Operational
Procedures
November, 2008
Dartmouth Local
Operational Procedures
Contents
|
Article |
|
Title |
|
I |
|
Duties
of the Local Executive |
|
II |
|
Duties
of the Local Council |
|
|
|
Duties
of the Table Officers |
|
IV |
|
Duties
of the Local President |
|
V |
|
Duties
of the Vice-President – Public Affairs/Public Relations |
|
VI |
|
Duties
of the Vice-President – Economic Welfare |
|
|
|
Duties
of the Vice-President – Professional Development |
|
VIII |
|
Duties
of the Local Secretary |
|
IX |
|
Duties
of the Local Treasurer |
|
X |
|
Duties
of the Past President |
|
XI |
|
Duties
of the Provincial Executive Member |
|
XII |
|
Duties
of the Member-at-Large |
|
XIII |
|
Duties
of the NSTU Representative |
|
XIV |
|
Duties
of Committees |
|
XV |
|
Regular
Meeting Protocols |
|
XVI |
|
Leadership
Training |
|
XVII |
|
Annual
Council Delegate Selection Process |
|
XVIII |
|
Amendments |
|
|
|
Appendix |
Operational Procedures
I. Duties
of the Local Executive
[1] The Dartmouth Local Executive shall conduct the business of the Local under the direction of the Local Council and/or Local General Membership.
[2] The Dartmouth Local Table Officers shall present to the Annual General Meeting of the Local:
a financial statement;
a proposed balanced budget for the upcoming year; and
a report of the Local’s activities for the year.
[3] The Dartmouth Local Executive shall receive and disburse all Local funds in accordance with the Nova Scotia Teachers Union and Local policies.
[4] The Dartmouth Local Executive shall regularly attend meetings and perform duties as required.
[5] The Dartmouth Local Executive shall present written reports to Local Council and/or Local General meetings regarding their activities.
[6] The Dartmouth Local Executive may assist educational sites in the selection of NSTU representatives.
[7] All Dartmouth Local Executive members shall maintain a written record of their work and shall forward it to their successors.
II. Duties
of the Local Council
[1] The Dartmouth Local Council shall encourage member involvement in the development of goals and objectives for the Local.
[2] The Dartmouth Local Council shall assess ongoing programs of the Local.
[3] The Dartmouth Local Council shall receive Local Executive and committee reports.
[4] The Dartmouth Local Council shall address the views and concerns of NSTU representatives, thus providing direction to the Local Executive.
[5] The Dartmouth Local Council shall debate and resolve routine concerns.
[6] The Dartmouth Local Council shall propose motions for consideration at Local Council and/or Local General meetings.
[7] The Dartmouth Local Council shall provide a mandate for Dartmouth Local Executive action, subject to ratification at a Local Council and/or Local General meeting.
[8] The Dartmouth
Local Council shall periodically review the Dartmouth Local Constitution and Operational Procedures.
[1] The Dartmouth Local Table Officers shall establish Local administrative procedures for adoption by the Dartmouth Local Executive on an annual basis.
[2] The Dartmouth Local Table Officers shall call a special meeting in the event of an emergency or special need.
IV. Duties of the Local President
[1] The Dartmouth Local President shall be the official spokesperson for the Local on Local matters excluding bargaining unit issues.
[2] The Dartmouth Local President or designate shall preside at all meetings of the Local, the Local Council, and the Local Executive.
[3] The Dartmouth Local President shall prepare agendas for all Local meetings at which the President presides.
[4] The Dartmouth Local President shall be an ex-officio member of all Local committees.
[5] The Dartmouth
Local President shall be a member of the
[6] The Dartmouth Local President shall dialogue with educational site administrators in consultation with educational site NSTU representative(s).
[7] The Dartmouth Local President shall review the Local’s Constitution and Operational Procedures during the first meeting of the Local Executive each year.
[8] The Dartmouth Local President in consultation with the Local Executive shall appoint an Executive member as a Substitute Teacher Liaison.
[9] The Dartmouth Local President in consultation with the Local Executive shall appoint an Executive member as a New Member Contact Liaison.
[10] The Dartmouth Local President in consultation with the Local Executive shall appoint an Executive member as an Equity Contact Liaison.
[11] The Dartmouth Local President shall maintain a membership registry.
[12] The Dartmouth
Local President shall be a signing officer for the Local.
[13] The Local President shall perform such duties as directed by the Local, the Local Council, and the Local Executive.
V. Duties of the Vice-President – Public Affairs/Public Relations
[1] The Vice-President – Public Affairs/Public Relations shall chair the Local Public Affairs/Public Relations Committee as one unit.
[2] The Vice-President – Public Affairs/Public Relations shall be a representative on the Regional Public Affairs/Public Relations Committee.
