Terms of Reference Revisions March 2022

Proposed amendments

March 23, 2022

CUPE 4163 EQUITY ACTION COMMITTEE

TERMS OF REFERENCE

Purpose and Duties of the Equity Action Committee

To identify equity issues and issues of discrimination in our workplace, our union and beyond.

To work with and advise the Local Executive to on confronting oppressive policies, practices and behaviours within the Local and the University.

The committee will meet at least twice per Fall and Spring terms and at least once in the Summer session.

Reporting Structure of the Equity Action Committee

The Equity Committee is a sub-committee of the Executive. The Committee is required to report to the Executive on the work of the committee.

Composition of the Equity Action Committee

The Equity Committee is open to any 4163 member who self-identifies as being from the following marginalized or equity seeking groups: Indigenous People, LGBTQ2s, Persons with Disabilities, and Racialized workers, and Women.

The Equity Vice President committee will chair the committee and act as the liaison between the Committee and the Executive.

A member shall be chosen at the start of each meeting to record action items.

The committee will strive to reach decisions by consensus, but in the event that cannot be achieved, a vote will be held. A 2/3 majority is required for a motion to pass.

The Committee terms of reference will be reviewed by the Committee and the Executive before the next Annual General Meeting.

CUPE 4163 FINANCE COMMITTEE TERMS OF REFERENCE

Current

January 16^th, 2012

The following represents the Terms of Reference for the University of Victoria, CUPE Local 4163 Finance Committee. The Terms of Reference should be reviewed once yearly and may be modified by the Finance Committee, to be approved by the Joint Executive and Membership. MOVE TO END

Reporting Structure of the Finance Committee

The Finance Committee is a sub-committee of the Joint Executive. The Committee is required to report once to the Joint Executive on the work of the committee.

Composition of the Finance Committee

The Finance Committee will consist of the President, Treasurer, and Members at Large. up to six elected members who are Components one, two and three Presidents and Secretary-Treasurers. Should a President of a component not be available, a Vice-President shall be designated to the Finance Committee. Additionally, the CUPE 4163 “Joint Secretary-Treasurer” and one Business Agent usually attends the Finance Committee meetings. Everyone is expected to contribute to the discussion and the consensus decision making process.

Chair of the Finance Committee

The responsibility shall fall to the Joint Secretary-Treasurer or his/her their designate.

Duties of the Finance Committee Chair include:

chairing Finance Committee meetings,
creating, the Finance Committee agenda,
schedule Financial Committee meetings
ensuring the Finance Committee carry out all relevant duties and procedures as outlined in the CUPE Financial Officer’s Handbook,
normally the chair reports the work of the Finance Committee to the Joint Executive
designate a member of the Finance Committee to take minutes and ensure those minutes are supplied to the CUPE4163 office

Duties of the Joint Secretary-Treasurer/Bookkeeper

The duties of the Joint Secretary-Treasurer shall be as outlined in Schedule “A”. (Note: to be developed). Pertaining to the work of the Finance Committee, these duties shall include:

Provide monthly reports to the JE on the state of union’s finances, any concerns or anomalies
Provide written reports on behalf of the Finance Committee semi-annually to the membership.

Schedule of Meetings

The Finance Committee shall meet a minimum of once per semester during the academic year, allowing exemptions for summer months should no meetings be warranted. Meetings may be scheduled more often than once per semester as needed.

Proceedings of Meetings

Except for an in-camera session, Finance Committee meetings are open to the Joint Executive members, who may be invited to speak by the committee.

Members may be invited to speak by the chair. Meetings will be scheduled such that all members can attend in person.

Authority

The Finance Committee may approve expenditures of up to $300 without prior Joint Executive approval. The Committee is responsible for reviewing and advising the Joint Executive / General Membership regarding new expenditures of over $300. The Committee may be delegated additional authority by the Joint Executive as required. All extraordinary financial expenditure requests over $100 need to be presented in writing to the Finance Committee.

Responsibilities and Duties of the Finance Committee

Additionally, the Finance Committee members are responsible for the following:

attending Finance Committee meetings,
following pertinent CUPE financial procedures as outlined by the CUPE Financial Officer’s Handbook,
annually reviewing financial by-laws, policies and procedures of the Union, and making recommendations for revision and updates to the Joint Executive,
creating a draft annual budget, based upon the strategic priorities of the Union, for approval by the Joint Executive,
making budget amendment proposals, when necessary, to the Joint Executive,
providing direction for managing monies in the Union Defense Fund,
hearing all requests for financial expenditures except for donations, and
other duties as assigned by the Joint Executive.

Pre-requisite Training for Finance Committee Members

All Finance Committee members are required to read and be familiar with the contents of the CUPE Financial Officer’s Handbook. Other training may be available and assigned as available and/or required.

Decision-Making Process and Quorum MOVE THIS SECTION UNDER ‘MEETINGS’

All decision making for the Finance Committee will be accomplished using consensus decision making procedures. Should consensus not be possible, the item of business will be referred to the Joint Executive. The committee will strive to reach decisions by consensus, but in the event that cannot be achieved, a vote will be held. A 2/3 majority is required for a motion to pass. Quorum will be set at four (4) voting members.

When a time sensitive decision is required between meetings of the Financial Committee an email canvas is acceptable at the discretion of the chair. Any such decisions will be entered into the minutes of the next meeting.

Proposed

CUPE 4163 FINANCE COMMITTEE TERMS OF REFERENCE

Revised March 23 ^rd, 2022

Reporting Structure of the Finance Committee

The Finance Committee is a sub-committee of the Joint Executive. The Committee is required to report to the Executive on the work of the committee.

Composition of the Finance Committee

The Finance Committee will consist of the President, Treasurer, and Members at Large.

The President will chair the committee and the Treasurer will act as the liaison between the Committee and the Executive.

Meetings

The Finance Committee shall meet a minimum of once per semester during the academic year, allowing exemptions for summer months should no meetings be warranted.

Finance Committee meetings are open to Executive members, who may be invited to speak by the committee.

The committee will strive to reach decisions by consensus, but in the event that cannot be achieved, a vote will be held. A 2/3 majority is required for a motion to pass. Quorum will be set at four (4) voting members.

Responsibilities, Duties, and Authority of the Finance Committee

Finance Committee members will

annually review financial by-laws, policies and procedures of the Union, and make recommendations for revisions and updates to the Executive,
create a draft annual budget, based upon the strategic priorities of the Union, for approval by the Executive,
make budget amendment proposals, when necessary, to the Executive,
provide direction for managing monies in the Union Defense Fund,
hear all requests for financial expenditures except for donations, and
perform other duties as assigned by the Executive.

The Terms of Reference should be reviewed once yearly and may be modified by the Finance Committee, to be approved by the Executive and Membership.