Report of the Finance Committee

Marc Brière

The Finance Committee met at the UTE National Office on November 19 and 20, 2012.

IN ATTENDANCE:  Marc Brière – Chair and 1st National Vice-President, Doug Gaetz – Co-Chair and RVP-Atlantic, Gary Esslinger – Co-Chair and RVP-Prairies, Robert Hume – Presidents’ Representative – Vancouver – Local  20027, Stephanie Wolff - Technical Advisor  and Monique Desrosiers – Staff.

The Committee discussed and reviewed the structure of travel grants issued to Locals, the content of UTE Regulation 13 – Reimbursement of expenses, the referral from September 2012 Council on Guidelines for the use of the line item “Political Action / Campaigns”, the challenges the Locals are facing concerning access to the UTE email system from the CRA premises, the UTE financial statements as of September 30, 2012 and the over expenditures. 

The Committee also discussed and reviewed the implementation of the dues increase scheduled for January 1st, 2013 as well as the content of UTE Regulation 30 – Membership Appreciation Fund.

Following this meeting, the committee has thirteen recommendations:

Recommendation #1:

Be it resolved that UTE Regulation 13.5.1 be amended as follows:

1. Local travel grants for delegates and or paid observers issued by the National Office for Conferences and Conventions will be issued in the name of the Local for their administration and accountability.

2. The travel grants for Locals shall normally be the cost of 1.5 2 times the Latitude Class Tango Plus Airfare without receipt. The intent of the 1.5 2 times Tango Plus airfare is to ensure the participation of the delegate and to assist Locals in sending additional participants.  Any airfare other than as described herein shall have prior approval of the President or in their absence the 1st Vice-President.

3. At the request of the Conference organizers, Council may approve travel grants for Locals to be the cost of up to two times Tango Plus airfare (as of the date of the advances) without receipt. Any airfare other than as described herein shall have prior approval of the President or in their absence the 1st Vice-President.

4 (3).If the Local receives a travel grant and does not send participant(s), they must return the travel grant in full to the National Office.  (#4 was renumbered #3).

Recommendation #2:

Be it resolved that the Per Diem rates referred to in Regulation 13 be amended to the following:

$95.00 weekdays and $120.00 weekends with the following breakdown:

		Weekday	Weekend
(a)	Breakfast	$23.00	$29.00
(b)	Lunch	$30.00	$38.00
(c)	Dinner	$42.00	$53.00

Recommendation #3:

Be it resolved that Regulation 13.4 (1) – Travel Time be amended as follows:
UTE shall reimburse reasonable loss of wages required for union business authorized by UTE.  For travel by air, the reasonable loss of wages required shall depend on the proximity of the nearest airport and the frequency of departing flights and any connecting flights.  This time will vary from none to one day. with one day being the exception to the rule.

Recommendation #4:       

Be it resolved that Regulation 13.6 (4) - Authorization be amended as follows:
Expense claims shall be submitted to the President.  The President may delegate the Executive Assistant to the National President, the 1st Vice-President or the Senior Labour Relations Officer, the authority to approve expense claims. or the 1st Vice-President for authorization.

Recommendation #5:

Be it resolved that Regulation 13.7 – Day Off be amended as follows:
Officers of the Executive Council shall be entitled to reimbursement of one additional day for loss of wages, if loss incurred, to a maximum of six (6) days per year when they:

1. attend UTE Executive Council followed by a Presidents’ Conference; or
2. attend a UTE National Committee meeting preceded or followed by a UTE   Executive Council meeting; or
3. attend a UTE National Committee meeting preceding or following a UTE   Executive Council meeting and a Presidents’ Conference; or
4. attend a UTE National Committee meeting preceding or following a Conference or a Convention that last more than six (6) consecutive days; or
5. attend a UTE Executive Council meeting preceded or followed by a Conference or a Convention.

Recommendation #6:

Be it resolved that Regulation 13.8.2 – Incidental Allowance be amended as follows:

Any member using commercial or institutional accommodations (i.e.: Rigaud, Nav Can, a University) that provides all meals will be entitled to an incidental allowance of seventeen dollars ($17.00) twenty dollars ($20.00) a day, excluding the days of travel.  A full per diem will be applicable on the days of travel.

Recommendation #7:

Be it resolved that Regulation 13.9 – Guidelines for Expenses be amended as follows:

13.9 GUIDELINES FOR EXPENSES

The following guidelines are developed to clarify UTE’s By-Laws’ and Regulations with respect to the reimbursement of expenses.

These Guidelines are to cover expenses of individuals carrying out authorized union business.  Individuals are defined as the President, 1st Vice President, 2nd Vice- President, Regional Vice-Presidents, Alternate Regional Vice-Presidents, Committee members, staff and any other member on authorized union business.

