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6.1D Page 14 3.4 Advance Notice Except in cases of emergency, reasonable advance written notice shall be given to the Union if affected by any ordinance, rule, resolution or regulation directly relating to matters within the scope of representation proposed to be adopted by the City Council, by any board or commission of the City, or by any department, and the Union shall be given the opportunity to meet with such body prior to adoption. In cases of emergency when the City management determines that an ordinance, rule, resolution or regulation must be adopted immediately without prior notice or meeting with the Union, City management shall provide such notice and opportunity to meet at the earliest practical time following the adoption of each ordinance, rule, resolution or regulation. Two (2) copies of such notice shall be sent to the District Vice President and one (1) copy shall be sent to the President of Local 2400. 3.5 Access to Work Locations Reasonable access to employee work locations shall be granted to officers of the Union and their officially designated representatives, for the purpose of processing grievances or contacting members of the Union concerning business within the scope of representation. Such officers or representatives shall not enter any work location without the consent of the City Manager or his/her designated representative or Rre Chief. Prearrangement for routine contact may be made by agreement between the Union and the department headl and when made, shall continue until revoked. Access shall be restricted so as not to interfere with the normal operations of the department or with established safety or security requirements. Solicitation of membership and activities concerned with the internal management of the Union, such as collecting dues, holding membership meetings, campaigning for office, conducting elections and distributing literature shall not be conducted during working hours unless approved in advance by the City Manager or his/her designated representative or the Fire Chief. 3.6 Policy Letters and Informational Letters and City Coundl Agenda The Fire Department shall provide the IAFF Local 2400 three (3) copies of all policy letters and information letters directed to employees in classifications represented by IAFF Local 2400, and one (1) copy of the Oty Council Agenda shall be sent to the District Representative or his/her designee. 3.7 Availability of Data The City will make available to employee organizations such non-confidential information pertaining to employment relations as is contained in the public records of the agenCYI subject to the limitations and conditions set forth in Resolution and Government Code Sections 6250-6260. 7