Policies

HORIZON TEACHERS’ ASSOCIATION POLICIES AND GUIDELINES

Effective April, 2013

Section 1: Election Procedures
Section 2: Financial Matters
Section 3: Association Records
Section 4: Local Collective Bargaining
Section 5: Resolutions
Section 6: Executive Practices and Procedures
Section 7: Professional Community Support and Charitable Bequests
Section 8: Teacher Recognition
Section 9: Offices and Duties

1. Election Procedures

1.1. The Executive each year shall establish the dates for elections and shall make those dates known to the membership in a timely manner.
1.1.1 Call for elections will be posted one month prior to elections.
1.1.2 Nominations will close one week prior to elections.
1.1.3 In the event nominations do not exceed the number of positions available the Chief Electoral Officer shall declare nominees elected.
1.1.4 Should the required number of nominations not be received by closing of nominations the Chief Electoral Officer will reopen nominations for vacant positions.
1.1.5 Candidates for President are encouraged to provide visual presentations to be posted one week prior to elections.
1.1.6 Election for president will be conducted two weeks prior to the election of other officers.
1.1.7 Election for President must be conducted prior to April 15.
1.2 Nominations will be submitted on the approved form, which will be posted at the time elections are called.
1.3 Candidates shall have the opportunity to submit a word statement and/or visual presentation to be published by the HTA. These statements may include a maximum word limit of 300 words and/or visual length of 3 minutes.
1.4 Unsuccessful Candidates for President have the opportunity to continue to be nominated down the ballot during the election process.
1.5. The Vice-President is responsible for notifying the membership of the election results.
1.6 Chief Electoral Officer
1.6.1 The duties include:
1. Organizing school-based votes by the membership for all Officer Positions.
2. Providing members and school staff liaisons with information about election policies and procedures.
3. Ensuring that for the presidential election instructions are prepared for each school staff liaison. The information shall contain the voting procedures, the ballots, and the process for turning in ballots.
1.6.2 In case of conflict of interest, the position of Chief Electoral Officer will be assigned to a Councilor by the President.
1.7 Election of Officers
1.7.1 If the margin of victory is less than 25 votes, a recount shall be performed.
1.7.2 In the event of a tied vote, a revote shall occur for the tied candidates.
1.7.3 The candidate receiving the most votes shall be declared elected.
1.7.4 All voting shall be conducted in accordance with the following rules:
1. Voting in each school staff is to be conducted under the supervision of the school staff liaison.
2. Voting is to take place on the day(s) appointed and between the hours of 8:00 am and 4:00 pm.
3. The school staff liaison is authorized to conduct an advanced poll to ensure that all eligible voters have the opportunity to vote.
4. At 4:00 pm (or before if all eligible voters have voted) the school staff liaison shall count the ballots for their school staff. The results shall be sent to the Chief Electoral Officer.
5. All ballots shall be sealed in the envelope and returned to the Chief Electoral Officer.
6. The Chief Electoral Officer shall contact the President with the results.
7. The Chief Electoral Officer shall announce the results of the vote.
8. Ballots shall be brought forward to the next executive meeting. The ballots shall be destroyed by order of a motion from the Executive.
1.7.5 Nominated members, other than President, shall have the opportunity to post a candidate statement on the HTA website to a maximum of 200 words.
1.8 Election of Councilors
1.8.1 Two Councilors shall be elected per quadrant.
1.8.2 Voting of Councilors shall be Quadrant based.
1.8.3 In the event of a vacancy in a quadrant nominees may be appointed by the Executive to fill that position.

