Official Call to First Convention

News

Greetings!

The First Convention of the Office and Professional Employees Union (COPE) will be held at the Marriott Yorkville Hotel, Toronto, Ontario beginning at 9:00 a.m., Friday November 19, 2004 to conclude Sunday, November 21, 2004.

DEADLINE FOR RECEIVING RESOLUTIONS : OCTOBER 28, 2004
DEADLINE FOR RECEIVING CREDENTIALS : NOVEMBER 4, 2004

Attention is directed to provisions of articles V, VI,VII and XXVI of the COPE Constitution with regard to the submission of resolutions, petitions, memorials and appeals, representation at conventions as well as to the Convention Fund.

ARTICLE V CONVENTION

“ SECTION 1. The National Convention shall be the governing body of this Union and it shall establish its laws and policies in accordance with this constitution. The National Convention shall be the legitimate source of all authority and the final court of appeal. Between Conventions the Executive Board, as hereinafter provided, shall be the governing body of this National Union.

“ SECTION 2. The first Convention of the National Union shall convene before December 31, 2004 in a city designated by the Executive Board.

“SECTION 4. The Convention call and credential forms shall be sent to Local Unions by the Secretary-Treasurer of the National Union at least ninety (90) days prior to the opening date of the Convention, except that in the case of special Conventions they shall be sent at least forty-five (45) days prior to the opening date of such special Convention.(1) All Local Unions sending delegates shall fill out such credentials, place the seal of the Local Union thereon, and return the forms to the Secretary-Treasurer of the National Union at least four (4) weeks prior to the opening of the Convention, except that in the case of special Conventions they shall be returned at least two (2) weeks prior to the opening of such special Conventions. Delegates whose credentials are not received within the time limits prescribed may be seated by action of the delegates seated at a Convention.

“ SECTION 5. Except as hereinafter specified, all resolutions, petitions, memorials, or appeals to be considered by any Convention shall be written and submitted in duplicate signed copies to the Secretary-Treasurer of the National Union and received by the Secretary-Treasurer not later than twenty-one (21) days prior to the opening date of the Convention. Resolutions can be submitted only by the Executive Board, Local Unions, Convention committees and Convention delegates. The Executive Board may submit resolutions at any time prior to the adjournment of a convention. Resolutions originating with the Convention’s committees must have relevance to the committees’ functions and can be submitted at any time prior to the submission of such committees’ final report. Resolutions originating with individual delegates can be submitted at any time during the Convention with the consent of the Convention by a two-thirds (2/3) vote.

“ SECTION 6. A quorum shall consist of a majority of qualified delegates in attendance at a Convention.

“ SECTION 7. Questions may be decided by a voice vote, division, or show of hands, but if a call of the roll on any question is demanded by one-tenth (1/10) of the delegates present, such question shall be decided by roll call vote on the basis of voting strength provided in Article VI, Section 1.

“ SECTION 8. The official proceedings of the Convention shall be approved by the Executive Board, and a complimentary copy shall be provided to each Local Union.”

ARTICLE VI Representation at Conventions

“ SECTION 1. Each Local Union in good standing shall have one (1) vote in Convention for each one hundred (100) members or major fraction thereof, on which per capita tax has been paid for the twelve (12) month period ending two months prior to the month of a regular Convention, or paid for the twelve (12) month-period ending two months immediately prior to the month of any special Convention; except that any Local Union having less than a major fraction of one hundred (100) shall, nevertheless, be entitled to one (1) vote. If a Local Union has paid per capita tax for less than all the months of such a twelve (12) month period, and has not been suspended, that Local Union shall be entitled to one-twelfth (1/12) of its total vote for each month on which per capita tax was paid during the applicable period.(2)

“ SECTION 3. Each Local Union shall be entitled to as many delegates as it has votes, except that no Local Union shall have more than ten (10) delegates present at a Convention. The delegate or delegates from each Local Union may cast the entire vote of the Local Union

“ SECTION 5. No Local Union may be represented at any Convention of the National Union by proxy, nor may it delegate its voting strength to any other Local Union, and no delegate to any Convention shall represent more than one (1) Local Union.

“ SECTION 6. Each delegate to a Convention must have been in continuous good standing with the Local Union such delegate represents for at least twelve (12) months prior to the convening of the Convention, unless the Local Union has been functioning (the period when a Local Union shall be deemed to be “functioning” shall be that commencing with the first month for which per capita tax payments are regularly made) for less than one (1) year, in which case such delegate must have been in good standing during the period that the Local Union has been so functioning. Each delegate shall be selected in accordance with the constitution and by-laws of the Local Union, or by vote of the Local Union.

“ SECTION 7. Except as otherwise specified, all officers of the National Union shall be entitled to participate fully in all Conventions and shall be eligible for election to any office in the National Union to be filled in any Convention. No officer of the National Union shall be entitled to vote on any Convention action unless such officer is a delegate (except that the presiding officer of a Convention can vote to break a tie).

