ETFO Waterloo Region Occasional Teachers Local Constitution & Bylaws (Revised May 19, 2016)

Revised May 19, 2016 ETFO Waterloo Region Occasional Teachers Local Constitution & Bylaws (Revised May 19, 2016)

INDEX INDEX... 2 DEFINITIONS:... 3 PARLIAMENTARY PROCEDURE:... 3 ARTICLE I - NAME... 3 ARTICLE II - JURISDICTION... 3 ARTICLE III - OBJECTS... 3 ARTICLE IV - MEMBERSHIP... 4 ARTICLE V RIGHTS, PRIVILEGES AND RESPONSIBILITIES OF MEMBERSHIP... 4 ARTICLE VI - LOCAL ORGANIZATION... 6 ARTICLE VII - ORGANIZATIONAL DUTIES... 7 ARTICLE VIII - MEETINGS... 7 ARTICLE IX - ELECTIONS... 8 ARTICLE X - DELEGATES TO THE FEDERATION ANNUAL MEETING... 11 ARTICLE XI - RESOLUTIONS TO THE FEDERATION ANNUAL MEETING... 13 ARTICLE XII - AMENDMENTS TO THE LOCAL CONSTITUTION... 13 ARTICLE XIII FEES... 13 ARTICLE XIV - FINANCES... 14 BYLAW I - DUTIES OF THE EXECUTIVE... 15 BYLAW II DUTIES OF THE COMMITTEES... 22 2

ELEMENTARY TEACHERS FEDERATION OF ONTARIO WATERLOO REGION OCCASIONAL TEACHERS LOCAL CONSTITUTION AND BYLAWS DEFINITIONS: In this Constitution: 1. Federation means the provincial Elementary Teachers' Federation of Ontario (ETFO). 2. Local means the Waterloo Region Occasional Teachers Local (WROTL). 3. Board means the Waterloo Region District School Board (WRDSB). PARLIAMENTARY PROCEDURE: 1. The official authority for conducting all Local meetings shall be the current Robert s Rules of Order. 2. The meetings of the Local shall be conducted in accordance with the Federation Constitution. ARTICLE I - NAME 1.1 This organization shall be known as the "Elementary Teachers' Federation of Ontario Waterloo Region Occasional Teachers Local", hereafter to be referred to as the Local. ARTICLE II - JURISDICTION 2.1 The Waterloo Region Occasional Teachers Local is a Local of the Elementary Teachers Federation of Ontario. 2.2 The jurisdiction of the Waterloo Region Occasional Teachers Local shall be all occasional teachers employed by the Waterloo Region District School Board in the elementary panel. ARTICLE III - OBJECTS The objects of the Local shall be: 3.1 to represent members of the Waterloo Region Occasional Teachers Local. 3.2 to secure through collective bargaining the best possible terms and conditions of employment. 3.3 to advance the cause of education and the status of occasional teachers in the Local. 3.4 to promote a high standard of professional ethics and a high standard of professional competence. 3

3.5 to foster a climate of social justice and provide a leadership role in such areas as anti-poverty, non-violence and equity. 3.6 to promote and protect the interests of all members of the Local and the students in their care. 3.7 to co-operate with other organizations having the same or like objects. ARTICLE IV - MEMBERSHIP Section 1 - Active Membership 4.1.1 Active members shall be members in good standing with the Ontario College of Teachers, members in good standing with ETFO and teaching for the Waterloo Region District School Board within the jurisdiction of the Waterloo Region Occasional Teachers Local. 4.1.2 To be an active member of the WROT Local, an OT needs to work the minimum number of days as defined in the Federation Constitution and Bylaws, or be on a Board-approved leave. Section 2 - Associate Membership 4.2.1 Associate members of the Waterloo Region Occasional Teachers Local are those members whose applications have been approved by the Local and approved by the Federation Executive and who have paid the annual fee in accordance with the Federation Bylaws. 4.2.2 Eligibility for associate membership in the Waterloo Region Occasional Teachers Local is as defined in article 4.2.3 of the Federation Constitution. Section 3 Honorary Life Membership 3.1 Honorary Life Membership may be granted, by Executive motion, to a retired member of the Local or its predecessors who has given outstanding service to the Local or the Federation. The member must be retired from ETFO and the Local, and receiving an OTPPB pension. Honorary Life Members who have been granted an honorary life membership by ETFO or its predecessors, both provincial (FWTAO or OPSTF) and local (WCWTA or OPSTF- Waterloo District), and are members of the WROT Local, will have that membership continued in the Local. ARTICLE V RIGHTS, PRIVILEGES AND RESPONSIBILITIES OF MEMBERSHIP Section 1 Rights, Privileges and Responsibilities of Active Membership 4

5.1.1 An active member shall have full rights, privileges and responsibilities of membership in the Federation unless limited by disciplinary action taken in accordance with Article VII of the Federation Constitution. 5.1.2 The rights of an active member shall be: (a) to hold office in the Local and in the Federation; (b) to attend general meetings of the Local; (c) to participate in all votes related to collective bargaining as set out in the Ontario Labour Relations Act; (d) to participate in any general membership votes; (e) to request Local support in the grievance process; and (f) to request Local support in any problem directly related to professional duties. 5.1.3 The responsibilities of an active member shall be: (a) to recognize the Local as the official voice of all the members of the Waterloo Region Occasional Teachers Local; (b) to adhere to the Constitution and By-laws of the Local; (c) to honour the terms of the Collective Agreement; (d) to refrain from undertaking or supporting actions which undermine established bargaining procedures; (e) to strive to achieve and maintain a high degree of professionalism and to uphold the honour, dignity and ethical standards of the teaching profession. Section 2 - Rights and Privileges of Associate Membership 5.2.1 An associate member may: (a) attend Local functions in a non-voting capacity by invitation; (b) receive such Local communications as the Local Executive decides; and (c) serve on Local committees, task forces and work groups as the Local decides. Section 3 - Rights and Privileges of Honorary Membership 5.3.1 Honorary Life Members may attend Local meetings and events, in a non-voting capacity, by invitation from the Local office. 5.3.2 Honorary Life Members may receive Local communications, as the Local decides. 5

5.3.3 Honorary Life Members may serve on Local committees, task forces, and workgroups, as the Local decides ARTICLE VI - LOCAL ORGANIZATION Section 1 - Local Executive 6.1.1 The Local Executive shall include the following positions: (a) President; (b) Immediate Past President (may choose to continue to serve on the Executive for a one-year term immediately following the conclusion of their presidential term); (c) First Vice President; (d) Second Vice President; (e) Treasurer; (f) Communications Officer/Secretary; (g) Executive Members (maximum of four (4)); (h) a non-voting member from the Waterloo Region Teachers Local. 6.1.2 The Executive of the Local shall be elected at the Local Annual Meeting. 6.1.3 The term of office for the Executive shall be for one year, with the exception of the President, which shall be a two-year term. 6.1.4 The Executive shall take office on July 1. Section 2 - Committees 6.2.1 There shall be the following standing committees: - Budget - Collective Bargaining - Constitution and Bylaws - Elementary Occasional Teacher/Management - Equity and Social Justice - Federation Annual Meeting - Member Development Fund - Political Action / Public Relations - Professional Learning - Status of Women 6