2. Financial Matters

2.1 The President and Treasurer shall have co-signing authority for all financial transactions of the local association.
2.2 The Treasurer will maintain an audited electronic record of all income and expenses (ie. Quick Books).
2.3 The Treasurer will reconcile all accounts for each school year and transfer the electronic records to the new treasurer by August 1.
2.4 The financial institution shall be the Teachers’ Credit Union.
2.5 Approved expenses will be reimbursed at rates reviewed annually by the executive.
2.6 Honoraria shall be awarded as determined by the Executive.
2.6.1 For the 2012-13 School Year honoraria shall be granted to the following in the amounts indicated:
1. Webmaster - $200.00 5. Treasurer - $300.00
2. Councilor - $200.00 6. LINC Chair - $400.00
3. Quadrant Rep. - $200.00 7. President - $400.00
4. Secretary - $200.00 8. Vice-president - $200.00
2.6.2 When an individual fulfills two positions on the Executive, they will receive 100% honoraria for both positions.
2.6.3 During a negotiating year at the recommendation of the Executive an honoraria may be considered for all LINC members in recognition of the time spent negotiating.
2.7 The webmaster may apply to the HTA Executive for reimbursement for his/her internet Service.
2.8 Release time to a maximum of 50% may be granted to the President. The local association will reimburse the Board of Education the costs of releasing the President.
2.9 Reimbursement of Expenses
2.9.1 HTA members are eligible for travel expense reimbursement for the following purposes:
1. Executive meetings
2. Liaison meetings
3. Standing Committee Meetings
4. Other meetings or purposes that are required to fulfill HTA business.
2.9.2 Eligible expenses will be paid according to rates determined and reviewed annually by the Executive.
2.9.3 Eligible expenses will be paid following the submission of signed and dated HTA expense form.
2.10 Meeting Expenses
2.10.1 The amount per plate for meals provided at meetings shall be determined and reviewed annually by the Executive.
2.10.2 Meeting expenses will be paid following the submission of a signed and dated HTA expense form with a receipt attached.
2.11 Retreat Expenses
2.11.1 HTA members attending a HTA sponsored retreat will be reimbursed for food expenses to a maximum of $50.00 per day and eligible travel costs provided a receipted, signed and dated HTA expense form is submitted.

3. Association Records

3.1 Association Records shall consist of the following:
3.1 Electronic financial statements
3.2 Budget documents
3.3 Minutes from all committees, general assemblies and executive meetings
3.4 Constitution and Policies
3. 5 Other documents as determined by the Executive
3.2 Unless otherwise stated in policy or constitution, items listed above will be preserved electronically for five years.
3.2.1 Cloud Space or an equivalent storage space will be used for this purpose.

4. Local Collective Bargaining (LINC)

4.1. The LINC shall select the bargaining route.
4.2. Agreement Ratification
4.2.1 A recommendation for ratification will be made to the HTA President when LINC has determined that there is a proposed agreement
4.2.2 The LINC will determine a method to disperse information and present the proposed agreement to the membership.
4.2.3 The HTA President will contact the SSLs with the vote question and the following voting process:
1. Voting in each school staff is to be conducted under the supervision of the school staff liaison.
2. Voting is to take place on the day(s) appointed and between the hours of 8:00 am and 4:00 pm.
3. The school staff liaison is authorized to conduct an advanced poll to ensure that all eligible voters have the opportunity to vote.
4. At 4:00 pm (or before if all eligible voters have voted) the school staff liaison shall count the ballots for their school staff. The results shall be sent to the LINC Chair.
5. All ballots shall be sealed in the envelope and returned to the LINC Chair
6. The LINC Chair shall contact the President with the results.
7. The LINC Chair shall announce the results of the vote.
8. Ballots shall be brought forward to the next executive meeting. The ballots shall be destroyed by order of a motion from the Executive.
4.2.4 The LINC Chair administers a school staff based vote using process established by policy for elections.
4.2.5 A 50% + 1 vote from the membership is necessary for the ratification of a collective agreement.
4.2.6 The voting results will be released at the discretion of the LINC.
4.2.7 The ballots shall be destroyed by order of the executive.
4.3. Amendments to the Local Collective Bargaining Agreement
4.3.1 A recommendation to seek an amendment will be made to the executive by LINC.
4.3.2 The Executive considers the recommendation from LINC. If approved a motion is made to call for vote of the membership to support opening discussions to seek an amendment.
4.3.3 The HTA contacts the School Staff Liaisons with the vote question, background and voting process.
4.3.4 The President administers a school staff based vote using process established by policy for elections.
4.3.5 If the membership is in favour (50% + 1) of moving forward, the HTA LINC team contacts Horizon School Division to seek an amendment.
4.3.6 A proposed amendment is presented to the executive. If approved a motion is made to call for vote of the membership.
4.3.7 The HTA President will contact the SSLs with the vote question and voting process.
4.3.8 The LINC Chair administers a school staff based vote using process established by policy for elections.
4.3.9 A 50% + 1 vote from the membership is necessary for the approval of an amendment of the collective agreement.

