POLICIES
ALBERTA UNION OF PROVINCIAL EMPLOYEES
LOCAL 006
TABLE OF CONTENTS:
PREAMBLE: 1-3
POLICY 1: CREATING/DISSOLVING/AMENDING 1-4
MOTIONS AT COUNCIL 1-4
POLICY 2: COUNCIL MEETINGS 2-5
REMOVAL FROM COUNCIL 2-6
EXPENSES 2-7
LOCAL PROPERTY 2-8
CHAPTER REPORTS 2-9
MINUTES DISTRIBUTION 2-10
POLICY 3: COMMITTEES 3-11
POLICY 4: CONVENTIONS, SCHOOLS, ETC. 4-12
ATTENDANCE 4-13
HOSPITALITY SUITE 4-14
CAUCUS MEETINGS 4-15
SCHOOLS ETC. 4-16
POLICY 5: FINANCIAL 5-17
FINANCES 5-17
DONATIONS 5-19
POLICY 6: LOCAL LIFE MEMBERSHIP, GIFTS ETC 6-20
GRANTING OF LOCAL LIFE MEMBERSHIP 6-20
GIFTS 6-21
HONOURARIUM 6-22
POLICY 7: TIME OFF 7-23
POLICY 8: ARBITRATION 8-24
POLICY 9: FINANCES 9-25
POLICY 10: LOCAL 006 PUBLICATIONS 10-26
POLICY 11: BARGAINING 11-26
PREAMBLE:
Article 22.07 of the Constitution gives authority for the Local Councils to "...formulate policy..., ...and shall exercise executive and administrative control over the affairs of the Local."
The following are the official policies of Local 006. All local policies should be interpreted with the intent of the AUPE Constitution in mind.
POLICY 1: CREATING/DISSOLVING/AMENDING
Motions at Council
1.1. Motions are not policy and therefore will apply only to the current Council. Any motion presented that seeks to bind future Councils will be ruled out of order and then may be brought forward to Council as a proposed policy.
1.2. Motions at council shall be written by the mover and presented to the Secretary for inclusion in the minutes. All motions shall be written in the positive.
1.3. Motions may be adopted by Council as Policy, provided they are presented at a council meeting for information and then debated and voted on at the next Council meeting. All motions presented as policies must receive a 2/3rds majority of those present and voting in order to be accepted as policy.
1.4. Policies may be amended or deleted by Council provided that proposed amendments or deletions tabled and placed on the agenda for the next regular Council Meeting. Amendments and deletions must receive a 2/3rds vote at the next Council meeting.
1.5. Any policy that is ruled to violate any law, policies or the Constitution of AUPE shall be rendered null and void.
1.6. If a policy exists in Provincial Policies, a referral to that policy will be included as an appendix in the Local 006 Policies.
1.7. Policy Review - Policies will be reviewed by an Ad Hoc Committee of Council on a yearly basis to ensure they are constitutionally correct, and remain relevant. The Ad Hoc Policy Committee shall consist of a member of the Local Executive and two other members elected by council. Policy reviews shall normally occur following the annual convention
1.8. Distribution of Policies - Local 006 Policies will be distributed to:
1.8.1. Local 006 Council Representatives
1.8.2. Local 006 Chapter Chairs and Secretaries
1.8.3. AUPE Staff Representative/Membership Services Officer
1.8.4. AUPE Headquarters
POLICY 2: COUNCIL MEETINGS
2.1. That all Local 006 Council meetings will be held in Edmonton unless otherwise decided by Council.
2.2. Notices for Council meetings shall be sent out by Mail or E-Mail 14 days prior to the meeting.
2.3. Council representatives are expected to remain for the duration of the meeting, with the exception of extenuating circumstances to be communicated to the Chair.
2.4. Time off requests to attend council meetings or for other Council business shall be made to the Local Chair.
2.5. Lunch and beverages shall normally be provided at each meeting for members and pre-approved observers, and shall not be claimed by the member/observer.
