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SECTION A: DUTIES AND RESPONSIBILITIES OF ELECTED BODIES
SECTION B: DUTIES & RESPONSIBILITIES OF ELECTED BODIES
V. LOCAL REPRESENTATIVES – A.R.A. DELEGATES
II. DUTIES AND RESPONSIBILITIES OF ATA COMMITTEE CHAIRS
III. LOCAL COMMUNICATIONS COMMITTEE
VI. POLITICAL INVOLVEMENT COMMITTEE
SECTION D: BUDGETS AND FISCAL PROCEDURES
5) EXPENSES INCURRED WHILE ON OUT0OF-TOWN ATA
7) EXPENSES CLAIMED BY COMMITTEES
8) CONFERENCE AND MEETING ALLOWANCE GUIDELINES
13) DUTIES AND RESPONSIBILITIES OF OFFICE SECRETARY
SECTION E: PROVINCIAL ATA CONFERENCE GUIDELINES
SECTION F: ELECTION PROCEDURES
I. ELECTION OF PRESIDENT, VICE PRESIDENT, SECRETARY-TREASURER, ARA DELEGATES
II. ELECTION OF SCHOOL REPRESENTATIVES
SECTION G: SUBSTITUTE TEACHERS GROUP
SECTION A: DUTIES AND
RESPONSIBILITIES OF ELECTED BODIES
I. TABLE OFFICERS
a) Shall consist of President, Past President, Vice President, and Secretary - Treasurer.
b) Prepare the agenda for Executive Committee Meetings.
c) Shall deal with emergent situations, which may arise from time to time.
II. EXECUTIVE COMMITTEE
As stated in the Constitution.
III. LOCAL COUNCIL
As stated in the Constitution.
SECTION B: DUTIES & RESPONSIBILITIES OF ELECTED BODIES
1) Any large organization requires a chief executive officer who generally speaks for, and represents, the organization. It is with the above in mind that the following list of duties and responsibilities are assigned to the President of this local.
2) It shall be the duty of the President to preside at all Table Officer, Executive Committee, Local Council and General Meetings and to appoint chairs of standing committees.
a) To act as public spokesperson for the Local Association
b) To sign minutes of all meetings which the president chairs
c) Co-signs all cheques issued by the Local Association
d) Approves all correspondence
e) Acts as member of Table Officers’ Committee
f) Acts on behalf of the local or sends a representative to City Council, Chamber of Commerce meetings and other public meetings whenever there is an indication that matters affecting the Local are to be discussed
g) The President or a designate acts as Master of Ceremonies for Local No. 39 at Teachers Retirement Night.
h) The President or a designate acts as Master of Ceremonies for Local No. 39 Induction Ceremony
i) Acts as an ARA delegate
j) In each school year, the President will receive time away from assigned duties to a maximum of 10 days, to carry out affairs of the Local.
k) The President shall hold office for a one-year term. The term of office shall commence on July 1st of each year.
l) Should the president fail to attend more than 2 successive Executive Meetings without showing good cause, that office shall be declared vacant.
1) As this office is generally seen as a stepping-stone to the presidency, the incumbent will be expected to assume major responsibilities in the organization.
2) The following is a list of the main responsibilities of this office:
a) It shall be the duty of the Vice President to take charge of the affairs of this local association in the absence of the President.
b) To act as an advisor Re: constitutional and policy matters
c) To see that policy statements are kept up to date
d) Acts as a member of Table Officers’ Committee
e) In case of the absence of the President or Secretary-Treasurer, co-signs all cheques
f) Acts as chair of ARA Resolutions Committee and Mini ARA
g) Acts as an ARA delegate
h) Acts as Communications Officer
i) The Vice President shall hold office for a one-year term. This term of office shall commence July 1st of each year.
j) Should the Vice President fail to attend more than two successive meetings, without showing good cause, that term of office shall be declared vacant.
1) The person, who occupies the office of the Secretary-Treasurer because of the expected continuity in office, fills a very important position in the organization.
