HOME PAGE  

UNION OF TAXATION EMPLOYEES

LOCAL 20029

PUBLIC SERVICE ALLIANCE OF CANADA

BYLAWS & REGULATIONS

 

As amended March 4, 1993

As amended February 3, 2000

As amended February 6, 2002

As amended February 6, 2003

As amended February 10, 2004

As amended February 17, 2005

As amended February 8, 2006

As amended February 6, 2007

As amended February 7, 2008

As amended February 18, 2009

As amended April 15, 2010

As amended February 3, 2011

As amended February 9, 2012

As amended February 7, 2013

As amended February 20, 2014

 

 

 

 


Table of Contents

BYLAWS. 2

BYLAW 1     NAME.. 2

BYLAW 2     PURPOSE.. 2

Section 1. 2

Section 2. 2

Section 3. 2

BYLAW 3     MEMBERSHIP. 2

Section 1. 2

Section 2. 2

Section 3. 2

BYLAW 4     CONDITIONS OF MEMBERSHIP. 2

BYLAW 5     MEMBERSHIP DUES. 2

Section 1. 2

Section 2. 2

BYLAW 6     ADMINISTRATION.. 2

Section 1. 2

Section 2        Executive Committee. 2

Section 3        Local Executive. 2

Section 4        Committees. 2

Section 5        Stewards. 2

BYLAW 7     ROLES OF THE LOCAL EXECUTIVE.. 2

Section 1        President 2

Section 2        Vice President (VP) 2

Section 3        Recording Secretary. 2

Section 4        Finance Officer 2

Section 5        Officers. 2

Section 6        Equal Opportunity Representative (EO Rep) 2

Section 7        Term Representative. 2

Section 8. 2

BYLAW 8     ELECTION OF THE LOCAL EXECUTIVE.. 2

Section 1. 2

Section 2. 2

Section 3. 2

BYLAW 9     DISCIPLINE.. 2

Section 1. 2

BYLAW 10       CONTROL OF FUNDS. 2

Section 1. 2

Section 2. 2

BYLAW 11       FISCAL YEAR.. 2

BYLAW 12       AUDITORS. 2

Section 1. 2

BYLAW 13       DELEGATES and observers to NATIONAL and regional CONVENTIONS AND CONFERENCES. 2

Section 1. 2

Section 2. 2

Section 3. 2

BYLAW 14       MEETINGS. 2

Section 1. 2

Section 2. 2

BYLAW 15       QUORUM... 2

Section 1. 2

BYLAW 16       AMENDMENTS. 2

Section 1. 2

BYLAW 17       DISSOLUTION.. 2

Section 1. 2

BYLAW 18       EXPENSES OF REPRESENTATIVES. 2

Section 1. 2

Section 2. 2

BYLAW 19       GENERAL PROVISIONS. 2

Section 1. 2

Section 2. 2

Section 3. 2

REGULATIONS. 2

REGULATION 1    FAMILY CARE EXPENSES. 2

REGULATION 2    WORKSITES. 2

REGULATION 3    DUTIES OF OFFICERS. 2

REGULATION 4    EDUCATION.. 2

REGULATION 5    DUTIES OF THE STEWARDS. 2

REGULATION 6    ELECTION AND DUTIES OF CHIEF STEWARD.. 2

REGULATION 7    REQUIREMENT TO ATTEND CONVENTIONS/CONFERENCES (DELEGATES AND/OR OBSERVERS) 2

REGULATION 8    Executive Committee. 2

REGULATION 9    Administration. 2

POLICIES. 2

POLICY 1     Conference/Convention Funding Policy. 2

Purpose. 2

Executive Motions. 2

Fiscally Responsible. 2

Air Travel 2

Reimbursements from other sources. 2

POLICY 2     Local 20029 Policy on the REIMBURSEMENT OF EXPENSES. 2

Purpose. 2

Per Diem.. 2

Advances. 2

Loss of Wages. 2

Deductions. 2

Travel Time. 2

Authorization. 2

General 2

GUIDELINES. 2


BYLAWS

BYLAW 1      NAME

This Local shall be called Union of Taxation Employees (UTE), Local 20029, Pacific Region a component of the Public Service Alliance of Canada (PSAC), herein after referred to as the Local.

BYLAW 2      PURPOSE

The Local is formed for the following purposes and objectives:

Section 1

To support fully the PSAC in the furtherance of its constitutional responsibilities for the improvement and protection of wages, salaries and other terms of employment of employees of the PSAC and to subscribe unconditionally to the aims and objectives outlined in the Constitution.