6.2.2 Ad hoc committees, task forces and workgroups required to carry out the work of the Local shall be established by the Executive at an Executive Meeting, or by members at a General Meeting or the Annual Meeting, as necessary. 6.2.3 Members shall be appointed to Standing Committees by the Executive for a one - year term. In order to be appointed as chair of a committee, the member must have served at least one year on that committee. Members may apply to serve on the same or other committee(s) in subsequent years. 6.2.4 Applications for membership on a committee for the next school year must be submitted to the President, either electronically or by hard copy, by June 1 of the current school year. Section 3 - Programmes for Professional Learning 6.3.1 There shall be guaranteed programmes for the professional learning of Occasional Teachers. ARTICLE VII - ORGANIZATIONAL DUTIES 7.1 The Local, its officers and committees, shall carry out their duties and responsibilities in accordance with both the Local and Federation constitution, bylaws, policies, procedures and resolutions passed at the Federation Annual meeting. ARTICLE VIII - MEETINGS Section 1 - General Meetings 8.1.1 There shall be a minimum of two (2) general meetings per year. 8.1.2 A general meeting of the membership shall be held by October 31. 8.1.3 The second meeting shall be held between January 1 and May 31. 8.1.4 A quorum for general meetings shall be the number of members present. 8.1.5 The official authority for conducting all Local meetings shall be the current Robert s Rules of Order, Newly Revised. 8.1.6 The duties of the members at the Fall Meeting shall be to: (a) receive the financial statement as certified by the auditor; (b) transact other business as determined by the approved agenda; (c) receive the reports of the officers and committees of the Local; (d) approve the final budget for the current year; and (e) transact other business as determined by the approved agenda. 7

8.1.7 The Local Annual Meeting of the Waterloo Region Occasional Teachers Local shall be held between January 1 and May 31 of each year. 8.1.8 The duties of the members at the Local Annual Meeting shall be to: (a) receive the annual reports of the officers and committees of the Local; (b) elect the officers for the next year; (c) elect delegates to the Federation Annual Meeting. (d) approve the draft budget for the next year; (e) appoint the auditor; and (f) transact other business as determined by the approved agenda. 8.1.9 A general membership meeting may be called at the request of the President or the Executive, or at the written request of ten percent (10%) of the active membership. Such meeting shall be held within thirty (30) days of the request and members must be notified no later than fourteen (14) days prior to the meeting being held. ARTICLE IX - ELECTIONS Section 1 - Eligibility 9.1.1 An active member, as defined in Article IV, Section 1, Active Membership, of the WROT Local Constitution, may be nominated to stand for elected office. 9.1.2 To be eligible to stand for the position of president, the member shall have served for a minimum of a one-year term on the WROTL Executive, with the exception of a past president of the WROT Local, immediately prior to running for the position of president,. Section 2 - Nominations 9.2.1 Members shall be notified of the request for nominations at least 30 calendar days prior to the Local Annual Meeting. 9.2.2 The deadline for receipt of nominations shall be no later than 4:30 p.m., fifteen (15) calendar days prior to the Local Annual Meeting. A candidate may be nominated to run for one position only on the Local Executive. Should the declared candidate be unsuccessful in attaining that elected position, the declared candidate may seek a second or third drop down position on the Executive, for which they are qualified. No additional drop down positions on the Executive may be sought if the declared candidate is unsuccessful in all three attempts. 9.2.3 All candidates seeking election to a position on the WROT Local Executive shall receive an email response from the chair of the elections process, prior to the deadline for nominations or within 24 hours of the deadline if the nomination is 8

received on the day of the deadline, indicating that their nomination has been received. 9.2.4 All candidates seeking election to the WROT Local Executive and/or the Federation Annual Meeting delegation must have their nomination seconded by another active member of the WROT Local. The phone number and email address of the person seconding the nomination must be included with the nomination 9.2.5 A list of all nominated members shall be published no later than 4:30 p.m. on the work day, following the nominations deadline specified in 9.2.2. 9.2.6 If no nominations are received for a position by the deadline date for receipt of nominations, then that position will be declared an open position, and that position will be open for nominations from the floor of the Local Annual Meeting, providing the member is eligible for that position. Section 3 Campaign Procedures The following procedures are to ensure the right of all candidates to campaign on a fair and equal basis. Candidates for election to the WROT Local Executive or Joint Health & Safety Committee representative shall follow these procedures: - Each candidate may have information posted on the Local s website regarding their candidacy and/or emailed to all members. - Information is to be provided in electronic form, limited to approximately 250 words (one-half sheet of a paper measuring 8 ½ X 11 ). The following formats are acceptable: PDF, Word, etc. - Campaign material to be distributed to the membership must be sent to the Local s office administrator at least seven (7) days prior to the Local Annual Meeting. Spelling and grammatical errors will not be corrected by the office administrator prior to distribution to the membership. - Materials will be emailed to all members for whom the Local office has current email addresses. - The following campaigning is not sanctioned by the Local: campaigning at schools or at any Local sponsored events - posting and/or handing out campaign materials of any sort. - Other forms of campaigning are not sanctioned by the Local and may be subject to discipline. - All candidates must be aware and agree to these terms as a condition of candidacy. - These guidelines shall be posted to members by email when the Local is calling for nominations. Once candidacy has been declared, the Elections chair shall forward a copy of these guidelines to each candidate. Section 4 Election Procedures. 9

9.4.1 The Past President or other ETFO member designated by the President shall be the Presiding Officer of the elections at the Local Annual meeting. The Presiding Officer shall not run for any elected position. 9.4.2 All active members present may vote except the Presiding Officer. 9.4.3 In the event that there is only one nominee for a given position, the Presiding Officer shall declare that person elected by acclamation. 9.4.4 The election shall be by secret ballot. 9.4.5 The Executive of the Waterloo Region Occasional Teachers Local shall be elected in the following order at the Local Annual Meeting: - President - First Vice President - Second Vice President - Treasurer - Communications Officer/Secretary - Executive Members-at-Large (maximum of four (4)) 9.4.6 The members of the Local Annual Meeting shall elect a Health and Safety Representative to serve on the Board s Joint Health and Safety Committee, immediately following the election of the Executive Members. 9.4.7 Candidates shall have the opportunity to address the Local Annual Meeting prior to the election. The candidates for president shall each have five (5) minutes. All other candidates shall each have three (3) minutes. In the event that a member is a candidate for more than one position, that candidate shall have one minute to address the Local Annual General Meeting for the second and subsequent positions for which s/he is a candidate. 9.4.8 Candidates for election to the position of Joint Health & Safety Committee representative shall each be given a maximum of two minutes to address the membership, prior to the vote for the JH & SC representative. 9.4.9 A candidate for any elected position to the WROT Local Executive or the position of Joint Health & Safety Committee representative shall be allowed the opportunity to have his/her candidate s speech presented in another format should the candidate be unable to be present at the Local Annual Meeting or other general membership meeting where elections are being conducted. These formats would include video, audio, or presentation of the candidate s speech by another member. Current executive members and those members running for an elected position may not present another candidate s speech. Alternate presentations must conform to the timelines indicated in 9.3.7 and 9.3.8. 9.4.10 Each candidate may appoint one scrutineer to observe the counting of the ballots for that candidate s election. The vote count for all elected positions may be announced upon request. 9.4.11 Candidates shall be declared successful by a simple majority of the votes cast. 10