2) Following is a list of areas of responsibilities:
a) Keep accurate records of all proceedings of the Executive Committee, Local Council, General and Table Officers’ meetings of this local association.
b) Bring before the Executive Committee, Local Council or General meetings of this local association, all pertinent notices and communications from Head Office of The Alberta Teachers’ Association.
c) Keep accurate records of all monies received and collected and take charge of same
d) Make the necessary disbursements of funds of this local association as authorized by the Executive Committee
e) Prepare and send to Head Office of The Alberta Teachers’ Association, such statements and reports as required
f) Give notice of all General, Executive Committee and Local Council meetings
g) To prepare and send copies of minutes of all meetings of Executive Committee, Local Council, and Standing Committees to members of the Local Council
h) To provide at the beginning of each school year to each committee chair, a copy of the policy outlining the terms of reference for the committee
i) Act on Table Officers’ Committee
j) Be responsible for the operation of Local Office
k) Prepare a financial statement for Local Council Meetings
l) Submit a budget for November Local Council/General Meeting
m) Maintain a file on all correspondence
n) Make available to members of Local Council, copies of pertinent correspondence and agenda for upcoming meetings
o) Maintain an office file containing frames of reference of each standing committee
p) Should the Secretary-Treasurer fail to attend more than two successive Executive Meetings, without showing good cause, that office shall be declared vacant
1) Because of the long experience in office, the Past President can render invaluable service to the local. He/She can do so by:
a) Attending all meetings of the local association
b) Acting as consultant to the Executive Committee
c) Acting as chairman of the Nominating Committee
d) Acting on the Table Officers’ Committee
e) Acting as chairman of the Finance Committee
f) Serve as a local representative to Annual Representative Assembly in the absence of the President
g) The Past President shall hold office for a one-year term. This term shall commence on July 1st of each year.
h) Should the Past President fail to attend more than two successive Executive meetings, without showing good cause, that office shall be declared vacant.
1) The position of the Local Representative should serve as an important training ground for future table officers. They can gain important knowledge of the Provincial Association by representing the Local at Annual Representative Assemblies.
2) It shall be the duty of the Local Representatives to:
a) Represent this local association at the Annual Representatives Assembly or other meetings of The Alberta Teachers’ Association
b) Report on the proceedings of the Annual Representatives Assembly or other meetings of The Alberta Teachers’ Association to the Executive Committee and to a general meeting of this local association
c) Act as a liaison between this local association and The Alberta Teachers’ Association
d) Act as consultants to the standing committees of this local association, as requested by the President
e) Act in any capacity assigned by the President of this local association
f) Attend all meetings of this local association
g) It shall be the policy of this local that the President be automatically declared an ARA delegate. The remainder of the ARA positions shall be selected as outlined in SECTION F of this Policy Handbook
h) The Local Representatives shall hold office for a one-year term and this term shall commence on July 1st of each year.
i) Should ARA delegates fail to attend more than 2 successive Executive meetings without good cause, that office shall be declared vacant.
1) The Local Council is the parliament of the local association. Changes in Local Policy should originate in the Council, but may come as suggestions from the Executive Committee. The Council is responsible for the appointment of Standing Committees and for the projects and activities undertaken by them when ATA policy is involved.
2) Duties of School Representatives shall be:
a) Report to staff on local and provincial matters after each Local Council meeting
b) To consider and discuss existing policy and formulate new policy for the Local Association
c) Inform new staff members of ATA procedures such as induction and duties of standing committees
d) One staff representative (where more than one is applicable) to be responsible for receiving, distributing and mailing all information pertaining to the membership, to the appropriate persons
e) Make arrangements for and maintain bulletin board space in staff room
f) Keep administrators informed of ATA needs within the school. i.e. time for meetings
g) Inform staff members of services offered by both Local and Provincial offices
h) Keep a close contact with Local Communications Officer and prepare written accounts of all news worthy events in your school.
i) Inform a Table Officer immediately of any matters of an urgent or serious nature affecting any member of the staff.
j) Make a practice of attending all duties as punctually as possible.
k) Attend all meetings in order to keep informed and to be able to carry out the necessary duties.
l) Inform the chair of the Flower Committee or the local ATA office of illnesses within the staff. (Please refer to Section D – Flower committee for more details)
m) Encourage staff to submit problems that might be dealt with by the Executive Committee or Local Council
n) File one copy of each item sent from ATA office
o) Encourage all staff members to participate in all general meetings and social events.
p) Make teachers aware of professional responsibilities as well as instructional responsibilities.
q) Activate interest among staff in running for office in local and sub-local executives and standing committees.
r) Study sections of provincial policy
s) Post ATA Calendar in staff room and keep it up-to-date.
t) Conduct referendums or plebiscites as directed by Local Council.
u) Act in the role of Deputy Returning Officer for their school during local elections.
