POLICIES
LOCAL 056
GENERAL SUPPORT SERVICES- NORTH
ALBERTAUNION OF PROVINCIAL EMPLOYEES
INDEX
Policy #SubjectDate Reviewed / Revised Page
1Creating/Dissolving/AmendingFebruary 21, 2003 1
1.1Creating Policy 1
1.2 Dissolving / Amending PoliciesNovember 10,2011 1
1.3Policy Review 2
1.4Policy Committee 2 1.5 Distributions of Policies 2
2Council MeetingsDecember 5, 2008 2
2.1Location 2
2.2Attendance 2
2.3Alternates 3
2.4Removal from Council 3
2.5Minutes DistributionNovember 10,2011 3
3`CommitteesDecember 5, 2008 3
3.1Committees 3
4Convention/School DelegatesDecember 5, 2008 4
4.1Attendance 4
4.2Convention Caucus 4
4.3Accommodations 4
4.4Delegates 4
4.5Observers 4
4.6Convention Committees 4
4.7Hospitality Room 5
4.8Life Members 5
Local 056 Policy Guidelines i September 19, 2014
Policy #SubjectDate Reviewed/ Revised Page
5Written Reports/ Verbal ReportsFebruary 21, 2003 5
5.1 Written / Verbal reports 5
6Strike Pay 5
6.1 Strike PayFebruary 21, 2003 5
7FinancialDecember 5,2008 5
7.1Deposits 5
7.2Signatories 6
7.3Bonding 6
7.4Donations 6
7.5Grants-In-Aid 6
7.6Financial and Accounting Records 6
7.7Finance Committee 7
7.8Annual Review November 10,2011 7
7.9Fiscal Year 7
7.10Financial Reports 7
7.11Budget 7
7.12 Expense Claims 8
7.13Travel and Subsistence ClaimsSeptember 23, 2005 8
7.14Reimbursement of Salaries 8
7.15Accommodations September 19,2014 8
7.16Meal Allowances While Traveling on Union Business 9
7.17Authorized Travel Expenses 9
7.18Child Care / Elder Care December 5, 2008 10
7.19Extraordinary Expenses 10
7.20Personal Effects 10
7.21Expense Cheques 10
7.22Advancement of Money 10
7.23Expenditures 11
7.24Postage 11
7.25Stationary and Supplies 11
7.26Local 056 Property (Computers, Cells Phones, etc.) 11
7.27Chapter AGM. 11
8GuestsFebruary 21, 2003
8.1 Guests to Council Meetings 12
Local 056 Policy Guidelinesii September 19, 2014
9Component(s) / Component OfficersNovember 10, 2011 12
9.1Component(s)November 10,2011 12
9.2Component Officers November 10,2011 12
STATEMENT OF EQUALITY
AUPE is committed that our functions will be protective of individuals’ rights to contribute. Participants are expected to challenge and debate issues and not individuals. Participants shall engage in behaviors that are respectful of others race, gender, sexuality, and ethnicity or occupation.
Behaviors that undermine participation such as harassment, racism, sexism, rude or crude remarks, take away from the rights of individuals to play a part in AUPE activities.
We encourage members to call each other “brother” and “sister”. In doing so we promote our own solidarity and equality.
If you feel your rights are being violated, please deal with it, or talk to one of the staff or officers to assist you in dealing with your concerns.
