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G E N E R A L      S E C R E T A R I A T

ADMINISTRATIVE MEMORANDUM NO. 83
SUBJECT: PARKING REGULATIONS AT HEADQUARTERS

 

I. IMPLEMENTATION OF RULES

The Secretary General has authorized the Assistant Secretary for Management to implement the following Parking Regulations set out in Attachment "A".

II. RESCISSIONS

This Administrative Memorandum specifically rescinds and derogates the Parking Regulations issued under Administrative Memorandum No. 72 (February 19, 1986), Personnel Circular No. 48/87 (April 28, 1987), and all other rules, regulations, instructions, and practices of the General Secretariat that are inconsistent with the attached Regulations.

III. ENTRY INTO FORCE

This Administrative Memorandum, together with the attached Regulations, shall enter into force on the date it is signed.

 

James R. Harding
Assistant Secretary for Management

 

 

Original: English
Date: December 16, 1997

ATTACHMENT "A" TABLE OF CONTENTS

A. APPLICABILITY

B. JOINT ADVISORY COMMITTEE ON EMPLOYEE PARKING

C. RESERVED PARKING

1. Permanent Missions

2. Permanent Observers

3. Official GS/OAS Vehicles

4. Handicapped Parking

D. CAR POOLS

E. CONDITIONS

1. Parking Privileges

2. Eligibility

3. Applications for Parking Spaces

4. Assignment

F. IDENTIFICATION

G. PARKING FEES

1. Monthly Fees

2. Daily Permits

3. Two-wheeled Vehicles

4. Grace Period

H. VIOLATIONS

I. DISCLAIMER OF LIABILITY

J. CLAIMS

K. INSURANCE

L. HOURS OF OPERATION

M. PARKING OFF OF GS/OAS PREMISES

N. SPACE UTILIZATION

O. TERMINATION OF PARKING PRIVILEGES

P. UNSAFE AND OVER-SIZED VEHICLES

Q. MISCELLANEOUS PROVISIONS

ATTACHMENT "A"

PARKING REGULATIONS AT HEADQUARTERS

A. APPLICABILITY

These Regulations govern the provision of parking at Headquarters by the General Secretariat of the Organization of American States ("GS/OAS"), including the allocation of parking spaces and the operation of GS/OAS-owned parking facilities.

B. JOINT ADVISORY COMMITTEE ON EMPLOYEE PARKING

1. A Joint Advisory Committee on Employee Parking (the "Parking Committee") shall be established to advise the Assistant Secretary for Management on the administration of employee parking and shall have the following functions:

(a) To meet as required for the purpose of initiating and reviewing all matters related to parking submitted for its consideration and to report its conclusions and recommendations to the Assistant Secretary for Management.

(b) To review violations of these regulations brought to its attention by the Department of Material Resources.

(c) To determine responsibility in cases of claims for damage to vehicles.

(d) To review, as appropriate, not less than once each calendar year, GS/OAS parking policies, procedures and practices, including the financial aspects, and to submit its findings and recommendations, including the evaluation of parking-fee rates, to the Assistant Secretary for Management on or before April 1 of each year.

2. The Parking Committee shall be composed of:

(a) The Director of the Department of Material Resources or his/her representative.

(b) Two representatives appointed by the President of the Staff Association.

(c) A fourth staff member of the General Secretariat who will serve as chairman and who shall be appointed annually by the Assistant Secretary for Management.

A representative of the Department of Legal Services shall advise the Parking Committee as the Committee may require. The Department of Material Resources shall provide secretarial services to the Parking Committee. The Parking Committee shall have no operational or managerial responsibilities.

C. RESERVED PARKING

Certain parking spaces have been set aside for use: (1) by members of the Permanent Missions and the Permanent Observers Missions to the OAS, to facilitate their attendance at meetings and their conduct of official business with the Organization; (2) for official GS/OAS vehicles; and (3) by the handicapped. Unauthorized use of these spaces shall result in the imposition of fines and the suspension and/or revocation of parking privileges in accordance with pertinent sections of these regulations.