[3] The Vice-President – Public Affairs/Public Relations shall coordinate the Local’s monitoring of the Halifax Regional School Board meetings.
[4] The Vice-President – Public Affairs/Public Relations shall organize the yearly Holiday Social (December) and Teacher Appreciation Day (May).
VI. Duties of the Vice-President – Economic Welfare
[1] The Vice-President
– Economic Welfare shall chair the Local
Economic Welfare Committee.
[2] The Vice-President
– Economic Welfare shall be a voting
member of the Regional Economic Welfare
Committee.
[3] The Vice-President
– Economic Welfare shall a member of
the Regional Grievance Committee.
[4] The Vice-President
– Economic Welfare shall present the Local’s views concerning improved
working conditions for members to the Regional
Economic Welfare Committee.
[5] The Vice-President
– Economic Welfare may conduct
economic welfare training in the Local under the direction of the Regional Economic Welfare Committee.
[6] The Vice-President
– Economic Welfare shall be a signing
officer for the Local.
[1] The Vice-President – Professional Development shall chair the Local Professional Development Committee.
[2] The Vice-President – Professional Development represents the Local on the Article 60 Committee.
[3]
The Vice-President – Professional Development shall chair the Local Resolutions Committee.
[4] The Vice-President
– Professional Development shall organize the yearly Executive Planning/Rep
Retreat.
VIII. Duties
of the Local Secretary
[1] The Dartmouth
Local Secretary shall record and
maintain copies of the minutes of all Local
Council, Local General and the Local Executive meetings.
[2] The Dartmouth Local Secretary shall prepare copies of the minutes for distribution prior to or at all Local meetings.
[3] The Dartmouth Local Secretary shall maintain a record of attendance at all meetings of all Local Council, Local General and the Local Executive for quorum purposes.
[4] The Dartmouth Local Secretary shall maintain a current list of contact information for Local NSTU Representatives, Local Executive members and Local standing committee members.
[5] The Dartmouth Local Secretary may circulate information regarding Local meetings and other events as directed by the Local Executive.
IX. Duties
of the Local Treasurer
[1] The Dartmouth Local Treasurer shall chair the Local Finance Committee.
[2] The Dartmouth Local Treasurer shall administer all financial matters associated with the Local and report to the Local, by means of a financial statement, at Local Council and/or Local General meetings.
[3] The Dartmouth Local Treasurer shall be responsible for providing financial records to the NSTU accountant for an annual audit review of Local finances in accordance with guidelines prepared by the Finance and Property Committee.
[4] The Dartmouth
Local Treasurer shall prepare a proposed budget for approval at the Annual General Meeting.
[5] The Dartmouth
Local Treasurer shall attend the Annual Provincial Treasurer’s Conference.
[6] The Dartmouth Local Treasurer shall create, record and maintain financial records regarding Staff Representatives for stipend payment.
[7] The Dartmouth
Local Treasurer shall prepare a financial statement for all Local and
Executive meetings.
[8] The Dartmouth Local Treasurer shall be a signing officer for the Local.
[9] The Dartmouth
Local Treasurer shall pay invoices for Dartmouth
Local sponsored events.
X. Duties
of the Past President
[1] The Past President or designate shall act in an advisory capacity to the Local President and the Local Executive.
[2] The Past President or designate may serve as Local Parliamentarian.
XI. Duties
of the Provincial Executive Member
[1] The Provincial Executive Member shall perform tasks as outlined in the Nova Scotia Teachers Union Guidebook.
XII. Duties of the Member-at-Large
[1] The Member-at-Large shall perform other duties as directed by the Local President and/or Local Executive.
XIII. Duties
of the NSTU Representative
[1] The NSTU Representative shall request time on staff meeting agendas for NSTU updates.
[2] The NSTU Representative shall organize a minimum of three (3) meetings per year with the NSTU members at the educational site in order to:
[i] obtain member views on professional and economic matters;
[ii] disseminate information to members concerning Local
and Provincial matters.
[3] The NSTU Representative shall communicate educational site member concerns to the Local Council and work to resolve those concerns.
[4] The NSTU Representative shall keep the educational site administrator informed of NSTU matters.
[5] The NSTU Representative shall be knowledgeable about policies and procedures of the Local and Provincial NSTU.
[6] The NSTU Representative shall direct member requests to the appropriate Local, Regional or provincial authority.
[7] The NSTU Representative shall encourage new member involvement with Local activities.
[8] The NSTU Representative shall attend Local Council and Local general meetings.
[9] The NSTU Representative shall post agendas for Local general meetings.
[10] The NSTU Representative shall distribute material received from the Local, Regional or Provincial NSTU to members on site.
[11] The NSTU Representative shall conduct educational site votes.
[12] The NSTU
Representative shall coordinate the collection of the annual Membership Registry.
