CONVENTION CALL Lake Buena Vista, Florida

Transcription

1 CONVENTION CALL Lake Buena Vista, Florida To: National Executive Council Date: January 2015 Council Presidents Local Presidents & Secretary-Treasurers Greetings You are hereby notified in compliance with the Constitution of the American Federation of Government Employees that the Fortieth (40 th ) National Convention will be held at the: Representation Walt Disney World Swan and Dolphin 1500 Epcot Resorts Boulevard Lake Buena Vista, Florida Monday, August 17 through Friday, August 21, 2015 Voting and delegate representation will be in accordance with Article VI of the AFGE National Constitution. Representation in the AFGE National Convention is based on the average number of paid members for the 12-month period May 1 through April 30. The local membership strength and delegate entitlement will be calculated on all membership information submitted to the National Headquarters through April Locals will be notified of their OFFICIAL voting and delegate strengths by the National Secretary-Treasurer s Office on or about May 1, Locals are encouraged to hold delegate elections as early as possible and in accordance with the local s constitution and bylaws. To determine the approximate delegate strength for your local prior to receiving official notification, use the membership/delegate strength breakdown listed below and contained in Article VI, Section 2 of the AFGE National Constitution: {2015 Convention Call.docx - }1

2 Locals having an average membership of: 100 or less shall be entitled to one delegate; members, two delegates; members, three delegates; members, four delegates; members, five delegates; members, six delegates; 751-1,000 members, seven delegates; 1,001-2,000 members, eight delegates; 2,001 3,000 members, ten delegates; Over 3,000 members, one additional delegate for every 1,000 members. Local Eligibility According to Article VI, Section 1, of the AFGE National Constitution, in order to be entitled to representation at the National Convention, a local must pay all per capita tax and all other accounts due to the Federation, including bargaining councils, as of June 30 prior to the National Convention. In addition no local will be eligible to vote at the National Convention unless per capita tax, bargaining council dues and any other accounts due to the Federation or bargaining councils are paid in full 60 days prior to convening the event. Each local is notified of its current balance on MyLocal on an ongoing basis. The 60-day deadline for payment of per capita tax and all other accounts due to AFGE is June 18, In order for a non-insured local to be eligible to participate in the National Convention, all per capita tax, including the April per capita tax, which is due on or before May 20, 2015, plus any other accounts due must be paid and received by AFGE by June 18, In order for an insured local to be eligible to participate in the National Convention, all per capita tax, including the June per capita tax, which is due on or before June 1, 2015, plus any other accounts due must be paid and received by AFGE by June 18, Locals will be advised of their eligibility status by the National Secretary-Treasurer s Office on or about June 19, NOTE: After June 19, 2015, there is no opportunity for locals to pay delinquent per capita tax and other miscellaneous charges to become eligible. Note on the Use of Official Time The AFGE National Convention is not an appropriate activity for officers to use official time. Delegates must not attend the Convention while on official time and should make other arrangements. Delegate Elections - ADVANCE REGISTRATION REQUIRED Locals/Councils are required to have properly elected delegates/alternate delegates/proxy delegates. Please review the enclosed delegate election/credential instruction packet for {2015 Convention Call.docx - }2

3 information regarding delegate elections and completion of credentials for the National Convention. This information is also posted on AFGE s web site at At this site, you will find sample delegate nomination/election notices, sample ballot tally certifications, a checklist of required documentation that must accompany the credentials, and a Q &A list of most frequently asked questions. If you have questions regarding delegate elections and credentials, please send an to conventioncredentials@afge.org or you may call the National Secretary-Treasurer s Office at (202) or the General Counsel s Office at (202) NOTE: Article VI, Section 8 of the AFGE National Constitution requires that the delegates to the National Convention must be elected at least 30 days prior to the National Convention (elected before July 18, 2015). This includes ex officio delegates (delegates by virtue of election to office) who are elected through officer elections. Registration ADVANCE REGISTRATION REQUIRED THERE WILL BE NO ON-SITE CONVENTION REGISTRATION -- PLEASE READ CAREFULLY There will be no on-site registration at the 2015 AFGE National Convention. All delegate/alternate delegate and proxy delegate registration must be made through the National Secretary-Treasurer s Office by mailing the original (white copy) and pink copy of all credentials with the required credential documentation, and all registration fees, for review and processing to the National Secretary-Treasurer s Office. The yellow copy of the credential should be given to the delegate for delegate check-in at the convention. NEW ON-LINE REGISTRATION: On-line registration will be available April 1, It is an option and not a requirement. Please watch for further information and on-line registration instructions on AFGE s web site at afge.org and the MyLocal3 message center. The registration fee is $400 for each local/council delegate and alternate delegate. The registration fee for proxy delegates is $100. Checks for registration fees should be made payable to AFGE. Locals registering more than one delegate may pay all registration fees by one check. Three lunches will be provided for registered delegates and alternates as part of the registration fee. Registration fees for delegates and alternate delegates include three lunches during Convention week. There is a separate fee of $55 per person to attend the Women s Breakfast. At the National Convention, each registered delegate and alternate delegate must check in at the AFGE desk during check-in hours to receive his/her delegate badge and Convention bag. {2015 Convention Call.docx - }3