1. Permanent Mission

The following spaces have been reserved for members of the Permanent Missions while they are on official business with the Organization:

(a) All spaces in the parking area in front of the Main Building and those along the semi-circular driveway that are marked with country names; and

(b) The spaces marked "Reserved" on the G-1 parking level of the General Secretariat Building.

2. Permanent Observers

The following spaces have been reserved for Permanent Observers while they are on official business with the Organization:

(a) All unmarked spaces in front of the Main Building; and,

(b) The spaces marked "Reserved" on the G-1 parking level of the General Secretariat Building.

3. Official GS/OAS Vehicles

The following areas have been reserved for official GS/OAS vehicles:

(a) The area in front of the steps of the Main Building;

(b) Parking spaces marked "Reserved" on the G-1 parking level of the General Secretariat Building; and,

(c) Loading docks of the Administration and General Secretariat buildings, which are for service operations only.

4. Handicapped Parking

Adequate parking for handicapped persons who are authorized to enter GS/OAS facilities shall be provided in each facility where parking is available. Temporary assignment will be rated upon presentation of a valid medical certificate indicating that the person is temporarily disables and will be valid for up to three months. The assignment will be renewable for further periods of up to three months upon presentation of a valid medical certificate. Permanent assignment based on physical disability will be granted upon presentation of a valid medical certificate indicating the person is permanently disabled and will require the use of a vehicle for which a handicapped license plate has been issued by the authority of the jurisdiction of the staff member's residence. Attendants shall be instructed to assist handicapped persons who need a parking space.

D. CAR POOLS

1. Special provision is made for parking by car pools composed of or having among their members at least 2 persons who are GS/OAS staff members eligible for parking privileges.

2. All participants must certify to the Director of the Department of Material Resources at least twice a year the continued active use of the car pool. The responsibility to certify active use lies with the participants of the car pool and its verification with the Department of Material Resources. Active users are persons who use the car pool at least 80% of the time while commuting to and from work.

3. Members of a car pool may not be assigned an individual GS/OAS parking space in addition to the car-pool pass, and may not belong to any other group parking arrangement at the GS/OAS.

4. The use of a car-pool pass may not be assigned under any circumstances.

5. Staff members belonging to a car-pool are subject to the following conditions:

(a) Their primary residences must be within 10 miles of each other, or must be along the same route to the place of work.

(b) Their hours of work must be the same.

6. A single car-pool pass will be issued to the members of the pool, which, shall be valid only for the vehicles and persons registered with the Department of Material Resources.

7. In the event that a car-pool includes persons who are not GS/OAS staff members, the name, address and telephone number of each such person and his/her employer's name, address, and telephone number must be provided to the Department of Material Resources.

E. CONDITIONS

1. Parking Privileges

Parking facilities shall be allocated to GS/OAS staff members at headquarters to facilitate their personal commuting needs, and to others as described below. The provision of parking shall be subject to acceptance of and compliance with these regulations. Parking is considered to be a privilege and not a right and may be suspended or withdrawn (see section H, Violations).

2. Eligibility

(a) The following GS/OAS staff members are eligible to be granted GS/OAS parking privileges:

(i) Members of the career service;

(ii) Holders of long-term contracts;

(iii)Holders of short-term contracts; and

(iv) Holders of appointments to positions of trust.

(b) Members of Permanent Missions and Observer Missions and other representatives of OAS member states and of observer states are eligible to park on GS/OAS premises while conducting official business.

(c) The following persons may be granted parking by the GS/OAS subject to assignment rules determined by the Director of the Department of Material Resources:

(i) Staff of other international organizations and other entities who arrive for official business.

(ii) Independent contractors under performance contracts:

(a)Conference personnel

(b) CPR's (OAS Form 608).

(iii)Other independent contractors:

(a) Guards;

(b) Maintenance personnel; and

(c) External auditors.

(iv) GS/OAS retirees.