[13] The NSTU Representative shall promote a united teaching profession.
XIV. Duties
of Committees
[1] Duties of the Public Affairs/Public Relations Committee shall include:
[i] maintaining contact with the local media and issuing news releases with the approval of the Local Executive;
[ii] promoting teacher image through publicity of programs of local interest;
[iii] coordinating and maintaining internal communications with members via newsletter/website;
[iv] ensuring the circulation of information received from Local leaders and Local Committees to the general membership and other interested stakeholders;
[v] sponsoring, coordinating, and hosting a variety of activities for Local members as directed by the Local Executive.
[vi] maintaining and updating a contact file of MLAs, MPs, municipal council members, school board members, and other persons with an interest in public education;
[vii] meeting with MLAs in order to maintain an open line of dialogue between the Local and the government;
[viii] attending school board meetings and preparing reports for circulation.
[2] Duties of the Economic Welfare Committee shall include:
[i] coordinating with and supporting the
work of the Regional Economic Welfare Committee;
[ii] planning
and promoting working conditions of the local
membership, including seminars on each of these two
topics: maternity/parental/adoption leave and retirement;
[iii] consulting
with all other committees regarding changes or
additions to articles in the Regional agreement, receiving
all recommendations in writing, and presenting information
to the Regional Asking Package Committee once struck;
[iv] monitor the
implementation of regional and provincial
contracts by our employers.
[3] Duties of the Finance Committee shall include:
[i] administering the audit review for the year;
[ii] preparing a proposed budget for approval at a general meeting;
[iii] overseeing the production of a financial report for review and consideration by the Local Executive and the Local Council;
[iv] developing and revising Guidelines for NSTU Local Expenditures.
[4] Duties of the Nominating Committee shall include:
[i] circulating a notice of election for Local Executive positions to all NSTU representatives three (3) weeks prior to the Annual General Meeting;
[ii] overseeing the election of Local Executive positions;
[iii] providing NSTU representatives with the results of the elections;
[iv] overseeing the election of Annual Council delegates;
[v] establishing guidelines for election of NSTU representatives;
[vi] administering the selection process for Local committee membership.
[5] Duties of the Professional Development Committee shall include:
[i] organizing professional development activities, seminars, and workshops for the Local;
[ii] providing cooperation and communication between teachers and the Halifax Regional School Board with respect to professional development;
[iii] advising the Local Executive regarding professional development issues;
[iv] liaising with the provincial NSTU Professional Development Committee;
[v] offering recommendations to the Halifax
Regional Representative Council members on the Halifax Regional School
Board-Nova Scotia Teachers’ Union Article 60 Professional Development Committee
with respect to guidelines that govern the administration of Article 60
Funding;
[vi] preparing criteria and selecting successful applicants for bursaries sponsored by the Local.
[6] Duties of the Resolutions Committee shall include:
[i] forwarding the name of the Resolutions Committee Chairperson to the NSTU office by October 1st of each year;
[ii] calling for resolutions and informing the membership of submission procedures and time lines;
[iii] distributing copies of resolutions to members prior to the General Meeting;
[iv] assisting members in the preparation of resolutions and accompanying briefs;
[v] submitting approved resolutions to Annual Council;
[vi] briefing the Local’s delegation to Annual Council.
XV. Regular Meeting Protocols
[1] The agenda at a Dartmouth Local General Meeting shall include:
1. Call to Order
2. Approval of the Agenda
3. Approval of the Minutes of the Previous Meeting
4. Business Arising from the Minutes
5. NSTU Rep Concerns
6. Reports
Treasurer
Secretary
Members-at-Large
Vice-President – Economic Welfare
Vice-President – Professional Development
Vice-President – Public Affairs/Public Relations
Provincial Executive Member
President
7. New Business
8. Other
9. Adjournment
[2] The agenda at a Dartmouth Local Council Meeting shall include:
1. Call to Order
2. Approval of the Agenda
3. Approval of the Minutes of the Previous Meeting
4. Business Arising from the Minutes
5. NSTU Rep Concerns
6. Reports
Treasurer
Secretary
Members-at-Large
Vice-President – Economic Welfare
Vice-President – Professional Development
Vice-President – Public Affairs/Public Relations
Provincial Executive Member
President
7. New Business
8. Other
9. Adjournment
[3] The agenda at a Dartmouth Local Executive Meeting shall include:
1. Call to Order
2. Approval of the Agenda
3. Approval of Minutes of the Previous Executive Meeting
4. Business Arising from the Minutes
5. Reports
Treasurer
Secretary
Members-at-Large
Vice-President – Economic Welfare
Vice-President – Professional Development
Vice-President – Public Affairs/Public Relations
Provincial Executive Member
President
6. New Business
7. Other
8. Adjournment
XVI. Leadership Training
[1] The Dartmouth Local Table Officers shall be responsible for providing a minimum of two in-service sessions annually for Dartmouth Local Executive and Dartmouth Local Council members on the topic of governance principles and practices; such activities to include roles and responsibilities, fiduciary obligations, and constitutional requirements.