9.4.12 In the case of more than two nominees for any office, and failing a majority for any candidate on the first ballot, the count of the vote will be announced, and the name of the candidate with the least number of votes will be dropped from the second and succeeding ballots until one of the candidates has a majority. In the case of a tie for the least number of votes on any ballot, the names of those candidates will be dropped from the next and succeeding ballots until one remaining candidate has a majority. 9.4.13 In the event of a tie in the final vote, a new ballot shall be taken and the Presiding Officer shall cast a vote. 9.4.14 An unsuccessful candidate may seek another position on the Executive for which the member is eligible, to a maximum of two additional positions. It is intended that no member hold more than one position on the Executive during the election process at the Local Annual Meeting. 9.4.15 The ballots shall be destroyed by a motion of the Local Annual Meeting immediately following the elections. 9.4.16 A complaint about the election process must be received within fourteen (14) calendar days of an election. Upon receipt of a complaint, the chair of the elections will form a committee consisting of the chair of the elections, the President of the Local or designate, and one other Local member who did not seek a position in the elections. The committee will meet and form a response to the complaint prior to the election, if the complaint about the irregularity of the process is received within a reasonable period of time before the election occurs, or prior to the next general membership meeting if the complaint is received after the election has taken place. ARTICLE X - DELEGATES TO THE FEDERATION ANNUAL MEETING Section 1 Eligibility 10.1.1 An active member of the Waterloo Region Occasional Teachers Local may stand for election as a delegate to the Federation Annual Meeting. Delegates shall be elected at the Local Annual Meeting. 10.1.2 The President and the First Vice President of the Waterloo Region Occasional Teachers Local, as elected, shall be delegates to the Federation Annual Meeting. The remainder of the delegates, if required, shall be elected up to the limit established by ETFO. 10.1.3 The general membership shall be notified of the request for nominations at least 30 calendar days prior to the Local Annual Meeting. 10.1.4 Candidates exceeding the number of delegates established by ETFO will be considered as alternates, based on the number of votes received. The President will make the final selection. Section 2 Nominations 11

10.2.1 Members shall be notified of the request for nominations at least thirty (30) calendar days prior to the Local Annual Meeting. 10.2.2 Nominations are to be received either by email or hard copy to a nominations chair designated by the president. Nominations must be received at the Local office by 4:30 p.m. at least fifteen (15) calendar days prior to the Local Annual Meeting 10.2.3 A list of all nominated members shall be published no later than 4:30 p.m. of the work day following the nominations deadline as specified in 10.2.2. 10.2.4 If the required number of nominations for the position(s) of delegate(s) is not received by the deadline date for receipt of nominations, then the position(s) will be declared an open position(s), and that position(s) will be open for nominations from the floor of the Local Annual Meeting. Section 3 Election Procedures 10.3.1 The Past President or other ETFO member designated by the President shall be the Presiding Officer of the elections at the Local Annual Meeting. 10.3.2 All active members present may vote except the Presiding Officer. The election shall be by secret ballot. 10.3.3 Candidates for election as delegates shall each have one (1) minute to address the general membership at the Local Annual Meeting, prior to the casting of ballots. 10.3.4 Candidates for election as delegates/alternates to the Federation Annual Meeting shall be allowed to distribute a maximum of one piece of written information prior to the Local Annual Meeting, through the Local office. The format would adhere to the printed guidelines already established for candidates seeking Executive positions or the position of Joint Health & Safety Committee representative for the WROT Local. No other candidate information may be distributed to the general membership through any other means, whether electronic, printed, telephone, etc. 10.3.5 A candidate for an elected position to the WROT Local delegation for the Federation Annual Meeting shall be allowed the opportunity to have his/her candidate s speech presented in another format should the candidate be unable to be present at the Local Annual Meeting. These formats would include video, audio, or personal presentation of the candidate s speech by another member of the WROT Local. Current Executive members and those members running for an elected position at the same meeting may not present another candidate s speech. Alternate presentations must conform to the timelines as in indicated in subsection 10.3.3. 10.3.6 Each candidate may appoint one scrutineer to observe the counting of the ballots for that candidate s election. The vote count for all elected positions may be announced upon request. 12

10.3.7 The candidates receiving the highest number of votes shall be declared as delegates, up to the number of delegates required. Unsuccessful candidates may be considered for alternate positions for the Federation Annual Meeting, as determined by the President of the Local. 10.3.8 In the event of a tie vote for the final delegate position, a new ballot naming only the tied nominees, will be presented and a vote will occur. The Presiding Officer shall cast a vote. 10.3.9 Names of delegates to the Federation Annual Meeting shall be forwarded to the provincial office prior to June 1. 10.3.10 The ballots shall be destroyed by a motion of the Local Annual General Meeting immediately following the elections. ARTICLE XI - RESOLUTIONS TO THE FEDERATION ANNUAL MEETING 11.1 Resolutions to the Federation Annual Meeting shall be passed at a Local general meeting to be held prior to March 1. ARTICLE XII - AMENDMENTS TO THE LOCAL CONSTITUTION 12.1 Proposed amendments to the Local Constitution must be submitted to the Executive thirty (30) calendar days prior to the Local Annual Meeting. 12.2 The Executive shall publish all proposed amendments to the general membership at least fourteen (14) calendar days prior to the Local Annual Meeting or Local General Meeting. The Constitution shall be amended if 60% of the members present at the Local Annual Meeting, or Local General Meeting, vote in favour of the proposed amendment. ARTICLE XIII FEES 13.1 The annual fee for membership in the Local shall be that portion of the annual per capita Federation fee returned to the Local by the Federation under Federation By-Law 1, Fees and Fee Rebates. 13.2 An additional Local levy shall be established upon approval of the membership at a general membership meeting. Approval shall be considered to be a simple majority (more than 50%) of the votes cast. 13.3 Once a levy has been established, the amount of the levy may be altered at a general membership meeting, provided appropriate notice of motion has been given to the membership. Approval shall be considered to be a simple (more than 50%) majority of the votes cast. (The current Local levy is at 0.5% of the daily rate of each member, established May 2008). 13

