EDUCATIONAL ASSISTANTS ASSOCIATION OF THE WATERLOO REGION DISTRICT SCHOOL BOARD. CONSTITUTION with Proposed Amendments

EDUCATIONAL ASSISTANTS ASSOCIATION OF THE WATERLOO REGION DISTRICT SCHOOL BOARD CONSTITUTION with Proposed Amendments Legend for Names of People Proposing the Amendments: JH Proposed Amendment is from Joanne Hodge is from Heather Shaw LWH Proposed Amendment: is from Lisa Weiler Haskins JE Proposed Amendment: is from Jaime Eveleigh LO Proposed Amendment: is from Lori Oner NAME ARTICLE I 1.1 The name of this Association shall be the Educational Assistants Association of the Waterloo Region District School Board (hereinafter referred to as the Association). PURPOSE ARTICLE II 2.1 The purpose of the Association shall be: maintain and improve the terms and conditions of employment; maintain and protect members from arbitrary or unjust treatment; (iii) maintain, promote and defend the health and safety of members in the Proposed Amendments May 2015 pg. 1

workplace; (iv) maintain and promote a high level of professionalism; (v) to carry on activities for the benefit and/ or enjoyment of its members; (vi) to be the governing body for its members; (vii) to promote the general interest and welfare of its members; (viii) to be the sole collective bargaining agent for and on behalf of its members with the Waterloo Region District School Board (hereinafter referred to as the Board). MEMBERSHIP ARTICLE III 3.1 A teacher assistant with the Board must as a condition of employment become a member of the Association and maintain their membership in the Association. The membership of this Association includes employees covered under the Educational Assistants Association collective agreement with the Board. 3.2 Membership dues shall be set annually by the Executive in consultation with the Association Accountant. All members of the Association shall pay the dues amount announced by the Executive at the Annual Meeting. An increase in the dues of more than the Consumer Price Index (CPI) for Ontario plus 1% must be approved by a majority of the members at a meeting. JH Proposed Amendment: 3.2 Membership dues shall be set annually by the Executive in consultation with the Association Accountant. All members of the Association shall pay the dues amount announced by the Executive at the Annual Meeting. An increase in the dues of more than the rise in the Consumer Price Index (CPI) for the previous year in Ontario plus 1% must be approved by a majority of the members at a meeting. 3.3 The Executive may set special dues for specific purposes from time to time, subject to the approval of a majority of the members at a meeting. JH Proposed Amendment: 3.3 The Executive may set special dues for specific purposes from time to time, subject to the approval of a majority of the members at a meeting of the Proposed Amendments May 2015 pg. 2

Association. 3.3 The Executive may set special dues for specific purposes from time to time, subject to the approval of a 2/3 majority of the members at a meeting, payable at such date set by the executive. 3.4 Membership dues and special dues shall be due and payable at such date or dates fixed by the Executive and may be deducted from the wages of each member and remitted to the Association. 3.5 Persons are eligible for membership effective on the date of hire. 3.6 A member who has not paid his/her annual or special dues shall not be admitted or continue to maintain membership in the Association. JH Proposed Amendment: 3.6 A member who has not paid his/her annual or special dues shall not be admitted to, or continue to maintain, membership in the Association. 3.7 All members in good standing shall have voting privileges. ARTICLE IV EXECUTIVE OFFICERS 4.1 The Executive Officers of the Association shall be: President First Vice President Second Vice President Secretary Treasurer Grievance Officer Negotiations Officer CYW/SSW Representative EA Representative Four Officers at Large Past President (ex officio) Proposed Amendments May 2015 pg. 3

JH Proposed Amendment: 4.1 The Executive Officers of the Association shall be: President First Vice President Second Vice President Secretary Treasurer Grievance Officer / Negotiations Officer CYW/SSW Representative EA Representative Communications Officer Past President (ex officio) 4.2 Executive Officers will be elected every two years by the members present at the Annual Meeting. The term of office for an Executive Officer shall begin at the close of the Annual Meeting at which they are elected or the day they are elected in accordance with Article 4.5. LWH Proposed Amendment: 4.2 A Staggered Board (Classified Board) of Executive Officers will be elected annually by the members present at the Annual Meeting. The term of office for an Executive Officer shall begin at the close of the Annual Meeting at which they are elected or the day they are elected in accordance with Article 4.5. Rationale: i) Group A) President, First Vice President, Secretary, Negotiations Officer, EA Representative, 1st and 2nd Officers at Large; ii) Group B) Second Vice President, Treasurer, Grievance Officer, CYW/SSW Representative, 3rd and 4th Officers at Large Staggered Boards (Classified Board) promote continuity by eliminating the potential for a completely new Executive every two years. 4.3 Any Executive Officer shall serve until he/she is replaced through the election Proposed Amendments May 2015 pg. 4