Section 2

To represent any member or associated member of the Local, under any established Grievance procedure or on any other matter within the jurisdiction of the Local.

Section 3

To promote the welfare of members.

BYLAW 3      MEMBERSHIP

Section 1

All employees of the Surrey Tax Centre and its offsite work locations that are members in good standing of the PSAC shall be eligible for membership in the Local.

Section 2

The Local may retain as Associate Member of the Local persons described in the Public Service Staff Relations Act as "designated employees" also employees whose employment with the Agency was terminated by (a) reaching the minimum statutory retirement age; (b) ill health, when such is certified 'by the Agency as the reason for retirement; or who by abolition of position are separated from their continued employment in the Federal Public Service.  Associate member shall not be eligible for executive office in the Local but may be accorded such privileges of membership for such length of time as may be provided by Regulations to these Bylaws.

Section 3

a) the Local may, by a two-thirds (2/3) decision of the Local Executive award honorary membership in the local to anyone who is deemed to merit such honour and is not eligible for membership as defined in these Bylaws. 

 

b) honorary members shall not be required to pay dues and shall not be entitled to vote at meetings or to hold office in the local, but shall be entitled to all other rights and privileges of membership in local.

BYLAW 4      CONDITIONS OF MEMBERSHIP

 

It shall be a condition of membership that each member shall agree to abide by the Constitution and Bylaws of the PSAC and of the UTE Component and of the Local.

BYLAW 5      MEMBERSHIP DUES

Section 1

 

The monthly dues payable by each member shall consist of the total of such dues as may be established from time to time by the UTE Component and/or the PSAC, plus the Local dues as may be established under these Bylaws.

Section 2

 

Local dues may be set forth at the Annual General Meeting (AGM) or, if not less than fourteen (14) days notice is given, at a Special General Meeting.  A two-thirds (2/3) majority of votes shall be required to change Local dues.

BYLAW 6      ADMINISTRATION

Section 1

a)   the business of the Local shall be conducted by the Local Executive.

 

b)   all members in good standing are eligible for office with the additional requirement for the Office of President that such member has served at least one (1) year on a Local Executive of the PSAC.

 

c)   the term of office for all positions on the Local Executive shall be for a period of two (2) years, in accordance and continuance with these Bylaws. 

 

d)   except for the office of President, the Local Executive shall have the power to fill any vacancies that may occur on the Local Executive until the next succeeding AGM through a call out to the membership.

 

e)   if a member of the Local Executive is on leave (absent from the workplace) for a period of longer than ninety (90) days/three (3) months, with the exception of President, the Local Executive shall have the power to fill such a position until such time as the position expires, or the incumbent returns to work, is able to perform their duties and advises the President in writing of their return.


Section 2        Executive Committee

a) Composition of the Executive Committee shall consist of:

         President

         Vice President

         Recording Secretary

         Finance Officer

         Chief Steward

b) Duties and Responsibilities

i) shall deal with all matters affecting the business of the Local between Local Executive   meetings;

ii) shall discharge all duties and obligations imposed upon it by the Local Executive;

c) Meetings

i) shall meet at the call of the President or at the request of two (2) members of the Executive Committee;

ii) may, instead of convening a meeting at a specified place and date, hold a telephone conference if the subject matters can be so dealt with.

Iii) to only hold meetings if the business dealt with cannot wait until the next local executive meeting.

Section 3        Local Executive

a)    shall consist of:

         President

         Vice President

         Recording Secretary

         Finance Officer

         Four (4) Officers 

         One (1) Equal Opportunity Representatives

         One (1) Term Representative

 

b)   may make, amend, or delete such Regulations as it deems necessary, consistent with the Constitution and the Bylaws of the Local provided that these Regulations are submitted to the first successive AGM for ratification.

 

c)   shall have the authority to initiate action on matters having a broader effect than the interests of its own members, by submission in writing to the Executive of the Component or by resolution to the Triennial Convention of the Component, or by submission in writing to the Area Council of the PSAC, whichever is appropriate.

 

d)   shall present, at each AGM, a written report of their union activities during the preceding year.

 

e)   if a member of the Local Executive is on leave (absent from the workplace) for a period of longer than 90 days (3 months), with the exception of President, the Local Executive shall have the power to fill such a position until such time as the position expires, or the incumbent returns to work, is able to perform their duties and advises the President in writing of their return.