ARTICLE XIV - FINANCES 14.1 The Executive of the Local shall develop a financial policy. 14.2 All financial transactions shall be signed by two of the three signing officers. The signing officers shall be the President, First Vice President and Treasurer. 14.3 The fiscal year for the Waterloo Region Occasional Teachers Local shall be the period from July 1 of one calendar year to June 30 of the succeeding calendar year. 14.4 The Local shall retain the financial records of the Local for a period of six years plus the current year. 14.5 There shall be a responsibility allowance equal to ten percent (10%) of the A4, Year 10 salary, payable to the Local President. Arrangements for said allowance will be made through the Board to facilitate taxation and pension credit. All salary allowances shall be made in accordance with the collective agreement in force in any school year. 14.6 The position of the Local President shall be a full-time position. In any year where ETFO does not provide financial support for full-time release for the Local President, the Local will make up the difference in release time payment through the Local Levy. 14.7 The President of the Local shall receive an annual salary that is equal to the maximum grid salary level, A4, Step 10, contingent upon full reimbursement by the provincial ETFO Office. This salary shall be paid through the Waterloo Region District School Board and reimbursed by the ETFO provincial office. The effective date is September 1, 2014. 14.8 The position of the Local First Vice-President shall be a 0.25 FTE release position, at grid level. In any year where ETFO does not provide financial compensation for this position, the local may choose to make up the difference in release time payment through the Local levy, when authorized by a general membership vote. 14

ELEMENTARY TEACHERS FEDERATION OF ONTARIO WATERLOO REGION OCCASIONAL TEACHERS LOCAL BYLAWS BYLAW I - DUTIES OF THE EXECUTIVE Section 1 - Executive The duties of the Executive shall be to: 1.1.1 uphold the constitution, bylaws and policies of the Elementary Teachers' Federation of Ontario. 1.1.2 execute the business of the Waterloo Region Occasional Teachers Local in accordance with the constitution and the decisions of general meetings of the Waterloo Region Occasional Teachers Local. 1.1.3 Executive members shall uphold decisions and positions of the Executive, regardless of personal stance. 1.1.4 hold at least 6 regular Executive meetings each school year. A quorum shall be a majority of the Executive membership. 1.1.5 Executive members shall attend all duly called meetings of the Executive. If unable to attend, the Executive member must give the President twenty-four (24) hours advance notice, if possible. Any Executive member who misses three Executive meetings without reasonable cause shall be deemed to have vacated the position. 1.1.6 hold an Executive meeting at the call of the President or at the request of two executive members in consultation with the President. 1.1.7 receive a financial report at each Executive meeting. 1.1.8 forward to the provincial Federation office by September 30 of each year the annual audited financial statement. 1.1.9 forward to the provincial Federation office each year the annual report of the Local as approved by the Executive. 1.1.10 request the submission of applications to standing committees prior to the Local Annual Meeting with a deadline of June 1. 1.1.11 appoint members to standing committees and, appoint committee chairs, prior to June 30. Appoint members to ad hoc committees as required. Review and approve the terms of reference for these committees and receive reports from the Chair of each committee. 15

1.1.12 Consider possible nominations for the various provincial ETFO awards, prior to the February 1 and April 30 deadlines for such awards. 1.1.13 Confirm that the three signing officers of the Local will be the President, First Vice President and Treasurer. 1.1.14 Elect, by secret ballot, from the current Executive, when necessary, a successor to complete any unfilled or unexpired term of an elected Local representative. The Executive may determine whether to fill the unfilled or unexpired term of an Executive member-at-large. If necessary, the Executive can request applications for any vacant position from the general membership and then elect, by secret ballot, a successor from the list of applicants. 1.1.15 appoint, when necessary, a successor to complete any unexpired term of a committee member. 1.1.16 recommend the appointment of the auditors to the members at the Local Annual Meeting. 1.1.17 develop an investment policy and review annually. 1.1.18 determine the location and the time of a minimum of two general meetings; (one by October 31; the other by May 31), and work in conjunction with the President to organize these meetings. 1.1.19 hire employees, as needed, and negotiate salary, benefits and working conditions. Section 2 - Duties of the President The duties of the President shall be: 1.2.1 to be a member of the Executive and to be the spokesperson for the Federation and the Local. 1.2.2 to be the official representative of the Federation, the Local and its members. 1.2.3 to be one of the signing officers. 1.2.4 to be a statutory member of the Budget, CBC, EOT/Management, and Federation Annual Meeting committees, and an ex officio member of all remaining committees. 1.2.5 to preside at meetings of the Executive, Local meetings and to attend Representative Council. 1.2.6 to inform and advise members on issues concerning the Federation and the Local. 1.2.7 to serve as a Local delegate at the Federation Annual Meeting. 16

1.2.8 to transact the business of the Local between meetings of the Executive and to ensure accurate records are kept of correspondence received by and sent on behalf of the Local. 1.2.9 to act as a liaison between the Local and other Federations, Associations and the Waterloo Region District School Board. 1.2.10 to present a report of the activities of the Federation and Local at general meetings. 1.2.11 to forward to the Federation office each year the annual report of the Local. 1.2.12 to chair all meetings of the Local or appoint a designate. 1.2.13 to chair the EOT/Management Committee meetings. 1.2.14 to chair the Federation Annual Meeting committee. 1.2.15 to act as Chief Negotiator. 1.2.16 to be the grievance officer and be responsible for grievances and arbitrations. Section 3 - Duties of the First Vice-President The duties of the First Vice President shall include but not be limited to: 1.3.1 being a member of the Executive and a 0.25 FTE release officer. 1.3.2 assuming the duties, responsibilities, and privileges of the President in the President s absence or at the request of the President. 1.3.3 being one of the signing officers in an emergency or at the request of the President. 1.3.4 being a member of the following Standing Committees: Budget, Collective Bargaining, Elementary Occasional Teacher (EOT) /Management, Federation Annual Meeting. 1.3.5 serving as a Local delegate at the Federation Annual Meeting. 1.3.6 being responsible for additional duties as assigned by the President and/or an Executive motion. 1.3.7 attending the EOT meetings and being the recording secretary for the EOT meetings. 1.3.8 administering the MDF program for members. 17

1.3.9 conducting and hosting the monthly Meet & Greet sessions. 1.3.10 attending monthly Labour Council meetings and reporting to the Executive. 1.3.11 attending the monthly WRDSB Board meetings and reporting to the Executive; completing the agenda, under the direction of the President, setting up and ordering food for the monthly Executive meetings. 1.3.12 chairing the CBC meetings and doing the preparatory work for that committee. 1.3.13 maintaining the Local library. 1.3.14 organizing and preparing materials for the Fall General Meeting and the Local Annual Meeting. 1.3.15 entering data for the treasurer, when requested. 1.3.16 maintaining the release time records and listing the monthly release time motions for the Executive agenda, when requested. The above responsibilities and duties will be part of the First Vice-President s 0.25 FTE release time. Additionally, when the President is a member of the Provincial ETFO Executive, the First Vice-President will be the President s Designate at the Representative Council meetings held three times per year. The First Vice-President will also attend POTs meetings which are usually held two times per year, and, when requested, attend GHOTs meetings, which are usually held four times per year. These meetings will be paid additionally to the 0.25 FTE release time for the First Vice- President, at the daily rate. Section 4 - Duties of the Second Vice President The duties of the Second Vice President shall be: 1.4.1 to be a member of the Executive. 1.4.2 to be a member of the following standing Committees: Constitution and Bylaws, and Federation Annual Meeting. Section 5 Duties of the Chief Negotiator The President shall be the Chief Negotiator and the duties shall be: 1.5.1 to be a member of the Executive. 1.5.2 to be a voting member and chair of the Collective Bargaining Committee. 1.5.3 to ensure that minutes are kept of the negotiations meetings, and that letters of confirmation are sent, if required by the Waterloo Region District School Board or 18