1C. The Local Council shall exercise general supervision of the conduct of all committees in the Local.
2C. The following rules shall govern the conduct and operations of all committees of the Local where such are not specifically set out in the Constitution.
3C. Individual committees will be asked to draw up their terms of reference in line with the format outlined by policy for committees of this local.
1) The following shall be the format for all frames of reference for committees of this Local:
a) NAME:
b) MEMBERSHIP: This clause shall define the eligibility, members and tenure of the committee.
c) OFFICERS: This clause shall name the officers of the committee and shall define their eligibility, duties and franchise.
d) FUNCTIONS: This clause shall outline the specific purposes for which the committee is constituted.
e) MEETINGS: This clause shall prescribe the manner in which, at what times, and by whom meetings of committees shall be convened.
f) QUORUM: The quorum of a local committee shall be two-thirds of the membership of the committee.
g) GENERAL: This clause shall state any matters of policy that shall specifically bind the committee procedure.
2) The Local Council may set up joint meetings of committees of the local to coordinate their efforts for a specific purpose.
3) All committees of the local shall be responsible to the Local Council and shall provide copies of all committee proceedings to the Secretary-Treasurer of the local.
4) Each committee of the local shall submit to the Executive Committee prior to the drawing up of the budget for the next fiscal year, a complete list of all anticipated expenditures of that committee.
5) Amendments or additions to any frame of reference of a Local Committee shall be submitted to the Local Council for its approval.
6) If after hearing, a committee of the local fails to comply with the frames of reference as set out in policy, the Local Council may withdraw all support.
Standing Committees perform a very valuable service to the membership of this Local. The Chair serves as a coordinator and director of these activities. The main duties will be as follows:
1) Presides at all meetings
2) Reports to Executive Committee & Local Council meetings
3) Submits minutes of meetings to Executive Committee
4) Advises Council of any policy changes pertaining to the committee
Good communication is essential in promoting a favourable public image of the profession. The Local Communications Committee performs a vital service to the local.
1) The member personnel and duties of the Local Communications Committee will be as follows:
a) The Chair of the Committee shall be appointed by the Executive Committee.
b) The Chair shall attend all major meetings of the local and others as an advisor on communications.
c) The Chair shall contact the media, acting under the direction of the President.
d) The Communications Committee shall advise on items to be distributed and channel all communications to proper sources for distribution.
e) The Communications Committee shall prepare pre-planned communications on activities of the members of the local and on local activities, including Education Week.
f) The Local Communications Chair shall serve on a year-to-year basis for a three-year term, initially commencing on July 1st.
1) NAME: Finance Committee
2) FUNCTION
a) To supervise the finances of the local
b) To draft a budget to be presented to Local Council
3) MEMBERSHIP
a) Chair - Past President
b) Other Table Officers of the local
4) PROCEDURES
a) To make reports and recommendations to either the Executive Committee or Local Council as often as necessary.
1) NAME: Flower Committee
2) FUNCTION: The Flower Committee was organized by the Medicine Hat ATA Local No. 1 to insure a systematic and, hopefully, complete coverage of all its members in times of illness and bereavement.
3) MEMBERSHIP: The Committee consists of a chair appointed by the Executive Committee and one representative appointed by each school within the local.
4) It is the duty and responsibility of each school representative to inform the chair of the flower committee, or the local ATA office of any illness or bereavement among the teachers of his/her teaching staff. The chair must then, in accordance with the regulations stipulated by the Executive Committee, send an appropriate card or floral offering.
5) COMMITTEE POLICY: Those included under this plan are all members of the local (active or honorary), associate members and anyone deemed by the Executive Committee to be worthy of recognition because of service rendered to the ATA.
a) ILLNESS
i) Flowers are to be sent to any member who has been confined to the hospital.
ii) Flowers are to be sent to any member who is ill at home. Flowers will not be sent to those suffering from such minor ailments as flu or a common cold.
iii) Flowers or a card to be sent to any ATA member if the time of illness extends from one school year to the next.
b) BEREAVEMENT
i) A floral tribute is to be sent to the immediate relatives on the death of any member of the ATA. An appropriate donation may be made in lieu of flowers to an organization requested by the immediate family.
ii) A floral tribute is to be sent to any member who is bereaved of a husband, wife, son or daughter. An appropriate donation may be made in lieu of flowers to the organization requested by the immediate family.
iii) An appropriate card will be sent to any member who is bereaved of a mother or father.
iv) The chair will present a written report to the Executive Committee of the activities of Flower Committee for each school year.
