NATIONAL SUPPLEMENT

**Between**

**U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT**

## And

## AMERICAN FEDERATION OF GOVERNMENT EMPLOYEES

**NATIONAL COUNCIL OF HUD LOCALS 222**

**SUBJECT:** HUD Handbook 2200.01, Chapter 13 -- Space Management

**SCOPE:** This supplement encompasses the implementation and impact of
HUD Handbook 2200.01, Chapter 13 - Space Management on bargaining unit
employees.

1.  [**Definition**:]{.underline} The term "systems furniture" includes,
    but is not limited to, ergonomic chairs, computer equipment support,
    and work surfaces.

2.  [**Local Bargaining**:]{.underline} Impact and implementation will
    be negotiated at the Local level in accordance with Article 5 of the
    HUD/AFGE Agreement.

3.  **[Americans with Disabilities Act (ADA)
    Requirements:]{.underline}** All HUD space designs and alterations
    shall comply with ADA requirements.

4.  **[Planning Process:]{.underline}** The Local Union shall be
    consulted and given the opportunity to provide input in the
    development of the plans. Management will provided a copy of the
    plan for concurrence.

5.  [**Space Plan Changes**:]{.underline} The local Union will be
    notified of any proposed changes to the original space plans
    regarding local issues affecting bargaining unit employees, in
    accordance with Article 5 of the HUD/AFGE agreement.

6.  **[Selection of Site:]{.underline}** Security will be used as one of
    the preferences when selecting site location. This will include but
    is not limited to, surveillance equipment, security screening, and
    parking checks. In accordance with Section 45.06(4) of the HUD/AFGE
    Agreement, the Department shall coordinate with GSA to assure that
    Government-owned or leased buildings are provided appropriate
    security.

7.  **[Space Allocation:]{.underline}** Management shall consider the
    Department's organizational mission and the functions necessary to
    perform that mission efficiently when determining space allocations
    for work and common areas. This is to include, but not limited to,
    such items as file cabinets, storage areas and other items necessary
    to perform the job.

8.  **[Acquisition of Space:]{.underline}** Management agrees that the
    Local Union shall be consulted and included in the overall space
    planning process so all relevant space needs can be known.

9.  **[Office Environment:]{.underline}** Management agrees, on a
    case-by-case basis, to provide environmental standards, e.g., HVAC
    and lighting, etc. until 7:30 p.m. local time.

10. **[Space Allowances:]{.underline}** Management agrees that any
    request for a workspace that deviates from the standard will require
    an analysis by SMD and/or ARD of the tasks performed and the size
    and amount of equipment required to perform those tasks. If the
    analysis determines more space is required it will be provided if
    available.

11. **[Utilization of Systems Furniture:]{.underline}** Management
    agrees that whenever possible, the Department will utilize systems
    furniture in its offices as it requires the least amount of square
    footage, allows for flexibility in reconfigurations, provides the
    efficient storage capacity, and is more ergonomically correct and
    adaptable.

12. **[Space Management Objectives:]{.underline}** Several factors
    determine when an office will get new ergonomic furniture --
    availability of funds, requirements of the Office and age/life cycle
    of existing furniture. Major realignments and renovations and office
    relocations will be given priority over internal office moves.

13. **[Systems Furniture Workstation Standards:]{.underline}** To ensure
    systems furniture workstations are equitable, when it has been
    determined that an office will receive new systems furniture, a
    workstation standard for employees will be established. The
    workstation standard and the impact on bargaining unit employees
    shall be negotiated at the local level from the options provided to
    the Office of Administration from the vendor. This standard shall
    apply to new leases, office relocations or office renovations. If it
    is determined that the office space will not accommodate
    workstations of 64 square feet (8X8), the size of the workstations
    may be reduced to no less than 56 square feet (7X8).

14. **[Workstation Allocation]{.underline}**: Management will ensure
    that systems furniture is distributed in a fair and reasonable
    manner to ensure consistency within the office. Upon request,
    Management shall provide the Union with the proportion of the single
    systems furniture workstation used for the bargaining unit.

