, it may submit the grievance to arbitration within fifteen (15) school days after receipt of a request by the aggrieved person.
The parties agree to use the American Arbitration Association as the administering agency and shall be bound by the rules and procedures of the American Arbitration Association.
The arbitrator’s decision shall be in writing and shall be submitted to the Board and the A.R.E.A. and shall be advisory on both parties.
The costs for the services of the arbitrator, including per diem expenses, if any, and actual and necessary travel, subsistence expenses and the cost of the hearing room shall be borne equally by the Board and the A.R.E.A. Any other expenses incurred shall be paid by the party incurring same.
Rights of Employees to Representation
Employee and A.R.E.A. – Any aggrieved person may be represented at all stages of the grievance procedure by representative(s) selected or approved by the A.R.E.A.
1a. Group Grievance – If, in the judgment of the A.R.E.A., a grievance affects a group or class of employees within one (1) school building the A.R.E.A. may submit such grievance in writing to the building principal. The A.R.E.A. may process such a grievance through all levels of the grievance procedure even though the aggrieved person does not wish to do so. Group grievances will identify the class or category of employee affected.
Written Decisions – Decisions rendered at Level One which are unsatisfactory to the aggrieved person and all decisions rendered at Level Two and Three of the grievance procedure shall be in writing setting forth the decision and the reasons therefore and shall be transmitted promptly to the A.R.E.A. Decisions rendered at Level Four shall be in accordance with the procedures set forth in section C.5.c. of this article.
1b. Group Grievance – If, in the judgment of the A.R.E.A., a grievance affects a group or class of employees employed, the A.R.E.A. may submit such grievance in writing to the Superintendent/CSA directly and the processing of such grievance shall be commenced at Level Two. The A.R.E.A. may process such a grievance through all levels of the grievance procedure even though the aggrieved person does not wish to do so. Group grievance will identify the class or category of employee affected.
Separate Grievance File – All documents, communications and records dealing with the processing of a grievance shall be filed in a separate grievance file and shall not be kept in the personnel file of any of the participants.
Forms – Forms for filing grievances, serving notices, taking appeals, making reports and recommendations and other necessary documents shall be prepared jointly by the Superintendent/CSA and the A.R.E.A. and given appropriate distribution so as to facilitate operation of the grievance procedure.
Meetings and Hearings – All meetings and hearings under this procedure shall not be conducted in public and shall include only such parties in interest and their designated or selected representatives, heretofore referred to in this Article.
A.R.E.A. SECRETARIAL/CLERICAL PERSONNEL RIGHTS
The rights and privileges of the A.R.E.A. Secretarial/Clerical Personnel and its representative(s) as set forth in this Agreement shall be granted only to the A.R.E.A. as the exclusive representative of the A.R.E.A. Secretarial/Clerical employees, and to no other organization(s) representing any portion of the unit or potential member of the unit.
The A.R.E.A. Secretarial/Clerical Personnel and their representative(s) may have the right to use school buildings and office equipment for meetings and preparation of Association materials, providing the facility is available on request through the building principal before 8 a.m. and after 4 p.m.
EMPLOYEE RIGHTS AND PRIVILEGES
Pursuant to Chapter 13, Public Laws 1975, the Board hereby agrees that every employee of the Board shall have the right freely to organize, join and support the A.R.E.A. and its affiliates for the purpose of engaging in collective negotiations and other concerted activities for mutual aid and protection. The Board shall not discriminate against any employee with respect to hours, wages or any terms or conditions of employment by reason of his/her membership in the A.R.E.A. and its affiliates, his/her participation in any activities of the A.R.E.A. or its affiliates, collective negotiations with the Board, or his/her institution of any grievance, under this Agreement or otherwise with respect to any term or conditions of employment.
Nothing contained herein shall be construed to deny or restrict to any employee such rights as he/she may have under New Jersey School Laws or other applicable laws and regulations. The rights granted to employees here shall be deemed to be in addition to those provided elsewhere.