1) NAME: Gift Committee
2) MEMBERSHIP: Two members of the local
3) OFFICERS: The President of the local shall appoint the Chair of the Gift Committee and a second member of the committee. The Chair will be a member of the committee established to review the eligibility of candidates to retirement gifts.
4) FUNCTIONS: It shall be the function of this committee to purchase all gifts to be presented to teachers on behalf of the local.
5) COMMITTEE POLICY: Local gifts are limited to those presented to members or associate members of the Association eligible for retirement. There are to be two categories of retiring teachers:
a) Those retiring with the proper combination of age and years of service.
b) Those choosing early retirement on a reduced pension.
c) Each case shall be reviewed by a committee consisting of the Chair of the Gift Committee, the President, and the Secretary-Treasurer of the local. Retirees may choose to receive cash in lieu of a merchandise gift.
d) The amount of money shall be as follows:
i) For 10 years or less $100.00
ii) For 11 – 15 years $125.00
iii) For 16 – 20 years $150.00
iv) For 21 – 25 years $175.00
v) For 25 – 30 years $200.00
vi) For 31 or more years $250.00
1) NAME: Political Involvement Committee
2) FUNCTION:
a) To maintain regular contact with the Provincial ATA Communications Dept. to inform them, and to keep informed, on current political issues effecting education in the local and in the province.
b) To maintain regular contact with the local MLA's and/or other elected officials, to present educational concerns to them.
c) To raise public interest in educational issues.
d) To inform teachers of opportunities and procedures to make their concerns heard in the political arena.
3) MEMBERSHIP:
a) A Chair, who is appointed by the President of the local.
b) Up to two members appointed by the executive of the local, to be selected from applications received from members of the local.
4) REPORTING PROCEDURES:
a) The Chair will report to the Local Council as the need arises, and present a written report at the year's end.
SECTION D: BUDGETS AND FISCAL PROCEDURES
a) Budgets must be submitted to the Secretary-Treasurer by the first meeting October of each year.
b) All budgets are to be submitted on a standard form as prepared by the Secretary-Treasurer.
c) All budgets are subject to the approval of the Local Council.
d) Each committee's budget should be accompanied with a statement projecting possible future trends.
e) Requests for expenditures in excess of the approved budget must be made to Local Council.
f) Fees are levied through procedures stated in the Constitution.
g) General Provincial ATA membership fees are those set by the Annual Representative Assembly.
h) The supplementary levy for Medicine Hat Local No. 39 is set by a General Meeting of the Local Association.
a) Requests made by individuals for financial support.
b) Provision should be made in the general budget up to a maximum as set by Local Council.
i) Each individual request must be approved by Local Council.
ii) All requests must be submitted in writing to the Secretary-Treasurer of the Local.
iii) Revenue for Medicine Hat Local No. 39 will be allocated from the supplementary levy for Medicine Hat Local No. 39 and all provincial grants-in-aid received by the Local for all Local activities.
a) All anticipated expenses should be budgeted for.
b) In emergent situations:
i) The president may approve expenditures to a maximum of $300.
ii) The Executive Committee may approve expenditures to $500
5) EXPENSES INCURRED WHILE ON OUT0OF-TOWN ATA
a) Accommodation Allowance - to be at the rate of a single room at the hotel at which the business is being conducted, or at the hotel booked by the Association.
b) Subsistence Allowance - is to be at the rate of $48 per day.
c) Accommodation and Subsistence Allowance - notwithstanding Section D: 5) b) in the event that meals are included at the hotel or site at which the ATA business is being conducted, expenses for subsistence shall be prorated accordingly. Meals not provided for by the ATA may be claimed at the following amounts without receipts: Breakfast - $12.00, Lunch - $16.00, Supper - $20.00
d) Exceptions shall be made when:
i) Provincial Association grants-in-aid will cover any costs for accommodation or subsistence exceeding those provided for in Local Policy.