process, or until such time as an Executive Officer decides to resign, or is removed from office in accordance with Article 11.2. No Executive Officer shall hold more than one (1) office at the same time. An Executive Officer is not entitled to take a leave of absence. LWH Proposed Amendment: 4.3 Any Executive Officers shall serve until he/she is replaced through the election process, or until such time as an Executive Officer decides to resign, or is removed from office in accordance with Article 11.2. All positions on the Executive shall have a term of two (2) years renewable through election to a maximum of three (3) terms or six (6) consecutive years. No Executive Officer shall hold more than one (1) office at the same time. An Executive Officer is not entitled to take a leave of absence. Rationale: Term limits promote a healthy diversity, encourage participation while also retaining continuity. 4.4 In order for an Executive Officer to resign, the Executive Officer shall deliver their resignation in writing to the President. The resignation is effective immediately on delivery to the President. JH Proposed Amendment: 4.4 In order for an Executive Officer to resign, the Executive Officer shall deliver their resignation in writing to the Executive. The resignation shall not become effective until accepted by the Executive. 4.5 In the event of a vacancy in the office of President, the First Vice President shall succeed to the office for the unexpired term. A vacancy in any other office may be filled by a majority vote of the membership. A person so elected shall serve the unexpired term of the predecessor in office. 4.6 The person receiving the most votes for an Executive position shall be declared elected. Elections shall be conducted by secret ballot and every member present shall have one vote. The CYW/SSW shall be a full time teacher assistant. JE Proposed Amendment: 4.6 The person receiving the most votes for an Executive position shall be declared Proposed Amendments May 2015 pg. 5

RATIONAL: elected. Elections shall be conducted by secret ballot and every member (delete: present ) shall have one vote. The CYW/SSW shall be a (delete: full time ) (add: permanent ) teacher assistant. This amendment has been made to reflect the amendment (s) I have put forth further on in this document that permits our members, to vote at a different venue/method other than a meeting. 4.6 The person receiving the most votes for an Executive position shall be declared elected. Elections shall be conducted by secret ballot and every member shall have one vote. The CYW/SSW shall be a permanent teacher assistant. In order to run for the position of President or First Vice President, the member must have served on the Executive Committee for two years, within the past five years. LWH Proposed Amendment: Rationale: In order to run for the position of President or First Vice President, the member must have served on the Executive Committee for one year, within the past three years. Changing from two years to one year will ensure that the candidate has experience with the daily activities, business dealings and operation of our Association. Changing from five to three years ensures that any candidate for either very important position has been active on the Executive and is temporally familiar with most ongoing issues. The present clause permits someone to be away three years and still run for either position. JH Proposed Amendment: (iii) In order to run for the position of President or First Vice President, the member must have served on the Executive Committee for one year, within the past five years. In order to run for the position of Negotiations Officer, the member must have served on the Negotiations Committee for a minimum of one year, within the past five years and/or is prepared to attend specific training for the position. In order to run for the position of Grievance Officer, the member must have served on the Grievance Committee for a minimum of one year, within the Proposed Amendments May 2015 pg. 6

past five years and/or is prepared to attend specific training for the position. 4.7 In order to be eligible to run for a position on the Executive, a member must inform the Secretary at least thirty (30) days prior to the Annual Meeting by written notice of his/her intent to run for a specific Executive position. Members cannot be nominated by others to run for an Executive position. A member may run for only one position at the Annual Meeting. All Executive Officers must be a permanent employee of the Board in order to serve on the Executive. LWH Proposed Amendment: 4.7 In order to be eligible to run for a position on the Executive, a member must inform the Secretary at least thirty (30) days prior to the Annual Meeting by written notice of his/her intent to run for a specific Executive position. Members cannot be nominated by others to run for an Executive position. A member may run for only one position at the Annual Meeting unless the member is already an Executive member. If the Executive member does not win the election for the position for which he / she was seeking election first, he / she would be allowed to seek election to the position held in the immediately preceding term. All Executive Officers must be a permanent employee of the Board in order to serve on the Executive. Elections of Officers shall be the last agenda item at the Annual Meetings and the election order will follow that listed in 4.1. Rationale: The change stipulates when the elections are to take place and in what order.! Permits an existing Executive member to seek election to another position while reducing the possibility of the Association of losing a good Executive member simply due to the election process. JE Proposed Amendment: 4.7 In order to be eligible to run for a position on the Executive, a member must inform the Secretary at least thirty (30) days prior to the Annual Meeting by written notice of his/her intent to run for a specific Executive position. ( add: The names of the members planning to run and the position on the Executive they intend to run for, shall be kept in a sealed envelope by the Secretary, until the closing date for submitting notice of intent to run. ) RATIONAL: Proposed Amendments May 2015 pg. 7