5. Resolutions

5.1 A resolution is a formal proposal calling for the STF or HTA to take certain action, or to express a certain view or set of beliefs.
5.2 Members seeking a resolution to be adopted by the HTA or be submitted to the STF on behalf of the association must submit the resolution to the executive.
5.3 The executive assigns the resolution to a committee.
5.3.1 The committee works with the members who submitted the resolution.
5.3.2 The committee develops wording of the resolution.
5.3.3 The committee develops background research to include with the resolution.
5.3.4 The committee brings the completed resolution to the executive. The executive refers the resolution to the General Assembly for approval.
5.4 Resolutions Approved
5.4.1 Resolutions for the STF are submitted on behalf of the association by the deadline required by the STF.
5.4.2 Resolutions for the HTA are submitted to the executive to administer.

6. Executive Practices and Procedures

6.1 The executive shall maintain a record of practices and procedures.
6.2 Practices and procedures are developed by a motion of the executive.

7. Professional Community Support and Charitable Bequests

7.1 Sterling McDowell Foundation
7.1.1 The Horizon Teachers’ Association shall contribute on an annual basis to the foundation at a rate determined by the budget.
7.2 Charitable Bequests
7.2.1 In the event of the death of a contracted HTA member an in memorial donation of $500 will be made to a charitable fund chosen to be appropriate by the Executive.
7.2.2 Requests for financial donations will be left up to the discretion of the HTA executive.

8. Teacher Recognition

8.1 Superannuation Banquet
8. 1.1 The Horizon Teachers’ Association (HTA) will annually fund a banquet to honour HTA superannuates.
8.1.2 The HTA Executive will solicit a volunteer school to form a Superannuation Committee to plan and host the banquet.
8.1.3 Invitations will be extended by the host committee to the following:
1. The superannuate and a guest
2. The Director of Education or designate and a guest
3. The Chairman of the Board of Educ. or designate and a guest
4. All HTA members
8.1.4 Tickets will be made available at a cost determined by the host committee to:
1. Central Office staff and Board Members who did not receive an invitation
2. Guests of the superannuate
3. Spouses of HTA members
4. Support Staff
8.1.5 Duties of the HTA President shall include:
1. Obtain an up-to-date list of superannuates from Human Resources.
2. Order the STF gifts from Member Services.
3. Enclose the HTA monetary gift within the STF gift and ensure either the presentation or delivery of these gifts.
4. Address the superannuates on behalf of the HTA
8.1.6 Duties of the Superannuation Committee are as follows:
1. work within the budget provided by the HTA (approximately $4000)
2. keep a financial record of expenses and submit bills and receipts to the HTA
3. choose a date and book the facility
4. hire a caterer
5. issue invitations to the superannuates
6. will send an invitation to all staffs to attend the banquet
7. set the ticket price for cost recovery.
8.1.7 Any profit available from the banquet will remain with the Superannuation Committee
8.2 Induction of New Teachers
8.2.1 An Induction ceremony will be held annually at Convention, an AGM or within local school staffs as directed by HTA executive.
8.2.2 Signed certificates of induction will be made available to the SSL’s who will then fill in the names of individuals from their staff who will be inducted.
8.2.3 Following the ceremony (a copy of which is provided with the certificates), the inductees will receive an STF pin and the certificate.