4 Credentials All credentials (original and pink copy for each delegate), supporting documentation, and registration fees must be submitted to the National Secretary-Treasurer s Office by July 18, Credentials and supporting documentation hand delivered or postmarked after July 18, 2015, will not be accepted. Credentials will not be accepted for registration at the Convention. Registration Criteria - ADVANCE REGISTRATION REQUIRED Delegates are considered registered and eligible to participate in the National Convention only when the following criteria are met: (1) Credentials (original and pink copy for each delegate) with supporting documentation must be received and approved by the National Secretary-Treasurer s Office. Credentials must be postmarked or hand delivered to the National Secretary- Treasurer s Office by July 18, (2) Registration fees must be submitted with the credentials. (3) The local s account must be current as described under Local Eligibility. Hours for Delegate Check-In Delegate check-in will be located in the Atlantic Hall. At check-in, each delegate will receive a delegate badge and Convention bag. Registration should have been completed in accordance with the criteria above. Please check the meeting boards at the hotel for the location of Delegate check-in. The hours for delegate check-in are: CHECK-IN Saturday, August 15, :00 p.m. to 7:00 P.M. 8:00 P.M. to 12:00 a.m. Sunday, August 16, :00 p.m. to 6:00 p.m. 7:00 p.m. to 10:00 p.m. LATE ARRIVAL CHECK-IN Late Arrival Check-In Only Monday, August 17, :30 a.m. to 8:30 a.m. {2015 Convention Call.docx - }4

5 Check-in hours have been arranged to encourage maximum participation prior to the late arrival check-in on Monday morning. Please register as soon as possible on Saturday and Sunday. Delegates must check in during the timeframes listed above, and we encourage you to check in at your earliest convenience to avoid long lines. Please be aware that after the check-in desk closes Monday morning, there will be no further opportunities for delegates to check in and be seated. Orientation for New Delegates Orientation sessions will be held for those delegates and alternate delegates who have never attended a Convention. During the two-hour sessions, we will review the week s activities, how business is conducted, how to be recognized on the floor, and the rules governing debate and voting. This session is not mandatory, but attendance is encouraged. The sessions will be held Sunday, August 16, Check the Hotel meeting room board for room location and time. Workshops (Note: Workshops are subject to change.) Delegates are given the opportunity to participate in one of the four following Convention workshops: Constitution and Internal Policy Union Building/Communications Legislative and Political Representation Worksite Representation Each delegate should select a workshop at the time of filling out the credentials. A description of each workshop is attached for your information. Women s Breakfast The National Women s Breakfast will be held Thursday morning, August 20, 2015, before the Convention convenes that day. Tickets are available at the pre-convention price of $55 by submitting the enclosed form with your registration no later than July 18, A limited number of tickets may be available for sale at the Convention for the price of $65. A. Philip Randolph Hubert H. Humphrey Award and the Bernice Heffner Outstanding Women s Achievement Award The 2015 A. Philip Randolph Hubert H. Humphrey Award and the Bernice Heffner Outstanding Women s Achievement Award will each be presented during the 40 th National Convention to an AFGE member who has demonstrated outstanding service in a community activity or in the development of community or workplace service programs {2015 Convention Call.docx - }5