Section 4        Committees

a)      there shall be committees as established by regulation.

b)      the President is empowered to appoint any other committees as are necessary subject to the approval of the Local Executive.

c)      the President is empowered to appoint the Chairperson of all committees subject to the approval of the Local Executive.

d)      all committees shall submit a written report on their activities to each Local Executive meeting.

Section 5        Stewards

Note:  The duties are stated in the Regulations.

 

a)   the Executive Committee shall appoint members as Stewards. 

 

b)   all Stewards shall be responsible to the Local Executive. 

 

c)   the term of appointment shall expire at the first Local Executive meeting subsequent to every AGM.

 

d)   notice of Appointment shall be posted within five (5) days of such appointment or termination.

BYLAW 7      ROLES OF THE LOCAL EXECUTIVE

Section 1        President

a)   shall preside at all meetings and shall enforce due observance of the Bylaws and Regulations.

 

b)   shall be an ex officio member of all committees.

 

c)   shall exercise general supervision over the affairs of the Local.

 

d)   shall be responsible to the Local, Local Executive and Executive Committee.

 

e)   shall uphold the constitution of the PSAC and the Bylaws of UTE and of the Local.

 

f)    shall ensure that communications are shared among the Executive Committee, Local Executive and Steward Body, as appropriate and allowable.

 

g)   the President shall ensure that the Vice President is made aware of his/her absences.

 

h)   shall ensure that the notices and agenda of the local Executive meetings be given to the Recording Secretary no later than one (1) week prior to the same meeting(s).


Section 2        Vice President (VP)

a)   shall act with full authority and responsibility if the President is absent or is rendered incapable of performing his/her duties.

 

b)   shall replace the President until the next AGM of the Local in the event of death, retirement or resignation or transfer to another office of the Canada Revenue Agency or their transfer/election to another position within the PSAC.

 

c)   shall be familiar with the applicable Collective Agreement, arbitration awards and grievance process.

 

d)   shall conduct meetings on behalf of the President or assumes the chair when the President vacates it for any reason during a meeting.

 

e)   shall assist chairpersons of committees as required.

 

f)    shall ensure that the President is made aware of his/her absences.

Section 3        Recording Secretary

a)   shall cause a record to be kept of all proceedings of the Local and shall issue all notices and conduct all correspondence of the Local except where otherwise provided. 

 

b)   shall be responsible for recording and distribution of the minutes of all General and Local Executive meetings of the Local.

 

c)   shall post the minutes of all General and Local Executive meetings within ten (10) working days of the approval of those minutes.

 

d)   the minutes shall be posted on every UTE local 20029 bulletin board and shall remain on the bulletin board for a minimum of three (3) months.

 

e)   shall be responsible for the booking of all authorized union travel.

 

f)    shall cause a dated record to be kept of all written reports received in accordance with these bylaws and regulations.

 

g)   shall ensure all notice(s) of changes to the names/positions of the local Executive and local Stewards be posted within five (5) days of such appointment, resignation or termination of same. That an amended listing be distributed to the Executive and Stewards by email within the same time period.”


Section 4        Finance Officer

a)   shall be responsible for the finances of the Local and ensure all expenses are paid in accordance with these Bylaws and Regulations. 

 

b)   the accounts shall be audited as provided by these Bylaws and regulations. 

 

c)   at the end of each fiscal year the Finance Officer shall present to the Local Executive and to the AGM complete financial statements of the Local.

 

e)   shall also prepare a proposed budget of income and expenditures for the upcoming fiscal period to be approved by the Local Executive prior to the AGM.  Both the audited statement and approved budget shall be presented to the members, for their acceptance at the AGM where the Finance Officer will respond to enquiries regarding the statements or other financial matters of the Local.

 

f)    shall ensure that the financial statements be given to the Recording Secretary no later than one (1) week prior to the same meeting(s).

Section 5        Officers

a)   shall represent various areas within the workplace.  The duties are defined in the Regulations. 

 

b)   shall serve on Committees as required by the Executive Committee.

 

c)   shall carry out duties and also be a chair or a member of such committees as required by the Local President.

Section 6        Equal Opportunity Representative (EO Rep)

a)   shall be a member of at least one of the five (5) equity groups as defined by the PSAC Constitution.

 

b)   shall equally represent members of the five (5) equity groups as defined by the PSAC Constitution.

 

c)   shall be responsible for and be members of the Local EO Committee and the workplace EE committee.

