HomeMy WebLinkAboutMOU City of Auburn Auburn Police Support Guild Non Commissioned Unit �
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8@�R����A�K��D� ���—'--'—'- -'____ __ '
UNDERSTANDING
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By and ��et��mn !
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CITY OF AUBURN '
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And '
AUBURN POLICE SUPPORT GUILD —
NON-COMMISSIONED UNIT '
PUBLIC RECORDS REQUEST WORKFLOW
This Memorandum of Understanding ("MOU") is entered into by and between the City of Auburn
("City") and the Auburn Police Support Guild, Non-Commissioned Unit("GuUd"). The City and
Guild are collectively referred tuan the "ParUen."
PURPOSE '
The Parties have discussed the allocation of work associated with responding to public records
requmateinvn|vingAubumnPoUomDepartment("APO") vonovdn. ThePartinodeoiretnemtabUuha i
more efficient process for searching for and retrieving responsive APD records while reducing the /
workload currently performed by bargaining-unit employees.
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Accordingly, the Parties agree oafollows: '
1. PUBLIC RECORDS SEARCH AND RETRIEVAL
City Clerk staff will assume responsibility for searching for and retrieving a majority of APD
records responsive to public records requests from databases and record systems for which
appropriate access can bnprovided.
City Clerk staff may search for and retrieve records from the following systems:
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• AXON;
° COBAN'
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* Archives;
° Spillman;
* CAD systems, including Vnnsab*nn and Tableau; |
° Sector;
w V Drive and C) Drive; and
* Interview Room Video.
Access to these systems will be provided by APD, Information Technology, Valley
Communications, or another appropriate system administrator, as applicable and subject to any
necessary licensing, security, or technical requirements.
2. TRA|NING
The City will provide City Clerk staff with the access and training reasonably necessary to
navigate the systems Identified above and search for and retrieve records responsive to public
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records requests.
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Bargaining-unit employees may assist with the initial transition and training eureasonably
necessary. Nothing in this K4DU is intended to create an ongoing requirement that bargaining-unit
employees perform work transferred to City Clerk staff under this agreement once City Clerk staff �
have received the necessary access and training.
3. RECORDS THAT WILL CONTINUE TO BE SEARCHED BY APD
Due to the nature and location of certain records, City Clerk staff will continue to coordinate with
APD command staff or other designated APD personnel for the search and retrieval of:
Training Files—Training and Accreditation Officer or other APDdesignee.
Internal Investigations— Police Commander or other APDdesignee.
Nothing in this K4DU prevents the City from modifying the ind|vidua|APD employee or position
designated ho conduct these searches. '
4. TRANSOOON AND IMPLEMENTATION
The City will begin providing the necessary system access and training upon execution of this /
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The Parties intend for City Clerk staff to assume the work described in Section 1 oo access and
training for the applicable systems are completed.
The City will begin tnanoiUon|ng the work described In this K4OU as City Clerk staff obtain the
necessary access and training, with substantial Implementation to occur no later than thirty(30) /
calendar days following execution of this K4OU.
Once City Clerk staff have been trained and provided appropriate access to a system, bargaining-
unit employees will no longer routinely be responsible for searching for nrretrieving records from .
that system In response to public nanondo requests.
Nothing prohibits bargaining-unit employees from providing occasional assistance when unusual /
oivuummtan000, nyobam inauao, epoo|aUzmd knowledge, or upmnsUone| needs reasonably require
such assistance,
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5. ARTICLE | —BARGAiN|NG UNIT WORK
The Parties acknowledge that Article I of the Collective Bargaining Agreement contains provisions
concerning bargaining-unit work.
For purposes of the public records workflow described In this K4{)U. the Guild oxp,enmk/agrees
that the searching for and retrieval of APD records by City Clerk staff as provided in this MOU
shall not constitute a violation of Article / or any other provision of the Collective Bargaining
Agreement.
The Guild further agrees that the performance of the work specifically described in this K4OU by
City Clerk staff will not form the basis of grievance, unfair labor practice complaint, bargaining-
unit clarification claim, or other claim asserting that such work must exclusively be performed by �
employees represented by the Guild.
This agreement is limited to the public records work expressly described in this MOU and does !
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not otherwise modify the bargaining unit or constitute a general waiver by either Party regarding !
the assignment uf other work. '
8. MANAGEMENT RIGHTS '
Except as specifically modified by this MOU, the City retains all management rights provided by
Article 15 of the Collective Bargaining Agoeomont, including the authority to d|nact, assign, and !
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train employees and determine the methods, means, and personnel by which City operations are
conducted.
Nothing in this MOU restricts the City's ability to modify processes, technology, system access,
individual assignments, or the personnel designated to perform the work described herein,
provided such changes are otherwise consistent with the Collective Bargaining Agreement and
applicable law.
7. NO GUARANTEE OF WORKLOAD REDUCTION
The Parties entered into this MOU with the expectation that transferring the work described above .
will reduce the amount of public-records-related search and retrieval work performed by '
bargmining'unitemp|oyeea. i
The estimated workload reduction discussed by the Parties is approximately 1,900 hours
annually. This figure is an estimate only and does not constitute a guarantee of staffing levels,
vvork|oad, nvertime, hours of work, or any particular amount of work. |
Q. NO PRECEDENT/ NO EXPANSION OF BARGAINING UNIT
This MOU reflects the Parties' agreement regarding the specific public records workflow described '
herein. It shall not be construed an establishing that any particular public records function is
inherently or exclusively bargaining-unit work, nor shall it expand or otherwise alter the scope of
the bargaining unit except eoexpressly stated in this K4OU.
9. COMPLETE AGREEMENT
This MOU constitutes the complete agreement of the Parties regarding the subject addressed .
herein and supersedes prior discussions, correspondence, or proposals concerning this specific !
change |n the public records search and retrieval process.
Except as expressly modified by this MOU, all provisions of the parties' 2025-2027 Collective
Bargaining Agreement remain unchanged and in full force and effect.
This MOU in supplemental to the Collective Bargaining Agreement pursuant to Article 20.
10. TERK8
This MOU shall become effective upon execution by both Parties and shall remain in effect for the
duration of the 2025-2027 Collective Bargaining Agreement unless modified or terminated by
mutual written agreement of the Parties.
Signed this t- day of SOP/er/``1)t , 2026, at Auburn, Washington
CITY OF AUBURN AUBURN POLICE SUPPORT GUILD
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By: By:
Candis Martinson Au Igorized Representative
Director of Human Resources/ )
Risk Management