the Chairperson of negotiations, to the Board after each meeting stating the status of negotiations as of that date. 1.5.4 to initiate and assist with creating a Collective Bargaining survey, when required, to be approved by the Collective Bargaining Committee. 1.5.5 to ensure that the results of a survey are communicated to the general membership. 1.5.6 to communicate regularly with other bargaining representatives provincially, locally and within the Waterloo Region District School Board. 1.5.7 to plan, organize and implement mass meetings pertaining to the collective agreement, including all matters related to their follow-up. 1.5.8 to investigate and communicate Professional Learning opportunities for the Collective Bargaining Committee. 1.5.9 to provide regular communication to members and the Local Executive in consultation with, and under the direction from, the Collective Bargaining Committee. 1.5.10 to educate the members around the Collective Agreement on an on-call basis. 1.5.11 to research and report back on information requested by the Collective Bargaining Committee. 1.5.12 to facilitate the functioning of the Collective Bargaining Committee. 1.5.13 to become familiar with the Education Improvement Act and the Labour Relations Act as they apply to Local negotiations. 1.5.14 to perform any other appropriate duties under direction of the President and/or the Collective Bargaining Committee. 1.5.15 to select the table team, in conjunction with the provincial CB Staff Officer, from the Collective Bargaining Committee members, and provide rationale for the size and composition. 1.5.16 to act as the Chief Negotiator until current negotiations are completed. 1.5.17 to attend Regional and Provincial Collective Bargaining conferences. Section 6 - Duties of the Treasurer The duties of the Treasurer shall be: 1.6.1 to be a member of the Executive. 1.6.2 to be one of the signing officers. 19

1.6.3 to keep accurate and detailed financial records of the Waterloo Region Occasional Teachers Local based on the Local fiscal year, July 1 to June 30. Both electronic and paper copies will be kept in an accounting program under the guidelines of the Provincial office. 1.6.4 to prepare monthly reports according to Provincial guidelines and make a financial report to each Executive and general meeting of the Local. 1.6.5 to meet with the President monthly to discuss Local income/expenses. 1.6.6 to make deposits as needed, and write/mail cheques monthly. 1.6.7 to make investments with the approval of the Executive and to report investments during each financial report. 1.6.8 to reconcile and print off monthly transaction sheets for the auditor, deliver the books to the auditor after June 30, and be available to the auditor for consultation, during the summer. 1.6.9 to ensure the financial review is completed and presented to the membership at the Fall Meeting. 1.6.10 to forward the annual financially reviewed statement of the Waterloo Region Occasional Teachers Local to the provincial office of the Federation by September 30. 1.6.11 to be a member and chair of the Budget committee, and prepare and present the proposed draft budget to the membership at the Local Annual meeting, and the final budget at the following Fall Meeting. 1.6.12 to attend training sessions with ETFO-Provincial as needed, and to learn a province-wide required and uniform bookkeeping system. Section 7 - Duties of the Communications Officer / Secretary The duties of the Communications Officer/Secretary shall be: 1.7.1 to be a member of the Executive. 1.7.2 to maintain accurate records of all Executive and General membership meetings of the Local. 1.7.3 to prepare and circulate minutes of Executive and General Meetings. 1.7.4 to perform duties pertaining to communication and political action as directed by the Local Executive. 1.7.5 to promote greater participation in political action and political education in the local. 1.7.6 report at general membership meetings. 20

1.7.7 to communicate to the membership through newsletters, email and on the Website, at the direction of the President. 1.7.8 to organize, in conjunction with the President, the publication and distribution of the newsletters. 1.7.9 to update information for the Web Page and Internet. 1.7.10 to develop and maintain a membership email address list and to use such to communicate pertinent information to the general membership, at the direction of the President. 1.7.11 to be a member of the Political Action /Public Relations Committee. Section 9 - Duties of the Past President The duties of the Past President shall be: 1.8.1 to be a member of the Executive. 1.8.2 to serve as chair for the Nominations and Elections processes at the Local Annual Meeting. 1.8.3 to advise the Local Executive. 1.8.4 to carry out duties assigned by the Local Executive and/or the President. Where there is no Past President, the duties of the Past President shall be assigned to another member of the Executive. 1.8.5 Where there is no Past President, duties of the Past President may be assigned to another Executive member or another ETFO member. Section 10 - Duties of Executive Members-at-Large The duties of the Executive Members-at-Large shall be: 1.9.1 to attend duly called meetings of the Local including Executive and general membership meetings. 1.9.2 to represent the concerns of the membership at Executive meetings. 1.9.3 to assume duties and responsibilities as designated by the President and/or the Local Executive. 1.9.4 to be a member of one of the Standing Committees. 21

BYLAW II DUTIES OF THE COMMITTEES 2.1 Committees are responsible to and shall take direction from the Local Executive. 2.2 The Local shall endeavor to foster equity in the appointment of members to committees. 2.3 It shall be the prerogative of the Local Executive to determine the maximum number of members on a committee in any given year. 2.4 Each committee shall keep a clear and complete record of its operation. 2.5 Terms of Reference for standing committees shall be developed and/or reviewed on an annual basis by its members for approval by the Executive. 2.6 All committee appointments shall be for a term from July 1 to June 30 unless otherwise specified. 2.7 Each committee shall submit a written report for the Local Annual meeting. 2.8 Each committee chair shall submit a budget request for presentation to the Budget committee prior to April 1. 2.9 The Standing Committees shall be the following: - Budget - Collective Bargaining (CBC) - Constitution and Bylaws (C & B) - Elementary Occasional Teacher /Management (EOT) - Equity and Social Justice (E & SJ) - Federation Annual Meeting - Member Development Fund (MDF) - Professional Learning (PL) - Political Action/ Public Relations (PA/PR) - Status of Women (Status) 2.9 a) Budget The committee shall consist of the President, First Vice President and Treasurer. The purpose is to formulate a draft budget proposal for consideration and approval by the Executive at the May Executive meeting with approval by the membership at the Local Annual Meeting. A final budget shall be presented to the membership at the Fall Meeting for approval. 2.9 b) Collective Bargaining The committee shall consist of the President, the First Vice President, and, during a negotiating year, a minimum of three (3) other members appointed by the ETFO-WROTL Executive. During non-negotiating years, the Executive will determine the number of members needed for the Collective Bargaining Committee. 22