[2] In consultation with the NSTU staff officer responsible for NSTU Representative Training, the Dartmouth Local Executive shall sponsor leadership training on an annual basis for all Dartmouth Local NSTU Representatives.
XVII. Annual Council Delegate Selection Process
[1] Election for
Annual Council Delegates will take place during the Local General Membership meeting held in November of the Council year.
[2] Any member
of the Dartmouth Local may be
nominated to attend Annual Council.
[3] Candidates shall
submit their name from the floor to the Chair of the Nominating Committee once
a call for delegates has been made.
[4] Delegates
will be elected from those names submitted, in accordance with the number
permitted as established by the membership registry.
[5] The Local
President and the Chair of the Resolutions Committee shall attend Annual
Council.
[6] Additional
delegates will be chosen as alternates.
[7] All
delegates must be made aware of the Roles and Responsibilities of Council
Delegates. (See Appendix B)
XVIII. Amendments
These Operational Procedures may be adopted, amended, or rescinded by a majority of votes cast by members present at a Dartmouth Local Council or Dartmouth Local General Meeting, provided that written notice of motion to adopt, amend, or rescind has been sent to all NSTU representatives or alternate representatives ten (10) days prior to the meeting.
Appendix
Appendix A: List of Local Educational Sites
Appendix
B: Roles and Responsibilities for Council Delegates
Appendix A
List of Local
Educational Sites within the
2008 - 2009
|
|
Appendix
B
Role
and Responsibilities of Annual Council Delegate
The term “delegate” in this document refers to both voting
and associate/alternate delegates.
Annual Council
This is the
highest legislative body of the NSTU and here is where decisions are made about
policy, procedure, and the future of the NSTU. As the name suggests, Annual
Council is a
yearly meeting of the NSTU. It is held
during the long weekend in May and it brings together the Provincial Executive,
Local delegates, staff officers of the NSTU, committees’ representatives and
representatives from special associations.
At any given time, there are over 400 people present in the Council
chamber.
The purpose of
the Council is to consider resolutions that have been submitted by the Locals
and the Provincial Executive and pass the budget for the coming year. There are other areas of business, but those
are the two main purposes. Debate is
lively and delegates are encouraged to participate.
Delegates'
Responsibilities
Every Local is
entitled to send a number of voting delegates and associates to Council. That
number is based on the number of members in a Local. Each delegate is provided hotel accommodation
and a meal allowance, plus child care and certain other expenses, at the
expense of the provincial NSTU (Associate Delegates’ expenses are covered by
the
As a delegate,
you have certain responsibilities:
1. attend the pre-council meeting(s)
2. be informed about the resolutions before going to Council
3. attend and be attentive at all Council sessions
4. conduct yourself appropriately during all
Council activities
5. notify the Local President prior to an Annual
Council session of your absence.
Pre-Council Meeting
You will become informed about resolutions by attending the Resolution
Pre-Council Vote Meeting.
Just before
March break, each delegate will be sent a booklet containing all the
resolutions that will be considered at Council. To help reduce some of the work at
Council, each Local will hold a "cluster vote" meeting, in which
every resolution is read and considered for clustering, if needed. Those resolutions with 70% or more
votes in favour of clustering province-wide will be "clustered" at
Council and voted on as a group, rather than individually. At this meeting, we also determine which Dartmouth
Local delegates will speak to each Dartmouth Local resolution at Council. For these two reasons, it is important
that everyone planning to attend Council be in attendance.
Annual Council Sessions
Council sessions run Friday evening, Saturday morning/afternoon and
Sunday morning/afternoon.
Absenteeism of Council delegates
If you know you
will need to miss a session, your voting card will be assigned to one of the
Associate delegates. If voting cards are
not assigned by the beginning of a session, the Dartmouth Local loses votes
which may result in a negative impression of our Local.
If you are
unable to commit the entire weekend to participate, it might be better to yield
a place to someone who is able to be there.
Associate Delegates
While
attendance is important for delegates, sometimes there are unavoidable circumstances
when a delegate has to be absent from a given session. The Local pays all the expenses for the
associates who are included in the delegation but only vote when they are
replacing a voting delegate for a particular session.
The Local President
must be notified prior to the session so that an associate delegate can fill
in. Prior notice is required because the
associate delegates are accepted by a Council vote at the beginning of each
session. Once the session has started,
the substitution cannot be made.
A Last Word
Being a Council
delegate or associate delegate is a major commitment, we hope you will
represent your Local members' views well, and we thank you for even considering
it!