 

d)    shall carry out duties and also be a chair or a member of such committees as required by the Local President.


Section 7        Term Representative

a)   will be term plus three (3)/(+3) member in good standing with the union, at the time of the AGM.

 

b)   will be full, active member of the Local Executive responsible for:

 

i.    Bringing forward and representing issues and concerns of the term members;

ii.    Communicating with term members to protect and advance their rights;

iii.   Assisting in obtaining and putting forward bargaining issues specific to term members.

 

c)         shall carry out duties and also be a chair or a member of such committees as required by the Local President.

Section 8

If any of the above positions are not being held by a member of the steward body, any and all steward issues are to be referred to the chief steward.

BYLAW 8      ELECTION OF THE LOCAL EXECUTIVE

Section 1

The President, Vice President, Recording Secretary, Finance Officer, Officers, Equal Opportunity Representative and Term Representative shall be elected by secret ballot by the members attending the AGM in accordance with the following schedule:

 

a)   the President and Recording Secretary to serve their term of office commencing with an AGM held in an even numbered year.

b)   the Vice President and Financial officer to serve their term of office commencing with an AGM held in an odd numbered year.

c)   two (2) of the four (4) Officers to serve their term of office commencing with an AGM held in an even numbered year and the remaining two (2) positions to serve their term of office commencing with an AGM held in an odd numbered year.

d)   one (1) Equal opportunity Representative to serve their term of office commencing with an AGM held in an odd numbered year

e)   one (1) Term Representative to serve their term of office commencing with an AGM held in an even numbered year.


Section 2

a)   nominations will be accepted for each elective office of the Local Executive before the AGM.

 

b)   each nomination will be seconded and accompanied by an acceptance from the nominee and be forwarded to the Local Executive and shall be posted on the bulletin boards as soon as possible.

 

c)   nominations will be opened at least thirty (30) days prior to the AGM.

 

d)   nominations will be accepted from the floor at an AGM under the same conditions as prescribed in these bylaws and regulations without the requirement to forward to the Local Executive.

Section 3

Election to any office shall be by majority vote - i.e., fifty percent-plus one (50% + 1) of the total votes cast.  In the event that no nominee receives a majority of the votes, the nominee receiving the least number of votes shall be dropped from the ballot and a new vote shall be taken immediately.  This procedure shall continue until one (1) nominee receives the majority of the votes cast.  In the event of a tie vote when only two (2) nominees remain for election to the same office, the presiding officer shall declare no ballot, and request that a new vote be taken.

BYLAW 9      DISCIPLINE

Section 1

a)   the Local Executive may dismiss from office any member of the Local Executive who is absent from three (3) successive meetings of the Local Executive without notification.

 

b)   a person dismissed from office shall not be eligible for re-election to any office for a period of one (1) full year.

BYLAW 10                CONTROL OF FUNDS

Section 1

All funds shall be deposited in a Chartered Bank or a recognized Credit Union.  Funds not immediately required for the use of the Local may at the discretion of the Local Executive be invested in securities approved for Investments by a Chartered Bank or a recognized Credit Union.  Such securities must remain for safe keeping in the custody of the bank or credit union where current funds are on deposit.


Section 2

a)   any expenditure in excess of fifty dollars ($50.00) shall be authorized by the Local Executive with the exception of specified budgetary items previously approved at the last AGM.

 

b)   all payments shall be made by cheque.

 

c)   all cheques shall bear the signature of any two (2) of the following: President, Vice President, Finance Officer and the Recording Secretary.

 

d)   a petty cash fund up to a maximum of one hundred dollars ($100.00) may be established.  All expenditures from petty cash shall require a receipt to be provided.

BYLAW 11                FISCAL YEAR

The fiscal year of the Local shall be the calendar year.

BYLAW 12                AUDITORS

Section 1

a)   two (2) members shall be appointed at each AGM to conduct an audit of the books and records of the Local for the fiscal year and report their findings to the membership.  This will be construed to mean the Local business and any other committee that is formed where monies are to be deducted for or on behalf of the Local members.

 

b)   they shall not be members of the Local Executive.

 

c)   they shall have access to the books and records at all times.

 

d)   in the event that any vacancy occurs in the office of auditor, the Local Executive shall have the power to fill such vacancy until the next AGM.

 

e)   upon demand in writing by the Auditors the books and records of any committee formed by the Local shall be turned over to the Auditors within five (5) calendar days of such demand.