No employee shall be disciplined without just cause.
All employees will be provided with a job description.
Twelve Month Secretaries
The work year for twelve month secretaries shall be from July 1 – June 30 and shall include the following:
Regular working hours shall be 8:30 a.m. – 4:00 p.m. with an hour duty-free lunch unless altered with the approval of the immediate supervisor.
Summer hours shall be 8:00 a.m. – 3:15 p.m. with a half-hour duty-free lunch, four (4) days per week. Summer hours shall be in effect from July 1 up to the last full week prior to the opening of school.
Thirteen paid holidays shall be as follows:
Uncharged leave with pay not to exceed three (3) days shall be allowed when schools are closed for emergencies, as determined by the Superintendent/CSA. If emergencies exceed three (3) days, secretaries shall be required to report to work at the request of their immediate supervisor.
Independence Day (1 day)
Labor Day (1 day)
NJEA Convention (2 days)
Thanksgiving (2 days)
Christmas Eve (1 day)*
Christmas Day (1 day)*
New Year’s Eve (1 day)*
New Year’s Day (1 day)*
Martin Luther King Jr. Day (1 day)**
Good Friday (1 day)
Memorial Day (1 day)
*Floating holidays shall be substituted for these days when they fall on a weekend.
** If school is in session on Martin Luther King Day, secretaries will be required to report to work and a floating holiday may be utilized at a future date.
Secretaries shall work one (1) day during each of the three (3) recess periods (Christmas, winter and spring), assuming these recess periods are for a full week. If winter recess is two (2) days in length, an additional two (2) floating holidays shall be allowed.
Secretaries shall receive vacation days according to the following schedule:
After 1 year through 5 years 10 days
After 6 years through 10 years 15 days
After 11 or more years 20 days
Secretaries shall be permitted to carry over up to ten (10) vacation days per year provided that no more than five (5) consecutive days are used when school is in session.
Secretarial/Clerical Personnel hired after July 1, 1995
Secretarial/clerical personnel hired after July 1, 1995 will work the following hours:
Regular working hours shall be 8:00 a.m. – 4:30 p.m.
Summer hours shall be 8 consecutive hours as established by the Board within the 7:00 a.m. to 4:00 p.m. window, four (4) days per week.
Current list of 13 paid holidays.
Secretaries shall work each of the three (3) recess periods excluding any of the 13 paid holidays listed above.
Secretaries shall have off one (1) day out of each of the three (3) periods excluding any of the 13 holidays listed above.
Secretaries shall receive vacation days according to the following schedule:
After 1 year through 5 years 10 days
After 6 years through 10 years 15 days
After 11 or more years 20 days
Secretaries shall be permitted to carry over up to ten (10) vacations days per year provided that no more than five (5) consecutive days are used when school is in session.
Ten Month Secretaries
The work year for ten (10) month secretaries shall be the school calendar for teachers plus any remaining weekdays through June 30 of the school year.
Working hours shall be from 8:30 a.m. – 3:30 p.m. with a half hour duty-free lunch.
Ten (10) month secretaries shall not be eligible for vacation days, however, should any currently employed 10 month secretary become employed on a 12 month basis, all years of service as a 10 month employee shall be credited toward vacation days on the 12 month secretary schedule (Article VI, A-6) at a prorated ration of 5/6 year on schedule for each previous year of service.
Compensation for covering front office beyond normal duty hours when no substitute is available will be at a rate of $20.00 per hour.
All 12 month secretaries shall be granted sick leave of 13 days each year. Such days will be cumulative.
All 10 month secretaries shall be granted sick leave of 11 days each year. Such days will be cumulative.
Sick leave is hereby defined to mean the absence from his or her post of duty, of any person because of personal disability due to illness or injury, or because he or she has been excluded from school by the school district’s medical authorities on account of a contagious disease or of being quarantined for such a disease in his or her immediate household.