15. **[Outstationed Employees]{.underline}**: Employees outstationed
    from Headquarters or other Field Offices will be provided space that
    conforms to the office standard where the employee is physically
    located.

16. [**Unoccupied Private Office** **Space**:]{.underline} An unoccupied
    private office shall [not]{.underline} be used as a temporary space
    for anyone who is not entitled to a private office as described in
    Chapter 13. However, it may be used for other purposes, as
    negotiated at the local level, until the private office vacancy is
    filled.

17. **[Seating Assignments:]{.underline}** Seating assignments are not
    determined by the pay grade of the employee. Employee specific
    seating assignments shall be determined at the local office level in
    accordance with Article 5 of the Agreement.

18. **[Space Preference:]{.underline}** Management agrees that HUD
    employees shall have preferences in space, workstation location over
    contracted employees.

19. **[Quiet Working Conditions:]{.underline}** To maximize quiet and
    efficient working conditions, each employee workstation in open
    areas will be separated by padded or insulated, flame retardant
    partitions. The height and size of these partitions shall be
    consistent with the overall design of each office.

20. **[Enclosed Space:]{.underline}** All private office space or
    enclosed space that is larger than 10x10 must have at a minimum
    one (1) direct air vent.

21. **[Natural Light:]{.underline}** The access to natural light shall
    be maximized in the space occupied by employees.

22. **[Union Office Relocation/Renovation]{.underline}**: When
    replacement furniture is part of an office relocation or renovation,
    the Union office shall also receive replacement furniture consistent
    with the office standard.

23. **[Union Office Equipment:]{.underline}** Each union office shall be
    provided a speaker phone with long distance capability, a lockable
    file cabinet, and a fax machine. If this equipment is not currently
    in the union office, the local president shall request the equipment
    through the Labor and Employee Relations Division and/or the
    Administrative Resources Division.

24. [**Space Alterations**:]{.underline} The Local Union shall be
    consulted and included in the overall planning process of any space
    alterations.

25. **[Post-alteration Inspection:]{.underline}** The local Union will
    be given the opportunity to participate in a post alteration
    inspection upon completion of the alterations to ensure that the
    space has been prepared in accordance with the space design
    drawings, construction drawings and the terms of the contract.

26. **[Pre-Occupancy and Post-Occupancy Review and
    Inspection:]{.underline}** A pre-occupancy and post-occupancy review
    and inspection of the facility will be conducted by the appropriate
    GSA, HUD, and local Union representatives.

27. **[Break Rooms:]{.underline}** Break rooms will be provided at a
    ratio of 2 square feet per employee but not less than 100 square
    feet.

28. **[Bulletin Boards:]{.underline}** In accordance with Section 8.06
    of the HUD/AFGE Agreement, the number, size appearance (glass
    enclosed) and location of bulletin board shall be locally
    negotiated.

29. **[Parking:]{.underline}** The amount reported as a fringe benefit
    for parking spaces provided, as the result of a reasonable
    accommodation, will be reported in accordance with Internal Revenue
    Service regulations.

30. **[Copy of Supplement]{.underline}**: Management shall provide
    members of this negotiation team an executed copy of this document
    within 30 days.

31. **[Effective Date of Supplement]{.underline}**: This Supplement
    shall become effective upon the signature and approval of both
    parties.

**SUBJECT:** HUD Handbook 2200.01, Chapter 13 -- Space Management

**[MANAGEMENT]{.underline}** **[UNION]{.underline}**

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Joann T. Robinson Timothy J. Oravec

Chief Negotiator Chief Negotiator

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David J. Palladino, Lisa A. Lowery

Team Member Team Member

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Patricia Shack Darlene Barr-Taylor

Team Member Team Member

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Kenneth M. Lynn Antonio Watts

Team Member Team Member

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**APPROVED APPROVED**

Barbara J. Edwards Carolyn Federoff

Deputy Assistant Secretary President, AFGE National Council

for Human Resource Management of HUD Locals 222

**Date Approved \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Date Approved
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