(v) Tenants (as specified by the terms of their respective leases).

(vi) Officials of other Inter-American organizations housed within GS/OAS premises.

(vii)OAS interns for the duration of the internship.

(d) Eligibility exceptions will be approved and documented by the Directors of the Departments of Material Resources and of Financial Services.

3. Applications for Parking Spaces

Parking spaces must be requested on OAS Form 124, which is available from the Department of Material Resources. Any change in the information supplied on the original application must be reported promptly. Each request for a change of parking-lot location shall require a new application. Once assigned, parking permits shall not be transferred, sublet, or lent to others except as provided in paragraphs 4.f and 4.g below.

A copy of the parking regulations will be provided to each applicant for a parking space.

4. Assignment

There are four facilities to which those eligible to park may be assigned. Three are on GS/OAS premises: (1) Main Building parking lot ("MNB"); (2) Administration Building parking lot ("ADM"); and (3) the garage in the General Secretariat Building ("GSB"). The fourth consists of spaces in commercial parking lots contracted by GS/OAS.

Persons eligible to park on a monthly basis will be assigned to park in the available facility closest to their place of work.

If requests by staff members for parking spaces exceed available space in the GS/OAS premises, waiting lists for each of the General Secretariat's parking lots will be maintained by the Department of Material Resources. Eligible staff members will enter a waiting list for a particular parking-lot upon applying for a parking space in that lot. Staff members on a parking-lot waiting list may at any time request to review their status on the list, and they shall be promptly provided with this information.

(a) Parking spaces in each of the GS/OAS lots on premises shall be issued to eligible staff members in the following order of priority:

(i) Staff members with either a permanent or temporary physical disability that impairs their ability to walk;

(ii) Staff at the level of Director and above;

(iii)Staf members in car pools;

(iv) All other GS/OAS staff members in order of priority as defined in paragraph 4.b, below.

Assignments and priority for other eligible persons such as members of Permanent Missions, Permanent Observers and other representatives of member States will be determined by the Director of the Department of Material Resources; however, at any time the number of parking spaces on GS/OAS premises assigned to eligible persons identified in paragraphs 4.a(I) through 4.a(iv) above, should be at least 90% of the spaces available.

(b) In determining a staff member's priority standing on the waiting list for assignment to a particular parking lot, 1 point shall be accredited for each full month on the parking list from the date of receipt of the application in that lot, staff members who decline their assigned parking space will be taken off the list for the lot.

(c) If a car pool is dissolved, eligible staff members who wish to park in GS/OAS space must apply for readmission to GS/OAS parking.

(i) Staff members who apply for readmission within 30 days of the final dissolution of their car pool will be credited with one point for each full month of participation in the former car pool over and above the points, if any, accumulated on the parking list immediately prior to entering the car pool. For example, if staff member A parked on a commercial GS/OAS rented lot for 3 years and then was in a car pool for one year, he/she will have accumulated 36+12=48 points. (ii) Any such reapplying staff member who had an individual parking space in a GS/OAS lot before joining the car pool will be returned to his/her former lot or to the lot closest to his/her place of work provided there is space available; otherwise the staff member will be placed at the top of the waiting list corresponding to the lot closest to his/her place of work.

(d) Special parking permits may be issued to a limited number of staff members who, in the performance of their duties, must have ready access to all GS/OAS premises. Such permits must be requested in writing to the Director of the Department of Material Resources, who may authorize them on either a short or long-term basis.

(e) In the event that a staff member is transferred from one GS/OAS building to another, he/she will be assigned to a parking facility according to the priority system identified above.

(f) A staff member who is on official travel, or on leave (with or without pay), for a period not to exceed six months may request that the Department of Material Resources temporarily allow his/her space to be used by a specific other staff member. Such requests must be approved by the Parking Committee, which shall not unreasonably withhold approval. Under this arrangement, the payment of the parking fees continues to correspond to the staff member to whom the parking permit was originally assigned. Extension requests must be submitted to the Parking Committee for evaluation.

