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Created by:
Richard Engel
Updated by:
Tammy R. Freund

Moraine Park Federation of Teachers #3338

Policies 2006-2007

 
Executive Council Officers Committees
Attendance at Meetings for Federation Business Policy for Delegates to State Convention
 

PURPOSE OF HANDBOOK: The purpose of this handbook is to present a compilation of current association policies and procedures for implementation by the Executive Council and for awareness of potential Association officers and members.

Executive Council

Policy: The Council has the responsibility of fully and completely managing the affairs of the Association according to the purpose of the Association as stated in the Constitution, Article 2 - Purpose.

Procedures:

1. Individual Council member responsibilities:

  • a. Attend all duly called Council and general assembly meetings.
  • b. Chair standing committees.
  • c. Carry out Association activities.
  • d. Maintain membership in the American Federation of Teachers and the Wisconsin Federation of Teachers and the Moraine Park Federation of Teachers.

2. Full Council responsibilities:

  • Present before or at the first meeting of the general assembly for approval the following:
      1) Budget recommendations including dues

    2) Calendar of general assembly meetings

    3) List of committee assignments
  • b. Publish a general assembly agenda at least seven days in advance of the meeting.
  • c. Set dates, time, and location for:
      1) Council meetings
    2) General assembly meetings
    3) Any social activities
  • d. Develop and administer the budget.
      1) Appropriate funds in accordance with the budget as approved by the general assembly
    2) Approve all legal debts
  • e. Notify and replace, if necessary, Council members if negligent or incapacitated as a result of:
      1) Missing three Council meetings
    2) Extended illness
    3) Leave of absence
    4) Sabbatical leave
    5) Retirement
    6) Death
  • f. Act on all business listed in the agenda for a general assembly which fails to establish a quorum.
  • g. Maintain an official manual and records to be passed on to their successor which includes:
     
    1) Minutes
    2) Financial reports
    3) All official correspondence
Officers

Policy: The officers have the authority and responsibility to manage the affairs of the Federation as a segment of the Executive Council and, in addition, have individual duties and powers as stated in Bylaws, Article 2.

Procedures:

1. President

  • a. Preside over meetings, (Executive Council and general assembly).
  • b. Appoint chairs of standing committees.
  • c. Appoint members of standing committees.
  • d. Appoint special committees.
  • e. Appoint nominations and elections committee by March I each year.
  • f. Be an ex officio member of all standing committees.
  • g. Represent the Federation with nonmembers.
  • h. Represent the Federation either personally or through an appointee on the Wisconsin Federation Voc-Tech Council.
  • i. Sign the bargaining agreement when ratified.
  • j. Be a co-chair of the grievance committee.

2. Vice-President:

  • a. Shall function as president in the president's absence, either temporary or permanent.
  • b. Be responsible for state convention arrangements for delegates:
      1) Room reservations
    2) Convention registration
    3) Committee assignments
    4) Notification to District Office of names of delegates, according to the number specified in the contract, attending the state convention. This is to be done at least 21 calendar days prior to the date of convention.
  • c. Serve on or chair a standing committee.
  • d. Serve as parliamentarian and rule on matters of parliamentary procedure at Executive Council and General Assembly meetings.
  • e. Distribute copies of constitution, bylaws and policies and procedures to new Executive Council members by the first Executive Council meeting of the new year.
  • f. Extend offer and make arrangements for new Executive Council members to have a mentor.
3. Recorder
  • a. Keep accurate minutes of all meetings of the Council and General Assembly.
  • b. Disseminate minutes to all Council members within seven days of a.meeting.
  • c. Maintain the official Federation file.
  • d. Sign the Bargaining agreement when ratified.
  • e. Duplicate materials and bill to the MPFT treasurer.
  • f. Extend offer and make available to new Council members last year's minutes.
  • g. Type, sign and mail membership cards for Labor Council members.
4. Correspondent
  • a. Issue all meeting notices, at least seven days in advance of Executive Council meetings and General Membership meetings.
  • b. Duplication and distribution to be billed to MPFT treasurer.
  • c. Answer all correspondence in the name of MPFT.
  • d. By January 15 of each year in which the Federation's bargaining contract expires, send a letter of intent to bargain to District Office.
  • e. Chair the "Sunshine Committee."
  • f. Present all correspondence received to the Executive Council.
  • g. Help prepare and distribute agendas for all meetings.
  • h. Prepare a ballot each March for year-end elections.
  • i. Send list of nominated individuals for Federation officers and building representatives to each Federation member along with a proxy ballot in the time prescribed in the Federation's Constitution and Bylaws.
  • j. Prepare the ballot to be used for elections at the General Membership Meeting in May of each year.
5. Treasurer
  • a. Be bonded.
  • b. Hold and disburse funds upon authorization by Council.
  • c. Keep accurate list of members.
  • d. Send introductory letter and membership card to all new Federation members.
  • e. Keep accurate record of receipts and disbursements.
  • f. Present a written' financial report at each Council and General Assembly meeting.
  • g. Disburse funds to members for travel, lodging, and meals when on Federation business according to the travel policy.
  • h. Recommend budget at least 30 days prior to last General Assembly meeting.
  • i. Present an annual financial statement at last General Assembly meeting of the school year.
  • j. Submit to the IRS tax form 996 by November 15 of each year.
  • k. Pay honorarium for each written report submitted by Council members at Council meetings. Exceptions are: officers, building reps and public relations committee chair.
  • l. Reimburse Council members,for travel to Council meetings at current IRS rate.
  • m. Reimburse dues at the end of the school year for president, vice-president, recorder, correspondent, and treasurer; and partial dues for public relations committee chair (1/4 dues per newsletter) and building reps (1/4 dues per building meeting with written report).
  • n. Distribute welfare committee funds to grievance, negotiations and workload committees based upon formula established by the.Council.
  • o. Send list of building members to each building rep and update it throughout the year.