9. Offices and Duties

9.1 Committee Chairs
9.1.1 All committees of the association shall have a chair.
9.1.2 Duties
1. Contribute to the establishment and maintenance of the committee
2. Organize and preside over committee meetings.
3. Recruit, mentor and support committee members.
4. Facilitate the review of committee plans and goals.
5. Sit on the Local Executive and liaise between it and the committee.
6. Maintain communication with the President on the status of the committee.
7. Prepare required reports on behalf of the committee.
8. Communicates committee findings, policy implications and recommendations.
9.2 Webmaster
9.2.1 Maintain a webpage with current, relevant HTA information.
9.3 Local Implementation and Negotiation Committee (LINC)
9.3.1 Liaises with the STF on matters related to bargaining.
9.3.2 Constitutes the grievance committee with matters arising out of the local agreement.
9.3.3 Works with the President in administering the local collective agreement.
9.4 Nominates a chairperson. The LINC Chair:
1. Has the same role and responsibilities of other committee chairs.
2. Maintains regular contact with the local association and the STF during negotiations.
3. Speaks on behalf of the committee to members and school division officials.
4. Maintains relationships with school division officials involved in collective bargaining.
5. Assists members in dealing with grievances related to the local collective agreement.
6. Works with the President in administration of the local collective agreement.
7. Must sent a letter to the Education Relations Board registering the bargaining route selected by the committee.
8. Must send a letter to the Board Chairman at least 100 days prior to expiration of the current agreement requesting that negotiations commence.
9.5 Past President
9.5.1 Will be the member who last held the position of president.
9.5.2 Will only be a member of the Executive for the first year of a president’s term.
9.5.3 Will advise the President on facilitating and implementation of policy and services to local members.
9.6 President
9.6.1 Shall be elected by the membership.
9.6.2 Represents the local and speaks on behalf of its members within the STF and the area served by the local.
9.6.3 Communicates to members and works to further the goals and activities established by the STF.
9.6.4 Works to resolve conflict and solve problems within the local.
9.6.5 Refers schools and members in need of advice and assistance from STF Senior Administrative Staff.
9.6.6 Acts as the agent of the local in managing its affairs.
1. Organizing and presiding over executive meetings.
2. Serve as an ex office member of all committees.
3. Establishes and maintains effective communication with the members.
4. Facilitates the development and implementation of local policies.
5. Facilitates the development and maintenance of services to members.
6. Develop and create resources for the general assembly and executive.
7. Approves and distributes Executive meeting minutes.
9.7 School Staff Liaison
9.7.1 Attends non-convention general assemblies and acts on behalf of the members by:
1. Acquiring information about issues facing the local, sharing it with those in their schools and seeking feedback from them.
2. Reporting on assembly decisions and the reasons for them.
3. Arranging for a substitute to attend assemblies in the event of their absence.
9.7.2 Liaises between the school and the local association or provincial organization.
9.7.3 Reports to the school staff on STF meetings, HTA meetings, and local and provincial issues.
9.7.4 Gathers and distributes information as requested.
9.7.5 Links members to supports and services within the STF.
9.7.6 Conveys information on teacher concerns to the local and/or STF.
9.8 Secretary
9.8.1 Maintains meeting notes and forwards them to the President.
9.8.2 Assists the President by carrying out responsibilities designated by the President or Executive.
9.9 Treasurer
9.9.1 Maintains accurate financial records of all money received and disbursed by the local.
9.9.2 Prepares an annual financial report and budget for consideration at the general meeting.
9.9.3 Arranges for the financial records to be audited as stipulated in the constitution.
9.9.4 Fulfills requirements in the constitution.
9.9.5 Provides a monthly statement to the Executive.
9.10 STF Councillor
9.10.1 Attends STF Council meeting and contributes to the work of the STF Council, providing the perspective of the local while acting on behalf of the Collective.
1. Informs the President of the need for a substitute at Council meetings if unable to attend.
9.10.2 Acts as an agent of the STF within the Local:
1. Acquiring and disseminating information to members about contracts of Employment, benefits, accreditation, STF policies, STF plans and activities, STF services and educational issues and trends affecting teachers.
2. Supporting the development and implementation of STF plans and policies at the provincial level.
3. Informing the STF Executive and Senior Administrative Staff about the needs of local members and developments or issues within the local.
4. Maintaining local relationships, both internal and external, that facilitate influencing and information-gathering on behalf of the STF.
5. Offering advice and guidance to local members who need assistance in their professional duties or relationships.
9.11 Vice President
9.11.1 Assumes the role of president in the event that the president is unable to carry out the responsibilities assigned by:
1. Representing the president at meetings.
2. Chairing meetings in the president’s absence.
9.11.2 Assists the president by carrying out responsibilities designated to the office of the president and/or executive.
9.11.3 Shall serve on the Liaison Committee
9.12 Liaison Committee
9.12.1 The Liaison Committee will be established as stated in Article VIII, of the HTA Constitution
9.12.2. The Liaison Committee will collect Non-LINC topics from the membership to be added to meeting agenda. These topics should be available for discussion at the HTA Executive meeting prior to the next Liaison meeting.

10. Convention

10.1 Frequency
10.1.1 The Horizon Teachers Association will hold an annual convention.
10.1.2 Any change to the frequency of convention will be made by a vote of the membership where a simple majority is received.
10.2 Duration
10.2.1 Convention will be 2 days.
10.2.2 Any change to the duration of convention will be made by a vote of the membership where a simple majority is received.