Minutes/Records

Board of Directors Revision Date: 4/16/2010, 6/19/2014

Summary: Guidelines for recording meeting minutes and tracking resolutions.

Related Information: Robert’s Rules of Order newly revised.

Policy:

1. All Board of Directors and Delegate Assembly minutes will be completed within seven (7) calendar days and thirty (30) calendar days, respectively, after the conclusion of the meeting. The minutes are in draft version and not considered approved or published until action is taken by the appropriate body at its next meeting.
2. The President may authorize reasonable lost time if needed to meet these timelines as currently allowed in the MAPE Reimbursement Policy.
3. Unless stated otherwise in the Minutes/Records Policy, the contents/structure of the meeting minutes will conform to the latest edition of Robert’s Rules of Order – Newly Revised.
4. Motions or resolutions (whether from the floor or from a committee report), should be presented for action in the following format:
   • Brief background of subject or situation.
   • Define the specific problem being addressed.
   • Explain recommendation.
   • Identify cost implications, if any.
   • Assign accountability for implementation and status report.
5. The Statewide Secretary will maintain, or cause to be maintained, a Book of Resolutions. This book will contain all resolutions passed by the Delegate Assembly and Board of Directors since January 1, 2001. The book will be divided into two parts: Outstanding Resolutions and Completed Resolutions.
6. The Secretary will report on the status of outstanding resolutions at each Board of Directors meeting.
7. The minutes of an organization are the official record of all business transacted, activities undertaken, plans projected, general growth, etc. The minutes should contain what is done and not what is said. They should be written in the third person. Minutes should include:
   • The name of the organization, date, place and time of meeting.
   • Type of meeting (BOD, DA or special meeting).
   • Names of president and secretary or their substitutes / the minutes should state whether previous meeting minutes were read and approved.
   • All seconded main motions, whether approved or failed / (a motion that was withdrawn should not be recorded); resolutions adopted should be entered.
   • The names of the persons making the motions, but names of the seconders need not be recorded.
   • Points of order and appeals, whether sustained or lost.
   • Summarized reports of committees, unless written reports are appended.
   • All appointments of committees, elected delegates, etc.
   • The number of votes on each side, including abstentions when a count has been ordered, or where the vote is by ballot or roll call / requests from members that their votes be reflected in the minutes will be honored.
   • Time of adjournment.
   • Secretary signature, and “Approved” (date) and initials / (respectfully submitted is not used).
   • Corrections made in the minutes prior to approval will be reflected in the current meeting minutes.

Personal opinions of praise or criticism should not be recorded.

The minutes may be corrected whenever an error is noticed regardless of the time that has elapsed, except after their adoption, when too late to reconsider the vote, they require a two-thirds vote for their amendment, unless previous notice of the proposed amendment has been given, then only a majority vote is required.

Board Steward

Board of Directors Revision Date: 4/16/2010, 7/21/2017

Summary: Ground rules for conduct at meetings of the Board of Directors.

Related Information:

Policy:

The Board of Directors will elect Board Stewards from its membership. The Board Stewards will accept anonymous grievances dealing with the conduct of business at Board meetings. The Board Stewards must ensure the confidentiality of all anonymous grievances. The Board Stewards shall present these grievances at the beginning of each meeting and following breaks. Some grievances may simply serve as reminders that some members are not following the ground rules; others may require formal Board action. The Board Stewards will notify the chair if an alternate (appointed by the Board Stewards) is to serve at meetings that s/he is unable to attend.

• Everyone agrees to be honest and straightforward in their Board activities.
• Stay on the topic.
• It is OK to disagree – but personal attacks will not be allowed.
• Everyone has a right to participate.
• Wait to be recognized by the chair before speaking.
• Evaluate ideas – not people.
• Listen to others.
• Be polite and respectful to speakers and others.

Board members are encouraged to bring concerns to the Board for consideration by the full body. Interaction of all members will create a synergy and better understanding and resolution of the issue presented. Board Stewards are to enforce the Board Steward Policy.

Member Access to the Board of Directors’ Meetings

Board of Directors Revision Date: 5/25/2011

Summary: Members have the right to be heard at the Board of Directors’ meetings.

Related Information: This policy meets the requirements of MAPE’s Bylaws, Article V, Section 3.

Policy:

Members have the right to be heard at meetings of the Board of Directors (Board). The Board will include a “Time Certain” agenda item for members’ comments on its agendas. The members’ comments will normally be at 11:30 a.m. Members should limit their comments to 5 minutes.

If a member wishes to address the Board at a time different from the normal 11:30 a.m. time or for longer than the normal 5 minutes, the member must make prior arrangements with the President. Because the Board agenda is distributed before the meetings, alternate arrangements need to be made at least a week in advance.

Members must address their remarks to the chair, maintain a courteous tone and avoid making personal attacks. Because the member’s time is limited, the Board will not interrupt nor enter into debate while the member has the floor. If the member has time, the chair may conduct a short question and answer period (less than 15 minutes) during which the Board may ask questions (no debate) to clarify the member’s comments.

Board Governance Style

Delegate Assemble Revision Date: 12/13/1996
Board of Directors Revision Date: 4/16/2010

Summary: Governance style of the Board of Directors.

Related Information:
Policy: The Board of Directors will approach its work with a style that emphasizes strategic leadership over administrative detail, with an eye on the future.

In this spirit, the Board of Directors will:

1. Focus chiefly on issues that impact policy, less on the administrative or programmatic means of attaining those results.
2. Direct, control and inspire the organization through the careful establishment of the broadest organizational values and perspectives, in clearly stated policies. Policies will address:
   • Results: which needs will be met at what cost.
   • Executive parameters: boundaries of prudence and ethics to be observed by staff.
   • Governance process: the Board role and responsibilities.
   • Board/Statewide Officers/staff relationship: linkage between Board and staff.
3. Enforce reasonable discipline if needed.
4. Be accountable to the MAPE membership for competent, conscientious, legal and ethical fulfillment of its obligations.
5. Monitor and regularly discuss the Board’s own process and performance.
6. Ensure the continuity of Board improvements though regular record keeping.
7. Be an initiator of proactive policy and representation.

Role of the Board

Delegate Assembly Revision Date: 12/13/1996
Board of Directors Revision Date: 4/16/2010

Summary: Role of Board of Directors.

Related Information: Constitution and Bylaws.

Policy:

The job of the Board is to provide ongoing grassroots leadership and direction to MAPE by developing guidelines, policies and procedures that promote achieving MAPE’s mission and fulfills MAPE’s vision.

Consequently, the contributions of the Board will be to:

1. Provide the link between the MAPE leadership and the membership.
2. Write and follow governing policies that address:
   • Results: organizational services, impacts, benefits, outcomes.
   • Executive parameters: constraints on executive authority that establish prudent and ethical boundaries which include executive activity and organizational decisions.
   • Board/Statewide Officer relationship: how authority is delegated and monitored.
   • Governance process: specifically how the board conceives carries out and monitors its own tasks.
3. Assure performance of Statewide Officers.

Code of Conduct

Code of Conduct Policy

Board of Directors Revision Dates: 3/30/2007, 4/16/2010, 4/17/2015, 1/19/2018, 9/20/2024

Delegate Assembly Revision Date: 9/23-24/2016

Summary: Guidelines for MAPE represented employee conduct.

Related Information:

Policy:

Represented employees expect and deserve ethical and businesslike conduct from their elected and appointed leaders. Proper use of authority and appropriate decorum in group and individual behavior is essential to fulfilling this obligation.

With this understanding, MAPE members agree to:

1. Maintain un-conflicted loyalty to the interests of MAPE members. This accountability supersedes any conflicting loyalty such as that to advocacy or interest groups, and membership on other boards or staff. It supersedes the personal interests of any Board member acting as an individual consumer of MAPE’s services.
    
2. Avoid conflict of interest with respect to their fiduciary responsibility:

• There must not be self-dealing or any conduct of private business or personal services between any Board member, steward, officer or committee member and MAPE, except where openness, competitive opportunity and equal access to “inside” information can be assured.
• Board and committee members, stewards and officers shall not use their positions to obtain employment within MAPE for themselves, family members or close associates.
• Should a Board or committee member, steward or officer be considered for employment by MAPE, they must temporarily withdraw from Board deliberation and voting (in the case of a Board member), and shall be denied access to Board information beyond that available to all applicants.

3. Recognize that no individual member, steward or officer has the authority to speak or act on the behalf of the body in interactions with MAPE staff, the public, press or other entities without prior, documented permission from the respective body.
4. Work through the appropriate staff supervisor in the event of a complaint against a MAPE staff person so as to protect staff contractual rights.
5. Will not publicly disclose confidential information obtained during the execution of official duties that could be harmful to MAPE, its officers or its staff.
6. Commit to provide a safe and respectful work environment for MAPE represented employees, MAPE staff and third parties in accordance with MAPE’s Respectful Workplace Policy, MAPE’s Code of Conduct and MAPE’s Policy Against Discrimination and Harassment. This does not include any lawful concerted actions directed against an employer.
7. MAPE officers and stewards are encouraged to disclose to the MAPE Chief of Staff and MAPE Statewide President any family or business relations with MAPE staff or other officers or stewards with whom they are working directly on MAPE work. For example, a relative representing another relative in a grievance case, or a relative working directly with another relative on a MAPE committee, these examples are not intended to be exhaustive. The MAPE Chief of Staff and MAPE Statewide President will work to avoid the conflict or appearance of a conflict of interest without discriminating against any individual.
8. With respect to Board and committee decisions, members who become aware of circumstances that pose an actual or potential conflict of interest must recuse themselves from the decision-making process and take no part in the discussion of the matter or vote. If the member advises the committee or President that he/she wishes to be recused from the decision-making process, the President will honor the member’s decision and the recusal will be noted in the record. 

Hiring

Board of Directors Revision Dates: 3/30/2007, 4/16/2010, 3/15/2013, 4/21/2017, 6/18/2021, 3/17/2023

Delegate Assembly Revision Date: 9/23-24/2016

Summary: Hiring practices and procedures.

MAPE is an equal opportunity employer and does not discriminate in hiring practices based on race, color, national origin, creed, religion, political belief, sex, marital status, sexual preference or orientation, or status regarding public assistance, age, or ability. MAPE’s hiring procedures ensure that we hire the best-qualified candidate. MAPE embraces a well-reasoned, affirmative action program that welcomes diversity. This includes a diverse workforce free of discriminatory practices.

Additionally, MAPE’s goal is to promote a hostile-free work environment. The Chief of Staff shall take whatever action is required within the Board of Directors approved budget and financial policies to meet the temporary or emergency staffing objectives to ensure the well-being of the Association. The Chief of Staff will provide a current staff organizational chart to the Board of Directors for approval as part of the annual budget process. If the Executive Committee determines the Chief of Staff to be unavailable, all responsibilities of the Chief of Staff herein shall be the responsibility of the Executive Committee.

The Board of Directors shall approve all staff position descriptions that define the duties and responsibilities and the required skills, knowledge, and abilities necessary to perform the required duties successfully.

Internal Hiring

Internal hiring is a valuable tool for promoting employee development and retention. Internal hiring allows current employees to advance their careers and achieve their professional goals. We aim to ensure that we conduct internal hiring fairly and transparently, with all employees having an equal opportunity to apply for open positions. With the Board of Directors' approval, the Chief of Staff can first post jobs internally to current MAPE staff. All employees are eligible to apply for internal job openings, subject to the following conditions:

1. The employee must have completed their probationary period.
2. The employee must meet the qualifications and requirements of the position as stated in the job opening.
3. The employee must not have any discipline in their personnel file.

All internal job openings will be posted for at least seven (7) calendar days. The job posting will include the job title and department, description and qualifications, application deadline, and contact person and method for applying. The job posting will be accessible to all employees and posted on the notice board. We encourage all employees who meet the job requirements to apply for the open position using the following selection process:

1. The hiring manager will review all internal applications.
2. If there are multiple qualified internal candidates, the hiring manager will conduct interviews with each candidate. The hiring manager may form a hiring panel to conduct the interviews.
3. The Hiring manager will evaluate each candidate based on their qualifications, experience, job performance, and growth potential.
4. In making the final hiring decision, the hiring manager will consider the candidate’s fit with the position, team, and organizational culture.
5. The hiring manager will notify all internal candidates of the hiring decision. Candidates not selected for the position will be given feedback on their performance and areas for improvement.
6. The hired internal candidate will receive the necessary training and support to successfully transition into their new role as defined in their contract.
7. The association will continue to support the development and growth of all employees, regardless of whether they are selected for an internal position.
8. The hiring manager and other hiring panel members will keep all internal applications confidential and reviewed.

This internal hiring policy is designed to promote fairness, transparency, and professional growth within the association. By providing opportunities for existing employees to advance their careers, the organization will continue to benefit from the talent and expertise of its workforce.