During a period of extended illness, when a secretary has exhausted all sick leave, including cumulative leave and there are continued consecutive days of absence resulting from his/her illness, the Board may, if it deems it is in the best interest of the district, extend for a maximum of 30 consecutive working days authorized sick leave whereby the secretary shall receive the difference between his/her daily rate and the cost of hiring a substitute. At the expiration of the 30 day extended sick leave period, if the secretary is still unable to return to work, the Board shall review the case and decide whether to continue the extension policy or grant the secretary a leave of absence without pay.
Upon retirement, any secretary with a minimum of 15 years of service in the district shall be eligible for reimbursement of all unused cumulative sick leave. Reimbursement shall be made on the basis of the number of sick days to which the secretary is entitled at the time of retirement times $2.00 times the number of years in the district. The total amount of reimbursement shall not exceed $5,500. Such reimbursement shall be paid as follows: 1/3 total amount at time of retirement concurrent with last regular pay check, 1/3 one (1) year later and final 1/3 paid two (2) years after the date of initial payment. In case of death the estate will be paid the remaining balance.
Upon retirement, any secretary with a minimum of 15 years of service in the district shall be eligible to continue any or all insurance coverage currently in existence at the time of retirement if she/he so desires and any future extended benefits offered, with the agreement of each carrier, in either case. Premiums for said coverage shall be the responsibility of the secretary. The secretary may elect to use any financial benefits due him/her under Paragraph D for premium payment if he/she elects to do so. When these funds are exhausted the secretary shall be responsible for reimbursing the Board for said premiums on a schedule agreed to between the Board and the secretary.
Secretaries shall be given a written accounting of accumulated sick leave days no later than September 20th of each school year.
TEMPORARY LEAVES OF ABSENCE
Secretaries shall be entitled to the following temporary non-accumulative leaves of absence with full pay:
Absence due to death in the secretary’s family or household will be allowed with pay for the required period not to exceed five (5) days. The term “immediate family” shall include secretary’s spouse, child, parent, father-in-law, mother-in-law, brother, sister, brother-in-law, sister-in-law, grandchild and any other member of the immediate household.
Absence due to the death of a grandparent, nephew, niece, aunt, uncle, cousin, daughter-in-law, or other relative not living with the immediate family of an employee will be allowed with pay for the day of the funeral. This may be extended by the Superintendent/CSA one day upon request because of distance to allow adequate travel by quickest conveyance. The name of the deceased and relationship to the secretary shall be listed on the “Request for Leave” form when completed.
Absence due to serious illness of a member of the secretary’s immediate family may be allowed for a maximum of 3 days. The employee shall be required to identify relationship. The term “immediate family” shall mean spouse, parent, child, or member of the immediate household.
All secretaries shall be entitled to three (3) days of absence for personal, legal business, household or family matters which require absence during school hours except those secretaries who have completed ten (10) years of service in the district prior to July 1, 1987 shall be entitled to four (4) such days for the duration of their employment. Application to the secretary’s principal or other immediate supervisor for the personal leave shall be made at least 7 calendar days before taking such leave except in case of emergencies in writing on the form prescribed by the Board, and the applicant for such leave shall be required to state the reason for taking such a leave. At the end of each school year one (1) accumulated sick leave day will be added to each secretary’s sick leave record for each two (2) unused personal leave days. Secretaries/clerical personnel will be allowed to request an additional personal day to attend the funeral of a friend or relative if all personal days have been expended. The approval of this request shall rest with the Chief School Administrator.
EXTENDED LEAVES OF ABSENCE
Childbearing and/or child-rearing leave shall be granted at the request of the secretary. Child-rearing leave shall commence at either the conclusion of the period of disability associated with childbearing or upon assumption of custody of the child. Child-rearing leave shall be requested at least 90 days prior to the start of the leave. The request must be in the form of a letter of application to the Chief School Administrator. A secretary on child-rearing leave shall notify the Superintendent/CSA of her intent to return to active employment or resign no later than April 1st of the school year preceding the term in which her leave would expire.