Local 056 Policy Guidelinesiii September 19, 2014
Appendix P.E. Policies that are reflected in Local 056 Policies are attached:
2-12Observer / Guest Attendance
2-20Hotel Accommodation
2-21Policy on Member’s Attendance at Convention
3-9.1Policy on AUPE Education Sponsored Courses / Schools/ Conferences
5-5Bonds and Securities
5-9Disposals of Financial Records
5-11Component Annual Audits
5-14Travel Advances
5-17Reimbursement for Transportation Expenses
5-18Policy on Hotel Accommodation
5-19Meal Allowance
5-20Reimbursement of Child Care Expenses
5-21Incidental Expenses
5-22Extraordinary Expenses
5-23Personal Effects/ Expenses
5-28Contributions (Donations) to Organizations
5-34Elder Care Policy
7-2Policy on Life Member Attendance at Convention
20-1Pg. 8 Strike/ Lockout Pay
Local 056 Policy Guidelinesiv September 19, 2014
POLICIES
LOCAL 056
GENERAL SUPPORT SERVICES- NORTH
ALBERTAUNION OF PROVINCIAL EMPLOYEES
PREAMBLE
AUPE Constitution (2002) – Article 22.07
“The Local Council shall formulate policy for the guidance of the members of the Local and shall exercise executive and administrative control over the affairs of the Local”
In response to the above Constitutional Article, Local 056 Council Policy and Finance Committee will bring forth policies and procedures on issues, concerns, and motions directly relating to Local 056. All policies developed for Local 056 must be forwarded to Council when creating, dissolving or amending policies and must be done so in accordance with Policy 1.
POLICY 1:CREATING/ DISSOLVING / AMENDING DATE REVISED
February 21, 2003
1.1Creating Policy
1.1.1New policies must be tabled at a Council Meeting then referred to the Policy and Procedure Committee
1.1.2The Policy and Procedure Committee will be responsible for the format and publishing of the adopted policy.
1.1.3All policies must be adopted at Council by majority vote of those in attendance.
1.1.4If policy exists in the Provincial Policies, a referral to that policy will be included in the Local 056 Policy as per appendix.
1.2Dissolving / Amending Policies
1.2.1Any motion to amend and / or dissolve a policy of Local 056 will be tabled at a meeting at which it is raised. It will be placed on the agenda for the next scheduled Council Meeting at which time it will be debated. The motion to amend or dissolve the policy will then be decided by majority vote of those in attendance.
Local 056 Policy Guidelines1 September 19, 2014
Policy 1:CREATING/ DISSOLVING/ AMENDING (con’t)
1.3Policy Review
1.3.1Policies will be reviewed by the Policy and Procedure Committee on a yearly basis to ensure that they are constitutional correct.
1.4Policy and Procedure Committee
1.4.1The Policy and Procedure Committee will be the Elected Executive and the Finance Committee.
1.5Distribution of Policies
Local 056 Policies will be distributed to the following:
- Local 056 Council Representatives
- Local 056 Chapter Chairs and Secretaries
- AUPE Staff Representatives / Member Services Officer
- AUPE Headquarters
POLICY 2:COUNCIL MEETINGSDATE REVISED December 5, 2008
2.1Location
2.1.1Council meetings will be held at Edmonton Headquarters, unless otherwise decided by the Local 056 Executive.
2.2Attendance
2.2.1Council Representatives are expected to attend all Council Meetings. In the event of absence, it is the individual Council Represent Responsibility to notify the Chair and / or any other executive member of the Council.
2.2.2When two (2) meetings have been missed by the Council Representative and no notice has been given, the Secretary of the Local will write a letter to the Representative. He/ She will inform the Representative that should the next meeting be missed without notice; the Representative will have vacated their Council seat.
2.2.3Council Representatives are expected to remain for the duration of the regular or special meeting called by Local 056 with the exception of extenuating circumstances.
2.2.4That the first General Meeting following the Annual General Meeting ( Usually September) of the Local in election years, the incoming Chapter Chairs and Council Rep Alternates may be invited to attend, to familiarize themselves with the members of Local Council, its functions, committees and roles.
Local 056 Policy Guidelines2 September 19, 2014
POLICY 2:COUNCIL MEETINGS (continued)
2.3Alternates
2.3.1It is the responsibility of the Council Representative to contact their Alternate to replace the Representative when expected to be absent. Notice of at least forty- eight (48) hours if possible so schedule changes can be done.
2.3.2The Council Representative or Alternate is responsible to contact the Regional office assigned to Local 056 Council to request a time off form for the meeting, including travel time of required.
2.4 Removal from Council
2.4.1When a Council Representative has missed three (3) consecutive meetings and has failed to notify the Chair and / or any other executive member of the Local of intended absences, the Representative will be considered to have vacated her/ his seat on Council.