External Hiring

MAPE staff will announce external vacancies in all MAPE’s publications, including the MAPE website, for 30 days to allow MAPE members to apply for any vacancy. The position description and minimum qualifications will be included in the announcement. In addition, the vacancies will also be advertised in one or more of the following as well as national publications as desired:

• DEED
• Star Tribune
• St. Paul Pioneer Press
• Labor Publications
• Publications with high minority circulation
• Women’s Press
• Sahan Journal

Chief of Staff Hiring Process:

1. The Board of Directors will review, modify, and adopt the Chief of Staff's position description, draft the contract and salary range, establish a timeframe for the hiring process, and determine any recruitment consulting support services needed.
2. When the President is not an applicant for the Chief of Staff position, the President shall form a Selection Committee responsible for the hiring process. When the President is an applicant for the Chief of Staff position, the Vice President will form the Selection Committee. The Selection Committee shall include the Executive Committee and additional appointees: two Regional Directors from the Board of Directors and one Local President from the Local Presidents’ Committee.
3. The Selection Committee will develop and adopt a Chief of Staff recruitment and hiring work plan which meets the Board of Directors established timeframe.
4. The Selection Committee will develop a method for rating all aspects of the application. The Selection Committee will review all applications and identify candidate(s) to be interviewed because they best meet the Board of Directors-approved position description.
5. The Selection Committee shall develop a list of interview questions and create a method for rating all aspects of the interview. All candidates will be asked the same prepared questions. The Selection Committee members may ask other relevant questions as needed. Every effort shall be made to interview all candidates on the same day. If deemed necessary, second and third interviews may be conducted.
6. After the interview, the Selection Committee will discuss and evaluate each candidate's qualifications. The Selection Committee will consider interview responses, experience, writing samples, and references.
7. When the President is not an applicant for the Chief of Staff position, the President will be responsible for ensuring that references are thoroughly checked before any offer of employment. When the President is an applicant for the Chief of Staff position, the Vice President will be responsible for ensuring that references are thoroughly checked before any offer of employment.
8. When the President is not an applicant for the Chief of Staff position, and whenever possible, the President may engage all current MAPE staff (managers and non-managerial staff) in an opportunity to meet the finalist(s) and offer feedback. When the President is an applicant for the Chief of Staff position, this responsibility will fall to the Vice President. It will be made clear to staff that they are participating in providing thoughts and not deciding, though staff feedback will be considered in the selection process.
9. The Selection Committee shall select and recommend at least one candidate for consideration to the Board of Directors. Suppose two or more candidates are equal in knowledge, skills, and abilities, as determined by the Selection Committee, and one or more candidates are MAPE members. In that case, a MAPE member shall be forwarded to the Board of Directors with a recommendation to hire.
10. At an Executive session of the Board of Directors, the candidate(s) will be invited for a discussion with the Board of Directors. Once the candidate(s) has(ve) left the meeting, the Board will discuss the Recommendation of the Selection Committee. The Board of Directors will decide on the candidate and the Chief of Staff contract.
11. When the President is not an applicant for the Chief of Staff position, the President will offer employment to the selected candidate. When the President is an applicant for the Chief of Staff position, the Vice President will provide work to the selected candidate. 
12. All interviewed applicants not selected will be notified in writing within one (1) week of the acceptance of the position by the successful candidate.
13. All applications become the property of MAPE and will be kept on file for six (6) months. If a new vacancy occurs, the top applicant(s) on file may be notified and allowed to update their application.

Managerial Staff Hiring Process:

The Chief of Staff will inform the Board of Directors of vacancies in managerial staff with a recommendation to fill the position. All positions to be filled by the Executive Director must meet all constraints within the Board of Directors-approved budget and financial policies. Suppose it is necessary to hire outside the Board of Directors-approved budget. In that case, the Chief of Staff will request the Board of Directors to revise the budget to incorporate the staff position. All positions supervised directly by the Chief of Staff will be filled by the Chief of Staff, who will report the results to the Board of Directors at the next meeting following the hiring process's completion.

1. If the Board of Directors has yet to approve the position description, the Chief of Staff will bring the position description and salary range to the Board of Directors for adoption before beginning the hiring process.
2. The Chief of Staff will establish a timeframe for the hiring process and determine if any recruitment consulting support services are needed. Any costs associated with the hiring process must have been included in the Board of Directors-approved budget.
3. The Chief of Staff may recruit advisors from the Board of Directors, membership, or staff to assist in hiring.
4. The Chief of Staff will develop a method for rating all aspects of the application, review all applications, and identify candidate(s) to be interviewed because they best meet the Board of Directors-approved position description.
5. The Chief of Staff shall develop a list of interview questions and create a method for rating all interview process aspects. All candidates will be asked the same prepared and relevant questions as needed. Every effort will be made to interview all candidates on the same day. If deemed necessary, second and third interviews may be conducted.
6. After the interview, the Chief of Staff will review and evaluate each candidate's qualifications by considering interview responses, experience, writing samples, and references.
7. The Chief of Staff will be responsible for ensuring that references are thoroughly checked before any offer of employment.
8. Whenever possible, the Chief of Staff may engage all current MAPE staff members (managers and non-managerial staff) in an opportunity to meet the finalist(s) and offer feedback. It will be made clear to staff that they are participating in providing thoughts and not deciding, though staff feedback will be considered in the selection process.
9. The Chief of Staff will select the best candidate for the position. If two or more candidates are equal in knowledge, skills, and abilities, and one or more candidates are MAPE members, the MAPE member will be given preference for the hire.
10. All interviewed applicants not selected will be notified in writing within one (1) week of the acceptance of the position by the successful candidate.
11. The Chief of Staff will offer employment to the selected candidate.
12. All applications become the property of MAPE and will be kept on file for six (6) months. If a new vacancy occurs, the top applicant(s) on file may be notified and allowed to update their application.

Non-Managerial Staff Hiring Process:

In consultation with the Chief of Staff, the appropriate Division Director or Manager will conduct the hiring process for all positions they supervise. Suppose it is necessary to hire outside the Board of Directors-approved budget. In that case, the Division Director or Manager will notify the Chief of Staff, who will request the Board of Directors to revise the budget to incorporate the staff position. All positions supervised directly by the Division Director, or Manager will be filled by that person, who will report the results to the Executive Director. The Chief of Staff will notify the hire to the Board of Directors at the next scheduled Board meeting following the completion of the hiring process.

1. Suppose the Board has yet to approve the position description of Directors. In that case, the Division Director or Manager will notify the Chief of Staff, who will bring the position description and salary range to the Board of Directors for adoption.
2. The Division Director or Manager will establish a timeframe for the hiring process in consultation with the Chief of Staff and determine if any recruitment consulting support services are needed and have been included in the Board of Directors-approved budget.
3. The Division Director or Manager may recruit advisors from the Board of Directors, membership, or staff to assist in hiring.
4. The Division Director or Manager will develop a method for rating all aspects of the application, review all applications, and identify candidate(s) to be interviewed because they best meet the Board of Directors-approved position description.
5. The Division Director or Manager shall develop a list of interview questions and create a method of rating all aspects of the interview. All candidates will be asked the same prepared and relevant questions as needed. Every effort will be made to interview all candidates on the same day. If deemed necessary, second and third interviews may be conducted.
6. After the interview, the Division Director or Manager will review and evaluate each candidate's qualifications by considering interview responses, experience, writing samples, and references.
7. The Division Director or Manager will be responsible for ensuring that references are thoroughly checked before any offer of employment.
8. The Division Director or Manager may engage all current MAPE staff (managers and non-managerial staff) to meet the finalist(s) and offer feedback. It will be made clear to staff that they are participating in providing thoughts and not deciding, though staff feedback will be considered in the selection process.
9. The Division Director or Manager will select the best candidate for the position in consultation with the Chief of Staff. If two or more candidates are equal in knowledge, skills, and abilities, and one or more candidates are MAPE members, the MAPE member will be given preference for the hire.
10. All interviewed applicants not selected will be notified in writing within one (1) week of acceptance of the position by the successful candidate.
11. In consultation with the Chief of Staff, the Division Director or Manager will offer employment to the selected candidate.

All applications become the property of MAPE and will be kept on file for six (6) months. If a new vacancy occurs, the top applicant(s) on file may be notified and allowed to update their application.

Executive Limitations

Board of Directors Revision Date: 8/7/1998
Board of Directors Revision Date: 4/16/2010

Summary: Guidelines for general executive restraint.

Related Information:

Policy:

The members of the Executive Committee will not cause or allow any practice, activity, decision, or organizational circumstances that violates any of MAPE’s Governing Documents or policies, is imprudent or in violation of commonly accepted business or professional ethics. In addition, the following guidelines apply:

1. Dealings with staff and MAPE members will not be unfair or undignified.

2. Budgeting for any fiscal period or the remaining part of any fiscal period, will not deviate materially from established Board priorities, risk fiscal jeopardy nor fail to show a generally acceptable level of foresight.

3. At no time will actual financial conditions incur fiscal jeopardy or compromise established Board priorities.

4. Information and advice to the Board will have no significant gaps in timeliness.

5. Assets may not be unprotected, inadequately maintained or unnecessarily risked.

6. Compensation and benefits for goods and services purchased by MAPE will not deviate materially from the market.

7. Shall avoid any conflict of interest in awarding purchases or other contracts.

8. Must maintain un-conflicted loyalty to the overall interests of MAPE members. This accountability supersedes any conflicting loyalty such as that to advocacy or interest groups, and membership on other boards or staffs. It supersedes the personal interests or acting as an individual consumer of MAPE's services.

9. May not cause, perform or allow any act which is contrary to explicit board constraints on executive authority.

Statewide Vacancy Notification

Delegate Assembly Revision Date: 10/18/2002
Board of Directors Revision Date: 4/16/2010

Summary: Procedures to hold special election to fill vacancy in Statewide Office.

Related Information: Bylaws, Article 3, Subsection D.

Policy:

Whenever a vacancy occurs in a Statewide Office during the term of office, a special election may occur as described in the Bylaws, Article VIII, Section 3, Subsection D. If an election is to be held, to ensure that any interested and qualified member has the opportunity to be considered for filling the vacancy, the following steps shall be followed:

1. Upon receiving a notice of vacancy, the Statewide President shall inform the Executive Director of the vacancy.
2. The Operations Manager shall develop a proposed election timeline.
3. The Executive Director shall cause a posting to be prepared at least 30 (thirty) days in advance of the closing date for candidates to be nominated.
4. The posting shall include:
   • The position vacated or being vacated
   • An explanation of the duties of the position
   • A delineation of the requirements for holding Statewide Office
   • The election timeline
5. The Board of Directors shall approve the election timeline.
6. The posting shall be disseminated to all local officers via e-mail or hard copy. Local officers are responsible for notifying local members via their normal methods (phone tree, e-mail or mailings) and announcement at local meetings.
7. The posting shall be prominently displayed on the MAPE website until the election results are announced.

New Locals

Board of Directors Revision Dates: 4/14/2000, 4/16/2010, 2/15/2019

Summary: Procedures to form a new local.

Policy:

A new local within a region of MAPE may be formed by following the procedures as prescribed below:

1. A petition to the Board of Directors signed by a minimum of 30 percent of the MAPE members who would be in the proposed new local shall constitute the initiation for the formation of a new local within a region.
    
2. The petition shall contain the following:
   • Geographical boundaries, including all MAPE worksite locations of the proposed new local. All areas within this boundary must be contiguously connected.
   • Names and signatures of members stating their intent to serve as officers of the new local.
   • Meeting location(s) for the new local.
   • An estimated budget for the new local based on the total number of MAPE members and nonmembers in the new local.
   • Names, permanent work locations, e-mails and work phone numbers of the petitioners.
      
3. The Board of Directors shall approve or deny the petition within 90 days of receipt of a valid petition. If the petition is denied, the Board of Directors shall give reasons for denial. The Board of Directors shall take into account the following factors when considering the petition:
   • The functioning of existing local(s) is not crippled.
   • The proposed new local would have no less than 50 MAPE
     members unless a variance is granted by the Board.
   • Whether a different boundary can be drawn in an effort to better serve all members affected in consultation with potential officer candidates as submitted in the petition as well as officers from the existing local(s).
   • Objections, if any, of the existing local(s).
   • The Board of Directors may approve variances from these rules.
   • Organizers for a new local, as well as officers of the exiting local(s), shall be notified and given the opportunity to address the Board of Directors when the petition is being considered.
      
4. After the Board of Directors accepts the petition and organizing papers, if any, a ballot along with the proposal to form a new local and appropriate organizing documents shall be sent electronically to all MAPE members who would constitute the new local. A majority vote of all eligible members voting is required to form a new local.

Interim Local Governance Policy     

Delegate Assembly Revision Date: 9/16/2005
Board of Directors Revision Dates: 4/16/2010, 3/15/2013

Summary: Guidelines for implementing a change in local governance structure due to a lack of officers, creation or dissolution of a local.

Related Information:

Policy:

1. The regional director shall function as the interim president of a local that is without a president.
2. If there isn’t a regional director, the president of another local in that region may serve as interim president. Lost time expenses for an appointee will be funded from the local’s fund.
3. If there isn’t a regional director or other local president able to serve as interim president, the MAPE Board of Directors shall appoint another regional director to serve as interim president. Lost time expenses for an appointee will be funded from the local’s fund.
4. If a local is without a president going into a second election cycle, the local may be merged with one or more existing locals by the MAPE Board of Directors.
5. If the local treasurer’s office is vacant, the local president shall serve as the treasurer until one is elected. 
6. While operating under this policy, a local’s funds may be spent on local expenses only.
7. Expenditure of local funds may be authorized by the interim president.
8. Interim financial policies for regions/locals:
   1. Each region must designate a lead local treasurer from the local treasurers. This person will coordinate the distribution of funds, billings, reimbursements and reporting with MAPE Central.
   2. A region will disburse funds based on the MAPE Local Checkbook Policy.
   3. If locals merge, the funds are merged.
   4. If locals dissolve, the funds will be reapportioned into the newly assigned local(s) on a per capita basis after any outstanding financial obligations are paid.
   5. Funding for the new local will be established the first full pay period following the vote certification.

MOU Approval Procedures

Board of Directors Revision Date: 3/28/2003, 4/16/2010, 10/16/2015

Summary: Memorandum of Understanding (MOU) approval process.

Related Information:

Policy:

Wherever practicable, the following policy will be followed. Wherever not practicable, approval of the MOU will ensure maximum protection of the affected members:

1. Initial proposals to develop an MOU (initiated by the Association or by the Employer) shall be reviewed by the staff (business agents, Executive Director and Assistant Executive Director and Statewide President) and, when appropriate, by legal counsel.

2. If the staff recommends that the MOU is viable, a representative group of potentially affected members shall be selected by the Statewide President to participate in the negotiations process. The President will advise the Negotiations chairs and the Board of the potential MOU at the next regularly scheduled Board meeting or electronically.

3. If a tentative agreement is reached on an MOU, the MOU shall be presented to the Executive Committee for review.

4. If the Executive Committee recommends (by a majority vote of the required quorum) that the MOU be sent to the membership, the MOU and ballots will be mailed, faxed or distributed by other electronic means, to all affected members pending Board approval.

5. If the Executive Committee recommends that the MOU not be sent to the membership, the MOU will be presented at the next Board of Directors meeting for review.

6. If the Board of Directors agrees (majority vote of the required quorum) with the Executive Committee’s recommendation, the MOU will not be sent out for a vote by the affected members.

7. If the Board of Directors reverses the position of the Executive Committee (majority vote of the required quorum), the MOU and ballots will be mailed, faxed or distributed by other electronic means, to all affected members.

8. If the MOU is sent out for a vote of the affected members (either by the Executive Committee or the Board of Directors), a simple majority of those who vote will be used to determine approval or disapproval.

9. In emergencies and/or when the affected members cannot be clearly identified prior to a vote, the Board of Directors may approve or disapprove a MOU without an affirmative vote of the affected members.