This amendment has been made to protect and enhance the integrity of the process. JH Proposed Amendment: 4.7 In order to be eligible to run for a position on the Executive, a member must inform the Secretary at least thirty (30) days prior to the Annual Meeting by written notice of his/her intent to run for a specific Executive position. This notice must be sent via email and must be shown as received by the Secretary prior to 11:59 of the day in question. The day is calculated by counting back from the day of the meeting (not counting the meeting date). Members cannot be nominated by others to run for an Executive position. A member may run for only one position at the Annual Meeting. All Executive Officers must be a permanent employee of the Board in order to serve on the Executive. 4.8 During the campaign/election process, the candidates shall: provide his/her campaign material to the Executive for approval first at least thirty(30) days before the election vote takes place; he campaign material shall be limited to one sheet (81 2 by 11) double sided; (iii) the campaign material shall be posted electronically on the Association Website by the Association; (iv) campaigning shall stop twenty four (24) hours before the meeting at which the election vote takes place. JE Proposed Amendment: 4.8 provide his/her campaign material to the ( delete: Executive ) ( add : Secretary ) ( delete: for approval first ) at least thirty (30) days before the election vote takes place; ( add : it shall be the responsibility of the individual submitting his/her campaign material to ensure that it follows the rules as per 4.8 and (iii). The campaign material provided by members shall be kept in a sealed envelope by the Secretary, until the closing date for submitting campaign material. ) RATIONAL: This amendment has been made to protect and enhance the integrity of the process. (iv) Campaigning shall stop twenty four (24) hours before ( delete : the meeting at which ) ( add: the day that ) the election vote takes place. Proposed Amendments May 2015 pg. 8

RATIONAL: This amendment has been made to reflect the amendment (s) I have put forth further on in this document that permits our members, to vote at a different venue/method other than a meeting. 4.9 The candidates campaigning shall not do any of the following: campaign during the Countywide PD Day and any other Association functions; use Association or Board resources to campaign; (iii) use WaterWorks to campaign; (iv) use inter office courier to campaign. 4.10 The Executive, in consultation with the Association lawyer, will formulate the official election process during each election year. JE Proposed Amendment: RATIONAL : 4.10 (delete item 4.10 completely: The Executive, in consultation with the Association Lawyer, will formulate the official election process during each election year. ) This will save our Association unnecessary expense. Our Executive is more than capable of formulating the official Election process during each election year without the assistance of a lawyer. Our Constitution already, has very clear policies in place regarding the election process. And, these policies were done with the assistance of a lawyer. LO Proposed Amendment: 4.11 Any member of the Executive Committee that is being investigated for any wrongful doing (criminal or misconduct) of their position in the Executive must step down and relinquish their duties and position until the end of the investigation without pay. Filling of the vacancy(s) will follow the current practice set out in the constitution. ARTICLE V Proposed Amendments May 2015 pg. 9

DUTIES OF EXECUTIVE OFFICERS 5.1 The Executive shall conduct the affairs and operations of the Association. JE Proposed Amendment: The Executive shall (add: have all of the powers to ) conduct the affairs and operations of the Association (add: between Annual Meetings. It shall exercise these full powers, but shall not act in conflict with any other resolutions passed by the membership at the Annual Meeting.) RATIONAL: This amendment not only protects the Association, but will help to protect our members from being subject to endless special meetings being called by one member of the Executive or from the membership in an attempt to over turn decisions made by the majority vote of the Executive, as have occurred in our most recent history, which has caused much frustration, undue hardship and a great deal of unnecessary expense for our Association. 5.2 It shall be the duty of the Executive to take the initiative in determining the policies of the Association. The Executive shall be responsible for the relations of the Association with the Board. It shall be the duty of the Executive to keep the Association informed of any emergency action taken by the Executive. The Executive of the Association is the Grievance Committee for the Association. JH Proposed Amendment: 5.2 It shall be the duty of the Executive to take the initiative in determining the policies of the Association. The Executive shall be responsible for the relations of the Association with the Board. It shall be the duty of the Executive to keep the Association informed of any emergency action taken by the Executive. The Executive of the Association is the Grievance and Negotiation Committee for the Association. 5.3 The President shall: be responsible for the day to day running of the Association; JH Proposed Amendment: be responsible for the day to day running of the Association at the direction of the Executive; be expected to be working an average of forty hours per week and twelve Proposed Amendments May 2015 pg. 10

months of the year; LWH Proposed Amendment: Rationale: Eliminate (see rationale) hours worked, vacation pay etc are subject to labour laws. 8.5 of Constitution deals with presidents renumeration from the board, 5.3 would follow under Article VIII. JE Proposed Amendment: RATIONAL: (delete: be expected to be working an average of forty hours per week and twelve months of the year; ) ( add: be paid at the top level of the pay grid of a CYW and work thirty five (35) hours per week beginning at the start of the School Year in September till the end of the School Year in June. The President or designate from the Executive, may work Tuesday, and Thursday during the months of July and August, for an average of seven (7) hours each day. The hours and days of work during the months of July and August may be amended by a majority vote of the Executive, based on the need and volume of demand of the membership.) Provides a huge cost savings to our Association and makes the best use of our resources. One person should NOT be walking off with approximately a third of all the money coming into the Association. The Association exist to benefit the membership as a whole. It allows the Executive the ability to determine the degree and requirement for this coverage, based on actual volume of calls and needs of the membership. We are paying honorariums to our Executive, so let s make use of the talents of more of the Executive. It is important that all our Executive members be a larger part of the workings and dealings with the Board and our membership, to provide experience and exposure.it also allows the President necessary time off and spreads the workload for fairly. JH Proposed Amendment: be expected to be working an average of thirty five (35) hours per week and ten months of the year. (iii) oversee the Executive Officers and their duties to ensure each Executive Officer is fulfilling their duties; LWH Proposed Amendment: Proposed Amendments May 2015 pg. 11