1. Travel Grants: A subsidy provided by UTE to Locals to cover air transportation costs but does not include ground transportation such as taxi, kilometers to and from the airport and/or parking.
2. (Was #3) Ground Transportation: This would include costs for taxis to and from your home to the airport, bus or train station.  This would also include mileage and/or parking to and from the departure point if using a personal vehicle.  At destination, the ground transportation would include taxis to and from the airport or parking if using a personal vehicle.  For additional costs, prior approval must be received from the President or 1st Vice-President.
3. (Was #4) Travel by Automobile: The President or 1st Vice-President must approve the use of a personal vehicle. The exception is members attending a UTE event where a travel grant has been provided. The use of a personal vehicle will be reimbursed at the UTE kilometers rate or the Tango Plus airfare without receipt, whichever is lowest. The reimbursement of expenses for the use of rental cars must have prior approval and must be done on a practical and economic basis.
4. (Was #5) Parking:  See Ground Transportation above.
5. (Was #7) Travel: All travel must be pre-approved by the President, or in their absence, the 1st Vice-President.  The actual costs paid for expenses will be reimbursed as per the By-Laws and Regulations.
6. (Was #2) Per Diem: Is set as per Regulation.
7. (Was #1) Accommodations: Hotel expenses should be the most practical and economical rates available for the applicable area of the country.
8. (Was #6) Family Care:  Family care will be reimbursed as per Regulation.
9. (Was #8) Miscellaneous General:  All Miscellaneous expenses except tips must be receipted.
   
   1. Phone calls: A reasonable amount of telephone calls will be reimbursed.
   2. Sick/Vacation: If on authorized union business and you work less than 75 hours for CRA in a given month. Thus causing a loss of vacation and sick credits. UTE will reimburse you for this loss by the submitting of a salary claim for the period, indicating loss of credits.
   3. Tips: A reasonable amount of tips will be reimbursed, examples include bell person at hotels, not included, tips at restaurants.
10. (Was #9) Executive Council Miscellaneous:
    
    1. Laundry:  Reasonable amounts can be expensed for laundry charges for extended stays seven days (7) or due to short time frames between trips or if the expenses have been pre approved for exceptional situations.
    2. Brief Cases: An Officer of Executive Council is entitled to a briefcase and replacement when necessary (approx. one hundred and fifty dollars $150.00).
    3. Luggage:  Executive Council is entitled to an appropriate set of luggage at a pre approved reasonable price and to be replaced when necessary.
    4. Telephone Accessories:  As each Officer of Council is given the use of a cell phone, UTE will reimburse approved cell phone accessories (i.e. case, hands free etc.)
    5. Computer Accessories:  As each Officer of Council is given the use of a Laptop computer, UTE will reimburse approved computer accessories. (i.e. printer ink, mouse, etc).
    6. General Office Supplies: As this is considered to be covered by the Council members’ residence expense, only pre-approved exceptional items will be reimbursed.
    7. Postage: The expense of regular stamps should come from the Council members’ residence expense. Large postage items, parcels etc.  can be reimbursed by attaching receipts to the expense claims. (i.e. grievance files.)
    8. Day Off: As per Regulation.
    9. Admin Day:  Officers of Executive Council (excluding the President or the 1st Vice-President) may use an administration day to complete union work if approved by the President or the 1st Vice-President.
    10. Residence Expense: Officers of the Executive Council (excluding the President or 1st Vice-President) shall receive twice yearly a residence expense to be paid in the months of June and December an amount of $100.00 per month.
    11. A Stipend: Officers of the Executive Council (excluding the President and 1st Vice-President) shall receive twice yearly a stipend to be paid in the months of March and September in the amount of one hundred and fifty dollars ($150.00) per month.

Recommendation #8:

Be it resolved that the unused portion of the line item “Political Action / Campaigns” be carried over from year to year until 2014.

Recommendation #9:

Be it resolved that the Executive Council adopt the proposed guidelines.

Guidelines for funding for Political Action / Campaigns

The Guidelines apply to requests to conduct Political Action or Campaigns submitted by a UTE Local, a Region, Executive Council or the National Office.

GUIDELINES:

1. A Local, a Region, Executive Council or the National Office may request funding to conduct a Political Action or Campaign.
2. To request funding, a “proposal for funding” shall be submitted.   The proposal should include:
   1. type of event/campaign;
   2. objective of the event/campaign
   3. date/timeline of the event/campaign;
   4. location of the event/campaign;
   5. estimate of number of members attending, if applicable;
   6. budget for the event/campaign;
   7. amount requested
3. The requester shall forward the proposal to UTE’s National President and 1st National Vice-President.  If the requester is a Local, the request shall be forwarded to their RVP, who will forward it to the National President and 1st National Vice-President.
4. All proposals must get prior approval by both the National President and the 1st National Vice-President before the event occurs.
5. An advance may be requested by the submitting body prior to the event taking place.  Such requests are subject to approval by both the National President and the 1st National Vice-President.
6. Within thirty days of the event/campaign, the requestor shall provide a report to the National President on how well the event/campaign went and an accounting of all monies spent, including receipts for reimbursement.
7. Budget for the event/campaign should include, but not limited to, costs for travel, translation, loss of salary, per diems, rentals, materials, etc.