The process above provides an appropriate balance between due process and efficiency: no MOU will go to the membership without the review of the Executive Committee or the Board of Directors, and no MOU will be approved by MAPE without an affirmative vote by the affected members.

Membership Voting

Delegate Assembly Revision Date: 11/14/2003
Board of Directors Revision Date: 4/16/2010

Summary: Guideline for membership voting.

Related Information:

Policy:

When a vote is put to the membership, only those ballots approved by the Delegate Assembly or the Board of Directors, and supplied by a MAPE contracted vendor, will be valid. Additionally, only these ballots will be counted. If the intent of the voter is unclear to the body counting the ballots, the ballot will be ruled invalid and will not be counted. Appeals will be resolved by the Board of Directors.

Unsolicited comments added to the ballot by the voter will be ignored.

Phone or Electronic Voting Policy

Board of Directors Revision Date: 5/2000
Board of Directors Revision Date: 4/16/2010
Board of Directors Revision Date: 3/15/2013

Summary: Guidelines for voting by phone or other electronic means.

Related Information:

Policy:

The Statewide President may initiate a vote by the Board of Directors using phone or electronic mechanisms when:

1. A Board decision is required before the next regularly scheduled Board meeting:

   • The issue has been debated in a previous Board meeting and a vote by phone or other electronic means at a later time has been authorized by a Board action or
   • The issue is critically time sensitive and a Board decision is required.

2. The Executive Committee shall develop a script to be read verbatim or electronically communicated to every director.

3. The vote conducted shall be subject to ratification in a subsequent Board meeting.

4. The names and votes of the Board of Directors or Executive Team members will not be disclosed prior to the next meeting of the Board of Directors.

Reassign Worksite

Delegate Assembly Original Approval Date: 9/21-22/2012

Summary: Reassign a worksite.

Related Information:

Policy:
Part of a Local may be reassigned to a different, existing Local in the same or a different Region following these procedures:

1. Submit a petition to the Board of Directors signed by a minimum of 30 percent of the MAPE members who would be reassigned to the other Local. This will constitute the initiation of a request.

2. The petition must contain the following:

   a. Geographical boundaries, including all existing and proposed MAPE worksite locations of the gaining and losing Locals. All areas within the boundaries must be contiguously connected;
   b. Names, permanent work locations, work email addresses, and work phone numbers of the petitioners.

3. Within 90 days of receiving a valid petition, the Board of Directors will approve or deny it. If it denies the petition, the Board of Directors must give reasons for the denial. The Board of Directors must take into account the following factors when considering the petition:

   • The functioning of the Local losing members is not crippled.
   • The losing Local would have at least 100 members after the reassignment.
   • Whether different boundaries would better serve affected members.
   • Objections, if any, of either affected Local.

4. After the Board of Directors accepts the petition, officers and chief stewards of the affected Locals and Region(s) must be notified and given the opportunity to address the Board of Directors when the petition is being considered.

5. The Board of Directors may approve variances from this policy.

6. If the Board of Directors approves the petition:

   a. All members who would be reassigned must be given an opportunity to vote electronically or by mailed ballot. An explanation of the proposed reassignment of members must accompany the ballot. A majority of members voting is required to pass. (Exception: If the Board of Directors approves the petition as presented and a majority of members to be reassigned had signed it, a vote is not required.)
   b. If a majority of members who would be reassigned approves the move and the number of members to be reassigned is greater than the number of members already in the gaining Local, members of the gaining Local must also be given an opportunity to vote electronically or by mailed ballot. An explanation must accompany the ballot. If the gaining Local votes, a majority vote of its members voting to approve the reassignment is necessary for the reassignment to occur.

Social Media in Campaigns Policy

Original Policy Approval Date: 4/19/2019

Summary: Policy or social media use for campaigns.

Policy:
This policy is intended to help candidates manage the use of social media in MAPE elections.

• MAPE Elections Rules require candidates to file campaign literature with the MAPE Elections committee before distribution.
  • Social media platforms include but not limited to blogs, Facebook pages, Twitter, Snapchat, Flicker, Instagram or YouTube. 
  • For the purposes of the social media policy, all social media postings are not considered campaign literature.
• Candidates for MAPE elected office are permitted to utilize social media platforms as part of their campaigns.

 Requirements

1. Social media platforms include but not limited to blogs, Facebook pages, Twitter, Snapchat, Flicker, Instagram or YouTube. 
2. A candidate shall retain a copy of all campaign related materials and must provide them to MAPE upon request of the elections committee. Candidates are responsible to comply with MAPE Elections Rules on content the candidate originates.  The candidate is responsible to monitor their social media platforms and remove postings that violate MAPE Elections Rules and applicable policies within 24 hours or as soon as possible. Anything removed should be captured and sent to the Election Committee.
3. The candidate is responsible for their statements in social media.

• a. Candidates must comply with the requirements of MAPE's governing documents, policies, guidelines and procedures.
• b. As a member of MAPE, you are subject to the Judicial Procedure in the Bylaws if you violate MAPE's governing documents or bring discredit to the organization.
• c. Violations of this policy or MAPE's governing documents will be handled under Election Rules, Article X.

As with any free speech, a candidate should be aware of the implications of making public statements, electronic or otherwise. If social media platform allows for a biography, about section or other logical place to put the following disclosure, it is required: “The views or opinions expressed  by me are not endorsed by MAPE; they may or may not coincide with the views of MAPE”. This must be included during the entire election cycle.

Membership Status and Contract Ratification and/or Strike Voting Timeline

Board of Directors Date: June 19, 2015

Summary: Guideline for when newly hired represented employees and fee payers are permitted to cast a contract ratification vote.

Related Information:

Policy: The MAPE Board of Directors shall determine the membership deadline for contract ratification voting eligibility. Absent such a determination, newly hired represented employees and fee payers shall be eligible to vote in contract ratification votes provided that their application for membership is received by MAPE at least seven calendar days prior to the start of such voting.

Tickets

Board of Directors Original Approval Date: 7/15/2016

Summary: Tickets for partisan political events and other events

Related Information:

Policy:

MAPE shall not purchase or accept tickets to political partisan events with the exception the MAPE Executive Committee may authorize the Executive Director, Director of Legislative Affairs, or the President to attend on behalf of MAPE.

Tickets to other non-partisan events must be included as a line item in a MAPE statewide committee budget approved by the Delegate Assembly or Board. The budget must include a description of how the tickets will be distributed.

Policy Against Discrimination and Harassment

Policy Against Discrimination and Harassment

Board of Directors Approval Dates: 10/19/2018, 9/20/2024

Introduction
The Minnesota Association of Professional Employees (MAPE) is committed to creating and maintaining a work environment in which all members/non-members and employees are treated with respect and are free from discrimination and harassment.  To this end, discrimination or harassment by a member, non-member or employee of MAPE is prohibited.

The goal of this policy is to ensure that all complaints of discrimination and harassment will be promptly, thoroughly, and respectfully addressed.

• Reporting and investigative procedures are designed to encourage members/non-members and employees to report what they believe to be discrimination or harassment.
• Complaints, investigations, and resolutions will be addressed as discreetly as possible, with information being shared only with those who have a need to know and as may be required by MAPE’s obligation to comply with the law.
• Retaliation will not be tolerated against any person who complains, reports, or testifies about discrimination or harassment, or participates in an investigation of a discrimination or harassment complaint.
• Appropriate disciplinary action will follow when warranted.

All those involved in or interacting with MAPE have a responsibility to contribute to a respectful work environment. MAPE, expects, and appreciates cooperation in implementing this policy.

Scope of this Policy, Applicability, and Definitions
This policy seeks to help ensure compliance with federal and state discrimination and harassment laws; nothing in this policy shall be construed to guarantee members/non-members and employees greater protection than the protection provided under these laws.  This policy is not intended to create or modify, nor is it to be construed to constitute or modify, a contract with any employee, employees or exclusive representative of employees.

This policy applies to all members/non-members and employees of MAPE.  It also applies to non-employees including all contractors, visitors and vendors.

This policy covers the interaction of members/non-members and employees at MAPE-sponsored events, professional meetings or seminars, and those activities which involve MAPE business.

In addition, this policy is designed to eliminate discriminatory and harassing behavior by and against members/non-members and employees in encounters during the course of their work with third parties, such as other MAPE employees, contractors, visitors and vendors.

Members/Non-members
The term "members" and “non-members” means all employees represented by MAPE.

Employees
The term "employee" means any permanent, full time, part time, temporary employee (including interns and contract employee) or any other employee of MAPE.

Protected Characteristics
Under this policy, protected characteristics include those characteristics covered by Title VII of the Civil Rights Act of 1964, and/or the Minnesota Human Rights Act, as follows:

• Race;
• Color;
• National origin;
• Gender identity, including pregnancy;
• Marital status;
• Religion;
• Creed;
• Sexual orientation;
• Age;
• Disability;
• Status with regard to public assistance; and
• Membership or activity in a human rights commission.

Discrimination
Discrimination is to treat a person differently based upon a person’s protected characteristic, with respect to hiring, tenure, compensation, terms, upgrading, working conditions, facilities, or privileges of employment, except when based on a bona fide occupational qualification.

Discriminatory Harassment
Harassment is unwelcome behavior (comments or conduct) that is based on a person’s protected characteristic that interferes with job performance; or creates an intimidating, hostile, or offensive work environment; or when submission to such conduct is either a condition of employment or a basis for an employment decision.  Harassment may include, but is not limited to, the following forms:

• Repeated disparaging, belittling, demeaning, insulting names or remarks, or any other use of language implying inferiority due to a protected characteristic;
• Repeated jokes about an employee or characteristic unique to an employee that relates to a protected characteristic;
• Sabotage of an employee’s character, reputation, work efforts, or property based upon a protected characteristic;
• Display or circulation of written materials or pictures degrading or offensive to a protected characteristic; and
• Offensive or abusive behavior related to a protected characteristic.

Sexual Harassment
Sexual harassment is a form of sex discrimination.  One of the key elements of sexual harassment is that the behavior is unwelcome.  Sexual conduct or communications that might be welcome to you may be unwelcome to another.  Sexual conduct or communications that might have been welcome between two individuals at one time may become unwelcome at a later time. 

Creating a Hostile Environment through Sexual Harassment
A hostile environment is a form of sexual harassment when a victim is subjected to unwelcome and severe or pervasive repeated sexual comments, innuendoes, touching, or other conduct of a sexual nature which creates an intimidating or offensive place for employees to work.

The Minnesota Human Rights Act

The Minnesota Human Rights Act defines sexual harassment as follows:

"Sexual harassment" includes unwelcome sexual advances, requests for sexual favors, sexually motivated physical contact or other verbal or physical conduct or communication of a sexual nature when:

1)   submission to that conduct or communication is made a term or condition, either explicitly or implicitly, of obtaining employment, public accommodations or public services, education, or housing;

2)  submission to or rejection of that conduct or communication by an individual is used as a factor in decisions affecting that individual’s employment, public accommodations or public services, education, or housing; or

3)  that conduct, or communication has the purpose or effect of substantially interfering with an individual's employment, public accommodations or public services, education, or housing, or creating an intimidating hostile, or offensive employment, public accommodations, public services, educational, or housing environment.

(Minnesota Statutes, Section 363A.03, subdivision 43.)

Examples of Sexual Harassment
The following are examples of sexual conduct or communication which, when unwelcome and depending upon the total circumstances may constitute sexual harassment or sexually offensive behavior.  Sexual harassment or sexually offensive behavior may include, but is not limited to, the following types of behavior:

Verbal

• unwelcome sexual comments, compliments, innuendos, or suggestions about one’s clothing, body, or sexual activity;
• turning work discussions into sexual topics, such as sexual practices or preferences, or telling sexual jokes or stories;
• requesting or demanding sexual favors or suggesting that there is any connection between sexual behavior and any term or condition of employment, whether that connection be positive or negative;
• use of obscene or sexual words or phrases or the use of unwelcome words such as "sweetheart," "stud," "honey," "babe," or "hunk";

Non-Verbal

• giving personal gifts of a sexual nature;
• making sexually suggestive facial expressions or gestures;
• making unwelcome visits to a member's or employee’s home or hotel room;

Physical

• kissing, or touching, patting, pinching, or brushing against a person's body;
• sexual contact, intercourse, or assault;

Visual images

• displaying sexually explicit, derogatory or offensive pictures, cartoons, drawings, objects, films or gestures in the work area. Such prohibited images include those in hard copy or electronic form.

Responsibility to Address and Prevent Discrimination and Harassment
Every member/non-member and employee of MAPE is responsible for contributing to a workplace free from discrimination and harassment.  Employees are encouraged to let a potential offender know if their behavior is offensive to you.

MAPE Responsibility

The Minnesota Association of Professional Employees has a responsibility to:

• publish and post its discrimination and harassment policy;
• inform all employees and members/non-member about the MAPE discrimination, harassment and inappropriate behavior policy and procedures
• train supervisors on their roles and responsibilities in dealing with discrimination and harassment;
• make certain that each individual who makes or recommends employment and other personnel decisions is fully aware of, and complies with, this policy;
• take disciplinary or other appropriate action within its authority against individuals who fail to meet their obligations under this policy;
• promote fair, efficient, and careful investigation of all complaints; and
• regularly review its discrimination and harassment policy and procedures.

Supervisor Responsibility

Supervisors have a responsibility to:

• promote a department working environment free from discrimination and harassment and address discrimination and harassment when it is observed or reported;
• respect the privacy as much as possible of all parties involved in a discrimination or harassment concern or complaint;
• promptly report discrimination or harassment or complaints of discrimination or harassment to the MAPE Chief of Staff or the MAPE President;
• participate in training on discrimination and harassment provided by MAPE; and
• take steps to assure retaliation is prohibited.

Member, Non-member, and Employee Responsibility

Members/non-members and Employees have a responsibility to:

• promptly report concerns or complaints;
• participate in training;
• cooperate with requests for information and data that will help a supervisor or complaint investigator carry out her or his responsibilities under these procedures; and
• be fully compliant with this policy
• assure retaliation is reported.

Addressing Discrimination or Harassment

Complaint
If you believe you have experienced discrimination or harassment or if you believe your complaint has resulted in retaliation towards you or others, report your complaint of discrimination, harassment, or retaliation to your supervisor,  the MAPE Chief of Staff , the MAPE President or member of the MAPE Executive Committee.