Rationale: (iii) organize professional development workshops on the designated Association Countywide PD Day for the members (iii) organize professional development workshops on the designated Association Countywide PD Day for the members JE Proposed Amendment: (iii) (delete: oversee the Executive Officers and their duties to ensure each Executive Officer is fulfilling their duties; )( add: in co operation with the Executive, shall see that duties are fulfilled by all the Executive; RATIONAL: This wording reflects the desire of our membership to have all the members of the Executive working together in co operation, in the best interest of the Association. JH Proposed Amendment: (iii) DELETE (iii) in co operation with the Executive Officers, shall see that duties are fulfilled. (iv) preside over all meetings of the Association and Executive; LWH Proposed Amendment: (iv) oversee the Executive Officers and their duties to ensure each Executive Officer is fulfilling their duties; JH Proposed Amendment: (iv) (v) preside over all meetings of the Association and Executive, except when a simple majority of those in attendance at the meeting vote to substitute the chair's position with a person of their choosing. call Special Meetings whenever necessary; LWH Proposed Amendment: (v) preside over all meetings of the Association and Executive; JH Proposed Amendment: (v) at the direction of the Executive, call Special Meetings when required; (vi) act as ex officio member of all committees except Staff Management and Proposed Amendments May 2015 pg. 12

Grievance Committee, where the President is the chairperson; LWH Proposed Amendment: Rationale: (vi) (vi) call Special Meetings whenever a vote by a majority of the executive deems necessary; Eliminates too many special meetings being called (vii) set agendas for all meetings of the Association, Executive, Staff Management; LWH Proposed Amendment: Rationale: (vii) act as ex officio member of all committees except Staff Management and Grievance Committee, where the President is the chairperson; (vii) ensures all executive members are aware of the business on the agenda JH Proposed Amendment: (vii) in conjunction with the Secretary, set agendas for all meetings of the Association, Executive and Staff Management; (viii) attend all meetings of the Association, Executive, Staff Management, Negotiating, Grievance and any Special Meetings called by the Association or the Board; LWH Proposed Amendment: (viii) set agendas in consultation with the executive board, for all meetings of the Association, Executive, Staff Management; (ix) give written notice of time, place and date of all meetings of the Association, Executive, Staff Management, Negotiations, Grievance and any Special Meetings called by the Association; LWH Proposed Amendment: (ix) attend all meetings of the Association, Executive, Staff Management, Negotiating, Grievance and any Special Meetings called by the Association or the Board; (x) oversee the Annual Report; LWH Proposed Amendment: (x) give a minimum of 5 day written notice of time, place and date of all Proposed Amendments May 2015 pg. 13

Rationale: (x) meetings of the Association, Executive, Staff Management, Negotiations, Grievance and any Special Meetings called by the Association; Specifies notification of a meeting and eliminates unexpected meetings (xi) review the need for changes to the Constitution with the Executive and prepare proposals for changing the Constitution; JH Proposed Amendment: (xi) review the need for changes to the Constitution with the Executive and in conjunction with the Executive, prepare proposals for consideration by the membership at the Annual Meeting; (xii) shall be the chair of the Association Spring Awards Committee. LWH Proposed Amendment: Rationale: xii) review the need for changes to the Constitution with the Executive and prepare proposals for changing the Constitution; (xiii) shall be the chair of the Association Spring Awards Committee; (xiv) reply to all membership correspondence or inquiries within 3 working days either by letter, email, text or telephone; (xv) with a minimum of five (5) working days notice, shall visit each school site and check in with all members present at that site; (xvi) shall be responsible for monitoring EAA conference, CYW/SSW conference and EAA website (xiv) requires prompt response (xv) Allows all members to discuss any issues with the president (xvi) Shall be responsible for monitoring EAA conference and EAA website add (xiii) notify the Board of intent to negotiate. LWH Proposed Amendment: 5.3 The President shall: be responsible for the day to day running of the Association; Proposed Amendments May 2015 pg. 14

Eliminate (see rationale) (iii) organize professional development workshops on the designated Association Countywide PD Day for the members (iv) oversee the Executive Officers and their duties to ensure each Executive Officer is fulfilling their duties; (v) preside over all meetings of the Association and Executive; (vi) call Special Meetings whenever a vote by a majority of the executive deems necessary; (vii) act as ex officio member of all committees except Staff Management and Grievance Committee, where the President is the chairperson; (viii) set agendas in consultation with the executive board, for all meetings of the Association, Executive, Staff Management; (ix) attend all meetings of the Association, Executive, Staff Management, Negotiating, Grievance and any Special Meetings called by the Association or the Board; (x) Rationale: (iii) give a minimum of 5 day written notice of time, place and date of all meetings of the Association, Executive, Staff Management, Negotiations, Grievance and any Special Meetings called by the Association; (xi) oversee the Annual Report; (xii) review the need for changes to the Constitution with the Executive and prepare proposals for changing the Constitution; (xiii) shall be the chair of the Association Spring Awards Committee; (xiv) reply to all membership correspondence or inquiries within 3 working days either by letter, email, text or telephone; (xv) with a minimum of five (5) working days notice, shall visit each school site and check in with all members present at that site; (xvi) shall be responsible for monitoring EAA conference, CYW/SSW conference and EAA website hours worked, vacation pay etc are subject to labour laws. 8.5 of Constitution deals with presidents renumeration from the board, 5.3 would follow under Article VIII. As a paid staff member of the association, the president shall be responsible Proposed Amendments May 2015 pg. 15