ii) An individual has met the conference or meeting deadline for reserving single room accommodation at the hotel(s) or site(s) where business is to be conducted and such accommodation is not available.
iii) An individual is requested by the Local President or Local Executive to represent the Local on ATA business after the deadline for reserving single room accommodation is to be conducted, and such accommodation is not available.
iv) An individual receives approval from Local Executive Council. In such a case, the individual must submit, in writing, the reason or reasons for selecting accommodation away from the site where the business is to be conducted.
a) Effective September 1, 2005 travel allowance shall be the same rate paid by the provincial Alberta Teachers' Association
b) For those who drive - parking at the rate charged by the hotel will be paid.
c) Cab fare for those who travel by air will be paid. Receipt required please.
7) EXPENSES CLAIMED BY COMMITTEES
a) All expenses claimed for ATA business MUST be accompanied by proper documented invoices.
8) CONFERENCE AND MEETING ALLOWANCE GUIDELINES
a) EDMONTON: Allowance for duration of the conference plus one extra night accommodation plus one extra day meal allowance. *Payment of expenses for the extra night accommodation and extra day meal allowance will be paid only if actual expenses were incurred.
b) CALGARY: Allowance for duration of the conference plus one-day meal allowance, according to the subsistence allowance policy.
c) BANFF: Allowance for duration of the conference plus one-day meal allowance, according to the subsistence allowance policy.
d) LETHBRIDGE: Allowance for duration of the conference. If conference is for part of one day, the meal allowance for one day shall be paid, according to the subsistence allowance policy.
e) RED DEER: Allowance for duration of the conference plus one-day meal allowance, according to the subsistence allowance policy.
f) If more than one delegate is participating, and travel is by car, car allowance should be based on one car for two people.
g) Payment of expenses for travel allowances will be paid only if expenses are actually incurred.
h) When long distance transportation is required, the travel allowance will be the amount of airfare plus taxi fare, provided that the total does not exceed the general travel allowance. Receipts for airfare and taxi must be presented to the Local Office Secretary.
i) Any group of delegates may arrange to travel by charter aircraft subject to the following conditions:
i) The total cost must approximate the cost of travel by car.
ii) No person should feel obliged to travel by air.
iii) All charters are subject to approval of the Local President.
j) For meetings and conferences kilometrage should correspond to Provincial ATA guidelines:
|
Banff |
870 km return |
|
Jasper |
1408 km return |
|
Brooks |
214 km return |
|
Lethbridge |
338 km return |
|
Bow Island |
118 km return |
|
Olds |
770 km return |
|
Calgary |
586 km return |
|
Red Deer |
878 km return |
|
Edmonton |
1182 km return |
|
Taber |
234 km return |
a) Expense claims for out town claims must be submitted to the Local Office Secretary.
b) Individuals are requested to submit claims with receipts for out of town business to the local secretary, within one month of the activity except for kilometrage and meals.
c) Individuals submitting claims or receipts more than SIX months AFTER the activity are not eligible for payment of their claim.
d) Individuals who have received payment for anticipated claims will be liable for the loss of any grant or grants-in-aid should they fail to submit the proper receipts to the local secretary within six months of the activity in question.
a) An appropriate gift may be presented to any guest of Medicine Hat Local No. 39 of The Alberta Teachers' Association.
a) Rental: Rental of office accommodation for this local should be arranged for by the committee of table officers. The following guidelines should apply:
i) Suitability of accommodation
ii) Cost
iii) Location
iv) Terms of Lease
b) Upon locating suitable office accommodation, the Table Officers' Committee will report to Local Council for final approval of an agreement.
a) Insurance: Insurance of assets of this Local should be arranged on the following basis:
i) Adequate coverage should be provided to allow for replacement of existing equipment and furnishings.
ii) Bids should be solicited from a minimum of 3 local insurance agencies.
iii) The Table Officers will submit their recommendations regarding insurance coverage to Local Council for approval.
b) Purchase of Office Equipment and Furnishings
i) Any new purchase of equipment or furnishings should be preceded by a discussion at Local Council meeting as to the necessity of such a purchase.
ii) Upon approval of Local Council, the Table Officers' Committee should proceed to make the purchase keeping in mind the following criteria:
iii) Bids should be solicited from a minimum of three sources
iv) Availability of service should be considered.