(g) With prior approval from the Parking Committee, a staff member may exchange with another staff member his/her parking-space assignment between lots for a period not to exceed six months. Under this arrangement, the payment of parking fees will continue to correspond to each staff member as originally assigned by the Department of Material Resources. Requests for extension must be submitted to the Parking Committee for evaluation.

F. IDENTIFICATION

1. Parking permits with special location markings shall be issued to authorized users to identify GS/OAS parking location assignment and special use of vehicle. The permit shall be displayed and must be visible while the automobile is parked on GS/OAS facilities.

(a) Location markings:

GENERAL SECRETARIAT BUILDING GREEN

MAIN BUILDING ORANGE

ADMINISTRATION BUILDING BLUE

(b) Special use of vehicles

CAR POOL PURPLE

SPECIAL PERMITS BROWN

2. Staff members using leased spaces will be provided with a monthly identification permit issued by the management of that garage and distributed by the Department of Material Resources. Such staff members will be subject to the rules and regulations of the particular garage in addition to GS/OAS parking rules.

3. Authorized staff members may park only one vehicle in GS/OAS space at any given time.

4. Parking attendants are authorized to request identification from drivers entering and leaving GS/OAS parking facilities. In the event that the driver is not a GS/OAS staff member or a member of a staff member's immediate family, the parking attendant may prevent the vehicle from entering or leaving, unless prior approval has been given by the Department of Material Resources and the attendant has been so notified by the Department.

G. PARKING FEES

Staff members, CPR's, and other independently contracted personnel who park in GS/OAS parking lots and leased facilities shall pay parking fees.

Parking fees shall be set by the Assistant Secretariat for Management based on recommendations submitted by the Parking Committee and the Department of Material Resources. The fees shall be established at a level sufficient to reimburse the General Secretariat for the cost incurred in maintaining and operating the GS/OAS parking facilities and the cost of subsidizing leased staff parking. The operating costs and the financial status of the parking account shall be reviewed periodically by the Parking Committee. The findings from these reviews shall be taken into account when adjusting the parking fees.

1. Monthly Fees

The scale of monthly parking fees shall be based on grade level and will be published by the Department of Material Resources at least once a year. Fees shall be charged in accordance with these scales. In the case of car pools, the fee shall be applicable to the staff member in the pool with the highest grade level. The parking fee will be deducted automatically from the participating staff member's monthly salary.

Independent contractors with parking privileges shall pay their parking fees monthly in advance.

2. Daily Permits

To accommodate the needs of staff members who do not park regularly, but occasionally require a space for a single day or other short-term use, permission to park may be obtained from the parking attendant. Payment stub shall be placed in the front windshield or on the dashboard, for the duration of the parking. Access will be authorized subject to space availability and on a first-come, first-served basis. GS/OAS retirees are eligible for such daily permits, and will be charged 50% of the daily-use permit fee.

3. Two-wheeled vehicles

Motor-driven two-wheeled vehicles will be permitted to park in designated areas at 50% of the established rates for automobiles.

4. Grace Period

Upon separation from the General Secretariat, staff members may be allowed to continue to use their parking facilities until the end of the month following the month of separation. The fee for this period must be paid in advance.

H. VIOLATIONS

1. The parking violations listed below may result in warnings, the imposition of fines, towing, and the suspension or revocation of parking privileges:

a. Refusal to comply with legitimate instructions of a parking attendant.

b. Improper and unsafe operation of a motor vehicle.

c. Use of parking facilities without regard to assignment rules.

d. Misrepresentation of a car pool.

e. Misrepresentation of a medical condition.

f. Parking more than one vehicle at a time.

g. Unauthorized parking in front of the Main Building, in designated fire exits, or in reserved spaces in the GSB.

h. Unauthorized movement of vehicles belonging to others.

i. Parking at or blocking loading docks.

j. Parking in other than designated spaces.

k. Blocking other vehicles without leaving the keys in the vehicle.

l. Driving at a speed exceeding 5 mph.

m. Driving without headlights on in the GSB garage.

n. Failure to display valid parking permit for building where parked.

o. Failure to pay a fine.

p. Insulting, threatening, or otherwise mistreating a parking attendant.

q. Lending a parking permit without previous written authorization from the Parking committee.

r. Subletting a parking space.

s. Leaving a vehicle overnight without proper notification and authorization.

t. Failure to update application for parking information.

u. Failure to report changes in car pool composition.

v. Entering or leaving the GSB parking garage by walking on the entrance ramp.