for organizing our PD day (vi) Eliminates too many special meetings being called (vii) ensures all executive members are aware of the business on the agenda (x) Specifies notification of a meeting and eliminates unexpected meetings (xiv) requires prompt response (xv) Allows all members to discuss any issues with the president (xvi) Shall be responsible for monitoring EAA conference and EAA website 5.4 The First Vice President shall: in the absence of the President, attend all meetings of the President and perform the President's duties and while doing so, shall have all the rights and powers of the President; attend all meetings as requested by the President; (iii) if a vacancy in the office of the President occurs, fill the vacancy for the balance of the unexpired term; (iv) attend all Staff Management Meetings and any other meetings as requested by the President; (v) facilitate Charitable Funding applications and the Norma Ballantyne Award. JH Proposed Amendment: 5.4 The First Vice President shall: in the absence of the President, attend all meetings of the President and perform the President's duties and while doing so, shall have all the rights and powers of the President; be the Joint Health and Safety representative for the Association (iii) if a vacancy in the office of the President occurs, fill the vacancy for the balance of the unexpired term; (iv) attend all Staff Management Meetings and any other meetings as requested by the President; (v) facilitate Charitable Funding applications and the Norma Ballantyne Award. 5.4 The (remove First) shall Proposed Amendments May 2015 pg. 16

Add vi) Negotiations and vii) Grievance 5.5 The Second Vice President shall: i n the absence of the President and First Vice President, perform the President's duties and while doing so, shall have all the rights and powers of the President; in the absence of the First Vice President, perform the duties of the First Vice President; (iii) attend all monthly Board Meetings and any other meetings as requested by the President; (iv) organize professional development workshops on the designated Association Countywide PD Day for the members as directed by the Executive. JH Proposed Amendment: 5.5 The Second Vice President shall: in the absence of the President and First Vice President, perform the President's duties and while doing so, shall have all the rights and powers of the President; in the absence of the First Vice President, perform the duties of the First Vice President; (iii) attend all monthly Board Meetings and any other meetings as requested by the President; (iv) organize professional development workshops on the designated Association Countywide PD Day for the members as directed by the Executive. (v) coordinate the flower and gift fund (vi) be the chair of the EAA Appreciation Award Committee 5.5 Remove 5.5 in its entirety 5.6 The Secretary shall: attend all meetings as requested by the President; record the minutes of all Executive, Staff Management, General, Annual and Special Meetings of the Association; Proposed Amendments May 2015 pg. 17

record the minutes of all Executive, Staff Management, Negotiations, Annual and Special Meetings of the Association and all Association Committee Meetings; (iii) preserve on permanent file, all documents pertaining to the Association; (iv) carry on all correspondence of the Association, under the direction of the President; (iii) (v) preserve on permanent file, all documents pertaining to the Association, storing all minutes securely electronically and hard copies in the Office. provide prompt, complete and accurate minutes of meetings listed above; (v) provide prompt, complete, and accurate minutes of the meetings listed above within two weeks of the date of the meeting; (vi) arrange for the typing of the newsletter; (vii) compile the Annual Reports; (v) remove vi) and vii) (viii) under the direction of the President/Executive Committee, the Secretary will perform other secretarial duties. JH Proposed Amendment: 5.4 The Secretary shall: attend all meetings as requested by the President; record the minutes of all Executive, Staff Management, General, Annual and Special Meetings of the Association; (iii) in conjunction with the President, set agendas for all meetings of the Association, Executive and Staff Management (iv) preserve on permanent file, all documents pertaining to the Association; (v) carry on all correspondence of the Association, under the direction of the President; (vi) provide prompt, complete and accurate minutes of meetings listed above; Proposed Amendments May 2015 pg. 18

(vii) under the direction of the President/Executive Committee, the Secretary will perform other secretarial duties. 5.7 The Treasurer shall: collect dues and receive all monies; make all payments; (iii) keep a record of receipts and payments; (iv) maintain a list of members; (v) receive and present a financial statement prepared by the accountant for the Annual Meeting; (vi) oversee investments in consultation with the Association Investment Advisor; (vii) facilitate Professional Development Funding for the members; (viii) attend all meetings as requested by the President. LWH ADDS Proposed Amendment: (ix) Rationale: act as main moderator of the EAA conference and the CYW/SSW conference on Water works, addressing all conference emails within 24 hours (ix) Falls in line with her communication duties and ensures prompt sharing of information to our members JH Proposed Amendment: 5.7 The Treasurer shall: collect dues and receive all monies; contact payroll each month to negotiate pickup of dues cheque deposit dues cheque in Association bank account request and receive printout of all bank transactions each month pickup actual bank statement each month at Association financial institution make all payments; ensure that payments to the WRDSB for the salary of the President are remitted each month confirm that submitted receipts reconcile with submitted expense forms write cheque / enter information into computer / mail and or distribute Proposed Amendments May 2015 pg. 19