6 or policies. Nominations for both awards must be postmarked on or before May 8, 2015, and mailed to: AFGE Women s and Fair Practices 80 F Street, N.W. Washington, D.C Attn: APR HHH Award Committee AFGE Women s and Fair Practices 80 F Street, N.W. Washington, D.C Attn: Bernice Heffner Award Committee For criteria, nomination forms, or other information on the APR HHH Award and the Bernice Heffner Outstanding Women s Achievement Award, call (202) or check on line at AFGE Diversity Events AFGE Women s and Fair Practices Departments, YOUNG (Young Organizing Unionists for the Next Generation) AFGE and AFGE Pride (LGBT & Allies) programs are excited to bring you a variety of diversity events being held throughout the week of AFGE s 40 th National Convention. We aim to bring you events to network, socialize, build the union, educate future generations, celebrate our diverse membership and much more. All of these events will be open to Convention attendees and/or their families. You won t want to miss these exceptional opportunities for you or the young workers you know! Hotel Accommodations The Walt Disney World Swan and Dolphin Hotel meets AFGE s criteria in selecting a hotel for Convention. It is a union hotel large enough to house our Convention, with sufficient sleeping rooms and meeting space. AFGE must meet its room block guarantee in order to secure complimentary meeting space for all meetings that are held on the Convention property. We encourage all delegates to make their room reservations at the Walt Disney World Swan and Dolphin Hotel so that AFGE is able to fulfill its room block guarantee and take advantage of the complimentary meeting space. If we do not fill our room block, we will be charged for all meeting rooms as well as incur large financial penalties. Room rates at the Walt Disney World Swan and Dolphin Hotel are as follows: Single Double $ plus tax $ plus tax {2015 Convention Call.docx - }6

7 Suites $258 and up Additional Person $25.00 (One night s deposit is required when making reservations.) Reservations can be made by calling or via the web site Reservations must be made no later than Friday, July 24, 2015, by 5:00 p.m. Eastern Standard Time. Rooms may be released for sale to the public after this date. Please notify the hotel if you require a late check-in. Hotel check-in time begins at 3:00 p.m. Hotel check-out time is 11:00 a.m. Also, for your information, please note that the hotel will not cash checks and AFGE will not be able to cash checks. Please do not bring a per diem check written by your Local made payable to the delegate to the hotel and expect to get it cashed. You should take care of these arrangements before you arrive, or find a banking institution in Orlando to handle this transaction for you. Mears Motor Shuttle is the vendor that will provide convenient and affordable transfer between the Orlando International Airport and the hotel. The shuttles run 24 hours a day, 7 days a week and depart approximately every 30 minutes. The following web link provides times and pricing information. ( By booking your shuttle reservation on line you will receive a $4.00 discount off the regular roundtrip price of $36.00 per adult and $27.00 per child. To receive your on-line discount, please go to click on the Book Orlando Shuttle Now box and then enter the AFGE priority code. The AFGE discount priority code is This code is valid from August 9-25, If you have any questions or need to make your reservation by phone please call Cabs are also readily available at the airport and the cost is approximately $80 to the hotel. Special Needs If you or one of your delegates requires a sign interpreter, wheelchair access or other special needs, please notify the AFGE National President s Office at (202) or at taylov@afge.org no later than July 1, Instructions for Submitting Resolutions 1. All constitutional amendments and resolutions should be submitted on the attached Standard Resolution Form. {2015 Convention Call.docx - }7

8 2. Constitutional amendments or resolutions must be signed by the President of the local or council or National Vice President of the district submitting the resolution and show the date the resolution was approved, with a quorum present, by a local membership meeting or by a council or district meeting. Resolution Forms received without the approval date will be returned. 3. Each constitutional amendment or resolution should be confined to one subject only. 4. Standard Resolution Forms may be ordered from the AFGE Service Department at (202) , or you may use photocopies of the attached original. 5. All constitutional amendments and resolutions should be mailed to: Office of the National Secretary-Treasurer American Federation of Government Employees 80 F Street, N.W. Washington, D.C Article XXVIII, Section 2 of the National Constitution states: Amendments must be submitted so as to reach the National Secretary-Treasurer not less than 60 days prior to the date of the National Convention, and published immediately thereafter. As required by Article XXVIII, Section 2 of the AFGE National Constitution, resolutions proposing to change the AFGE National Constitution must be received by the National Office not later than June 18, Locals are urged to submit all resolutions as early as possible to facilitate the processing and preparation for printing in the resolution booklet. Guest Badges A registered delegate must sponsor guests who wish to observe the Convention. Guest badges must be obtained from the Women/Fair Practices Department Office at the Convention. cc: Human Rights Committee National Representatives National Organizers LPO s {2015 Convention Call.docx - }8