 

f)    all records pertaining to the business of the Local that may be held by any committee must be turned over to the Executive ten (10) calendar days before the AGM.

 

g)   each Auditor shall be paid a stipend of one-hundred dollars ($100.00) following the presentation and acceptance of their report at the AGM.


BYLAW 13    DELEGATES and observers to NATIONAL and regional CONVENTIONS AND CONFERENCES 

Note:  Requirements are stated in the Regulations. 

Section 1

a) the position of first delegate to the UTE National Convention shall be allocated to the Local President.

b) at least one (1) delegate or observer shall be a member of the Local Executive or steward body.

Section 2

Delegates and observers must be members in good standing, and

 

a)   possess a broad knowledge of matters relating to the Local and public service problems and be;

 

b)   a person of such character, manner and address as will enable her/him to worthily represent the collective membership of the Local.

Section 3

Preference will always be given to active members of the Local/workplace committee of the relevant Convention or Conference.  .

BYLAW 14    MEETINGS

Section 1

a)   an AGM at which officers shall be elected and other business transacted, shall be held in February of each year, or as soon as may be convenient, the date to be determined by the Local Executive.

 

b)   notice of the date of the AGM shall be duly posted not less than thirty (30) days prior to such date.

Section 2

a)   special General Meetings may be held at the call of the Local Executive or upon written demand of twenty-one (21) or more members.  The Local shall call a Special General Meeting and such meeting shall not be held later than twenty-one (21) days following the date of such demand.

 

b)   notice of the date of the Special General Meeting shall be duly posted not less than fourteen (14) days prior to such date.

 

c)   local Executive meetings to be held at least eleven (11) times in a year with the date to be determined by the Local Executive.

 

d)      the Financial statements, agenda and prior meeting minutes to be sent to the Local Executive one (1) week before the scheduled meeting.

BYLAW 15                QUORUM

Section 1

a)   a"Quorum" for the AGM shall consist of not less than twenty-one (21) members.

 

b)   a "Quorum" for a Local Executive Meeting shall consist of not less than fifty percent (50%) of the Local Executive.

 

c)   a “Quorum” for an Executive committee meeting shall consist of all five (5) Executive Committee members

 

d)   business may not be legally transacted at a meeting unless the required Quorum is present.

BYLAW 16                AMENDMENTS

Section 1

a)   unless otherwise specifically provided, amendments to the Bylaws, may be made at the AGM, at a Special General Meeting, provided fourteen (14) days notice is given and posted as to the nature and intent of the proposed amendment.

 

b)   a two-thirds (2/3) majority of the members in attendance at such meetings shall be necessary for adoption of proposed amendments.

 

c)   in the event of any staff organization, corporation, Agency or subdivision thereof changes its name after the coming into effect of these Bylaws, the old name as referred to therein, shall be amended to the new one without recourse to the provisions of these Bylaws.

BYLAW 17                DISSOLUTION

Section 1

a)   the Local may be dissolved by a two-thirds (2/3) majority of its membership.  Such vote shall be supervised by the UTE Executive Council.  Upon dissolution, the disposition of the assets of the Local shall be determined by the UTE Executive Council.

 

b)   notice of such General Meeting clearly stating its purpose shall be posted not less than fourteen (14) days before the day of the meeting.

BYLAW 18                EXPENSES OF REPRESENTATIVES

Section 1       

Any member of the Local incurring travelling and living expenses while engaged on approved business of the Local shall be reimbursed for such expenses upon the approval of the Local Executive.

Section 2

Any member of the Local required to take leave without pay for the purposes of carrying out approved business of the Local shall be reimbursed for such loss of pay upon the approval of the Local Executive.

BYLAW 19                GENERAL PROVISIONS

Section 1

Nothing in these Bylaws shall be construed to conflict with the Constitution of the PSAC or the Bylaws of the UTE.

Section 2

a)   the rules of procedure at all meetings of the Local except as specifically provided by the Bylaws shall be according to the UTEs Rules of Order.  NOTE: It should be borne in mind such rules should not be enforced to the point where they will tend to embarrass members in the presentation of ideas.

 

b)   the Chairperson of a General Meeting shall have the authority to restrict members to five (5) minutes speaking time.

 

c)   definitions

 

·     CRA        The Canada Revenue Agency

·     Event      This is the conference, convention, training session or other UTE approved function that the member is attending

·     Local       Local 20029 of the UTE

·     PSAC     Public Service Alliance of Canada

·     UTE        Union of Taxation Employees

Section 3

a)   Tax Centre means the Surrey Tax Centre and work sites as listed in the Regulations and the "Agency" shall refer to the aforesaid Canada Revenue Agency.