payments to vendors calculate / disburse and gather all remuneration information for Executive members such that T 4 documents may be issued (honorariums) meet with the accountant to finalize T 4 documents and then distribute same to Executive members in accordance with Government of Canada requirements (iii) keep a record of receipts and payments; record all financial transactions in computerized bookkeeping program (Quickbooks) balance transactions against financial institution statement each month provide mini reconciliation of financial transactions to Executive members at the monthly executive meeting (iv) maintain a list of members; (v) ensure that the list of members is an accurate reflection of current membership and that all members appear in the list of vendors in Quickbooks receive and present a financial statement prepared by the accountant for the Annual Meeting; prepare all files for submission to auditor o minutes up to date o all bank statements up to date o contact legal to confirm current status of billings o list of vendors and account status for confirmation by auditor o be available to answer any questions auditor may have regarding any and all entries meet with the auditor before finalization of the report arrange for auditor to meet with the Executive to receive the audit report present audit report to membership at Annual Meeting provide financial statements to any member requesting same as per OLRB requirements (vi) oversee investments in consultation with the Association Investment Proposed Amendments May 2015 pg. 20

Advisor; meet with Investment Advisor to discuss investment opportunities bring list of investment options back to the Executive for discussion and approval contact Investment Advisor with decision (vii) facilitate Professional Development Funding for the members; (viii) receive applications for PDF bring application before Executive for discussion and approval check availability of eligible funds in member's PDF account (Quickbooks) write / post (to Quickbooks) / send cheque prepare summary of all PDF disbursements each month for Executive Members attend all meetings as requested by the President. attend monthly executive meetings attend all meetings with legal attend meetings with accountants attend meetings with finance department of WRDSB attend meetings with Financial Advisor coordinate budget meetings with Executive Members 5.8 The Negotiations Officer shall: be the chairperson of the Negotiating Committee; call and set agendas for all negotiation meetings; (iii) attend all meetings as requested by the President; (iv) notify the Board of intent to negotiate; (v) negotiate the collective agreement with the Board on behalf of the entire membership; (vi) present proposal for ratification to the membership. Remove 5.8 in its entirety 5.9 The Grievance Officer shall: perform the duties as Grievance Officer in conjunction with the President on Proposed Amendments May 2015 pg. 21

behalf of the Association; act as chair of the Grievance Committee; (iii) inform the President and Executive of all requests for assistance and potential grievances; (iv) consult with any member who feels he/she has a grievance and collect relevant information; (v) attend all meetings as requested by the President. 5.8 and 5.9 combined The Negotiations / Grievance Officer shall: be the chairperson of the Negotiating Committee; call and set agendas for all negotiation meetings; (iii) notify the Board of intent to negotiate; (iv) negotiate the collective agreement with the Board on behalf of the entire membership; (v) present proposal for ratification to the membership. (vi) perform the duties as Grievance Officer in conjunction with the Executive on behalf of the Association; (vii) act as chair of the Grievance Committee; (viii) inform the President and Executive of all requests for assistance and potential grievances; (ix) consult with any member who feels he/she has a grievance and collect relevant information; (x) attend all meetings as requested by the President. Remove 5.8 in its entirety 5.10 The CYW/SSW Representative shall: be a liaison to the Salaried Educational Assistants; attend all meetings as requested by the President. LWH Proposed Amendment: Proposed Amendments May 2015 pg. 22

5.10 The CYW/SSW Representative shall: be a liaison to the Salaried Educational Assistants; sit on the Grievance Committee and Negotiations committee; (iii) act as a second moderator for the CYW/SSW conference, addressing all conference emails within a 24 hour time frame (iv) sit on the County wide PD day committee (v) Rationale: attend all meetings as requested by the President. The CYW/SSW Rep needs to be in the loop of all business dealing with their employee group.they will bring all concerns from their employee group to the table 5.10 The CYW/SSW Representative shall: be a liaison to the CYW / SSW membership; attend all meetings as requested by the President; (iii) work with the EA Representative to prepare and distribute Key EA / CYW packages / information add iii) flowers and gifts add iv) County Wide P.D. Day and Spring Dinner add v) communications add vi) Hold 3 meetings with CYW/SSW per school year for collaboration purposes 5.11 The EA Representative shall: co ordinate the Key EAs/CYWs; prepare and send out Key EA/CYW packages/information; (iii) attend all meetings as requested by the President. LWH Proposed Amendment: 5.11 The EA Representative shall: co ordinate the Key EAs/CYWs Proposed Amendments May 2015 pg. 23