2.4.2In the event that a Council seat has been vacated, the Secretary of the Local Council will notify, in writing, the Chair of the respective Chapter which seat has been vacated. The Chapter Chair will notify the Council of the new Representative and her/ his Alternate.
2.5 Minutes Distribution
2.5.1The Secretary of the Local Council will have available will distribute the minutes of Council Meetings to all Council Representatives and all Chapter Chairs within two (2) weeks of the date of meeting.
2.5.2A copy will also be sent to Headquarters, and the Union Representative or Member Services Officer who attends meetings.
POLICY 3:COMMITTEESDATE REVISED December 5, 2008
3.1COMMITTEES
3.1.1Committees must meet within thirty (30) days from the date at which they where created.
3.1.2The committee will submit a report to the Council at the following meeting.
3.1.3A date for the Committee to have there first meeting must be decided before proceeding with any further Local business at the meeting at which the Committee was formed.
3.1.4Funding for committees will be dealt with under normal procedures as established by the Finance Committee, except as directed by Council.
3.1.5The Chair will be on all committees established for Local 056 according to Constitution, Article 18.01(a)
Local 056 Policy Guidelines3 September 19, 2014
POLICY 4:CONVENTION/SCHOOL DELEGATESDATE REVISED
December 5, 2008
4.1Attendance
4.1.1It is the responsibility of Delegates to attend all Convention business. Any forthcoming corrective action because of non- attendance will be the responsibility of the Local.
(PE Policy 2-21- see appendix)
4.1.2In the case where corrective action is taken against a Local member, the member involved will not be allowed to attend Convention / School at Local Expense.
4.2Convention Caucus
4.2.1There will be at least one Local 056 caucus meeting at the AUPE Convention called by the Local Chair.
4.2.2All Delegates and Observers are expected to attend this meeting so all delegates can be introduced to each other.
4.3Accommodations
4.3.1Accommodations will be billed in accordance with Policy 7.15
4.3.2Incidentals are not to be included in the room charges unless it is related to Local 056 business.
4.4Delegates
4.4.1Local 056 Delegates to Convention and schools must meet required criteria.
4.4.2Delegates / Observers for Convention who live within fifty (50) km. shall have accommodations paid for by the Local. (PE Policy 2-20 – see appendix)
4.5Observers
4.5.1Local 056 will sponsor Observers at AUPE Convention. At least one Observer will be the Local 056 Chair or Delegate unless otherwise attending. Up to three (3) Observers are allowed to attend. (PE Policy 2-12- see appendix)
4.6Convention Committees
4.6.1Chapters are encouraged to have at least three (3) Alternates nominated for Convention so the Local has members to fill the allotted seats allowed for Local 056.
4.6.2All Local 056 Alternates who are unable to come to Convention due to restriction of numbers are encouraged to apply in writing to the President of AUPE to sit on a Convention Committee
Local 056 Policy Guidelines4 September 19, 2014
POLICY 4:CONVENTION/SCHOOL DELEGATES (continued)
4.7Hospitality Room
4.7.1The Local 056 Executive can approve up to one thousand dollars ($ 1,000.00) for the support of a Hospitality Room. This may be done with other Locals, pending availability of Local 056 funds.
4.8Life Members
4.8.1Local 056 will pay for Local 056 Life Members (who are in good standing) for the costs up to a maximum of five hundred dollars ($500.00) for meals, and accommodations, which Headquarters does not cover for Convention. (PE Policy 7-2- see appendix)
POLICY 5: WRITTEN REPORT / VERBAL REPORTSDATE REVISED
February 21, 2003
5.1Written / Verbal Reports
5.1.1Any Local member / Executive attending any event at Local Expenses must submit a written and present a verbal report at the next Local Council meeting following the event.
POLICY 6:STRIKE PAYDATE REVISED
February 21, 2003
6.1.1Pending availability of funds, strike pay will be paid at the rate of twenty-five dollars ($25.00) per day, commencing with the first day of the strike.