2. The responsibility to comply with all parking regulations lies with the individual.

3. The Parking Committee will establish a set of guidelines for a system of demerits to be used when issuing warnings, imposing fines, towing, and suspending or revoking of parking privileges. The Assistant Secretary for Management will review the recommendations of the Parking Committee and will make the final determination on the appropriateness of the guidelines and of all penalties assessed for violations. The guidelines shall be published by the Department of Material Resources.

4. Violations will be documented by means of tickets issued by the parking attendants or duly authorized representatives of the Department of Material Resources.

5. The Department of Material Resources will notify violators of demerit points accumulated for violations and the corresponding warning or penalty when appropriate. A copy of this notification will be forwarded to the Parking Committee.

6. Anyone using parking facilities provided by the GS/OAS in a manner inconsistent with these parking rules and regulations will be given a warning parking ticket (except for towing that may be required immediately). The second violation will result in the imposition of a fine (which will be deducted from the violator's pay) and may result in the suspension or revocation of parking privileges, depending upon the nature of the violation.

7. Except in exceptional circumstances, the imposition of a fine, a suspension, or a revocation will be effective 15 days after the date of the ticket.

8. Appeals to the Parking Committee must be received by the Director of the Department of Material Resources within 10 days of the notification of any violation or imposition of penalty. The Parking Committee will review the case within two weeks, if possible, including any written submission from the person concerned, who will be invited to present his/her side of the case. The Committee will then make a determination, which shall be final.

9. The Parking Committee will periodically review the ticketing and fine system and make recommendations to the Director of the Department of Material Resources.

10. Fine amounts are listed in Appendix 1, and may be modified by the Assistant Secretary for Management upon the recommendation of the Parking Committee.

I. DISCLAIMER OF LIABILITY

The GS/OAS disclaims any liability for loss or damage to property arising out of parking on its premises, except when such loss or damage is caused by the parking attendants or persons assigned to work on behalf of the GS/OAS in its parking facilities.

J. CLAIMS

1. The Parking Committee will review and recommend action on claims for damage caused to vehicles while parked on GS/OAS premises, other than those caused by parking attendants.

2. The Department of Material Resources will review and recommend action on claims for damage caused by parking attendants or persons assigned to work in GS/OAS parking facilities on behalf of the GS/OAS.

3. Loss or damage must be reported immediately to the parking attendant or guard on duty, and at the earliest possible opportunity, claimants must complete the claim form available from the parking attendant and/or guard on duty, or from the Department of Material Resources.

4. In no case will the Parking Committee consider claims for damage if the claim form has not been completed or if the vehicle has been moved before the damage is reported to the parking attendant or guard on duty. Claims will be adjudicated within 10 working days from the time they are presented.

K. INSURANCE

All vehicles using GS/OAS parking facilities must be covered by personal liability and property-damage insurance to the satisfaction of the authority with which the vehicle is registered. A copy of the insurance policy shall be presented to the Department of Material Resources whenever requested.

L. HOURS OF OPERATION

The normal operating hours of the GS/OAS parking facilities are as follows: General Secretariat Building, 7:00 a.m. to 6:30 p.m. Monday through Friday; Main and Administration Buildings, 8:00 a.m. to 6:30 p.m. Monday through Friday; during which times an attendant shall be on duty. Vehicles may not be parked during periods when the parking facilities are unattended unless the owner is physically present in the building, in, which case access to the parking area will be given either by the guard on duty or by the use of the GS/OAS proximity card. Overnight parking is not permitted unless previously authorized by the Department of Material Resources.