The CBC is governed by the current negotiation procedures for occasional teacher bargaining units. The purpose is to represent the Local in collective bargaining with the Waterloo Region District School Board. 2.9 c) Constitution and Bylaws The committee shall consist of the Second Vice President and a minimum of two (2) other members appointed by the Executive. The purpose is to annually review the Local constitution and bylaws, and make recommendations to the Executive at least thirty (30) calendar days or by the April Executive meeting, whichever is earlier, prior to the Local Annual Meeting. 2.9 d) Elementary Occasional Teacher/Management The President and the First Vice President shall represent the Local at regularly scheduled Elementary OT/Management Committee meetings. The purpose is to monitor the current collective agreement and make recommendations to the administration. 2.9 e) Equity and Social Justice The committee shall consist of a WROTL Executive member and a minimum of two (2) other members appointed by the Executive. The purpose is to educate members about issues that include, but are not limited to: culture, race, ethnicity, gender, sexual orientation, class, ability, size, socioeconomic status, age, faith and religious diversity within the educational community and society; develop members awareness of equity and social justice materials and programs; and provide opportunities for continued education of members in areas of equity and social justice. 2.9 f) Federation Annual Meeting The committee shall consist of the President, the First Vice President, Second Vice President, the Constitution and Bylaws Committee chair, other interested Executive members, and general members, and the elected delegates and alternates for the Federation Annual Meeting, following their election. The purpose is to prepare resolutions for the ETFO Annual General Meeting and make recommendations to the Executive by January 31; to organize the logistics for the delegation to the Federation Annual Meeting; and to review the position the Local delegates will take on each of the resolutions. 2.9 g) Member Development Fund The committee shall consist of a MDF Administrator and a minimum of two (2) additional members appointed by the Executive. The purpose is to allocate funding to members for professional learning. 2.9 h) Political Action/ Public Relations The committee shall consist of the Communications Officer/Secretary and a minimum of three (3) additional members appointed by the Executive. The purpose is to promote positive public relations within the membership and the community; and promote and advocate strategies for political action and public relations on behalf of the members. 23

2.9 i) Professional Learning The committee shall consist of a WROTL Executive Member and a minimum of five (5) other members appointed by the Executive. The purpose is to organize professional learning activities for the membership. 2.9 j) Status of Women The committee shall consist of a WROTL Executive member and a minimum of three (3) members appointed by the Executive. The purpose is to promote and encourage the positive self-image of women; develop educators awareness of the needs of women and girls in the teaching profession, in our schools, in our membership, and in society; develop members awareness of non-sexist materials and programs; and promote opportunities for continued education of members in areas such as non-violence, leadership, equity and other areas which affect the status of women. 24

Operating Procedures #1: Workshop/Presentation Guidelines #2: Expense Claims and Travel Expenses #3: Release Time #4 Local Members at Provincial Meetings #5: Donations in Memoriam #6: Donations Policy #7: Door Prize Eligibility #8: Occasional Teacher Member Development Funding MDF Procedures MDF Request Form MDF Expense Sheet 25

Operating Procedure #1 Workshop/Presentation Guidelines Effective October 1, 1998 Revised May 2010 1. Any proposed workshop or speaker shall be discussed with the Executive before the workshop is offered to the OT members or the speaker is booked. 2. When a committee member approaches an individual for a speaking engagement or workshop presentation, the committee member needs to determine what costs may be involved. (e.g. speaker/presenter fee, travel expenses, accommodation, necessary materials that will be distributed, etc.) The speaker/presenter should be made aware that the proposal needs to be approved by the committee. The committee member should request an outline or synopsis of the potential workshop/presentation. 3. a) If the speaker/presenter is not employed by the Waterloo Region District School Board (WRDSB), then the committee will have to make a decision whether to pay the costs involved in hiring the individual for a workshop presentation or speaking engagement. b) If the speaker/presenter is employed by the WRDSB and the committee decides to use that individual s services, then the speaker/presenter should be reimbursed for any materials that will be distributed to workshop participants providing the cost is within reason and that receipts are submitted. 4. a) i) For speakers/presenters employed by the WRDSB, who are presenting at a workshop or dinner meeting, an honorarium and/or a personal gift, or a donation to a charity of the presenter s choice (maximum value not to exceed $100.00 per hour of the workshop) will be extended to the speaker/presenter. To show our appreciation for the time and effort that you have spent in preparing and conducting this workshop, we would like to offer you a small honorarium. b) i) For members of the Waterloo Region Occasional Teachers Local Executive, who are imparting knowledge (e.g., new OT orientation, Board policies, and/or government legislation, etc.) as part of their responsibility, reimbursement will only be made for travel expenses and any materials that may be distributed (providing the cost is within reason and receipts are submitted). ii) For Executive members who are presenting or speaking at a professional learning workshop or other OT meeting, Operating Procedure #1, section 4 a) i) would apply. 26

Operating Procedure #2 Expense Claims and Travel Expenses 1. The President shall approve and sign all expense claims prior to submission to the Treasurer for payment. Claims must be submitted on the designated expense forms with all receipts attached. Travel costs will be paid based on the expense form log. 2. The President s expenses shall be approved by the First Vice-President prior to submission to the Treasurer. 3. All financial transactions shall be signed by two of the three signing officers. The signing officers shall be the President, First Vice President and Treasurer. 4. At no time will blank cheques be signed by a signing officer. 5. Minutes of the AGM shall be delivered to the Education Credit Union to verify the signing officers. The address is as follows: Education Credit Union, Education Centre, 6-51 Ardelt Avenue Kitchener, ON N2C 2S9 The new signing officers shall present themselves to the Education Credit Union to complete the necessary forms to be recognized as signing officers. 6. All expenses for the July 1 st to June 30 th period shall be filed on a regular basis. The last date for submission of expenses will be June 30 th. 7. No corporate credit cards will be issued to the Local. 8. Release time claims, whether submitted to Provincial ETFO for reimbursement or paid by the Local shall be approved by Executive motion prior to payment. 9. The Treasurer shall present a report at Executive meetings of expenses incurred during the previous month. It is expected that capital or operating expenditures in excess of $250 will be presented for Executive consideration prior to purchase. 10. Travel expenses are to be paid only when a member is acting on behalf of the Local and has received prior approval by the Executive. 10.1 Travel expense claims are calculated from home or a school, if teaching, on the day of the Federation meeting/activity. 10.2 The rate at which the travel expense is paid shall be the current rate established by the Federation. 10.3 Travel expense forms should be submitted to the Local Treasurer by June 1. The final date for submitting travel expense forms shall be June 30 th. 10.4 The President of the Local shall be paid home-to-work travel expenses by the Local, for Federation business on days when the President is not being reimbursed by Provincial ETFO for Presidential Release. On those days when the President 27

attends committee and/or Executive meetings where mileage will be paid to other members of the Executive and/or committees, the President will also be reimbursed for mileage. 28