Recommendation #10:

Be it resolved that UTE provides a subsidy in the amount of $600.00 to each Local to purchase a tablet and a supporting12-month data plan in order to facilitate access to the UTE e-mail system.

Be it further resolved that the Locals must purchase the said equipment and data plan within 45 days of receiving the subsidy.  Once purchase is made, the Locals must provide within 30 days the receipts to the National office; otherwise, the subsidy shall be recouped by the National Office.

Recommendation #11:

Be it resolved that Regulation 30.3 (6) – Membership Appreciation Fund - Guidelines be amended as follows:

Within thirty days of the event, the Local(s) shall provide a report to the President on how well the event went and an accounting of all monies spent, including copies of receipts.  The subsidy will then be sent to the Local.

Recommendation #12:

Be it resolved that the following line items be approved for overspending:

Recommendation #13:

Be it resolved that an amount of $20000.00 be transferred from the line item “Computer Expenses” to the line item “Furniture and Equipment Purchases” in the 2012 Budget to allow for the purchase and payment of a new phone system at the UTE National Office.

FOR REFERENCE ONLY  (Recommendation #7)

13.9  GUIDELINES FOR EXPENSES
The following guidelines are developed to clarify UTE’s By-Laws’ and Regulations with respect to the reimbursement of expenses.

These Guidelines are to cover expenses of individuals carrying out authorized union business.  Individuals are defined as the President, 1st Vice President, 2nd Vice- President, Regional Vice-Presidents, Alternate Regional Vice-Presidents, Committee members, staff and any other member on authorized union business.

1. Accommodations: Hotel expenses should be the most practical and economical rates available for the applicable area of the country.
2. Per Diem: Is set as per Regulation.
3. Ground Transportation:  If traveling by airplane, train or bus, expenses will be reimbursed at the cost of normal taxicab service. (Other means of transportation are allowed if lower or equal to taxi cab.) For additional costs prior approval must be received from the President or 1st Vice-President.
4. Travel by Automobile: The President or 1st Vice-President must approve the use of a personal vehicle. The use of a personal vehicle will be reimbursed as per Regulation. The reimbursement of expenses for the use of rental cars must have prior approval and must be done on a practical and economic basis.
5. Parking:  Parking expenses will only be reimbursed when the use of an automobile has been pre approved.
6. Family Care:  Family care will be reimbursed as per Regulation.
7. Travel: All travel must be pre approved and the actual cost paid for expenses will be reimbursed as per the By-Laws and Regulations.
8. Miscellaneous General:  All Miscellaneous expenses except tips must be receipted.
   
   1. Phone calls: A reasonable amount of telephone calls will be reimbursed.
   2. Sick/Vacation: If on authorized union business and you work less than 75 hours for CCRA in a given month. Thus causing a loss of vacation and sick credits. UTE will reimburse you for this loss by the submitting of a salary claim for the period, indicating loss of credits.
   3. Tips: A reasonable amount of tips will be reimbursed, examples include bell person at hotels, not included, tips at restaurants.
9. Executive Council Miscellaneous:
   
   1. Laundry:  Reasonable amounts can be expensed for laundry charges for extended stays seven days (7) or due to short time frames between trips or if the expenses have been pre approved for exceptional situations.
   2. Brief Cases: An Officer of Executive Council is entitled to a briefcase and replacement when necessary (approx. one hundred and fifty dollars $150.00).
   3. Luggage:  Executive Council is entitled to an appropriate set of luggage at a pre approved reasonable price and to be replaced when necessary.
   4. Telephone Accessories:  As each Officer of Council is given the use of a cell phone, UTE will reimburse approved cell phone accessories (i.e. case, hands free etc.)
   5. Computer Accessories:  As each Officer of Council is given the use of a Laptop computer, UTE will reimburse approved computer accessories. (i.e. printer ink, mouse, etc).
   6. General Office Supplies: As this is considered to be covered by the Council members’ residence expense, only pre approved exceptional items will be reimbursed.
   7. Postage: The expense of regular stamps should come from the Council members’ residence expense. Large postage items, parcels etc.  can be reimbursed by attaching receipts to the expense claims. (i.e. grievance files.)
   8. Day Off: As per Regulation.
   9. Admin Day:  Officers of Executive Council (excluding the President or the 1st Vice-President) may use an administration day to complete union work if approved by the President or the 1st Vice-President.
   10. Residence Expense: Officers of the Executive Council (excluding the President or 1st Vice-President) shall receive twice yearly a residence expense to be paid in the months of June and December an amount of $100.00 per month.
   11. A Stipend: Officers of the Executive Council (excluding the President and 1st Vice-President) shall receive twice yearly a stipend to be paid in the months of March and September in the amount of one hundred and fifty dollars ($150.00) per month.

Respectfully submitted,

Marc Brière
Chair of the Finance Committee