This report may be made verbally, in writing, by phone, or by other means with which you are comfortable.

Formal Complaints/Resolutions

Investigation of a Formal Complaint
Any one of the above persons receiving a complaint must promptly report the complaint to the MAPE Chief of Staff or the MAPE President.

As part of the complaint process:

• The complainant will be asked for such details as who was involved in the offensive behavior, what was said or done and how the conduct affected the complainant.
• Complaints, investigations, and resolutions will be handled as discreetly as possible, with information being shared only with those who have a need to know and as may be required by MAPE’s obligation to comply with the law.
• Discrimination and harassment complaints will be responded to promptly, thoroughly, and fairly. Within 30 days of receiving the complaint, best efforts will be made to resolve the complaint or make significant progress toward resolution.
• Members/non-members or employees with information about the offensive behavior may be contacted and are expected to cooperate with any investigation.
• The alleged offender will be advised of the complaint and given an opportunity to provide information about what happened and matters concerning possible resolution.
• MAPE may contract with a qualified neutral party to investigate the complaint.
• Investigations involving MAPE employees who are covered by the agreement between the Office and Professional Employees International Union, Local 12 (OPEIU, Local 12) and MAPE will be addressed in accordance with Article 8 and Article 22 of that agreement and this policy.
• The complainant will be consulted as necessary to facilitate a resolution of the complaint.
• The complainant and the alleged offender will be advised of the resolution, with concern shown for the privacy of the parties.
• Retaliation against the complainant or any person investigating or participating in a complaint investigation is strictly forbidden and is a very serious violation of this policy.

Resolution of a Formal Complaint
Resolution of formal complaints can include, but not necessarily be limited to, an apology, direction to stop the offensive behavior, counseling or training, oral warning, written warning, suspension with or without pay, or termination. Disciplinary action involving members/non-members, officers or committee members of MAPE will be addressed by the Board of Directors or pursuant to the MAPE Bylaws.  Disciplinary action involving MAPE employees who are covered by the agreement between OPEIU, Local 12 and MAPE will be addressed in accordance with Article VIII and Article XXII of that agreement and this policy.

Informal Complaint/Resolution
If possible, when a violation has occurred a complaint may be filed informally. Individuals are encouraged to informally resolve concerns whenever possible. Possible resolutions may be reached through facilitated discussions, or agreements reached through a supervisor or HR.

If the offensive behavior does not stop or recurs after a complaint is made, you should immediately bring this problem to the attention of your supervisor, the MAPE Chief of Staff or the MAPE President.

Retaliation
No retaliation will be tolerated, whether verbal, non-verbal, or physical, as a consequence of engaging in protected conduct, and complaints of retaliation will be vigorously pursued.

Retaliation is any job-related adverse action or materially adverse action against a member or employee who has engaged in protected conduct.  Protected conduct includes:

• opposing discrimination or harassment in the workplace;
• complaining of or reporting an incident of discrimination or harassment;
• participating in any investigation;
• testifying in any proceeding relating to a discrimination, harassment, or retaliation complaint; or

Retaliation could include, but is not limited to, denial of a promotion, a demotion, intimidation, harassment, or conduct by anyone in the workplace that could reasonably be expected to have an adverse impact on an individual's performance.  It also includes any actions by an employer that could dissuade a reasonable employee from engaging in protected conduct.

If you believe you have experienced retaliation because you have complained, reported, or testified about discrimination, harassment, or retaliation or participated in an investigation of a discrimination, harassment, or retaliation complaint, you should report the situation to the MAPE Chief of Staff or the MAPE President.

False Complaints
Complaints that are found to be intentionally dishonest or malicious will not be tolerated, and any person making a false complaint is subject to disciplinary action.

Confidentiality
Complaints will be investigated as discreetly as possible.

 

Respectful Workplace Policy

Board of Directors Approval Date: 9/20/2024

Policy Statement
The Minnesota Association of Professional Employees is committed to providing a positive environment in which all staff and others are treated with respect.

Definitions and Key Terms
Covered person: persons employed by MAPE as staff and persons represented by MAPE interacting with staff in their capacity as a MAPE member.

Gendered personal references: a third-person term by which a person wishes to be referred to in order to indicate their gender identity, which includes, but is not limited to pronouns (e.g., she, her, hers, he, him, his, they, them, their,) titles (e.g., Mrs., Mr., Ms.,) and other terms indicating a person’s gender identity.

Public service environment: a location that is not the MAPE office building where public service is being provided and where MAPE staff are expected to perform duties in connection to their employment.

Respect: behavior or communication that demonstrates positive consideration, adherence to union policies, and treats individuals in a manner that a reasonable person would find appropriate.

Third parties: volunteers, contractors, customers and other non-employees in the workplace or public service environment.

Scope and Applicability
This is a workplace policy covering MAPE employees and others they interact with as part of their employment. It does not cover interactions between MAPE members or between MAPE members and non-members. Member to member and member to non-member interactions are covered by other MAPE documents, including but not limited to, the Bylaws, Code of Conduct and the Steward Affirmation, Revocation, and Reinstatement Policy.

This policy addresses communications and behavior that do not involve protected class status or sexual harassment. Communications and behavior that involve protected class status and sexual harassment are addressed in the MAPE Policy Against Discrimination and Harassment.

General Standards and Expectations
MAPE is committed to providing a respectful workplace and public service environment for employees and third parties. Respect for one another is fundamental to working in an effective, efficient and innovative manner. Disrespectful communications and behavior can disrupt the proper functioning of our union. Therefore, it is our goal to ensure a respectful workplace and an environment free of disrespectful communications or behavior and provide effective and non-retaliatory problem-solving processes that address concerns regarding respectful or professional communications or behavior.

I.          Responsibilities

Persons covered by this policy are expected to:

• Conduct themselves in a manner that demonstrates respect for others in the workplace and public service environment.
• Use informal means to address issues with the individual(s) involved whenever possible.
• Participate fully and in good faith in any informal resolution process or formal complaint and investigative process for which they may have relevant information.
• Report incidents that may violate this policy.

In addition to their responsibilities as persons covered under the policy, managers and supervisors are also expected to:

• Inform their employees and others for whom they are responsible of the expectations outlined in this policy.
• Achieve and maintain compliance with this policy.
• Take timely and appropriate action when a complaint is made alleging violation of this policy.

Failure to comply with this policy and its procedures may result in disciplinary action.

II.         Retaliation Prohibited

Retaliation is prohibited against any covered person who:

• Initiates a complaint.
• Reports an incident that may violate this policy.
• Participates in an investigation related to a complaint.
• Is associated or perceived to be associated with a person who initiates a complaint or participates in the investigation of a complaint under this policy.

III.       Respectful Behavior

Context is important in understanding the difference between respectful behavior and disrespectful behavior. Individuals may experience stress or discomfort in the workplace that is not related to disrespectful behavior. For example, disrespectful behavior does not include:

• The normal exercise of supervisory or managerial responsibilities, including, but not limited to performance reviews, work direction, performance management, and disciplinary action provided they are conducted in a respectful, professional manner.
• Disagreements, misunderstandings, miscommunication, or conflict situations where the behavior remains respectful.

Disrespectful behavior may or may not be intentional. Unintentionally disrespectful behavior may still violate this policy. Examples of disrespectful behavior include but are not limited to:

• Exhibiting aggressive behaviors including shouting, abusive language, threats of violence, the use of obscenities or other non-verbal expressions of aggression.
• Behavior that a reasonable person would find to be demeaning, humiliating, or bullying.
• Unwelcome touching or comments about a person’s hair, body, clothing, or personal effects.
• Repeatedly misgendering a person, including using gendered personal references that do not align with another person’s preferred identity.
• Repeatedly or deliberately mispronouncing a person’s name, including use of an unwelcome nickname, or shortening a name without permission.
• Repeatedly or deliberately using a name other than a person’s chosen name, except as legally required or for business necessity.
• Microaggressions, which may have the appearance of being harmless. Microaggressions include comments, behavior, or other interactions that intentionally or unintentionally communicate hostility or bias toward a person who might identify as being a member of a marginalized group or non-mainstream community. Comments, behavior, or other interactions are often rooted in a bias towards a certain group.
• Deliberately destroying, damaging, or obstructing someone’s work performance, work product, tools, or materials.
• Use of this policy and procedure to make a knowingly false complaint.

IV.       Procedures

As with all allegations of misconduct, informal resolution and formal investigatory processes related to this policy will be conducted in a timely, fair, confidential and objective manner.

Individuals are encouraged to informally resolve concerns whenever possible. In addition to the options provided in this policy the involved parties may seek mediation or other processes as desired. The Chief of Staff or MAPE President may consult with legal counsel for guidance implementing this policy and addressing behaviors or complaints.

Informal Resolution
If possible, and not at the risk of exacerbating the issue, the covered person who feels a violation has occurred is encouraged to have a conversation with the other individual(s) involved. If the person so desires, they should initiate a conversation with their immediate supervisor and, if not resolved, with the Chief of Staff. If the concern is about the supervisor or manager, parties are encouraged to contact the Chief of Staff, the MAPE President or Executive Committee.

Formal Complaints
Any covered person may initiate a formal complaint under this policy. Complaints should be submitted to the Chief of Staff. If the complaint concerns the Chief of Staff, the complainant may contact the MAPE President or member of the Executive Committee. Any person named in a formal complaint must recuse themselves from the process and must not be part of the decision to investigate, the conduct of an investigation or its decisions.

As a matter of best practice, the person receiving a complaint made pursuant to this policy shall acknowledge receipt of any complaint in writing, to the complainant, with a statement to include:

• The date that the complaint was made; and
• A statement that a meeting may be scheduled with the person making the complaint.

The recipient of the complaint shall determine whether an investigation is warranted and shall provide the complainant with a written statement of the determination. If the recipient of the investigation determines that an investigation is not warranted, the complainant shall also be provided with the reason behind the determination. All investigations will be conducted in a timely, fair, confidential, and objective manner using the process below.

Investigation of a Formal Complaint  
As part of the complaint process the investigator (either the Chief of Staff, MAPE President, the Executive Committee or the contracted qualified neutral):  

• shall ask complainant for such details as who was involved in the offensive behavior, what was said or done and how the conduct affected the complainant.  
• shall provide a prompt, thorough, and fair response to complainant. Within 30 days of receiving the complaint, best efforts will be made to resolve the complaint or make significant progress toward resolution. 
• may contact persons with information about offensive behavior. Persons contacted are expected to cooperate with any investigation.  
• shall provide written notice to the alleged offender of the complaint and give an opportunity for them to provide information about what happened and matters concerning possible resolution.  
• shall consult with the complainant as necessary to facilitate a resolution of the complaint. 
• shall provide written notice of the resolution to the complainant and the alleged offender, with concern shown for the privacy of the parties.  

MAPE may contract with a qualified neutral party to investigate the complaint. 

Investigations involving MAPE employees who are covered by the agreement between the Office and Professional Employees International Union, Local 12 (OPEIU, Local 12) and MAPE will be addressed in accordance with Article 8 and Article 22 of that agreement and this policy. 

Complaints will be investigated as discreetly and confidentially as possible, with information being shared only with those who have a need to know and as may be required by MAPE’s obligation to comply with the law.

Resolution of a Formal Complaint
Resolution of formal complaints can include, but not necessarily be limited to, an apology, direction to stop the offensive behavior, counseling, training, or formal discipline.

If the investigation of a formal complaint determines that a member/nonmember has violated the Respectful Workplace Policy and the violation warrants disciplinary action, the investigator shall refer the issue to MAPE President and the Executive Committee for determining the appropriate disciplinary action and subject to MAPE’s relevant governing policies. If the MAPE President is the subject of complaint, the issue shall be referred to MAPE’s Board of Directors for determining the appropriate action subject to MAPE’s relevant governing policies.

Disciplinary action involving MAPE employees who are covered by the collective bargaining agreement between OPEIU Local 12 and MAPE will be addressed in accordance with Article 5 (Non-discrimination), Article 8 (Discipline and Discharge), and Article 22 (Policies and Procedures) of that agreement and this policy.

False Complaints
Complaints found to be intentionally dishonest or malicious will not be tolerated, and anyone making a false complaint is subject to disciplinary action.

SAMPLE COMPLAINT FORM

Name:

Date:

Summary of Concerns:

Summary of any Documentation Related to Allegations (please include with complaint):

Witnesses (please describe what might they know regarding allegations.):

SAMPLE COMPLAINT ACKNOWLEDGMENT FORM

This email acknowledges receipt of a complaint made under the Respectful Workplace policy on (date). We will review the complaint and schedule a time to meet with you, if needed, to determine whether an investigation is warranted. If an investigation proceeds, it will be conducted in a timely, fair, and objective manner.

Statewide Treasurer, Finance Committee and MAPE Financial Staff Standards

Board of Directors Revision Dates: 5/6/2010, 2/15/2013, 2/15/2019

Summary: The purpose is to establish minimum requirements to be met by the Board of Directors' Finance Workgroup, Statewide Treasurer, and MAPE Financial Staff in the handling of funds, assets and maintenance of the financial records of the Minnesota Association of Professional Employees. These standards are not intended to prohibit the use of additional or more complex safeguards, which may be established by the Delegate Assembly or the Board of Directors.

Policy:

ARTICLE I
Funds of MAPE

All money received shall be placed directly into an account which is insured by the Federal Deposit Insurance Corporation, Federal Savings and Loan Insurance Corporation or the National Credit Union Administration.

Other investments may be made according to the Investment Policy, but it is suggested that any investments with other than federally insured institutions be closely examined by the Board of Director’s Finance Workgroup. Evidence of investments shall be placed in a safe or safety deposit box held in the name of MAPE.