 

b)   The Constitution means the Constitution of the PSAC, unless specifically indicated otherwise.

 

c)   written report means written or an alternative format of reporting that is approved by the local President.


 

REGULATIONS

REGULATION 1      FAMILY CARE EXPENSES

Family care expenses will be reimbursed to members who attend authorized local union functions. Union members will be entitled to be reimbursed for family care expenses in respect of dependent children sixteen (16) years of age and younger; and for dependent children and adults who are in need of special care and who either permanently reside in the household of the member or with whom the member permanently resides. Reasonable family care expenses will be reimbursed provided that a valid receipt or an approved signed statement is submitted by the claimant.

REGULATION 2      WORKSITES

The worksites of Local 20029 are as follows:

1.   The Surrey Tax Centre at 9755 King George Highway Surrey, B. C.;

2.   The Newton Omniplex at Unit 55, 13370 78 Avenue, Surrey, B. C.;

3.   and any temporary worksites.

REGULATION 3      DUTIES OF OFFICERS

The duties of the Officers include:

 

1.   to provide information and assistance to members in their areas of responsibility;

2.   to provide information to the Local Executive;

3.   to attend in its entirety, Local Executive meetings, the AGM, Special General meetings, and committee meetings, as required; (unless previously arranged and otherwise approved);

4.   to distribute information;

5.   to assist with signing up members;

6.   to take the PSAC TUB (Talking Union Business) Course within their first (1st)year of their term of office;

7.   to be a member of the Political Action committee at least one (1) other Committee as defined under these bylaws and regulations;

8.   to be available to assist and take action in political action events, distribution of information materials and the business of the local.

REGULATION 4      EDUCATION

The Chief Steward will be responsible for the Education portfolio.


REGULATION 5      DUTIES OF THE STEWARDS

The Duties of the Stewards include:

 

1.   to support, inform and provide assistance to members;

2.   to listen to and empathize with members who have concerns or complaints;

3.   to discuss options and strategies with members for dealing with complaints or concerns    and to mutually agree upon the approach or strategy;

4.   to file grievances on behalf of members;

5.   to research, prepare and present cases in meetings;

6.   to represent members in meetings with management;

7.      to ensure that the member is involved and kept informed during the complaint of grievance process;

8.   to attend regular meetings of stewards as called by the Chief Steward;

9.   to take the PSAC course Talking Union Business (TUB) or an equivalent course;

10. to take the PSAC Grievance course;

11. at first level of the grievance process will notify the Chief Steward of pertinent information;

12. to report on a regular basis all member issues to the Chief Steward;

13. to ensure that all documentation is in the file and kept in an orderly fashion;

14. to ensure all membership information is kept strictly confidential;

15. to immediately copy the file in its entirety and forward a copy to the Chief Steward.  All additional information must be forwarded to the Chief Steward during the process.

16. shall present, at the AGM, a written report of their union activities during the proceeding year.

REGULATION 6      ELECTION AND DUTIES OF CHIEF STEWARD

1.   is to be appointed by election at the first executive meeting following the AGM;

2.   must be an elected member of the Local Executive;

3.   duties are to preside over the local stewards;

4.   will have copies of all records of potential grievances (past and current) of each active steward;

5.   is responsible for assignment of the grievances to individual stewards having regards to the organization of the local and the areas of jurisdiction of the stewards and the stewards expertise;

6.   is responsible for reporting of significant and pertinent cases to the Local Executive;

7.   will hold regular steward meetings as determined to maintain a communication system amongst the stewards;

8.   is responsible for keeping the records for any and all steward meetings held

9.   Will be responsible for ensuring all photocopying has been done, the file is in order and will be responsible for forwarding grievances to the Third Level;

10. shall be responsible for assisting in the education, guidance and support in specific technical areas for the steward body;

11. works closely with all stewards, executive officers and management.


REGULATION 7      REQUIREMENT TO ATTEND CONVENTIONS/CONFERENCES (DELEGATES AND/OR OBSERVERS)

1.   to be a member, in good standing, of the Local.

2.   to submit their request to attend the Convention/Conference in writing by the required deadline.