2.6. Local 006 Members who wish to attend council meetings as an observer shall normally be allowed to attend provide that prior approval by the Local Executive is granted. The Local Executive shall consider the Local finances and space available. Reasonable expenses will be paid for pre-approved observers (not including time off costs), provided that the observer travels with the member from their chapter.
2.7. Council members unable to attend meetings shall arrange for an alternate as per the AUPE constitution.
2.8. When a Council member has failed to attend 3 consecutive meetings and has not provided proper reasons for their absence to the Local Chair, they will have been deemed to have vacated their position. If the council seat has been considered to have been vacated then the Local Secretary shall notify the members Chapter Chair that a vacancy exists and that an election must be held
Expenses
2.9. Council Representatives traveling more than 75 km's shall have accommodation paid for by the Local, provided that a receipt is provided and that accommodation is in mid priced facilities. A second night may be paid for provided that Council Finance Committee agrees. Any extra costs associated with having a relative or friend share these accommodations shall be paid for by the member.
2.10. Any Member who is required by the employer to use accrued overtime or vacation time to attend a Local activity shall have their pay reimbursed by the Local, provided that the member has filed and is pursuing a grievance.
Local Property
2.11. All Local Property, information, and equipment including such items as binders, computers, cell phones, office equipment etc..., will be turned over to the incoming member. Except that with Finance Committee recommendation and approval by Council the equipment may be purchased, by the member (leaving their position) who is using such equipment, for the current fair market value, or by taking over the leasing contract.
Chapter Reports
2.12. Council Representatives shall provide a report to each council meeting outlining activities and concerns of the Chapter.
Minutes Distribution
2.13. Minutes of the meetings shall be distributed within 30 days of the meeting. Where members have previously indicated a preference, these minutes may be distributed by personal e-mail.
POLICY 3: COMMITTEES
3.1. In addition to committees mandated by constitution or contract, Council may cause committees to be formed to deal with business relevant to the Council. Committees will be formed by the majority vote of council and will have a specific mandate and time frame for their business.
3.2. A member of the Council Executive will normally chair committees and members of committees will be elected or appointed by council from Council Members, or Members nominated by their Council Representative.
3.3. Council will set a date for the first meeting of committees at the meeting where the committee is formed.
3.4. Committees will report in writing to council regularly.
3.5. The Local Finance Committee will deal with funding for committees under normal financial procedures.
3.6. The Local Finance Policy Committee be established as a permanent standing committee of Local 006.
3.7. That the Local 006 Standing Policy Committee shall be expected to communicate at least twice a year in conjunction with Council meetings to specifically ensure that Local 006 Policy still accurately replects Local 006 needs, wishes and activities and does not contravene any policy of the AUPE constitution.
POLICY 4: CONVENTIONS, SCHOOLS, ETC.
4.1 The local's delegates to the AUPE convention shall be:
4.1.1 One credential to each chapter of less than one hundred members that has properly elected a delegate nominee, or alternate.
4.1.2 One credential to each Chapter of 100 to 300 members that has properly elected sufficient delegate nominees or alternates. These chapters shall share one additional delegate credential that shall be assigned based on Chapter designated numbers. In 2004, the Chapters affected were Chapters 3,5,6 and 8, so Chapter 8 had two delegates for 2004, Chapter 3 for 2005, etc....
4.1.3 The Local Chair shall be assigned a credential
4.1.4 That Local 006 Council assign delegates to Convention as per existing Local 006 Policy from Chapter 1 beginning in 2009 to serve as a starting point for subsequent rotations for assigning credentials to Conventions, schools, etc.
Attendance
4.2 Attendance at all convention functions at all times is mandatory unless permission has been granted by the Local or caucus chair. Delegates to Convention shall be informed of such by their Local Representative.
Hospitality Suite
4.3 Where Local finances permit, the Local may maintain a Hospitality Suite at each convention for Caucus Meetings and for the enjoyment of Local and other AUPE members.