6.1.2Strike pay referred to in above 6.1.1 will only be paid after a member completes a minimum of four (4) hours of picket duty.
6.1.3Monies are in addition to the PE Policies and Procedures Policy 20-1 Pg.8 (see appendix)
POLICY 7:FINANCIALDATE REVISED
December 5 2008
Note:All references to the Chair, Vice- Chair, Treasurer, Secretary, Finance Committee,
Executive Committee, Entertainment Committee or Council refers specifically to Local 056 unless otherwise indicated.
7.1 Deposits
7.1.1All Local funds shall, be deposited within thirty (30) days of receipt, to the credit of Local 056 into an approved financial institution in the Province of Alberta. The Local Council shall decide approval of the financial institution.
7.1.2A yearly review of the type of chequing accounts, savings accounts, term deposits, etc., shall be decided by the finance Committee and any changes to such shall be brought forward and approved by Local Council
Local 056 Policy Guidelines5 September 19, 2014
POLICY 7:FINANCIAL (continued)
7.2 Signatories
7.2.1All funds of the Local shall be disbursed by cheque or other bill of exchange. All cheques and Bills of Exchange drawn on the account of the Local will be maintained by the treasurer, and besigned and counter signed by any two (2) of the aforementioned Executive members. The Chair, Vice- Chair, Provincial.Executive Representative, Treasurer, and Secretary.
7.2.2All savings accounts shall also have the, Chair, the Vice-Chair, Provincial. Executive Representative, Secretary, and Treasurer as signatories. Funds from these accounts shall only be removed by a transfer to another Local 056 savings or chequing account with the recommendation of the Local Finance Committee. Such changes must have prior approval by Local Council.
7.3 Bonding
7.3.1The Treasurer or Secretary- Treasurer of the Local and of the Chapters shall be bonded in accordance with policy as adopted by the Provincial Executive (PE Policy5-5- see appendix)
7.4Donations
7.4.1All requests for aid from organizations and / or individuals, including those not identified, as being related to the Labour movement in anyway, shall be presented to the Council for approval. In the event a request is made between Council meetings, the Executive will have Council’s approval to donate up to one thousand dollars ($1,000.00).
Anything exceeding this amount must have Council’s approval by means of a telephone roll- call vote. (PE Policy 5-28- see appendix)
7.5Grants-In -Aid
7.5.1The Treasurer / Chair shall act as trustees for all funds of the Local and of all other assets of the Local. He/ She shall administer them in accordance with the direction of the Local Council and be responsible for all accounting and financial records of the Local.
7.6 Financial and Accounting Records
7.6.1The Treasurer / Chair shall act as trustees for all founds of the Local and of all other assets of the Local. He / She shall administer them in accordance with the direction of the Local Council and be responsible for all accounting and financial records of the Local.
7.6.2All financial records requiring disposal are to be submitted to headquarters on an annual basis for ultimate disposal as appropriate as per PE Policy 5-9 (see appendix)
Local 056 Policy Guidelines6 September 19, 2014
POLICY 7:FINANCIAL (continued)
7.7 Finance Committee
7.7.1The Finance Committee shall be chaired by the Treasurer. The members of the Committee may be appointed by the Local Treasurer and / or elected by Local Council. The Committee shall consist of not less then three (3) Council members up to a maximum of five (5) Council members.
7.7.2Quorum for any such meeting shall be three (3).
7.8 Annual Review
7.8.1When the Treasurer is advised by the Union Headquarters of the annual review for the local books, s/he or his/her designee shall ensure delivery of the requested information as expeditiously as possible (PE Policy 5-11 – see appendix)
7.8.2The Treasurer will advise the Local Council when the audit is complete.
7.9 Fiscal Year
7.9.1The fiscal year shall end on the last day of June of each year.
7.10 Financial Reports
7.10.1A financial report shall be presented by the treasurer or her/ his designated at all regularly scheduled Council Meetings.
