Convention Call

The fourteenth triennial convention of the Union of National Defence Employees will be held at the Sheraton Fallsview Hotel and Conference Centre in Niagara Falls, Ontario, beginning at 9 a.m., Monday, August 18, 2008 and concluding Friday, August 22, 2008.

Attention is invited to the provisions of Bylaw 11 of the UNDE Bylaws, Regulations and Policy Guidelines with regard to the authority and responsibility vested in the National Convention and representation at UNDE National Conventions. Pertinent articles of Bylaw 11 are reprinted herein.

Responsiblity

Article 1. The supreme governing body of the Union shall be the Triennial National Convention.

Article 3. (a) The Triennial National Convention shall deal with all resolutions and matters properly brought before it from Local meetings and shall establish for the period between Triennial National Conventions, the general policies of the Union. (b) The National Executive shall be entitled to present recommendations on any matter to the Convention for consideration and approval and shall present resolutions to the appropriate Convention Committee for consideration.

Representation

Article 2. The Triennial National Convention of the Union shall be composed of accredited delegates from Locals, the Employment Equity Advisor and the National Executive officers of the Union .

Article 5. (a) The Locals shall elect delegates on the basis of the table following:
from 20 (except those protected under Regulation 0702-01) to 150 members - 1 delegate;
from 151 to 350 members - 2 delegates;
from 351 to 700 members - 3 delegates;
from 701 to 1,200 members - 4 delegates;
from 1,201 to 2,000 members - 5 delegates;
over 2,000 members - one (1) additional delegate for each additional 1,000 members or major fraction thereof.

Article 6. For the purpose of determining the number of delegates to which each Local shall be entitled for any Triennial National or Special Convention, the membership of each Local shall be the number for which the Union received dues, excluding RAND Formula deductees, for the month which, inclusive of the month in which the Convention is held, is eight (8) months prior to the Convention.

Article 7. Each Local shall elect alternate delegates who shall attend the Triennial National Convention in place of any accredited delegates who unavoidably cannot attend the Convention.

The membership list the National Office will use is December, 2007.

Eligiblity

Article 8. No member shall be eligible to be nominated as an accredited or alternate delegate unless the member has attended 75% of all Local meetings open to the general membership held during the twelve (12) month period immediately prior to the day on which the election of delegates and alternates takes place.

Locals are advised that even if Local bylaws permit presidents to attend conventions automatically, the local president must meet the above criteria.

Election of Delegates and Alternates

Article 9. At least four (4) months prior to the opening date of the Triennial National Convention, each Local shall elect, from amongst its eligible members at a general meeting of the Local, accredited delegates and accredited alternates to the Convention of the Union.

Article 10 . (a) Immediately following election of Local delegates to the Triennial National Convention, the Local Secretary shall forward to the Vice-President, for onward transmission to the National Office, the names of the Local's accredited delegates on a credential form supplied by the National Office of the Union.

(b) Each delegate to a convention, upon election by a Local, shall be certified by that delegate's respective Vice-President as to eligibility in accordance with Bylaw 11.

A Delegate Accreditation Form (Word) is enclosed with this Convention Call. The number of delegates to which your local is entitled, based on the latest membership list, is clearly indicated (on paper copy sent to local).

Each local must elect alternates in order of priority. The first alternate will fill the first vacancy, the second alternate, the second vacancy, etc.

It is important that the accreditation form be signed by the following two (2) union officers: the Local President and the National Officer responsible for your region.

Convention Committees

Article 12. (a) At least three (3) months prior to the opening date of a Triennial National Convention, the National Executive shall appoint from amongst accredited delegates, persons to form such committees as may be necessary for the conduct of the business of the Convention. The National Executive will apply a formula for selecting the Convention Committee members on the basis of equitable representation from the regions.

Resolutions

Article 13. Locals shall be entitled to present resolutions for consideration by the Triennial National Convention. Such resolutions must be received in the National Office of the Union not later than four (4) months prior to the Convention, inclusive of the Convention month. Such resolutions shall be indexed and distributed to all Locals in book form at least six (6) weeks prior to the Convention.

Local resolutions must be sent to National Office no later than April 18, 2008. Resolutions will be indexed by the National Office and distributed to all locals no later than July 7, 2008.

A guide to assist locals in preparing resolutions is enclosed.

Registration at the Convention

Delegates and official observers may register at the Union’s convention office at the Sheraton Fallsview Hotel. Delegates should have their union card on hand to receive voting ballots.

A registration fee of $200 will be charged to each delegate and official observer. The fee covers the cost of the hospitality package (banquet, gifts, etc.). The registration fee must accompany the delegate accreditation form.

Official observers will be seated on the convention floor in the observers’ gallery, and will be provided with all documents and materials provided to the delegates, excluding ballot books. Observers are allowed neither voice nor vote.

Hotel Reservations, Transportation, Wages and Per Diem

Article 4. (a) The place and date of each Triennial National Convention shall be decided by the National Executive and such decision transmitted to the Locals not later than six (6) months prior to the opening date of such Convention.

The National Executive has determined that the convention will be five (5) full days, from Monday, August 18 to Friday, August 22.

Article 15. All voting delegates in attendance at a Triennial National Convention shall be entitled to payment of the following expenses by the Union:

(a) a mode of transportation most economical to the Union;
(b) a per diem rate to be determined by the National Executive for the actual period of the Convention, exclusive of travelling time;
(c) (i) all voting delegates and committee members shall be reimbursed one day's wages/salary plus all entitled benefits for each day they are in attendance at a Triennial National Convention. This would not normally include weekends. In addition, if any committee members are required to work on weekends, they shall be paid their daily wage rate;
(ii) delegates and committee members who are shift workers or who work a compressed week will be reimbursed as in paragraph i), based on their average weekly hours divided by five (5). If such a delegate or committee member loses more than their average weekly wages or salary, they must substantiate same by providing a copy of their shift schedule.

Upon receipt of the official list of delegates from the local, a personal information form will be sent directly to each accredited delegate and official observer.

All transportation arrangements to Niagara Falls will be made by National Office. Delegates will be contacted directly in due course and informed of travel details.

General Information

Arrangements have been made for the simultaneous translation of the convention’s plenary sessions.

Childcare will be arranged as needed, provided National Office has been informed by delegates will in advance of the convention.

UNDE will help members with disabilities to have easier access to the convention facilities and proceedings. A special needs form is included with the Personal Information Form.

Locals are reminded that Delegate Accreditation Forms are to be forwarded to the respective National Officer, who in turn, will forward to National Office. Resolutions are sent directly to National Office.

Details of the convention agenda, activities program and any other item of interest will be distributed to delegates and official observers in due course.

In Solidarity,

John MacLennan
National President

cc National Executive