Operating Procedure #3 Release Time April 2010 1. Effective July 1, 2009, release time will be paid to an executive member, with the exception of the president, when conducting approved Local Federation business based on the current local daily rate. Executive members must submit a "Work Equivalency Reimbursement" form to the president when requesting such payment. 2. A day is considered to be eight (8) hours of working time in keeping with the hours of insurable employment as defined in the collective agreement of the Elementary Teachers Federation of Ontario Waterloo Region Occasional Teachers Local (ETFO-WROTL). Should the entire ½ or full day not be required for the specified Federation activity, the remaining time will be used for other Federation purposes, either on that day or at another time. 3. Executive members may receive compensation as set out below: First Vice President may be compensated for up to ten (10) days per school year for organizing and coordinating workshops, attending provincial meetings, as well as the other duties assigned to the First Vice President. Second Vice President may be compensated for up to five (5) days per school year for organizing social activities, membership meetings, attending provincial meetings, as well as other duties assigned to the Second Vice President. Chief Negotiator may be compensated for up to ten (10) days per school year for collective bargaining responsibilities, and attending provincial meetings. Secretary may be compensated for up to five (5) days per school year for the preparation, collection, and circulation of minutes of Executive and membership meetings, and attending provincial meetings. Treasurer may be compensated for up to ten (10) days per school year for carrying out the treasurer s duties and attending provincial meetings. Communications Officer may be compensated for up to five (5) days per school year for maintaining the email list, updating information on the website pages, distribution of the newsletter, and attending provincial meetings. Executive members may be compensated for up to two (2) days per school year for assuming duties and responsibilities as designated by the President and/or the Local Executive, and attending provincial meetings. 4. Committee chairs, who are not members of the Executive, may also be compensated for up to two (2) days per year for carrying out the duties of a 29

committee chair, as determined by the Terms of Reference for that committee, and for attending provincial meetings. Other committee members will not generally be considered for release time reimbursement payment, except in unusual cases as predetermined by the Executive. 5. At the discretion and prior approval of the Local Executive, and depending on the needs of the Local in a given year, release time guidelines may be altered as needed. 6. Meal and parking expenses will be reimbursed in accordance with current provincial Federation policies. Travel expense claims are calculated from home, or a school if teaching on the day of the Federation meeting/activity. The rate at which the travel expense is paid will be the current rate established by the provincial Federation. 7. A time log expense sheet (work equivalency reimbursement form) must be completed and submitted for approval as outlined in the policy for expense claims. 8. For those executive members who are in full-time long-term positions, or who are retired teachers and have reached their maximum number of days allowed before pension payments are stopped, the local will pay the executive member directly, not through Board payroll, at the current daily occasional teacher rate, with the appropriate normal costs deducted, i.e., income tax, employment insurance, Federation fees, pension, etc. The appropriate tax form will be issued by the treasurer to these people at the end of the calendar year for income tax purposes. 9. With the exception of the president, no other honorarium payment will be made to any Executive member for work equivalency reimbursement. The president will receive a yearly honorarium of one thousand dollars ($1,000.00), payable at the conclusion of the Local Annual general meeting. 10. No member will accrue hours for the purposes of paid release time when attending provincial events for which they would normally not be paid, i.e., workshops that occur on weekends or in the evening, the annual general meeting of the Federation and other Provincial ETFO events, overnight meetings (the overnight or non-meeting time portion),pots meetings, etc. 30

Considerations for Reimbursement of Time Worked by Executive Members 1. A reasonable amount of preparedness for executive meetings is expected. Reimbursement will be for the actual length of executive meetings. 2. It is expected that executive members will be familiar with our major documents. No reimbursement will be available for reading the Collective Agreement or Constitution and By-laws. 3. For executive members who are chairs of committees, 15 minutes in addition to hours spent chairing the committee meeting will be reimbursed for preparing the agenda, arranging the meeting etc. 4. Executive members who choose to sit on standing committees apart from those identified as being in their portfolio, will not be reimbursed for attending those meetings, unless they are the chair of that committee. 5. Reimbursement will be available for one executive member who is identified as site manager for any ETFO workshop/event. Their duties may include room set-up, pick up of refreshments, managing the sign-in process, handling member issues at the event, providing/assigning speaker introduction and thanks, accommodating requests of the speaker i.e. equipment, photocopying. Time shall be workshop hours plus reasonable pre-meeting time. 6. Mileage can be claimed from home or school location to WROTL events at which executive member attendance is requested or at which the executive member is serving as site manager. 7. Reimbursement may be claimed for time at member meetings at which executive members are expected to be present and expected to mingle with members and answer questions/direct members to information etc. i.e. Fall and Spring General Meetings, New Member Meetings. Time for executive social portions of the meetings will not be reimbursed. i.e. the dinner part of the AGM, Christmas/year end executive dinners, going for a beverage following a meeting, etc. 8. Reimbursement for GHOTs shall be 8 hours. Reimbursement for EOT, Staff Advisory, TIE, or other meetings where attendance is requested by the President will be 4 hours, with the understanding that if the time spent is considerably less than 8 or 4 hours, it will be used for office assistance or deducted from committee work etc. 9. Federation work, where attendance is requested by the President after school hours will be reimbursed by hours spent. i.e. Subfinder workshop with Manager of Human 31

Resources, Health and Safety Training, etc. Successful completion of the programme will be expected in order to qualify for reimbursement. This will be considered Federation Professional Development as it can be used to benefit all members on an ongoing basis. 10. Hours spent at workshops for personal development will not be reimbursed. i.e. First Aid workshops, 11. Executive members are not eligible for reimbursement of dependent care expenses for those activities and events where they are already being reimbursed for their time, i.e., at Executive meetings, at committee meetings where they are the chair and/or where their position on the committee is part of their role description. For those committees on which they choose to serve, in addition to their position portfolio, executive members can claim dependent care expenses since they are not being otherwise reimbursed for their time. 12. Reimbursement forms will be available at every executive meeting and all claims for the previous month are to be submitted then. If an executive member cannot attend a meeting, arrangements for submitting forms should be discussed with the President as soon as possible. Revised October 12, 2010 32

Operating Procedure # 4 Local Members at Provincial Meetings Preamble: The Executive recognizes the important training opportunities for Executive members and/or Committee Chairs by having them attend Provincial meetings. Decisions on the attendance of such members, based on Local funding costs, will be made by the Executive, through motion, prior to the event. Budget restraints and the relative importance of each particular session will be taken into account when making the motions and decisions. 1) Leadership Training: this usually occurs at the end of September (Thursday evening and Friday during the day) each school year. ETFO Provincial determines who may attend. The Local Executive will decide, by motion, those people on the Executive and/or committee chairs who will attend, following the recommendations of the President. The President automatically attends at Provincial expense. All expenses are covered by the Local and/or the Provincial office. Accommodation, meal and travel expenses, as well as possible dependent care costs are reimbursed for Local members attending. Release time is paid to members attending and this is usually a Local cost. 2) Representative Council/Pre-Rep Meeting: is held for two days in October, February and May of each school year, usually on a Wednesday afternoon/evening and all day Thursday. The President of the Local automatically attends, in a voting capacity, at Provincial expense. An additional member of the Local Executive may attend at the Local s expense, provided a motion is passed by the Local Executive prior to the event being held. In general, it would be the 1 st Vice President or 2 nd Vice President who would attend with the President, if such a motion is passed. Release time, accommodation, travel costs and dependent care costs are paid by the Local for two days for those members attending Rep/Pre-Rep Council meetings. 3) GHOTs (Golden Horseshoe Occasional Teachers ) Meetings: These are held once per month in the months of October, November, January, March, and April. The President of the Local attends at Local expense (travel and lunch costs). An additional member of the Local may attend a GHOTs meeting, provided a motion has been passed by the Local Executive prior to the meeting being held. All travel, accommodation and release time expenses are paid by the Local. All members of the Executive are open to attending a GHOTs meeting. It is usual that a different member of the Executive would attend, with the President, on each occasion. 4) POTs (Provincial Occasional Teachers) Meetings: These meetings are held twice each year, in mid-september and early June. They begin on Sunday afternoon and last through the afternoon of the following Tuesday. They are held in various locations around the province. Overnight accommodations for two and sometimes three evenings (depending on the meeting location), travel and meals, release time costs as well as possible dependent care expenses are covered by the Local. Because they tend to be rather costly meetings, only the President and one other person from the Executive usually attend. At the September POTs meeting the 33