Committees

Policy: Membership involvement is achieved through committee activities.

Procedures:

1. Committee operations:

  • a. There shall be standing committees, operational committees, and ad hoc committees.

2. All committee appointments, including the chair, are made by the president with the approval of the Executive Council. The chair is responsible to the Council.

3. Committee appointments shall be for two years, one-half of membership being replaced each year; members may succeed themselves.

4. Committee vacancies may be filled by the president with the approval of the Council.

5. Committee chairperson assignments should be completed at the Executive Council organizational meeting.

6. Committees shall plan an annual program of work to be approved by the Council at their first meeting after the organizational meeting.

7. Meeting dates, times, and locations shall be determined by the respective committees.

Individual Committees:

1. Administrative Policy
  • a. The Administrative Policy Committee Shall consist of not less than three nor more than five members.
  • b. Attend or monitor all MPTC Board meetings.
  • c. Propose and monitor new and revised District administrative policies.
  • d. Interpret existing policies.
  • e. Gather data for the welfare committee.

2. Negotiations

  • a. This committee shall consist of up to five members. This team shall negotiate, present and interpret the contract. This shall be an on-going committee appointed by the President within 30 days after the signing of each contract, allowing for research and preparation for up-coming negotiations.
  • b. At least one member of the committee shall attend negotiations workshops as offered by the state Federation.

3. Grievance

  • a. The grievance subcommittee shall consist no more than five members, including the chair and the President, who will assist in processing grievances according to the contract.
  • b. At least one member of the committee shall attend grievances workshops as offered by the state Federation.

4. Workload

  • a. Two members shall represent the Federation on the District's workload committee.
  • b. This committee shall remain in close communication with both the negotiations and grievance committees.

5. Legislative Committee

  • a. The legislative committee will consist of no ore than five members for a staggered term of two years.
  • b. Monitor current legislative and political activities concerning vocational education.
  • c. Make recommendations to membership on legislative action to be taken.
  • d. Work with legislative committee of MPVA.

6. Public Relations Committee

  • a. The public relations committee shall consist of three members.
  • b. Publish at least four newsletters per year.
  • c. Disseminate Federation news to members, news media, or other sources.

7. Nominations and Elections Committee

  • a. This committee shall consist of three to five members.
  • b. This committee shall be appointed by the President.
  • c. This committee shall obtain a minimum of two candidates for each office.
  • d. This committee shall publish the list of candidates and develop a written ballot. This committee shall conduct an election according to procedure in bylaws:
      1) At General Assembly or
    2) By mail within 60 days prior to May 15

8. Duties of Building Representative

  • a. one for each building on Fond du Lac Campus (A-BC-E-0) and one from Beaver Dam and West Bend Campuses.
  • b. Hold monthly meetings with building members throughout school year and promptly submit written reports of said meetings to the Executive Council.
  • c. Serve as liaison for communications between the Council and membership.
  • d. Assist the nominating committee.
  • e. Inform the corresponding secretary about illness, deaths, etc., involving members or their family from the building they represent.
  • f. Serve as first contact in the grievance procedure and process grievance through first two steps.
  • g. Contact chair of grievance committee and assist as needed in all steps of a grievance.
  • h. Provide orientation of new members and invite each to upcoming Executive Council meetings.
  • i. Attend Executive Council meetings.
  • j. Report sunshine issues to correspondent.

Attendance at Meetings for Federation Business

The local recognizes that participants are donating their time and so establishes the following reimbursement policy.

1. For approved functions greater than 60 miles one way.

  • a. Actual cost of single room.
  • b. meals will be reimbursed at the maximum. daily Runzheimer rate.
  • c. Travel will be reimbursed at the current IRS per mile rate.

2. For approved functions less than 60 miles one way, only items b and c above apply.

Policy for Delegates to State Convention

Procedure:

1. Election of Delegates:

  • a. The officers (president, vice president, recorder, correspondent, treasurer) and the grievance, negotiations and workload committee chairs will be given first preference to represent the Federation at the WFT Convention.
  • b. The remaining delegates will be solicited, six weeks prior to the convention, from the general membership. If more names are submitted than the assigned number of delegates, those delegates will be determined by lot.

2. Responsibility of Delegates:

  • a. Each delegate shall apply to the District for convention attendance (Article IX, section 4,d). Forms will be provided to the delegates.
  • b. Each delegate shall be assigned a WFT Convention committee which they must attend as well as delegate sessions.
  • c.Delegates shall make written reports to the Executive Council on meetings attended.

3. Delegate Expenses:

  • a. The Executive Council will annually determine the reimbursement for attendance of delegates to the WFT Convention using the following guidelines:
     

    1) Meals will be paid using the Runzheimer allowance rate.
    2) Lodging:

      a) One night lodging will be provided by MPFT using single occupancy rate.
    b)When the convention location is in excess of 120 miles, two (2) nights, lodging will be provided using single occupancy rate.
    c) If double occupancy is available, but the individual requests single, lodging will be paid at one-half the double rate.
    d) If double occupancy is not possible, a single room rate will be paid.

    3) Transportation:

      a) Mileage to and from the convention will be paid at the current IRS allowance per mile.
    b) Payment will be made to each delegate based on one-half mileage.
    c) Delegates will be paid round trip mileage

    4) Payment will be made per expense vouchers for lodging, meals, and transportation.


  • b. Expenses will be prepaid by the last working day prior to the convention.
  • c. Extraordinary convention expenses will be paid at the discretion of the Executive Council. Request should be made in writing to the Council.