ARTICLE II
Records

The following records shall be maintained by the Statewide Treasurer via the MAPE financial staff and accounting system:

• Cash receipts.
  All money received will be deposited in an insured bank, savings and loan or credit union. The deposits should indicate date received, from whom, and for what.
• Cash disbursement record.
  All money spent can only be spent if required by law, the Association's constitution, to fulfill contractual obligations, or as authorized by a vote of the membership, Delegate Assembly, Board of Directors, Executive Committee, or Board of Director’s Finance Workgroup. Disbursements require the signature of a statewide officer and the Statewide Treasurer or other person as designated by the Bylaws Article IX Section 4. When a check is issued, the date, amount, payee and purpose of the check should be recorded on the check stub and in a cash disbursement journal. All disbursements should be substantiated by supporting documentation, such as bill or invoice, per capita tax report, employee or officer travel report, payroll record and lease arrangement.
• Bank receipts for all deposits.
  All bank deposits slips shall be prepared in duplicate and the duplicate copies receipted by the bank.
• All bank statements and canceled checks.
  All canceled checks are to be kept in numerical sequence with all voided checks accounted for.
• All paid bills or invoices.
  All paid bills or invoices shall have a copy of the check paying for the amount requested attached to it.
• All payroll records.
• All federal or state reports.
• All financial reports.
• All lease agreements, lease-purchase or time payment contracts and all other contracts, which involve financial obligations on the part of MAPE.
• All documents constituting evidence of ownership by MAPE of any property or equipment.

The records shall be retained by the Statewide Treasurer, via the MAPE Financial Staff and accounting system, in their original form based on the IRS and accounting standards.

ARTICLE III
Expenditures-Authorization

The Association can spend money only with proper authorization. This may be accompanied by the following kinds of requirements or actions:

• Payment required by law need no further authorization. Example of this would be taxes or salaries.
• Periodic payment to meet contractual obligations provided proper advance authorization was obtained by the Delegate Assembly, Board of Directors, Executive Committee, or Board of Director’s Finance Workgroup. Examples of these include lease on office, meeting space, automobiles and equipment.
• Payments may be authorized by vote of membership, Delegate Assembly, Board of Directors, Executive Committee, or Board of Director’s Finance Workgroup. Examples include:
  • By motion properly made and carried authorizing the expenditure of a specific amount for a specific purpose. The motion in its entirety should be entered in the minutes.
  • By motion properly made, carried and entered in the minutes authorizing regular payment of recurring obligations. Having once been authorized, this will stand indefinitely unless canceled by motion made and carried.
  • By motion properly made, carried and entered in the minutes authorizing the Statewide Treasurer to enter into a purchase or service contract. Once signed, the contract becomes a recurring obligation and no further authorization is needed.
  • By motion properly made, carried and entered in the minutes approving a budget for the coming year. This budget shall set forth the anticipated income and the sources and the anticipated expenditures and their purpose. The budget may serve as authorization for expenditures where those expenditures are supported by sufficient documentation to demonstrate their purpose and necessity.

ARTICLE IV
Expenditures-Spending

1. All authorized expenditures shall be made by check and a check drawn on the Association's account must be signed by an officer and the Statewide Treasurer, or other person as designated by the Bylaws Article IX Section 4.
2. Under no circumstances shall the Statewide Treasurer or authorized substitute sign any check before the date, the name of the payee and the amount have been entered on the check.
3. Use of a check-signing machine or signature stamp is permitted, provided the signature plate or stamp of each authorized individual remains at all times in the custody or control of said individual or the authorized substitute.
4. At the time a check is issued, the date, amount, payee and purpose of the check shall be entered on the check stub.
5. Checks shall not be made out to "cash" except under the most compelling circumstances. In any such case, the Statewide Treasurer shall have the responsibility of providing complete evidence as to the purpose and use of the amount of the check.

ARTICLE V
Reports

A monthly income and expense statement shall be prepared at the end of each month by the Statewide Treasurer and be made available to the Board of Directors. Regular financial reports shall be made available to the membership.

ARTICLE VI
Audit

At least once each year the Board of Director’s Finance Workgroup shall have an independent auditor make an examination of the records. The finding of the audit must be reported to the general membership and the Board of Directors.

 

Reimbursement

Delegate Assembly Revision Dates: 12/13/2002, 7/19/2013, 9/23-24/2016, 10/8/2022

Board of Directors Revision Dates: 5/16/2014, 10/21/2016, 2/17/2017, 11/17/2017, 3/15/2018, 2/15/2019, 7/15/2022, 2/17/2023

Summary: For the effective conduct of official MAPE business, MAPE may authorize reimbursement for lost time, from your MAPE represented position, or expenses that do not exceed budget restrictions.

Related Information: Treasurer’s Manual, MAPE Budget, Elected Statewide Reimbursement Policy

Policy:

Pre-authorization

Authorization is required prior to the incurrence of the actual lost time or expenses.

Official business

Official business is defined as: those duties directed by the MAPE President, Executive Committee, Board of Directors, or Delegate Assembly. Any duty not previously budgeted for shall be charged to the budget of the body ordering the duty.

Requests

Requests for expenses or lost time shall be made on approved forms available from the MAPE office and on the MAPE website. Requests for reimbursement are to be made as soon as possible following the expenditure. To allow for the accounting year, everyone is requested to get all December billing in immediately and, if unable to get the actual billing in by December 26th, to submit an accurate estimate with the actual billing to follow as soon as possible.

In order for the reimbursement to be valid under the following categories, the Treasurer must initial, date, and attach an explanation to each individual reimbursement:

• Missing signature(s). Reimbursement may be authorized as long as the expense is within the MAPE Reimbursement Policy guidelines.
• Expense reports without receipts. Reimbursement may be authorized if the expense is less than $50 and is approved by the Treasurer.

All credit card receipts must contain an itemized list of the purchase(s) for reimbursement. Any items paid by a business agent or member shall be charged to the appropriate local or committee.

Items not specifically covered by these policies will be considered upon specific written request to the Board of Directors' Finance Workgroup.

Request Approval

Decisions on the validity of any reimbursement shall be the responsibility of the Statewide Treasurer. The determining factor regarding the validity of reimbursement shall be based on the direct benefit to MAPE being greater than the benefit to the individual. The Treasurer's decision may be appealed to the Board of Trustees. Any reimbursement decision still questioned may be appealed to the Board of Directors for final determination.

Anyone with authority to approve MAPE expenses shall not approve their own expense reports.

The Treasurer, with concurrence of the Statewide President, has the authority to withhold payment or take corrective action on items that they deem to be inconsistent, need further justification, or are not in the best interest of MAPE. Written notice to the MAPE member or staff will accompany the check or be in replacement of the check if expenses are denied. Appeals to the Board of Directors for final determination are always available. Appeals must be in written form and submitted to the Statewide President at least 10 working days prior to the scheduled Board meeting.

Alcohol

MAPE funds will not be used for the purchase of alcoholic beverages.

Lost time

Payment for lost time shall not be for an amount in excess of actual time lost, from your MAPE represented position, or over a maximum of eight (8) hours unless the individual works a flex day (9 or 10 hours) or qualifies for travel time payment. Up to eight (8) hours of lost time will be paid for persons conducting MAPE business on a flex-day off. Lost time for evening hours or weekend hours will only be paid to those persons scheduled and missing work to conduct MAPE business during those times or travel time. In no case shall an individual be paid more than eighty (80) hours lost time per payroll period. These hours are exempt for FLSA purposes. MAPE will reimburse lost time in addition to their eight (8) hours of lost time wages for those traveling, computed as the round-trip mileage divided by 55.

By so indicating on the lost time form, MAPE-represented employees in active payroll status and on union leave without pay while performing MAPE duties may elect MSRS or TRA contributions to be continued with MAPE paying employer share and deducting employee share for any lost time.

Lost time may be claimed when using the following leave status:

• Vacation
• Union Leave
• Salary Savings
• Approved unpaid leave
• Paid Parental Leave
• Comp time
• Flex day off (up to 8 hours)
   

Lost time may not be claimed when using the following leave status:

• Sick
• FMLA
• Unpaid medical leave
• Short-term disability
• Long-term disability
   

Lost Accruals

When taking unpaid leave for union activities which results in loss of sick and vacation accruals, members will be paid for one additional hour of lost time per calendar day to offset these lost accruals.

This does not apply to Board of Directors or Negotiations Committee members who may use approved union leave which does not affect accruals per MAPE Contract Article XIV Section 3d Association Leave.

Lodging

MAPE members performing official business of MAPE shall be granted lodging if the following criteria is met:

• Member is or will be in travel or work status prior to 6 am or after 7 pm.
• Authorization is given through a committee chair, the Board of Directors, or a statewide officer.
• Lodging request is made through MAPE Central.
• Lodging expenses do not exceed the hotel rate negotiated by MAPE.
• Lodging expenses directly billed to MAPE do not include any other charges, i.e., phone calls and meals, unless authorized prior to incurring the expense

Personal telephone calls

Actual documented personal telephone call charges may be reimbursed. The maximum reimbursement for each trip shall be the result of multiplying the number of nights away from home by the MAPE/state contract rate.

Mileage

When a member uses their personal automobile to conduct official MAPE business, MAPE shall reimburse the individual at the IRS rate and an additional rider bonus of $.05 per mile per member or staff passenger.

Commercial transportation

An individual authorized to use commercial transportation (air - coach class, taxi, rental car, etc.) in connection with official MAPE business shall be reimbursed for the actual expense of the mode of transportation so authorized. Receipts are required for reimbursement.

Meal allowances

Individuals conducting official MAPE business shall be reimbursed for meals at the highest amount allowed for Minnesota per the U.S. General Services Administration per diem rates (https://www.gsa.gov/travel/plan-book/per-diem-rates) that are set each fiscal year, effective October 1 each year. The consecutive meal clause still applies. It is the responsibility of the individual to use good judgment in incurring meal expenses.

Group meals (two or more individuals) on one bill may exceed the maximum amount with prior approval of the statewide President or Treasurer. A receipt which includes a listing of all persons for which the expense was incurred is required.

No individual meal reimbursements will be allowed for members when a meal is provided for the committee, unless required for dietary restrictions. This includes breakfast for all mornings of Delegate Assemblies.

Travel advances

Travel advances may be approved by the statewide Treasurer or President at the time of a specific request for a specific amount provided such a request is made in a reasonable time in advance of the travel date. In all cases, after the actual expense is incurred, a final MAPE Expense Report with appropriate receipts attached shall be prepared and forwarded to the statewide Treasurer within thirty (30) days. If additional payment is due the individual, an additional check shall be prepared in the usual manner. If the advance payment exceeds the actual expenses, the individual shall refund the excess at the time the expense report is submitted.

Regional/Local Expenses

The following are items that regions/locals may not expend funds for or engage in:

1. Purchasing alcoholic beverages.
2. Paying for gambling.
3. Entering into contracts on behalf of MAPE.
4. Incurring indebtedness (loans) outside of MAPE Central.
5. Pooling of financial resources without prior approval of the Board of Directors' Finance Workgroup.
6. Contributing to other union organizing activities, other than those sanctioned by the MAPE Board of Directors.
7. Contributing to political individuals or organizations.
8. Paying for out-of-state travel.
9. Donating to any one charity in excess of $1,000 per year.
10. Assessing local dues, except as provided for in the MAPE Bylaws.
11. Paying for attorney fees or legal settlements.

All regional or local reimbursement policies must be consistent with MAPE statewide policies – except where a more restrictive policy is proposed.

Statewide committees, and meet and confer expenses

Committee chairpersons may authorize mileage and expenses for members attending committee meetings in accordance with the MAPE Reimbursement Policy, providing budgetary restrictions are not exceeded. Monthly expense summaries are sent to committee chairs.

Steward and grievant expenses

Steward and grievant expenses above and beyond those outlined in the MAPE/state contract (Article 9, Section 2, C, 5) shall be reimbursed as provided for in accordance with the MAPE Reimbursement Policy.

 

Elected Statewide Reimbursement

Delegate Assembly Revision Date: 9/25/2005, 9/21/2019
Board of Directors Revision Date: 5/21/2010, 3/15/2013, 1/19/2024

Summary: Statewide Officer and special support reimbursement

Policy:

PRESIDENT

1. MAPE President shall be paid per the MAPE Reimbursement Policy for lost time, budgeted at 50 percent of the yearly 19L salary. If the President’s regular hourly wage is lower than the median hourly wage of all MAPE represented employees, then the President shall be reimbursed for lost time at the median wage.
2. If the President takes leave without pay, the MSRS election under the lost time provision is applicable. Such contributions shall be made based on the President’s regular hourly wage.
3. The MAPE President shall be eligible for insurance coverage in accordance with the MAPE/state contract.
4. A MAPE President who uses a personal vehicle for MAPE business shall receive the monthly vehicle allowance in accordance with the MAPE Executive Director contract (starting in January of 2014).
5. When a President is elected whose current workstation is within 50 mile radius of the MAPE office, MAPE will pay for overnight lodging when necessary. If the President can’t get home, be home for eight hours and get back to the MAPE office or to work by the start of the normal work day, the President is eligible for overnight lodging. Other areas of reimbursement are to be consistent with the MAPE contract.

STATEWIDE OFFICER

6. MAPE statewide officers shall be reimbursed for lost time and other expenses under the   same provisions which pertain to MAPE members.  All expenses (mileage, lodging, meals, parking, travel and other related expenses) while on MAPE business will be paid according to the MAPE Reimbursement Policy.
7. When a MAPE statewide officer is required by the Board of Directors to be at MAPE full time, they shall accrue vacation and sick leave accruals at their normal rate of accrual in state service, retroactive to the start date of the full time leave. This applies only while on full time lost time. Upon completion of their term, the vacation accrual shall be liquidated in cash.
8. When a MAPE statewide officer is elected whose workstation is outside a 50 mile radius of the MAPE office, MAPE may pay for lodging in the form of procuring an apartment, based on hotel/apartment cost comparison. The procurement should be approved and reviewed on an annual basis by the board of directors.
9. The MAPE Statewide Treasurer shall be compensated at their rate of pay for hours worked outside of their normal work hours.  The MAPE Statewide President may bank hours worked outside their normal work hours in a compensatory bank, consistent with the provisions in the agreement between MAPE and the State of Minnesota
10. MAPE statewide officers will be provided a MAPE cell phone or reimbursement of up to the negotiated billing rate for MAPE staff.
11. The MAPE President, Vice President, Treasurer, and Secretary will be provided the same internet allowance as MAPE staff effective January 1, 2024.

SPECIAL SUPPORT

11. Computer support shall be compensated at their rate of pay for hours worked outside their normal work hours.

12. Trustees and/or appointed members serving on the credentials committee shall be compensated at their rate of pay for hours worked outside of their normal work hours, up to a maximum of eight hours.