4.4 The Hospitality Suite may be opened for Local 006 members only, each day one hour prior to the start of convention business with coffee, juice, and pastries provided, if they can be obtained at reasonable cost
4.5 Where Local finances permit, the Local shall provide refreshments for Local and AUPE members.
4.5.1 Each delegate and observer will sign up for a two-hour block to 'host' the hospitality suite with at least one other member or observer during the evening's 'open suite' hours. It is the responsibility of council representatives to inform all potential delegates that they may be required to 'host' the Local's hospitality suite. 'Open suite' hours shall normally be between 6:00 PM and midnight, with the suite being closed for all AUPE evening functions.
4.6 Where Local finances permit, the Local may provide alcoholic beverages for Local and AUPE members attending the hospitality suite. A decision to provide alcohol at a hospitality suite will be made by motion at a preceding council meeting and shall be limited by a budget set out by council at that time.
Caucus Meetings
4.7 Caucus meetings will be held the evening prior to convention and daily at the call of the Local Chair, or the caucus chair if the Local Chair is not present. All members are expected to attend unless the Local, or caucus Chair approves their absence. Caucus shall not impose on any form of caucus discipline to coerce the delegates to vote on any issue.
4.8 Members attending as observers may be asked to stay in the Hospitality Suite to reduce costs.
Schools Etc.
4.9 Delegates to Conventions and Schools are responsible to provide feedback to the Local. A joint report may be submitted if appropriate.
4.10 Delegates to conventions and schools are expected to attend the entire event with the exception of extenuating circumstances to be communicated to the Local Chair or event organizer.
4.11 There shall be at least one caucus meeting at conventions and schools where there are more than three members of the local attending.
4.12 The Local shall sponsor Observers at AUPE conventions, provided that the Local finances permit
POLICY 5: FINANCIAL
Finances
5.1 Local 006 shall elect a Finance Committee at each election AGM that will consist of the Local Treasurer and three members from Council who preferably do not hold executive positions on the Local.
5.1.1 The finance Committee shall meet at least once prior to each regular Council Meeting to:
A. Review the Local's books including a review of all cheques written since the last review. The Finance Committee will report any concerns to the Council.
B. Review and make recommendations to Council regarding proposed expenditures. Any member recommending action that carries a financial cost shall submit their proposal to the Local Treasurer in advance of the meeting for review by the Finance Committee.
5.1.2 The Finance Committee shall meet as needed during any Council meeting to review and make recommendation on any matter raised during a meeting that carries a financial cost.
5.2 All expenditures must follow AUPE's financial reimbursement Policies (current Personal expense forms), or be approved by the Finance Committee as per AUPE / Local policies or recommendations of Council.
5.3 All approval for time off for Chapter or Local business shall be authorized by the Local Chair or designate.
5.4 Appropriate receipts must accompany all expense claims.
5.4.1 Expense claim reimbursement cheques for Council meetings shall normally be sent by mail 2 days after the meeting.
5.4.2 Members requiring money prior to or on the day of the Council meeting shall submit a request (with projected costs) to the Local Treasurer 5 days prior to the meeting.
5.4.3 Members requiring an advance for expenses related to council meetings shall submit a written request to the Local Treasurer 14 days prior to the council meeting for processing.
5.5 The Treasurer and three voting members of the Local Executive shall have signing authority on all Local Accounts. Two signatures are required on any cheque.
5.6 Chapter AGM's costs are restricted to a maximum of $35.00 per member in attendance or who has RSVP'd their plans to attend the meeting. Travel expenses will be allowed where member's place of work is more than 70 kms from the meeting - members are expected to car-pool to reduce expenses. All other expenses must be pre-approved by the Local.
5.7 Where Local finances permit, Local Executive members may attend Chapter meetings where requested by the Chapter or the Local Executive.
5.8 That all non-emergent expenditure requests from Council be submitted 2 weeks in advance so that the Treasurer will have an opportunity to examine budgetary impacts and will consult with the Finance Committee.
Donations
5.9 If possible, all requests for aid from organizations and individuals shall be presented to Council for approval.
5.9.1 A Maximum of $500.00 of Local funds will be made available for donations at convention to be decided on by Local 006 delegates attending that years' convention.
5.9.2 A maximum of $250.00 of Local funds may be made available for donations at schools and other labour organized events where Local 006 members are in attendance. Such donations must be approved by the Local Chair and/or Treasurer.