Any secretary adopting a child may receive a leave of absence under the conditions set forth in part A of this Article. Such leave shall commence upon receiving de facto custody of said child, or earlier, if necessary to fulfill the requirements of adoption, but in no case with less than 30 days written notice to the Chief School Administrator.
Other leaves of absence, without pay, may be granted by the Board if it deems it in the best interest of the school district.
All benefits to which a secretary was entitled to at the time of her leave, including accumulated sick leave, shall be restored to her upon her return. She shall be placed on the salary at the same level she would have attained on the date the leave commenced.
Leaves of absence defined in this Article and any extensions thereof shall be applied for in writing. If approved, the leave and/or extension shall be granted in writing.
Placement on the salary schedule.
Adjustment to salary schedule
Any secretary employed prior to January 1 of any school year shall be given full credit for one (1) year of service toward the next increment step for the following year.
A secretary who is resigning from her position shall give no less than thirty (30) days notice but preferably sixty (60) days.
Earned vacation shall be paid according to the proportion of full months worked to the total contract year, unless proper notice has not been given.
If the full notice is not given, earned vacation shall be paid only in the same proportion as the amount of notice actually given.
Secretaries shall be notified of their contract and salary status for the ensuing year no later than June 1st.
SENIORITY AND JOB SECURITY
The Andover Regional School District seniority is defined as service by appointed employees in the Andover Regional District in the collective bargaining unit covered by this Agreement. An appointed employee shall lose accumulated school district seniority only if she/he:
In the event of reduction in force, the secretaries shall be laid off in inverse order of seniority.
Resigns or is discharged for cause, irrespective of whether she/he is subsequently rehired by the school district.
VOLUNTARY TRANSFERS AND REASSIGNMENTS
Notification of vacancies.
The Superintendent/CSA shall post vacancies as they occur.
Each member of the A.R.E.A. Secretarial/Clerical staff shall be evaluated by her immediate supervisors at least once in each school year, to be followed in each instance by a written evaluation report and by a conference between the employee and her immediate supervisor for the purpose of identifying deficiencies and extending assistance for their correction.
All monitoring or observation of the work performance of an employee shall be conducted openly and with full knowledge of the employee.
Each member of the A.R.E.A. Secretarial/Clerical staff shall be given a copy of any visit or evaluation report prepared by her evaluators at least one (1) day prior to any conference to discuss it. No such report shall be submitted to the central office, placed in the employee’s file or otherwise acted upon without prior conference with the employee. Each employee shall be required to sign the evaluation to verify that she has seen it and had an opportunity for a conference.
Promotional positions are defined as positions paying a salary differential and/or positions on the supervisory levels of responsibility.
When school is in session, a notice shall be posted as far in advance as practicable. Applications shall be kept on file in the office of the Superintendent/CSA for continual consideration for future vacancies for a period of two (2) years or until the office is notified in writing by an applicant that the application is withdrawn.
Employees who desire to apply for a promotional position which may be filled during the summer period when school is not in session shall submit their names to the Superintendent/CSA together with the position(s) for which they desire to apply and an address where they can be reached during the summer.
FAIR DISMISSAL PROCEDURE
On or before June 1st of each year, the Board shall give to each member of the secretarial staff, continuously employed since that preceding September 30th either:
A written offer of a contract for employment for the next succeeding year providing for at least the same terms and conditions of employment but with such increases in salary and benefits as may be required by law or agreement between the Board and the Association;
A written notice that such employment shall not be offered.
In an effort to promote professional growth, members of the secretarial staff may attend conferences, workshops and/or take courses. Such attendance must receive prior written approval of the Superintendent/CSA. This approval will be based upon the determination of the benefits to be derived for the district at the discretion of the Superintendent/CSA as well as upon budget constraints. The total amount of funds shall in no case exceed $1,440 for each year of this contract for all employees who are a part of this contract.