 

Crisis Fund Investment

Board of Directors Approval Dates:  2/19/2016, 7/21/2017, 2/15/2019, 11/19/2021

Summary:

The MAPE Crisis Fund (hereafter referred to as the “Fund”) was established to provide financial support in the event of a job action, such as a strike or a shutdown. The purpose of this Investment Policy Statement is to establish guidelines for the Fund’s investment portfolio (the “Portfolio”). The statement also incorporates accountability standards that will be used for monitoring the progress of the Portfolio’s investment program and for evaluating the contributions of the Fund Advisor hired on behalf of the Fund and its beneficiaries.
 

Role of the Investment Review Board:

The Board of Directors' Finance Workgroup shall serve as the Investment Review Board (IRB). The Statewide Treasurer will chair the IRB and may appoint up to two additional members at large.

The IRB is acting in an oversight capacity with respect to the Portfolio, and is accountable to the MAPE Board of Directors, for overseeing the investment of all assets owned by, or held in trust for, the Portfolio.

• This Investment Policy Statement sets forth the investment objectives and guidelines that govern the activities of the IRB and any other parties to whom the MAPE Board of Directors has delegated investment management responsibility for Portfolio assets.
• The investment policies for the Fund contained herein have been formulated consistent with the organization’s anticipated financial needs and in consideration of the organization’s tolerance for assuming investment and financial risk, as reflected in the majority opinion of the MAPE Board of Directors.
• Policies contained in this statement are intended to provide guidelines, where necessary, for ensuring the Portfolio’s investments are managed consistent with the short-term and long-term financial goals of the Fund. At the same time, they are intended to provide for sufficient investment flexibility in the face of changes in capital market conditions and in the financial circumstances of the organization.
• The IRB will review this Investment Policy Statement at least once per year. Changes to this Investment Policy Statement can be made only by affirmation of a majority of the MAPE Board of Directors, and written confirmation of the changes will be provided to all IRB members and to any other parties hired on behalf of the Portfolio as soon thereafter as is practical.
   

Investment Goals, Objectives and Guidelines:

As the purpose of the Fund is to provide financial resources in the event of a job action, the Fund is to be invested with the objective of preserving the long-term, real purchasing power of assets, while maintaining a significant amount of liquidity.

As a result, 1/3^rd of the Fund will be held in fully insured cash, cash equivalents or certificates of deposit. 

The other 2/3rds of the Fund will be invested in a balanced portfolio of equity, fixed income and cash equivalent securities. The fixed income portion will contain a significant allocation to Minnesota Municipal bonds (up to a maximum of 50% of this portion of the Fund). No less than 15% of the total holdings of this balanced portfolio will be invested in socially responsible instruments and mutual funds. This portion of the Fund seeks to achieve an average annual rate of return (over a period of at least 10 years) of the Consumer Price Index plus 2% to 5%.
 

Cash Portfolio Investment Policy (1/3^rd )

A fundamental difference exists between the management of the cash portfolio and the balanced portfolio. As stated above, 1/3^rd of the Fund will be held in fully insured cash, cash equivalents, certificates of deposit and/or treasury instruments. MAPE’s Business Manager has the authority to work with the Fund Advisor in determining the appropriate ongoing allocation of cash, cash equivalents and certificates of deposit based on Fund needs and market conditions. Within 5 days of any changes the Business Manager will notify the Investment Review Board (IRB).
 

Balanced Portfolio Investment Policies (2/3^rds )

Asset Allocation Policy:

• The IRB recognizes that the strategic allocation of Portfolio assets across broadly defined financial asset categories with varying degrees of risk, return, and return correlation will be the most significant determinant of long-term investment returns and Portfolio asset value stability.
• The IRB expects that actual returns and return volatility may vary from expectations and return objectives for periods of time that can range from one to three years. While the IRB wishes to retain flexibility with respect to making periodic changes to the Portfolio’s asset allocation, it expects to do so only in the event of material changes to the Fund, to the assumptions underlying Fund spending policies, and/or to the capital markets and assets in which the Portfolio invests.
• Fund assets in the balanced portfolio will be comprised of two major components: an equity portion and a fixed income portion. The expected role of the equity investments will be to maximize long-term real growth of Portfolio assets, while the role of fixed income investments will be to provide for more stable periodic returns, and provide some protection against a prolonged decline in the market value of the equity investments.
• Outlined below are the long-term strategic asset allocation guidelines of the balanced portfolio (excluding the cash portfolio), determined by the IRB to be the most appropriate, given the Fund’s long-term objectives and short-term constraints.

Asset Class	Target Allocation
US Equities	30%
Non-US Equities	20%
Fixed Income / MN Muni’s	50%

Diversification Policy:

Diversification across and within asset classes is the primary means by which the IRB expects the Portfolio to avoid undue risk of large losses over long periods of time. To protect the Portfolio against unfavorable outcomes within an asset class due to the assumption of large risks, the IRB will take reasonable precautions to avoid excessive investment concentrations. Specifically, the following guidelines will be in place:

• With the exception of cash or fixed income investments explicitly guaranteed by the U.S. government, no single investment security shall represent more than 5% of total Portfolio assets.
• With the exception of passively managed investment vehicles seeking to match the returns of a broadly diversified market index, no single investment pool or mutual fund shall comprise more than 20% of total Portfolio assets.
• With respect to fixed income investments, for individual bonds, the minimum credit quality of these investments shall be rated A or higher on a major U.S. exchange.

Permissible Asset Classes:

• Cash and Cash Equivalents, including U.S. Treasury Bills
• Fixed Income – Domestic Bonds
• Fixed Income – Non-U.S. Bonds
• Equities – U.S.
• Equities – Non-U.S.
• Equities – Emerging Markets
• Equities – REITs
   

Permissible Security Types:

• Mutual Funds
• Individual Stocks – Publicly traded on New York, American or NASDAQ Stock Exchanges
• Individual Bonds – Rated A or higher and traded on a major U.S. exchange
• Closed End Funds
• Deferred Annuities – Issued by an insurance company with a Best rating of A- or higher

Prohibited Asset Classes:

• Venture Capital
• Purchases of Letter Stock, Private Placements, or Direct Payments
• Puts, Calls, Straddles, or Other Option Strategies
• Direct Purchases of Real Estate

Other Investment Policies:

The Portfolio and its Fund Advisor are prohibited from:

• Purchasing securities on margin or executing short sales.
• Purchasing or selling derivative securities for speculation or leverage.
• Engaging in levered investment strategies that have the potential to amplify or distort the risk of loss beyond a level that is reasonably expected, given the objectives of the Portfolio.

Rebalancing Policy:

It is expected that the Portfolio’s actual asset allocation will vary from its target allocation as a result of the varying periodic returns earned on its investments in different asset classes. The Portfolio will be rebalanced to its target normal asset allocation under the following procedure:

• The Fund Advisor will review the Portfolio quarterly to determine the deviation from target weightings. During the quarterly review, the following parameters will be applied:
  • If the actual weighting differs from the target weighting by +/- 5 percentage points from its target weighting, unless due to a strategist recommendation, the Fund Advisors shall rebalance the portfolio back to the recommended weighting within 10 days of the quarterly meeting.
  • The Fund Advisor will notify the IRB seven business days before rebalancing occurs. If so directed, the Fund Advisor will not perform or authorize the rebalancing.

Monitoring Portfolio Investments and Performance:

The IRB will monitor the Portfolio’s investment performance against the Portfolio’s stated investment objectives.

The Fund Advisor will meet with the IRB at least once per year and will provide the IRB with a quarterly report that lists all of the assets held by the Portfolio, the values for each asset and all transactions affecting the assets, including additions and withdrawals.

In addition, the Fund Advisor will provide the following quarterly management reports:

• Portfolio performance results over the last quarter, year, three years and five years.
• Performance results of each individual manager for the same periods.
• Performance results of comparative benchmarks for the same periods.
• End of quarter status regarding asset allocation – current vs. policy.
• Any recommendations for changes.

The balanced portfolio’s (excluding cash and cash equivalents) composite investment performance (net of fees) will be judged against a composite benchmark consisting of the following unmanaged market indexes weighted according to the expected target asset allocations stipulated by the Portfolio’s investment guidelines:

• 55% Vanguard Total Stock Market Index Fund (VTSMX)
• 30% Vanguard Total International Stock Index Fund (VGTSX)
• 15% Vanguard Total Bond Market Index Fund (VBMFX)

In keeping with the Portfolio’s overall long-term financial objective, the IRB will evaluate the Portfolio and the Fund Advisor over a suitably long-term investment horizon, at a minimum, on a rolling five-year basis.
 

Purchasing

Original Policy Approval Date: 4/20/2001

Board of Directors Revision Dates: 5/6/2010, 1/18/2013, 2/17/2017, 2/15/2019

Summary: Guideline for authorization of funds.

Policy:

	Assets/Contract Services	Operating Supplies
Statewide President, Treasurer, Executive Director, Business Manager	Up to $ 10,000	Up to $5,000
Board of Directors' Finance Workgroup	Up to $20,000	From $5,000 and up
Statewide Committees	No authority	Up to $5,000, within committee budget

1. Three bids will be obtained when possible for purchases exceeding $10,000.00 for a year of services, equipment or supplies: The Board of Directors' Finance Workgroup will recommend a bid to the Board of Directors for approval. For reoccurring expenditures over $10,000 (i.e. printing, office supplies, service contracts etc.) contracts will be reviewed every third (3^rd) year or as directed by the Board of Directors' Finance Workgroup.
2. Purchases in excess of the limits above require Board of Directors’ approval.
3. All contracts must be signed by the Executive Director or Business Manager.
4. In cases of emergency:

The Executive Committee is authorized to spend up to $25,000 for emergency situations as defined. All such expenditures will be reflected on a MAPE income/expense statement. This statement will be presented to the next scheduled meeting of the Board of Directors' Finance Workgroup and the Board of Directors for review. The Board of Directors must be convened to authorize emergency moneys over the initial $25,000. The same procedures for accounting will be followed.

For the purposes of this policy, emergency situations include, but are not limited to, the following:

• Maintenance of essential daily operations.
• Commitment, renting, or replacing temporary locations that are necessary due to fire, storm, floods, electrical and utility disasters, or other unforeseen circumstances that prevent normal MAPE activities.

 

Asset Disposal

Original Policy Approval Date: 10/18/2002
Board of Directors Revision Date: 5/06/2010, 7/20/2012

Summary: Guideline for liquidation/disposal of assets.

Related Information:

Policy:

1. Business Manager will propose assets to be liquidated.

2. Assets of less than $1,000 fair market value shall be liquidated/disposed of by the Business Manager in an appropriate manner.

3. Any asset with a fair market value of $1,000 or more shall be sold by sealed bid. The bidding process shall be supervised by the Executive Director. Advertising of the sale items will include the date, time and location for inspection, the bidding procedure, the closing date and the minimum acceptable bid.

4. Bids must be submitted to the MAPE office (to the attention of the Treasurer), must be clearly marked as bids and must state the asset the bid is for. Bids must be received on or before the closing date to be valid.

5. Assets will be sold to the highest bidder at or over the minimum acceptable bid. A random drawing will be used to break any ties.

6. The Treasurer will notify the successful bidder.

7. Successful bidders pay for the asset within the time specified in the bidding.

 

Donations

Original Date of Policy: 8/8/2008
Board of Directors Revision Date: 5/6/2010, 8/17/2012, 7/19/2024
Delegate Assembly Revision Date: 10/1/2010

Summary: Guideline for donations and acknowledgement of life events.

Related Information:

Policy:

For MAPE Members and Staff	How Handled:
Recognition of significant member life events such as birth/adoptions, wedding, retirement, leaving MAPE position, illness or hospitalization, death (including of spouse/partner, child, parent, or close family member).	Greeting card, floral arrangement, gift basket, gift card to a local merchant, memorial, plaque not to exceed $125.00.

For Others	How Handled:
Labor Causes (MAPE & General)	Board of Directors if $1,000 or more;
Natural Disasters and Emergencies	MAPE Executive Committee if less than $1,000.
Support Labor Lawsuits*	Board of Directors or MAPE Executive Committee.
Charitable	Neither the Board of Directors nor the MAPE Executive Committee will make charitable donations.
Religious	No Involvement. This supersedes all other policies.

*Locals may contribute to support labor lawsuits only if such contributions are approved by the Board of Directors or the MAPE Executive Committee.

All donation requests to the Board of Directors must be submitted a minimum of 10 days prior to the Board of Directors meeting.

 

Credit Card

Original Date of Policy: 4/20/2001
Board of Directors Revision Date: 5/06/2010, 4/19/2013

Summary: Guideline for use of MAPE credit card account

Related Information:

Policy:

The MAPE credit card account may be used for MAPE Central expenses such as subscriptions, training, conferences, equipment/furniture, office supplies or other expenses approved with a purchase order form. The credit card account may also be used by the Executive Director, Statewide President, Statewide Treasurer or Business Manager for business meals, travel or lodging expenses.

Credit cards may be issued to the Executive Director, Statewide President, Statewide Treasurer, and/or Business Manager.

 

Petty Cash

Original Policy Approval Date: 4/20/2001
Board of Directors Revision Date: 5/6/2010, 2/15/2013

Summary: Guideline for petty cash.

Related Information:

Policy:

• The petty cash fund shall have no more than $1,000.
   

• Disbursements from petty cash should be signed by the person receiving the funds and also by the person distributing the funds. There must be two people involved in this transaction.
   

• Appropriate expenditures are those that are reasonable and legal in accordance with MAPE Reimbursement Policy.
   

• When disbursing funds from the petty cash fund, the financial specialist must assure that a vendor receipt or a cash disbursement record is present to support each transaction.
   

• When replenishing the petty cash fund, the financial specialist must present a vendor receipt or a cash fund disbursement record to support each transaction.
   

• It is recommended that all local meeting expense advances have five (5) days advance notice for disbursement of petty cash. Substantiating receipts and membership lists must be returned to MAPE Central within five (5) business days of receipt of monies. Return of documentation may be by U.S. mail, fax or in person.

 

Billing Procedure

Original Policy Approval Date: 4/20/2001
Board of Directors Revision Dates: 5/06/2010, 4/19/2013

Summary: Guideline for providing goods and services.

Related Information:
Policy:

Before MAPE provides any goods or services to another entity, a written order or contract must be created. The order/contract must specify the goods or services being requested and a desired time frame.