7.11Budget
7.11.1The finance Committee shall prepare an annual budget for presentation and adoption at the annual meeting of the Local. This adopted budget may be revised at any time before the last day of October, with Council’s agreement. The original adopted budget shall be promptly forwarded to the Executive Secretary –Treasurer of the Union no later them August 1st .Any revisions shall also be promptly forwarded after acceptance by Council.
7.11.2A chapter budget shall be approved at the Annual General Meeting of the Chapter and will be forwarded to the Finance Committee of the Local for approval. Chapters may have an account, which may have a balance of $999.00 to conduct Chapter business.Chapters must include copies of receipts with the reimbursement of float requisition. Submit to the Local Treasurer by April 30. These funds are for union business (i.e. meeting rooms, refreshments, stationary, etc.)
Local 056 Policy Guidelines7September 19, 2014
POLICY 7:FINANCIAL (continued)
7.12Expense Claims
7.12.1The expense claim form shall bear the claimant’s signature and be accompanied by original receipts and vouchers. Claims shall contain all substantiating information including the AUPE membership number with dates, details of expenses incurred, etc
7.12.2All expense claims submitted directly to the Local Treasurer on the appropriate expense claim forms provided.
7.12.3All expense claims shall be submitted to the Local Treasurer within thirty (30) days of the expense being incurred.
7.13Travel and Subsistence Claims
7.13.1The Local shall be responsible for all travel and subsistence claims for any member going to a Convention, Seminar or other meeting approved by Council. The only exception to this is the AUPE Annual Convention.
7.13.2Where prior approval of the Local Council is not possible, approval shall be obtained from the Local Chair/ Finance Committee and ratified by Local Council at the next regular meeting.
7.13.3All expenses will be reimbursed with the AUPE Provincial Policies and Procedures
5-17, 5-18, and 5-19 (see appendix)
7.14Reimbursement of Salaries
7.14.1A member who is on authorized absence in order to carry out Local business shall have her/ his salary reimbursed in accordance with the applicable Collective Agreement,and through normal Headquarters Process.
7.15Accommodations
7.15.1All members may have single accommodations ‘where possible’for all Union Business. If Headquarters is booking the rooms for shared accommodations, indicate that the Local 056 will pay the difference( PE Policy 3-9-1- see appendix)
7.15.2The Local will not pay for accommodations for members who are within fifty (50) km for convention and negotiations purposes.
7.15.3Direct billing of accommodations shall only be allowed when the Chair has made special arrangements with the hotel before the event.
Local 056 Policy Guidelines8 September 19, 2014
POLICY 7:FINANCIAL (continued)
7.15.4All other accommodation expenses will be paid by the member and claimed on the appropriate expense form. If this causes hardship, members should apply for a travel advance. (Local 056 Policy 7.22.1 or PE Policy 5-14- see appendix)
7.15.5Members are encouraged to stay in hotels/ motels recommended by the Union.
7.15.6 Local 056 Council members who have traveled more then two (2) hours, and who so have request, will be allotted one (1) extra night accommodations. E.G. Due to inclement weather, winter driving, fog, rain, meeting goes later then 4:30 pm etc. When attending the AUPE functions in accordance with the AUPE Policy and Procedure Manual.
7.15.7Local 056 will reimburse council members who reside further than fifty (50) km form the meeting location and are attending any council meetings up to one hundred fifty dollars ($150.00) per night.
Note: Annual Convention and negotiation expenses are reimbursed by the AUPE Headquarters and as such may fall under different guidelines. Please check with Headquarters if you have any questions.
7.16Meal Allowances While Traveling On Union Business
7.16.1Where a member / representative is away from her / his home location, she /he is entitled to reimbursement for the cost incurred for meals, as per current member expense claim regulations.
7.16.2Meals / expenses are not to be claimed in those cases where the meal is already provided at Union expense or when the member / representative is in her / his home location except under special circumstances, which must be fully explained and approved by the Local Chair or Finance Committee.
7.17Authorized Travel Expenses
7.17.1All travel on Union business that is reimbursed by the Local shall be authorized by the Treasurer or Finance Committee. Expenses for unauthorized travel and / or stopovers shall not be reimbursed unless approved by the Chair or Finance Committee.