3.   (i) to provide a written report on the Convention/Conference to the Recording Secretary within thirty (30) days of the close of the Convention/Conference.  The written report will be part of the next Local Executive meeting minutes and will be posted on the Union Bulletin Board.

 

(ii) failure to submit the required report will relegate all future applications for a period of twelve (12) months.  Reports received after the thirty (30) day limit will be marked as late.

 

(iii) a copy of the written reports specific to standing committees or groups (i.e. EO, EAP, OHS) shall be forwarded to the Co-Chair of said committee for consideration at its future meeting.

4.   that the 1st seat to any UTE or PSAC Convention or Presidents Conference will be allocated to the local President or their designate.

REGULATION 8      Executive Committee

1.   to have all five (5) Executive Committee members be in attendance of the meeting called;

2.   to only hold meetings if the business dealt with cannot wait until the next local executive meeting.

REGULATION 9      Administration

The term "on leave" stated in the bylaws to be further defined as not only absent from the workplace but also being unable to fulfill their duties due to an accommodation.


POLICIES

POLICY 1      Conference/Convention Funding Policy

Purpose

The purpose of this policy is to clarify the general rules for funding a member to attend a conference, convention or other training session when authorized by the Executive.

 

Funding under this policy is intended for Observers or Guests and not the Delegate as the Delegate shall normally be funded by the National or Regional sources. However it is noted that the Local may pay for the Delegate and receive reimbursement after the event.

 

Nothing in this policy is intended to interfere with or contravene the Bylaws, Regulations or Constitution of the Local, Component or Alliance. Any such contravention or interference is considered to have been immediately revoked.

 

Delegates may not be funded for specific items, such as leave without pay, to attend functions like a regional convention. The Delegate may be paid for this if the executive makes a motion to that effect.

 

Executive Motions

A motion to fund a member should generally be done before the member’s attendance at the event. The motion for funding should specify the intent of the mover and seconder.

 

Should the intent not be clear the following items are normally funded by the Local:

  1. Per Diem for each day of the Event plus travel days (if required.)
  2. Loss of Wages for each working day of the Event plus travel days (if required)
  3. Hotel costs for a member residing in excess of 60km from the location of the Event or if accommodation due to disability is required. Hotel will be for each night of the Event only unless indicated otherwise.
  4. Travel directly to and from the event by personal vehicle or taxi at current UTE rate (this is the highest provincial CRA rate + 1¢).
  5. Child care for hours not normally incurred by the member (i.e. hours normally worked).
  6. Registration for the event.

Fiscally Responsible

This term has been used in motions previously without any real definition as to intent.  It is intended per this policy the no undue hardship nor discrimination to the member is to be implied upon them however it does mean the member is asked to reduce the costs to the Local by adopting any or all of the following strategies:

Air Travel

The member’s airfare, if required, will normally be paid for by the Local through the Recording Secretary using the corporate credit card. This will normally be at the ‘Tango Plus’ fare rate. Should the member wish to travel at a different fare rate or times other than the normal day of or day before the event, returning the last day or day after, the member will be required to reimburse the material (reasonable) difference to the local, or pay the fare themselves and the local will reimburse them up to the cost as outlined above not exceeding the Tango Plus fare rate.

 

A member may wish to take a family member with them on the way to from an Event for holiday purposes and/or may wish to redeem travel miles for them self. The local may pay for the family member’s travel rather than the member’s so long as the costs are equivalent to what the Local would have paid for the member.

Reimbursements from other sources

Many events can receive reimbursement from the PSAC, UTE or other sources. The member attending should seek out such sources to save the Local money and inform the Financial Officer and/or Executive of the details of the available funding and the member is to ensure to follow up on such funding and report to the Financial Officer or Executive of their success for obtaining and receiving such funding and reimburse the Local accordingly.


POLICY 2      Local 20029 Policy on the REIMBURSEMENT OF EXPENSES.

Purpose

The purpose of this policy is to cover the reimbursement of expenses while on union business as authorized by the Local. The authorization for the member to attend an event and be reimbursed for expenses shall be done before the event by the Executive. An expense may, at the discretion of the Executive, be reimbursed after the event has occurred and the member did not have prior approval.

 

It is intended that the reimbursement of expenses is to prevent a member from undue financial hardship for carrying on business on behalf of the Local.

 

Nothing in this policy is intended to interfere with or contravene the Bylaws, Regulations or Constitution of the Local, Component or Alliance. Any such contravention or interference is deemed to have been immediately revoked.