5.10 In the event of an emergency request for financial aid of amounts greater than $500., a simple majority of Local 006 executive and/or a simple majority of Local 006 Finance Committee may approve donations. Any donation exceeding $500.00, but no greater than the maximum election contribution limits as defined by Elections Alberta, may proceed by a telephone roll call of Local 006 council members or their alternates OR any other means possible that maximizes council member participation.
5.10.1 The Local 006 Chair or acting Local 006 Chair shall ensure that any method of voting other than face to face voting for contributions greater than $500.00 shall ensure that all members of Local 006 Council or their alternates have a minimum of two weeks notice of all the important details and voting instructions prior to vote taking place.
POLICY 6: LOCAL LIFE MEMBERSHIP, GIFTS ETC
Granting of Local Life Membership
6.1 The Local may grant Local Life Membership status to members who Have provided exemplary service to the Local and do not qualify for AUPE Life Membership. Local Life Membership is an honorary title, and provides no status other than being entitled to attend Council meetings. To qualify, a member must:
6.1.1 Have retired or otherwise no longer being employed in a status that allows membership in Local 006
6.1.2 All members who have been granted AUPE life membership will also be granted Local Life Membership.
Gifts
6.2 The Local Council may acknowledge the work of Council members who have served them through a gift.
6.3 A member may receive both a gift and Local Life Membership
Honourarium
6.4 Local 006 does not currently pay an honorarium to Council members or Executive Members
POLICY 7: TIME OFF
Policy on Time off for Executive Members
7.1 Local 006 recognizes that Executive members and other members may require time off in order to complete work required for the Local in excess of time required to complete normal Council Representative duties outside of regular council meetings. As a result, the Local Executive may from time to time authorize time off to complete specific duties required of the Executive member. All such time off will be reported by the Executive member in their written report to council. Generally, it is accepted that members be granted time off as follows (this is not a comprehensive list, but is reflective of past practice and previous motions):
- One day per week for the Chair to deal with Local business.
- For all Executive to attend Executive meetings called from time to time
- For the Editorial Board to write the News at Six or other communications when this needs to be completed in a timely fashion.
- Time for Executive or other Members to take care of business arising from Council Meetings or other similar business.
- For the Executive to attend Chapter meetings as required.
- One day following each Council meeting for the Treasurer and Secretary to complete minutes and financial records.
- For Chapter Executive Member(s) (with permission of the Local Chair) to organize their Chapter.
POLICY 8: ARBITRATION
Policy on Interest Arbitration
8.1 Local 006 has found that the current process for interest arbitration is unreasonable in that the legislation favours the employer's position. Local 006 will voluntarily participate only when the legislation regarding the interest arbitration process changes so the process is seen as being fair and or neutral. Local 006 may boycott interest arbitration if the employer forces arbitration.
POLICY 9: FINANCES
9.1 The Chair will advise the Local Treasurer of all approved time off. The Local Treasurer will track this time off to ensure appropriate tracking of time off.
POLICY 10: Local 006 Publications
10.1 The Local believes in ensuring that all members are educated and informed of issues relating to their employment. Various means of communication are effective, but none of these should take away from the duty of Local Council Representatives to provide information to Chapter members through meetings, etc.
10.2 The 'official' communication vehicles will be the Local 006 website and the "News at Six". In order to facilitate communication the Local Council shall elect an "Editorial Board".
10.2.1 That a committee of Council (minimum 3 members) be elected to act as the editorial and production board of the 'News at Six' and that this board also be given the mandate to produce other communication vehicles. This committee shall be known as the Editorial Board.
10.2.2 All members of Local 006 may submit articles, and other individuals or groups may submit articles, but the control over what is included in each publication rests with the Editorial Board.
10.2.3 Each committee that reports to this council shall forward articles to the Editorial Board and/or Webmaster on a regular basis.
POLICY 11: BARGAINING (NEW)
11. 1 That the Local 006 Chair or their designate make every reasonable attempt to consult with their bargaining committee members and, if possible, a general assembly of all Local 006 Council members prior to voting on any decision that would have financial repercussions for Local 006 members.