• The order or contract will be routed to the President, Executive Director or the Business Manager for signature, date and approval/denial decision.
• In the case of a denial of the order/contract, the financial specialist will inform the requesting entity of the decision in writing.
• For approved orders/contracts, the President, Executive Director or Business Manager will direct the work to fill the order/contract, with ongoing records of time spent and materials used in filling the order/contract maintained by the Business Manager.
• After the order/contract is filled, the Business Manager will provide the financial specialist with the original order/contract, which includes the date the order/contract was completed. Also attached will be sufficient information to allow the financial specialist to prepare a billing. The billing must reference the written order or contract. When materials have been produced or mailed, a summary must be attached.
• The financial specialist will prepare the billing and post the billing to the accounts receivable ledger. The billing must be mailed within thirty (30) days of the receipt of goods/services. A file of all billings will be maintained by the financial specialist.
• When payment is received, it will be posted to the accounts receivable journal and the financial specialist’s copy of the bill will be marked paid. The financial specialist will deposit the funds received.

 

Funds

Original Policy Approval Date: 4/20/2001

Delegate Assembly Revision Dates: 9/20-21/2013, 9/23-24/2016

Board of Directors Revision Dates: 5/06/2010, 6/21/2013, 4/18/2014, 5/16/2014, 6/19/2014, 6/19/2015, 5/19/2017, 2/15/2019

Summary: Definition of fund categories.

Policy:

• Operations Continuity Fund: Disbursements from this fund are to cover MAPE operating expenses during a labor action and is funded with 1 percent of dues income.
• Capital Improvement Fund: Expenditures from this fund are for capital improvements such as furniture and computer equipment and is funded with 1 percent of dues income plus depreciation transfers.
• Negotiations Team Fund: Expenditures will be for negotiation expenses consistent with the MAPE Reimbursement Policy. This is funded at the monthly pro rata share of the negotiations budget. If negotiation expenses exceed this fund balance, a transfer must be made from the undesignated reserve.
• Undesignated Reserve Fund: This will be funded with unused income.
• Local/Regional Fund: This is funded by local dues collected, less expenses, to provide for local activities. Locals will be funded each pay period based on collected dues at a rate of $1.25 per member.
• Local Supplementals: Locals with 200 or less MAPE represented employees shall have funds replenished monthly with $1000 if their balance falls below $1000. Money will be used for operations of the Local in providing services to their members. A budget supplement may also be obtained by any local through a request to and approval by the Board of Directors' Finance Workgroup and the Board of Directors.
• Crisis Fund: Disbursements from the Crisis Fund will be for MAPE job actions or needs arising from a full or partial government shutdown and are available to all members of the bargaining unit, including all employees represented by MAPE, based upon the guidelines developed by the Board of Directors. It is funded with 4 percent of dues income.
• Delegate Assembly Fund: Expenditures will be for Delegate Assembly expenses consistent with the MAPE Reimbursement Policy. This is funded at the monthly pro rata share of the Delegate Assembly budget. If Delegate Assembly expenses exceed this fund balance, a transfer must be made from the undesignated reserve.
• Future Years Operations: Funded by accumulation of undesignated reserve and based on current knowledge of future business needs. This fund serves as a reserve account to reduce the need for future dues increases.
• Educational/Independent Expenditure Political Fund: Expenditures will be for non-candidate specific political actions based on the priorities of MAPE and political climate regarding legislative/contractual issues. This is funded at the monthly pro rata share of the yearly budget.

 

Room Rental

Board of Directors Revision Date: 5/6/2010, 7/19/2013

Summary: Policy for renting meeting rooms at the MAPE office.

Related Information: Billing Procedures Policy:

The MAPE Board Room is available 9am-4pm Monday through Friday on a rental basis, when not in use for MAPE activities. Rates are as follows:

• $25 per hour or $120 per day for MAPE members and other unions.

• $30 per hour or $150 per day for others. This fee may be waived upon mutual agreement of the MAPE Statewide President and Treasurer with appeal to the Executive Committee and/or Board of Directors.

 

Local Budgets

Original Policy Approval Date: 6/20/2003

Board of Directors Revision Date: 5/6/2010, 6/21/2013, 5/16/2014, 6/19/2014, 2/15/2019

Summary: Guidelines for local budgets and allocations.

Policy:

1. Local budget
   Locals will prepare an annual budget and submit their budget to the Board of Directors' Finance Workgroup by January 1st of each year.Establishing a local budget and approval by membership allows local officers to spend funds throughout the year within their budget. 
   
   Locals that do not submit a budget in a timely manner may be subject to losing access to their local funds until an approved budget is in place.
    
2. Budget supplement
   Locals with 200 or less MAPE represented employees shall have funds replenished monthly with $1,000 if their balance falls below $1,000. Money will be used for operations of the Local in providing services to their members.  A budget supplement may be obtained by any local through a request to and approval by the Board of Directors' Finance Workgroup and the Board of Directors.
    
3. Training and local/regional election costs
   Costs associated with local elections (including special elections) will be covered by MAPE Central.
   
   Training costs for lost time, mileage, meals, lodging and any other expenses will be covered by the MAPE Central training budget for statewide training initiatives. This also applies to locally initiated basic steward training of five or more members at one location. This does not prevent a local from funding additional training for their officers or members.
    
4. Financial ramifications of members changing locals
   When buildings are closed or when 15 or more members are moved between locals, the director(s) of the affected region(s) shall meet with the leadership of the locals that are involved and mediate a solution. If all attempts at resolution are exhausted, the issue shall be presented to the Board of Directors' Finance Workgroup for resolution, with final approval by the Board of Directors.

 

Local Checkbook

Original Policy Approval Date: 8/8/2008

Board of Directors Revision Dates: 5/6/2010, 1/18/2013, 11/21/2014, 5/19/2017, 2/15/2019

Summary: Financial guidelines for locals with checkbooks.

Related Information:  Local Treasurer’s Manual, MAPE Local Audit Committee Report.

Policy:

1. Locals may not issue payment for lost time or any other items (such as mileage for ride sharing or an individual’s meal reimbursement if no overnight stay occurs) requiring tax withholding. These must be sent to MAPE Central, Attn: financial specialist for reimbursement.
2. An Affinity Plus Membership Form is to be completed by the local treasurer. Signature cards are required from each authorized signer. Complete and return form and cards to MAPE Central, Attn: financial specialist for submission to the bank. Authorized signers can be the regional director, local president, local vice president, local secretary, local membership secretary and local treasurer. A local is required to obtain three authorized signers on the account. A local unable to acquire three authorized signers will not be allowed to have a local checkbook and all expenditures will have to be processed through MAPE Central. Any change in officers requires an update in signature authorization; the local treasurer should keep a list of authorized signers.
3. Locals may request up to two debit cards per account for authorized signers. Debit cards must not be used for cash withdrawals.
4. Reconcile check register to bank statement monthly.
5. The local must submit the checkbook replenishment form and all supporting documentation (receipts, attendance sheets, etc.) to MAPE Central, Attn: financial specialist in order to receive replenishment to the local checking account. All transactions must be recorded on the local checkbook replenishment form(s). Replenishment (s) shall be done monthly.
6. Local checkbooks may have a balance limit up to $5,000. Locals with a limit of less than $5,000 who are seeking an increase must submit to MAPE Central, Attn: financial specialist minutes from a local membership or executive team meeting with the passed motion indicating the new limit.
7. Bank fees such as overdraft, check printing, and debit card are the responsibility of the local. 
8. Prior to the annual checkbook audit the local treasurer will provide the following to the Local Audit Committee:
    
   • Completed Expense Reconciliation Form
   • Annual budget
   • Expense forms and receipts
   • Bank statements
   • MAPE Reimbursement, Donations, and Local Checkbook Policies
   • Local Audit Committee Report
      
9. Local Audit Committee shall consist of at least three members who are not local or regional officers. The committee members shall be in good standing and appointed by motion by the local, multiple locals may use the same audit committee. The committee shall review the local financial records as needed, at least annually. A report covering the period of January 1 to December 31 of the prior calendar year must be submitted by March 15^th of each year to the Board of Directors' Finance Workgroup after being presented to the local membership and will consist of the following:

• Review expense forms for appropriate expenditures and signatures
• Review expenditures in accordance with the local’s budget as submitted
• Review that no checks are written payable to CASH
• Review that the checking account reconciles to the local’s maximum account balance
• Review that expenses are within the guidelines of the policies of MAPE

10. If the local does not submit a completed Audit Committee Report to MAPE by March 31, the Board of Directors' Finance Workgroup shall serve as the audit committee and will audit the local’s financial records. The local will be billed by MAPE Central for all expenses incurred by the Board of Directors' Finance Workgroup members to perform the review.
11. Failure to comply with the above checkbook policy and the MAPE Local Reimbursement Policy shall result in revocation of checkbook privileges.

 

Local Advertisement Approvals and Contributions

Board of Directors Revision Date: 2/19/2010, 6/21/2013
Delegate Assembly Revision Date: 11/20/2009

Summary: Guidelines for the approval process for advertisement campaigns funded by local funds and individual contributions and how those contributions to those media campaigns will be used.

Related Information: On July 17, 2009, the MAPE Board approved the creation of a dedicated MAPE budget line item to provide locals a viable avenue and the opportunity to contribute local funds specifically designated for print and radio advertising that promotes MAPE represented employees as part of MAPE’s ongoing communications.

Policy: It is the policy of MAPE to support the local-funded presentation of positive media messages that highlight the services our members provide.
All advertisement campaign proposals and advertisements shall be sent to the Board of Directors:

• Review proposals from members for external communications targeting various public media outlets.
• Evaluate proposals with consideration to their feasibility given the constraints in the budget or established criteria.
• Make recommendations for approval by the Board of Directors on proposed media campaigns.
• Approve advertisements and/or make recommendations to the proposing members for alternative ways to advertise. The criteria for advertising:
• Compliant with MAPE Governing Documents.
• Focused on services provided to the public by MAPE members.
• Non-partisan in nature.
• Positive messages consistent with MAPE’s overall message.
• All ads should have MAPE or Minnesota Association of Professional Employees mentioned in the advertisement.

The Board Communications Work Group will meet as needed to discuss and recommend to the MAPE Board of Directors advertisements that have been suggested and prioritize the placement of ads. The Board Communications Work Group will continue to report to the Board actions taken, as other Board committees are required to do. Any expenses of the Board Communications Work Group members shall come out of the Board of Directors budget.

Locals can designate funds to specific approved advertisements, advertising campaigns, or to the general local external advertising budget. Members are also allowed to individually contribute.

 

Crisis Fund/Job Action

Original Policy Approval Date: 6/24/2005

Board of Directors Revision Dates: 5/06/2010, 4/19/2013, 11/21/2014, 2/15/2019

Summary: Policy for job action and crisis fund distributions.

Policy:

Established and funded by Delegate Assembly action.  A job action or crisis could be defined as a strike, shutdown or an extreme legislative attack.

Crisis Fund balance:

1. Local Support - A portion of the Crisis Fund will be set aside as a reserve earmarked for local job action use only (see policy C, below).
    
2. Statewide Action/Crisis Expenses:

• Strike pay (at minimum wage and limited to 40 hours per week)
• Public relations/communications (targeted)
  • To members
  • To media/legislators/public
• Materials
  • Printing
  • Phone banks
  • “Sticks”
• Member Support
  • Food
  • Transportation

3. Expenditure Priorities

Priority	Expense	Description
1	Communication	This would include tele-town hall meetings and paid media
2	Printed Materials	Signs and materials for picket lines
3	Local Support	Meeting space, food, beverages for those on the picket line
4	Health Care	Assist in paying health care premiums for represented employees that participate in the picket line
5	Strike Pay	Minimum wage for represented employees for hours spent on the picket line
6	Hardship Fund	Establish a hardship fund to assist members in paying their bills during a job action

Policy definitions:

1. Reserve Fund order of dissolution: In the event of a major job action, the dissolution and use of Reserve Funds shall be, in order:

• a) Crisis Fund
• b) Undesignated Reserve
• c) Building Line of Credit
• d) Capital Improvement Fund
• e) Future Years Operations Fund

The Operations Continuity Fund is reserved for the use of MAPE in continuity of business.

2. Strike pay: Shall be paid to bargaining unit members, including all employees represented by MAPE, at the federal minimum wage rate for reimbursements based on time or in-kind services to MAPE during a major job action totaling more than 20 hours per pay period. To be eligible, the bargaining unit member, including all employees represented by MAPE, must honor the job action from beginning to end and perform a service to MAPE.
    
3. Local job action funds: An initial proposed amount of $850 is to be set aside for each local with a balance less than $15,000, as an emergency reserve not to be included in the local’s annual budget. These funds shall be used in the event of a job action as an infusion of needed capital at the local level for use by the local job action committee in support of a MAPE job action. To support job actions on the local level, a portion of the total balance of the Crisis Fund will be earmarked toward that end.
    
4. Authorization: Once the Board of Directors approves the use of the Crisis Fund the decision of dispersal of funds for job action purposes ultimately resides in the Executive Committee. Advice from the Statewide Job Action Committee, the Board of Directors, the Board of Directors' Finance Workgroup, and the staff should be sought and considered.

 

Hardship Loan/Grant

Original Policy Approval Date: 5/6/2010

Board of Directors Revision Dates:  06/21/2013, 2/15/2019

Summary: Procedures to disseminate hardship loans or grants.

Policy:

1. In the event of a strike or a full or partial shutdown of state government MAPE will, through its President, Treasurer, or Executive Director, secure arrangements for hardship loans which may be required by its members to meet their financial commitments for the duration of the strike or state government shutdown.
    
2. All such loan decisions shall rest with the lending policies of the financial institution selected.
    
3. In the event that a member does not qualify for a hardship loan under the guidelines of the selected financial institution, the member may apply for a hardship grant, which may also be administered by the same selected financial institution with oversight from the MAPE Hardship Loan and Grant Committee.
    
4. The Hardship Loan and Grant Committee shall be composed of the MAPE Statewide Vice President, the MAPE Statewide Treasurer, and the MAPE Statewide Secretary.
5. In working with the selected financial institution, the Hardship Loan and Grant Committee will define “hardship” and establish criteria for the financial institution to use to ensure consistency of determinations as well as auditable loan and grant program documentation while maintaining the confidentiality of those making application or receiving hardship loans or grants.
6. Funds for the Hardship Loan and Grant Program will be from:

• Donations to MAPE Central for strike assistance.
• Donations of hours of strike pay.
• Donations from outside organizations or individuals.
• Specific appropriations approved by the MAPE Executive Committee from the MAPE Crisis Fund.