President and the 1 st Vice President shall attend. At the June POTs meeting the current president, and the incoming president of the Local shall attend. In the event that the current president and the incoming president of the Local are the same person, the incoming 1 st Vice President will attend the June POTs meeting with the President. 5) Annual General Meeting: this is partially covered by the Constitution. The number of delegates is determined by Provincial Office, based on the previous year s numbers, as sent in by the school board (one year out of date). The president and 1 st Vice President attend by virtue of their positions. Additional delegates and alternates are elected at the Local Annual General meeting. All members in good standing may choose to stand for election at the Local Annual General Meeting. Up to 6 (six) delegates and alternates (combined total) may attend the AGM. Costs for delegates are the responsibility of the ETFO Provincial Office. Usually, all costs for alternates are the responsibility of the Local. The exception to this is when there are less than four delegates allowed to attend. The ETFO Provincial Office then picks up the cost of the first alternate (based on provincial constitution and bylaws).the possibility of a member having observer status for one day at the Provincial Annual Meeting, with all related costs covered by the Local, must be determined through Executive motion, prior to June 30, preceding the Annual General Meeting. Delegates and alternates to the Federation Annual Meeting will each have their own room. (May 2011) 34

Operating Procedure # 5 Donations In Memoriam Upon the death of a member of the Executive, or an Executive member's immediate family member, the Local will donate up to $50 to an appropriate charity. Upon the death of any member a card will be sent to the family and a donation of up to $50.00 made to a designated charity. Operating Procedure #6 Donations Policy Charitable donations made by the WROTL Local Executive on behalf of the membership must benefit local children and those charities acknowledged by ETFO. (Dec. 2009) Operating Procedure #7 Door Prize Eligibility All members of the Local and guests are eligible for door prizes at Local Federation workshops or other events, with the exception of the Executive and/or hosting committee members at the event. The Executive and/or hosting committee members are ineligible for door prizes at such events. Operating Procedure #8 Waterloo Region Elementary Occasional Teachers Member Development Fund (MDF) Procedure for Applying for OT Member Development Fund Support and Professional Book Subsidy (Effective July 1, 2010) 1. To be eligible for OT MDF support a member must have been an occasional teacher with the ETFO Waterloo Region Occasional Teachers Local for a minimum of one calendar year (12 months). 2. Officers and members of the ETFO - Waterloo Region Occasional Teachers Local Executive are eligible to receive MDF support as long as they are not part of the selection process. 3. A member must submit the MDF request to the MDF Administrator for the ETFO Waterloo Region Occasional Teachers Local, c/o the ETFO Waterloo Region 35

Occasional Teachers Local Office, Unit 2-130 Highland Road East, Kitchener, ON, N2M 3V9, by May 1, 2011. Summary of the Process a) Submit the request and await approval from the MDF Administrator. b) Following the conference or other professional learning activity, submit the MDF Expense Sheet with all receipts by May 31 to the MDF Administrator. *Both the request and the expense sheet MUST be submitted prior to receiving reimbursement. c) Proof of successful completion of the course/workshop needs to be provided to the MDF administrator in order to receive funding. This could be in the form of a letter from the professor, OCT indication or a photocopy of a workshop certificate. 4. The maximum amount of MDF funding available to a member is $125.00 (one hundred twenty-five dollars) per school year. 5. NOTE: The Occasional Teachers MDF support may not apply to any OT coverage for those OTs in a long-term assignment. Such coverage will have to be arranged with the school administrator at the school where the OT is currently in the long-term assignment. 6. The Book subsidy expense form is to be used for the reimbursement of professional and personal growth books, up to a limit of $35.00 per year. Children s books and reproducible books do not qualify. Include a brief summary of the book and how it relates to the role of the member as an occasional teacher. 36

Date Application Received: Follow Up Required: Member Development Fund Request 2015-2016 Applicant: Date: Address: Phone No: Email: Number of years on the WRDSB Occasional Teacher List: Yes/No - Long Term Occasional Teacher Present Location: Yes/No - Daily Occasional Teacher Name of the activity: Location: Dates: Estimated Expenses: Registration Fees Travelling Expenses: Mileage km x $0.40 Travelling Expenses: Bus/Train/Plane Accommodation (overnight hotel bill) Dependent Care Total Submit request and expense voucher with original receipts to the MDF Administrator at the ETFO- WROTL Office: Reimbursement, if granted, will be after the conference/professional activity. Approved: Signature: Not Approved: 37

Member Development Fund Expense Sheet 2015-2016 Effective July 1, 2010 Name: Date: Address: Work Phone Number: Home Phone Number: Email: Expenses Amount Submitted Amount Payable Do not complete. Registration Fee Travelling Expenses Mileage km X $0.40 Travel by bus/plane/train Dependent Care Accommodation Parking Miscellaneous Total amount to be paid Note: Receipts must accompany all submissions. Send to the MDF Administrator, ETFO-WROTL through Board Courier (Route #1, Bag 25) or by Royal Mail: Unit #2-130 Highland Road East, Kitchener, ON, N2M 3V9. Signature of Claimant Signing Authority 38

Professional Book Subsidy Expense Form The Waterloo Region Occasional Teachers Local MDF Committee offers you an opportunity to purchase a professional book that relates to your professional growth. Receive a rebate of up to $35 per member per year. This offer applies until the allocated funds are used or until the application deadline of May 1, 2016. Request an Expense Form from the Local at wrotlocal@etfowatots.ca Submit a completed request form and original receipts to the MDF Administrator c/o ETFO WROTL, Unit 2-130 Highland Road East, Kitchener, ON, N2M 3V9 or to the MDF Administrator c/o ETFO-WROTL via the Board Courier, Route #1, Bag 25. Name: Date: Mailing Address: Email Address: Telephone: Publication Title: Author: Publisher: ISBN Number: Purchased from: Rationale for the Professional Book Purchase: (How the publication will support my professional growth as an occasional teacher.) Use the back of the form, if needed. Purchase Date: 39