Eligible expenses are registration fees and travel costs for conferences and workshops. Courses taken for credit shall be eligible for actual tuition costs only. Reimbursement for those activities will be made upon receipt of evidence of successful participation as judged by the Superintendent/CSA. Then the employee must submit a completed and signed Board invoice.
In addition to the base salary, secretaries will be eligible for Board provided medical insurance coverage. Currently employed secretaries will be entitled to full coverage for secretaries and their family members or dependents. It will be the responsibility of the secretary to determine the type of coverage necessary for their protection and to notify the Board of any desired change in coverage from the previous year by March 15th. Changes will be accepted after that date only if there is a change in the secretaries’ marital or family status. If allowable by the insurance carrier, newly hired secretaries will be entitled to single coverage for three (3) years, at which time they will be eligible to receive full family coverage. During the interim period they will be able to purchase additional coverage if desired at the group rate. Once secretaries have received family coverage they will continue to be entitled to such.
The Board shall provide a prepaid dental health program for all secretaries and their family or dependents with a benefit of $1200 for the duration of this contract. Secretaries opting to not receive this benefit will have $400 per year added to their salary.
The Board shall provide a prepaid prescription plan for all secretaries and their family or dependents. Co-pay amounts will be at the level established by the State Health Benefits Plan.
The Board shall be responsible during the 2001-2004 school years for all premium increases in insurance coverage as described above.
The Board may change insurance carriers provided the A.R.E.A. is given the opportunity to examine the proposed policy and the replacement is equal to, or better than, the existing level of benefits employees currently enjoy.
Secretaries who retire from the school district will be permitted to purchase the insurance benefits provided in Section A above to the extent allowed by the carrier. The secretary shall pay the premium cost prior to the premium due date.
All secretarial staff shall be paid as per Schedule A – Salary Guide
Each school year secretaries may individually elect to have a dollar amount withheld from their monthly pay and forwarded by the Board Secretary to a bank of the secretary’s choice provided the bank offers direct deposit services or Tri-Co for deposit in their personal savings account. Responsibility for opening the account and forwarding the forms directly rests with the secretary. Authorization for the Board Secretary to withhold money for the school year must be completed by the individual secretary on a form prescribed by the Board and said form must be submitted to the Business Administrator/Board Secretary by September 1st annually. Any transactions regarding withdrawals from their accounts shall be the responsibility of the secretary and the savings institution.
Direct deposit of the secretary’s pay into the secretary’s account will be made available through the Board’s designated financial institution.
The Board will provide payroll deduction for tax-sheltered annuities.
Secretaries will be reimbursed at the rate established by the IRS for the use of their own cars for school-related duties.
The Board and the A.R.E.A. agree that there shall be no discrimination, and that all practices, procedures and policies of the school system shall clearly exemplify that there is no discrimination in the hiring, training, assignment promotion, transfer or discipline of employees or in the application or administration of this agreement on the basis of race, creed, color, religion, national origin, sex, domicile or marital status,
This Agreement constitutes Board policy for the term of said Agreement and the Board shall carry out the commitments contained herein and give them full force and effect as Board policy.
Secretarial longevity shall be $350.00 after ten (10) years of employment in the district an additional $350.00 after fifteen (15) years in the district, an additional $400.00 after twenty (20) years in the district, and an additional $400.00 after twenty-five (25) years in the district. Longevity amounts are cumulative.
DURATION OF AGREEMENT
This Agreement shall be effective as of July 1, 2004 and shall continue in effect until June 30, 2007..
In witness thereof the A.R.E.A. has caused this agreement to be signed by its president and secretary and the Board has caused this agreement to be signed by its president, attested by its secretary and its corporate seal to be placed hereon, all on the day and year first written above.
ANDOVER REGIONAL EDUCATION ASSOCIATION
Andover Regional Board of Education
Secretary #1 – Virginia Kaplafka
Increase as follows:
Secretary #2 – Mary Weckler
Increase as follows:
Secretary #3 – Merry Alesandro