prepare and send out Key EA/CYW packages/information; (iii) act as a second moderator for the EA conference, addressing all conference emails within a 24 hour period (iv) sit on the Grievance and Negotiations committee (v) Rationale: sit on the EAA Appreciation Award Committee (vi) attend all meetings as requested by the president The EA Representative needs to be in the loop of all business dealing with their employee group. They will be a voice for all EA s at the negotiations committee and grievance committee 5.10 The EA Representative shall: be a liaison to the EA membership ; work with the CYW / SSW representative to prepare and send out Key EA / CYW packages / information; (iii) attend all meetings as requested by the President. 5.11 add be a liaison to the E.A.s add iv) flowers and gifts add v) County Wide P.D. Day and Spring Dinner add vi) communications 5.12 The First Officer At Large shall: be responsible for the newsletter; be responsible for the Association Website; (iii) attend all meetings as requested by the President. 5.12 The Communications Officer shall: be responsible for all Association communication from the Executive to the Membership; Proposed Amendments May 2015 pg. 24

be responsible for the Association website; (iii) moderate the EA and CYW conferences on Waterworks (iv) attend all meetings as requested by the President 5.12 remove in its entirety 5.13 The Second Officer At Large shall: be the Joint Health and Safety Rep for the Association; attend all meetings as requested by the President. 5.13 The Second Officer At Large shall: DELETE 5.13 change to Officer At Large add iii) Review Parklane Report biweekly add iv) keep Incident Report in files at the E.A. Office add v) attend any subcommittees created by the Joint Health and Safety Committee add vi) communications 5.14 The Third Officer At Large shall: co ordinate Special Events Committee; be a member of the designated Association Countywide PD Day; (iii) be a member of the Association Spring Awards Committee; (iv) attend all meetings as requested by the President. 5.14 The Third Officer At Large shall: DELETE 5.14 remove in its entirety Proposed Amendments May 2015 pg. 25

5.15 The Fourth Officer At Large shall: co ordinate the flower and gift fund; attend all meetings as requested by the President; (iii) be a member of the EAA Appreciation Award Committee. 5.15 The Fourth Officer At Large shall: DELETE 5.15 remove in its entirety 5.16 The Past President shall act in an advisory capacity to the members of the Executive and Association. LWH Proposed Amendment: 5.16 The Past President shall: Rationale: act in an advisory capacity to the members of the Executive and Association. be a member of the EAA Appreciation award Committee (iii) be a member of the County Wide PD Day Committee (iv) will receive no honorarium Spreading out the responsibilities through all the executive Providing an opportunity to share their knowledge on those respective committees 5.17 The Executive Officers shall perform such duties as are usually performed by officers in like positions and attend all Executive Meetings. The Executive Officers shall attend any other Meetings and perform any other duties as directed by the President. 5.17 The Executive Officers shall perform such duties as are usually performed by officers in like positions and shall attend all Executive Meetings. The Executive Proposed Amendments May 2015 pg. 26

Officers may be requested to attend other meetings and to perform other duties on behalf of the President. 5.17 adjust the spacing between Executive Officers and directed by 5.18 Should any Executive Office with the exception of the Treasurer, not be filled at the Annual Meeting, the President shall delegate the duties of the unfilled position to the other Executive positions. 5.18 Should any Executive Office with the exception of the Treasurer, not be filled at the Annual Meeting, the Executive shall delegate the duties of the unfilled position to the other Executive positions. 5.19 The Executive Officers shall forever keep confidential all executive proceedings, discussions and debates save and accept where the Executive Officers decide by majority vote that a particular proceeding, discussion or debate shall not be kept confidential. MEETINGS 6.1 ARTICLE VI The Association shall hold its Annual Meeting every May commencing May of 2003. Special Meetings of the Association may be called by the President at any time or upon written petition signed by seventy five (75) members on a form provided by the Association. A written notice of Association meetings, including an agenda shall be sent at least five (5) days prior to the meeting. LWH Proposed Wording: 6.1 Rationale: The Association shall hold its Annual Meeting the last Tuesday in May. Housekeeping: Eliminates referring to 2003 in our constitution and sets specific and consistant date so members to plan to attend Separates 3 different kinds of meetings JE Proposed Amendment: Proposed Amendments May 2015 pg. 27

The Association shall hold its Annual Meeting every May commencing May of 2003. Special Meetings of the Association may be called by the President at any time (add: with a majority vote of the Executive or upon written petition signed by (delete: seventy five (75) ) (add: one hundred ( 150)) members on a form provided by the ( add: Executive). A written notice of Association meetings, including an agenda shall be sent at least (delete: five (5)) ( add: seven (7) days) prior to the meeting. ( add: Information on all Meetings, including an agenda shall be posted on the Association s Website at least seven (7) days prior to the meeting ). RATIONAL : Our Executive members are elected by the membership to represent the Association. Therefore, they should be working together and not acting independently. Decisions must be done in consultation and with a majority vote of the Executive. This provides accountability and will save our Association unnecessary expense. Information on all Meetings should be posted on the Association s Website to provide access to information to the membership. Increasing the number to 150 members will require more members with concerns to sign prior to a Special Meeting being called. 6.1 There shall be four types of membership meetings: Annual Meetings Regular Meetings Special Meetings Petition Special Meetings Commencing in 2016, the Association shall hold its Annual Meeting on the third Tuesday of May. The Annual Meeting shall always include the election of Officers, the consideration of constitutional amendments, the presentation of the financial report by the Treasurer, a "State of the Association" report by the President and any other business which may properly come before the meeting. A Regular Meeting is one of the two meetings required by this constitution to be held between September and June each year. A Special Meeting may be called at any time by the Executive for purposes of dealing with issues which can not wait for the next regularly scheduled meeting. Proposed Amendments May 2015 pg. 28