“ SECTION 8. The Executive Board shall constitute the Credentials Committee, and for that purpose shall meet in advance of the Convention. The President of the National Union shall appoint committees on Rules, Program, Resolutions, Constitution and Laws, Legislation, Organization, Officer’s Reports, Publicity and such other committees as may be required. The Rules and Program Committees shall also meet in advance of the Convention. Not more than a total of two (2) Vice Presidents, exclusive of the committee Chairperson, shall serve on the same committee. The President shall endeavor to achieve broad regional representation in the membership of such committees.

N.B.: Any Local Union is entitled to representation at the Convention provided it has paid its per capita tax for the months of June, July and August 2004.

ARTICLE VII Convention Fund

“ SECTION 1. There shall be maintained a separate Convention Fund consisting of all monies paid by the Local Unions to the National Union in conformance with the applicable portion of Article XVI providing for Local Union payments to such Fund.

“ SECTION 3. In determining the amount to be paid each eligible Local Union participating in such regular Convention, the total amount in the Fund as defined in Section 2 of this article shall be divided by the
total of all the straight map kilometers between each and every eligible Local Union’s charter city and the Convention city.

“ SECTION 4. Each eligible Local Union participating in such regular Convention shall be paid an amount equal to the result of the division defined in Section 3 of this article (figured to the next lower half cent) multiplied by the number of straight map kilometers such Local Union is from the city in which such Convention is being held. Any Local Union contributing to the Convention Fund less than one (1) year prior to February of the Convention year shall participate in the Fund at the rate of one-twelfth (1/12) of a normal share for each month of participation.

“ SECTION 5. Included in each regular Convention call of the National Union sent to each Local Union shall be a statement indicating the amount which will be paid from this Fund to Local Unions participating in such Convention in accordance with Section 4 of this article.

“ SECTION 6. Upon receipt of a properly executed delegate’s Convention credential, bearing the seal of the Local Union and signatures of its President and Secretary-Treasurer, the National Union President shall issue to the Local Union a check drawn on this Fund in the amount determined by Section 3 of this article, and subject to conditions in Section 7 thereof.

“ SECTION 7. Local Unions which are not seated at such Convention shall not share in this Fund for such Convention, and any such Local Union which may have been paid from this Fund for such Convention shall refund to the National Union for redeposit in this Fund any such payments.

N.B. : The allowance mentioned in Article VII will be given to any local union officer upon registration. To be eligible a local union must have paid the Convention Fund of the National Union for the months of July and August 2004. A schedule showing the amounts paid from this Fund to Local Unions is appended herewith.

ARTICLE XXVI Amendments to Constitution

“Amendments to this Constitution can be made only by a two-thirds (2/3) vote of a Convention. Unless otherwise provided for amendments shall become effective upon adoption.

CREDENTIAL FORMS

Credential forms in duplicate are enclosed. If additional credentials are required and your union is entitled to them, they will be furnished by the Secretary-Treasurer of the National Union.

The Executive Board has set the registration fee at $150.00 for delegates and alternates to this Convention. Observers must also register and pay a registration fee of $50.00.

The duplicate (ivory) credential form is to be presented by the delegates and alternates at the time of their registration to the Convention. The original (white) credential form is to be forwarded with the appropriate registration fee to Serge Cadieux, Secretary-Treasurer of the National Union : suite 250, 1200 Papineau Avenue, Montreal, Québec H2K 4S6 no later than November 4th, 2004. Please make our cheque payable to Canadian Office and Professional Employees Union (COPE).

Delegates whose credentials are not received after November 4th, 2004 may be seated with full rights by Convention action only.

Registration to the Convention will take place at the hotel commencing at 8:00 a.m. Friday November 19, 2004. Pre-registration will be held between 6:00 p.m. to 8 :00 p.m. on Thursday November 18, 2004.

RESOLUTIONS
Resolutions must be submitted in writing to Serge Cadieux, Secretary-Treasurer of the National Union no later than October 28, 2004 and not exceed 150 words.

CONVENTION OFFICE

The Marriott Yorkville Hotel has been designated as Convention office.

A banquet dinner and dance will be held Saturday November 20, 2004. More details will be forwarded to you at a later date.

COPE will provide an allowance to help pay for child care expenses during the Convention. Please refer to the Request Form for more details.

Hotel reservations must be made on forms provided by the National Union as soon as possible. We have enclosed a few forms for you to complete and forward to the Marriott Yorkville Hotel.

Simultaneous translation will be provided during the Convention. The Convention is non smoking.

ACCOMMODATION

Information about the hotel, group rate and reservation method is enclosed for your convenience.

TRANSPORTATION

Via Rail has offered discounts for our delegates from the provinces of Quebec and Ontario who will be travelling by train to COPE First Convention to be held in Toronto. Please refer to the Travel Information sheet for more details.

If you have any questions, please call COPE at (514) 522-6511.


In Solidarity,

Serge Cadieux
Secretary-Treasurer


(1) At its meeting of June 19-20, 2004, the COPE/SEPB Executive Board adopted Resolution no. 4 which states the following:
That the time limits pescribed in Article 5, section 4 of the Constitution governing Special Conventions apply to the first Convention of the Canadian Union.

(2) At its meeting of June 19-20, 2004, COPE/SEPB Executive Board adopted Resolution no. 11 which states the following:
Be it resolved that the voting strength at this convention shall be based on the period March 1st, 2003 to February 29th, 2004.