M. PARKING OFF OF GS/OAS PREMISES

Rules and regulations governing the premises of commercial parking contractors will supersede these regulations wherever applicable. The General Secretariat will in all cases attempt to secure parking arrangements similar to those on GS/OAS premises.

N. SPACE UTILIZATION

1. To achieve maximum utilization of the available space, the number of assignments at each location on GS/OAS premises may exceed the number of parking spaces by 10%, on the premise that at any given time a number of staff members are away on annual, sick, or official leave.

2. Spaces in all GS/OAS parking facilities are available on a first-come first-served basis.

O. TERMINATION OF PARKING PRIVILEGES

1. Acceptance of parking shall constitute a monthly contract between the authorized user and the GS/OAS and may be terminated by the GS/OAS pursuant to 30 days' notice in writing to that person stating the reasons why the privilege is being withdrawn. The authorized user may terminate the parking contract pursuant to 30 days' written notice to the Department of Material Resources. Authorized users who cancel their parking contract and subsequently apply for readmission will be treated as new applicants.

2. If a member of a car pool withdraws, and the car pool then fails to meet the definition given in section D, the car pool will be dissolved. The cancellation of parking privileges shall take effect 60 days after notice of the withdrawal.

P. UNSAFE AND OVER-SIZED VEHICLES

Any vehicle not in compliance with the regulations of the jurisdiction in which it is registered shall be considered unsafe and will not be allowed in GS/OAS parking facilities. Oversized vehicles will not be permitted to park in GS/OAS parking facilities unless special prior permission is obtained from the Parking Committee.

Q. MISCELLANEOUS PROVISIONS

1. Exemptions to these regulations shall be considered and pronounced upon by the Parking Committee, before final approval by the Assistant Secretary for Management.

2. Since parking is a privilege and not a right, withdrawal of parking privileges or sanctions imposed by the Parking Committee under these regulations shall not be considered to be administrative measures affecting the interests of staff members, and therefore shall not give rise to proceedings under Chapter XII of the Staff Rules.

3. The Parking Committee shall interpret these regulations and shall establish implementing procedures as necessary from time to time.

4. Amendments to these regulations shall be approved by the Assistant Secretary for Management and published as an Administrative Memorandum.

APPENDIX I

PARKING FINES

The fines listed below may be modified in accordance with section "H", paragraph 10, of Administrative Memorandum No. 83.

a) Refusal to comply with legitimate instructions of a parking attendant. S1

b) Improper and unsafe operation of a motor vehicle. $20.00

c) Use of parking facilities without regard to assignment rules. S1

d) Misrepresentation of a car pool. R2

e) Misrepresentation of a medical condition. R2

f) Parking more than one vehicle at a time. $20.00

g) Unauthorized parking in front of the Main Building, in designated fire exits, or in reserved spaces
in the GSB. $20.00

h) Unauthorized movement of vehicles belonging to others. $20.00

i) Parking at or blocking loading docks. $20.00

j) Parking in other than designated spaces. $20.00

k) Blocking other vehicles without leaving the keys in the vehicle. $40.00

l) Driving at a speed exceeding 5 mph. $20.00

m) Driving without headlights on in the GSB garage. $10.00

n) Failure to display valid parking permit for building where parked. $10.00

o) Failure to pay a fine. D3

p) Insulting, threatening, or otherwise mistreating a parking attendant. S1

q) Lending a parking permit without previous written authorization from the Parking. S1

r) Subletting a parking space. R2

s) Leaving a vehicle overnight without proper notification and authorization. $10.00

t) Failure to update application for parking information. $10.00

u) Failure to report changes in car pool composition. $20.00

v) Entering or leaving the GSB parking garage by walking on the entrance ramp. $10.00

______________

S1 = Suspension of parking privilege

R2 = Revocation of parking privilege and notification in writing to the Department of Human Resources

D3 = Double the fine

Issued December 16, 1997

 

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