A Petition Special Meeting may be called by the Executive upon receipt of a written petition signed by seventy five (75) members in good standing, who seek a meeting for consideration of a legal motion. A Petition Special Meeting shall consider only the item listed in the petition. Notice of the Annual Meeting shall be posted on the EA / CYW conferences at least 45 days prior to the date for the meeting. Proposed amendments to the constitution must be submitted for consideration by the Executive. Proposed Constitutional amendments shall be posted on the EA / CYW conferences 30 days prior to the Annual Meeting. The final agenda for the Annual Meeting; a regular meeting; a Special Meeting or a Petition Special Meeting shall be posted on the EA / CYW conferences at least five days prior to the date of the meeting. The Association shall meet at least two more times between September and June each year, over and above the Annual Meeting in May. Members shall be given the opportunity to submit to the President at least 15 days prior to the meeting items to be included in the agenda that shall be sent out to the members. Over and above the Annual Meeting, the Association shall schedule at least two other meetings between September and June of each year. Members shall be given the opportunity to submit items for inclusion on the agenda of these two meetings. Submissions must be made to the Secretary at least fifteen (15) days prior to the meeting date. JE Proposed Amendment: 6.1 Amended to add (iii): (iii) ( Minutes from all Meetings of the Association shall be posted on the Association s Website. Minutes from Executive meetings may be posted (excluding in camera minutes) upon a majority vote of the Executive.) RATIONAL : Having access to minutes is an item the members of the Association have been increasingly requesting. It provides a snapshot of activities of the Association and allows the members to be kept updated and provides transparency. It also, gives the members a greater understanding of the process that took place by the Executive that Proposed Amendments May 2015 pg. 29

lead to decisions that were made on the Associations behalf. 6.1 Amended to add (iv): 6.1 (iv)( add: Voting shall be done by secret ballot. Members of the Association shall not be required to be present at Meetings to vote. The Executive shall be responsible for determining the method for voting in consultation with the membership.) RATIONAL : The members of our Association that for various reasons cannot attend meetings, have been requesting for years, the right to have their voice heard, by having the right / ability to vote outside of meetings. This gives them this right to cast a vote and have their voice heard. LWH Proposed Amendment: Special Meetings of the Association may be called by the President at any time upon approval of majority of the executive or upon written petition signed by one hundred fifty (150) members on a form provided by the Association. A written notice of Association meetings, including an agenda shall be sent at least five (5) days prior to the meeting. Members shall be given the opportunity to submit to the President at least 5 days prior to the special meeting items to be included in the agenda that shall be sent out to the members. Rationale: Having a higher number of signatures will promote more dedication and add weight to the petition. Once a special meeting is called other items may be included on agenda and those items must be shared with membership. This allows people with differing views on the petition to have a voice. Rationale: (iii) The Association shall meet at least two more times between September and June each year, over and above the Annual Meeting in May. Members shall be given the opportunity to submit to the President at least 7 days prior to the meeting items to be included in the agenda that shall be sent out to the members Having a higher number of signatures will promote more dedication Proposed Amendments May 2015 pg. 30

and add weight to the petition. Once a special meeting is called other items may be included on agenda and those items must be shared with membership. This allows people with differing views on the petition to have a voice. (iii) 7 days notice on agenda items allows the president enough time to publish the agenda to the membership 5 days before the meeting. 6.2 Forty five (45) members of the Association shall constitute a quorum at all meetings of the Association. LWH Proposed Wording: 6.2 Seventy five (75) members of the Association shall constitute a quorum at all meetings of the Association Rationale: This will ensure a higher representation of our members are involved in decision making. 6.2 Fifty (50) members of the Association shall constitute a quorum at all meetings of the Association. 6.3 Seven (7) members of the Executive shall constitute a quorum at all Executive meetings. No Executive meeting shall be valid unless the President or Secretary are present. The Executive shall meet at the call of the President or seven Executive Officers. Meeting notices of the Executive may be oral or written. LWH Proposed Wording: 6.3 Seven (7) members of the Executive shall constitute a quorum at all Executive meetings. No Executive meeting shall be valid unless either of the President, First Vice President or Second Vice President are present. If the Secretary is absent, the President, First Vice President or Second Vice President will assign her duties to another executive member. The Executive shall meet at the call of the President or seven (7) Executive Officers. Meeting notices of the Executive must be written. Rationale: In keeping with the Vice Presidents Duties of Executive Officers, the Vice Presidents, in the absence of the President, shall assume all duties of the President and shall have all the rights and powers of the President; Proposed Amendments May 2015 pg. 31