Per Diem

Members of the Local shall be entitled to receive a per diem as set out in the Regulations of the UTE  while on union business authorized by the Local.

Advances

An advance of funds may be issued to a member who has been selected by the Executive to attend an authorized Union event. This advance is to help defray the upfront costs to the member and will be issued by the Financial Officer, or designate, generally before the event.

Loss of Wages

A member shall be reimbursed for the actual loss of wages as shown on the members pay stub. Such loss of wages will be reimbursed as close as possible to the day on which the member should have received the wages.

 

In the event that a pay stub is unavailable, a copy of the employee’s Manager approved timesheet showing the LWOP may be used as proof of lost wages.

Deductions

The wages reimbursed by the local are subject to mandatory deductions as specified by the Canada Revenue Agency such as, but not limited to, CPP, EI, Federal and Provincial taxes.

The amounts to be deducted will be calculated per the CRA provided rates and based on the current payment, additional taxes may be deducted at the request of the member.


Travel Time

For travel by air the reasonable loss of wages required shall depend on the proximity of the nearest airport and the frequency of departing flights and any connecting flights. This time will vary from none to one day, with one day being the exception to the rule.

If members have been authorized by the Executive to travel by means other than by air, then reasonable loss of wages required to have the member arrive at the destination at a reasonable hour will be reimbursed. This time will vary from none to one-half (1/2) day, with one-half (1/2) day being the exception to the rule.

 

If a member chooses to travel by means other than by air, and where air travel would be more timely, only reasonable loss of wages that would be appropriate for air travel shall be reimbursed.

 

All members are expected to schedule their travel arrangements in a manner that they shall not incur any expenses that are either unreasonable or not required.

Authorization

Expense claims shall be submitted to the Financial Officer. All expense claims shall be subject to verification by the Financial Officer. An expense claim of the Financial Officer shall also be reviewed by the President, Vice President, Recording Secretary or any other serving member of the Finance Committee.

 

Payment for expense claims shall be made in a timely manner. Cheques for payments should generally be signed by two other signatories from the Local. For example, if the Financial Officer is being reimbursed the President and Recording Secretary should sign the cheque.

 

Any expense claim in dispute shall be forwarded to the Executive for resolution at the next available meeting.

General

Receipts

The following receipts should be attached to the expense claims:

(a)   cost of hotel paid; and

(b)   miscellaneous expenses and

(c)   copy of the pay stub showing loss of wages

The reimbursement of these expense claims shall be done as soon as possible.

The reason for each expense that is claimed should be indicated as clearly as possible.

GUIDELINES

The following guidelines are developed to clarify the Local’s By-Laws’ and Regulations with respect to the reimbursement of expenses.

These Guidelines are to cover expenses of members carrying out authorized union business.

Accommodations:

Hotel expenses should be the most practical and economical rates available for the applicable area of the country. Normally this will be arranged by the Local’s Booking officer.

Air Transportation:

 Air travel should be the most practical and economical rates available. This is normally arranged by the Local’s Booking officer and will normally be at the Tango Plus fare.

Ground Transportation:

If traveling by airplane, train or bus, expenses will be reimbursed at the cost of normal taxicab service. (Other means of transportation are allowed if lower or equal to taxi cab.) For additional costs prior approval must be received from the Executive.

Travel by Automobile:

The Executive must approve the use of a personal vehicle. The use of a personal vehicle will be reimbursed as per Regulation. The reimbursement of expenses for the use of rental cars must have prior approval and must be done on a practical and economic basis.

Parking:

Parking expenses will only be reimbursed when the use of an automobile has been pre approved.

Family Care:

Family care will be reimbursed as per Regulation for care you would not normally incur. (e.g.: You need a baby sitter on a Saturday, as you don’t normally work on a Saturday the local would reimburse this. Whereas a Thursday during the day you would normally work, therefore any baby sitter would normally be required by you on that day so the local will not reimburse the Thursday)

Travel:

All travel must be pre approved and the actual cost paid for expenses will be reimbursed as per the By-Laws and Regulations.

Miscellaneous General:

All Miscellaneous expenses except tips must be receipted.

(a)   Phone calls: A reasonable amount of telephone calls will be reimbursed when related to union business. Personal calls are not intended to be covered.

(b)   Sick/Vacation: If on authorized union business and you work less than 75 hours for CRA in a given month. Thus causing a loss of vacation and sick credits. UTE will reimburse you for this loss by the submitting of a salary claim for the period, indicating loss of credits.

HOME PAGE