7. Any member meeting the following criteria is eligible for hardship grants:

• Must be supporting or participating in job action activities.
• Must have applied for and been denied a hardship loan by the selected lending financial institution administering the Hardship Loan and Grant Program.
• Must take advantage of financial planning services (if offered free of charge by the selected financial institution administering the Hardship Loan and Grant Program).

8. Denial of a hardship grant and all limitations, inclusive of the following limitations on the Hardship Loan and Grant Program, can be appealed to the Hardship Loan and Grant Committee:

• No funds will be disbursed until at least two weeks (or a full pay period) after the start of the strike or state shutdown.
• A hardship loan or grant will not exceed the member’s normal net biweekly compensation.
• Disbursement of hardship loans and grants will be made payable only to creditors, not to the members.

9.  If a strike or state shutdown continues beyond two weeks, members may apply again for a hardship loan or grant every two weeks by meeting the above requirements.
10. If the need or circumstances for the hardship loan or grant are deemed critical by the Hardship Loan and Grant Committee, the committee may, by majority vote, waive program limitations.
11. The Hardship Loan and Grant Committee shall be responsible for publicizing information on the Hardship Loan and Grant Program to the local leadership and the membership in general prior to a job action.

 

Local Member Assistance Fund

Board of Directors Revision Date: 6/18/2010, 7/19/2013, 2/20/2015

Summary: Policy for MAPE Locals to establish a Local Member Assistance Fund (LMAF).

Policy:

Establishment and Operation

1. Locals may establish hardship funds for qualified recipients.
   1. The local executive committee will be responsible for the establishment of the LMAF and policy/procedures.
   2. The LMAF will operate in a manner similar to MAPE’s current Donations Policy. -- MAPE Locals may utilize local funds and seek area donations, including donations from other MAPE locals, to capitalize their LMAF.
   3. MAPE locals may utilize area financial institutions.
   4. Disbursement of funds is limited to the approved local budget line item.
2. Qualified recipients:
   1. A MAPE member and or spouse, domestic partner, dependent child, who has been financially impacted due to a recent major personal/family catastrophe or medical condition.
3. Eligible requests:
   1. Each qualified recipient is eligible to receive grants not to exceed a total of one thousand dollars ($1,000) of LMAF assistance during a 12-month period.
4. Marketing:
   1. MAPE locals are encouraged to market their LMAF by using the MAPE name, logo and website and by using cost effective web-based social marketing and networking technologies.
5. Accountability:
   1. The local executive committee operates and oversees the LMAF and considers each application request. Requests and decisions are subject to review and audit by the MAPE Executive Committee.
6. Policy justification:
   1. The purpose of this policy is to provide clarity for local member assistance.
   2. The MAPE Central Office does not sanction or endorse any charity or fundraising event.

 

Local Recruitment Reimbursement

Board of Directors Revision Date: 2/17/2012, 5/16/2014, 2/20/2015

Summary: Local Recruitment Reimbursement

Related Information:
2010 MAPE Delegate Assembly (DA) Resolution “MAPE Membership 2010”
2009 MAPE DA Resolution “MAPE Establish a Goal of 80% Membership”

Policy:

1. Locals may receive up to 240 hours lost time and mileage per year for activities to increase membership percentage.
    
2. The MAPE Membership Committee budget will include a line item for reimbursement of members’ lost time, and expenses spent on activities to increase the percentage of MAPE members.  The reimbursable recruiting activity may be for the benefit of the member’s local or another local, but must be approved by two of the benefitting local’s officers, one of which must be the President.
    
3. Appropriate activities may include, but are not limited to:
   1. Contacting fee payers to encourage them to become members.
   2. Providing training/mentoring to current or potential recruiters.
   3. Receiving recruiting training/mentoring. 
       
4. Reimbursable expenses will be recorded on MAPE’s standard expense forms, charged to the Membership Committee. Food reimbursement amounts will be allowed per MAPE contract language in Article 18 section 5 sub. D Meal Allowance. MAPE merchandise up to $20.00 is allowed per fee payer.
    
5. Once planned, the locals are encouraged to contact the Membership Committee Chair with the planned activity dates. When possible, assistance from the Membership Committee will be made available to the local.

Upon completion of the recruitment activity, the local will share a summary report with the Membership Committee on what did or did not work.

 

Stipend and Recognition Policy

Original Date of Policy: 3/21/2014

Board of Directors Revision Dates: 11/21/2014, 2/17/2017, 5/19/2023, 9/20/2024

Summary: This policy outlines what is allowable in regards to stipends and recognition for MAPE members.

Policy:

Stipends

Only local officers are allowed to receive a stipend to account for the use of personal time and incidentals that come with the position of being a local officer. No other position, Regional Director, Chief Steward, Stewards, Negotiations Representatives, or Delegates (alternates) are allowed a stipend.

Each local officer may receive a stipend equivalent of up to $480 maximum per calendar year (such as 2 hours at $20 per hour per month) to offset incidental expenses. Stipends must be processed as payroll and need to be determined using a number of hours and rate of pay. Stipends are considered taxable income and are subject to withholding taxes.

Each local has the authority by vote of their membership to determine the amount of the stipend their local officers may receive. Meeting minutes must be sent to the MAPE Financial Specialist and Statewide Treasurer prior to claiming stipends.

Stipends shall be paid out on a yearly or 6 month timeline as decided by the local officer team. Stipends shall be prorated for time served as a local officer. Stipends will be claimed using the Local Officer Stipend form and submitted to MAPE’s Financial Specialist.

Recognitions
Recognition for members is allowed. Recognitions are intended to reward members for specific actions (e.g. service award or drawing for local meeting attendance). Recognition should not be cash or cash equivalent such as VISA cash cards. Examples of allowable recognition would be MAPE apparel/items, retailer gift card (gas, restaurant, grocery, etc.), not to exceed $100/6 months or a group meal. General distribution of local funds to members is not permitted.

 

Organizing and Political Grant and Procedures Fund

Delegate Assemble Revision Date:

Board of Directors Revision Date: 8/17/2018

Summary:

Related Information:

Policy:

MAPE has two funds from which committees, subcommittees, ad hoc committees, locals, regions, members and/or staff can request funding. Funds will be dispersed on a quarterly basis. They are a Political Fund and an Organizing Fund. The amount available will be decided by yearly budget passed at Delegate Assembly.

The Political Fund shall be used to further MAPE and state employee causes and interests in the political arena. Approved Legislative Priorities shall be used as a guide for allocating funds, as well as emerging needs and issues that present themselves. This fund cannot be used to give money to candidates directly.

The Organizing Fund shall be used to build power, increase membership, develop leaders, and for campaigns to better employment conditions and the contract. The fund should be used to generate action and get results, not just to raise awareness.

Confidentiality and Recusal

It is imperative that all members of abovementioned subcommittees, and decision making bodies keep the status and outcomes of application submissions and review confidential until, decisions have been made and grantees are notified.

Recusal: If a member of abovementioned subcommittee is part of a grant or member of the local submitting, it is important that member recuses itself from the review of the particular application. This avoids a potential “conflict of interest” and keeps the review process in tact.

• The Board of Directors will decide on the distribution of the funds based on applications from requesting groups/persons. The President will appoint 2 members to a Political Fund subcommittee and 2 members to an Organizing Fund subcommittee. The board will appoint up 3 board members to each subcommittee.
• The subcommittees will review all applications for funds received by established due date for each quarter.
• The subcommittees will make recommendations to the Board of Directors each quarter.
• Once approved by the Board of Directors, funds will be available to the grantee. Those funds must only be spent on the stated reasons provided in the application during the time period indicated on the application. Any unused funds will be returned to the fund from which it was granted.

Application due dates and review dates are as follows:

Application due date Reviewed at this Board of Directors meeting Funding will be available starting June 15, 2018 July 2018 The day after the meeting September 15, 2018 October 2018 The day after the meeting November 15, 2018 December, 2018 January 1, 2019 February 15, 2019 March, 2019 April 1, 2019 May 15, 2019 June, 2019 July 1, 2019 August 15, 2019 September, 2019 October 1, 2019

This table expires October 2, 2019. Applications will be due on the 15th of the month prior to the quarterly board meetings in March, June, October & December. Funding will be made available on the first day of the month following board meeting approval.

If circumstances arise where a person or group needs funds before the next application cycle outlined above, they may request funds using an expedited process. This process can be used if the following conditions are met:

1. The request is due to unforeseen circumstances. No reasonable person would have been able to predict the funds would be needed during the last quarterly application cycle.
2. The request is time limited. Funds should only be provided for short term needs. If the need extends beyond the current quarter, only funds should be requested for what is needed until the next application cycle.
3. The request $10,000 or less. The Executive Committee, by recommendation of the subcommittee chairs and without approval of the full board may only approve funding of less than this amount by electronic means. If these conditions are met, the person or group requesting funds can put in an expedited application. They are to fill out the same application as for all other requests but mark it “expedited” when submitting it. The Executive Committee will review and approve, amend or deny the request within 10 days using the same criteria as for other proposals, but also ensuring the above conditions are met.

Decisions on awarding funds will be based on the priorities of MAPE and criteria determined by the Board of Directors.

1. Scoring matrices, a grant plan and budget template will be used in evaluating each proposal. The scoring matrices may be different for the two different funds.
2. Scoring matrices, grant plan & budget template will be developed by the subcommittees and approved by the board.
3. Grant request materials and scoring matrices will be available to all potential requesters ahead of the applications being due for each quarter.
4. The subcommittees will use the matrices and grant materials as a tool for evaluating each proposal, but they are just a tool to help determine which will be funded and not the only items to be considered when deciding how to allocate funds.
5. The subcommittees will recommend funding proposals, reduced funding of proposals or not funding proposals. The Board of Directors will vote on the subcommittees recommendations.

To apply for funds, applicants will need to submit an application and supporting documents indicating which fund they are requesting from.

1. Applications will be submitted via email to: grants@mape.org.
2. Application forms will be available for each fund along with guidelines as to what should be included as supporting documentation and the scoring matrices that have been approved.
3. Applications must include an application, draft budget and grant plan indicating how much money is requested, how the money will be spent, and specific and measurable goals that will be met with the funds.
4. Applicants can come each quarter for funds. Approval or denial from one quarter does not ensure approval or denial in a subsequent quarter.

Applicants that are denied funding or approved for funding less than requested, may appeal.

1. Appeals should be sent in writing to the grants@mape.org email box
2. Applicants appealing funding decisions will be allowed to present at to the Statewide President and subcommittee chairs. This three-person panel will provide a recommendation to the Board of Directors at the next board meeting.
3. The Board of Directors will make a final decision. The subcommittee chairs will notify the applicant of their decision. Grantees are responsible to report back to the Board on how funds spent and how their goals were met.
4. Grant status reports are due by noon on the second Friday of the month. Grantees shall submit their reports to: grants@mape.org. MAPE staff will provide the subcommittees with the monthly status reports via email.
5. Grantees will work with the grant subcommittee to obtain budget status. The grant budget status is contained in the MAPE financial report.
6. The grant status report must include specifically how the money was spent and evaluation of the goals that were stated in the application.
7. Failure to submit a timely report will exclude a grantee from submitting a subsequent application. If circumstances exist where a report cannot be submitted, a future applicant can appeal to the board to waive the report requirement. The board will vote on the appeal.

 

Scholarship Policy

Revised: May 2022

Summary: Defines the criteria and the awarding process for MAPE scholarships.

Policy: Professional employees need ongoing training to maintain their competency, enhance their professional development, and fulfill their continuing education requirements.  Training opportunities are rapidly shrinking in the public sector, making it increasingly difficult for professional employees to get their training needs met. Four scholarships are offered to members, and one to spouses and dependents of MAPE members:  

• General Scholarship
  • For individual MAPE members
  • For degree or non-degree seeking continuing education
  • The award must be used within 18 months
  • Available funds dependent on resolution passed at Delegate Assembly (maximum award of $1,000 per applicant)

• Spouse/ Dependent Scholarship
  • The applicant is the potential recipient of the scholarship and they must be a dependent or spouse of a MAPE member
  • A spouse must be legally married
  • A dependent must be a child under the age of 26
  • For degree or non-degree seeking continuing education
  • The award must be used within 18 months.
  • Available funds dependent on resolution passed at Delegate Assembly (maximum award of $500 per applicant)

• Ralph Cornelia Professional Development Scholarship
  • Ralph Cornelia was a MAPE union activist and an advocate of professional development training from Local 1303. As a Department of Corrections psychologist, Ralph regularly participated in training activities to increase his competency.  For many years, Ralph was the only officer and the only steward for MAPE Local 1303. In keeping with his values, the scholarship provides funding for professional employees to maintain their competency and fulfill their continuing education requirements. For individuals or groups (such as a local; a group of members, associate members; or stewards in a region)
  • For job-related, non-degree seeking continuing education.
  • The award must be used within 18 months
  • Available funds dependent on resolution passed at Delegate Assembly (maximum award of $1,000 per application)

• Thomas Kernan Labor Scholarship. 
  Thomas Kernan was a long-time MAPE union activist at the Department of Labor and Industry (DOLI). He initially assisted in the formation of AFSCME Local 2672, which represented the employees of DOLI, and served as the local's chief steward. When MAPE became the bargaining unit for professional employees, Thomas began serving as the MAPE Representative and Chief Association Representative for DOLI as well as attending numerous Delegate Assemblies. He also completed his law studies and became a member of the Minnesota Bar Association during his career. In honor of his work, the scholarship is dedicated to assisting members who attend labor-related courses.
  • For individual MAPE members
  • For labor-related studies
  • The award must be used within 18 months
  • Available funds dependent on resolution passed at Delegate Assembly (maximum award of $1,000 per applicant)

• Marge Ramsey Scholarship
  • Marge Ramsey was an active MAPE union member from Cambridge, MN, and served on the MAPE Board of Directors for many years. The Marge Ramsey Scholarship assists union women in both leadership and career development. Award determinations will be based on current and former labor activism, professional development goals, and financial need. For individual MAPE members, female only
  • For job-related, non-degree seeking continuing education
  • The award must be used within 18 months
  • Available funds dependent on resolution passed at Delegate Assembly (maximum award of $3,000 per applicant)

Award determinations are based on criteria such as need, current or former MAPE involvement, and professional development goals. The scholarship review committee maintains the ability to add and refine information requested on the application, as well as the scoring criteria used to evaluate applicants. Scoring criteria may include basic criteria beyond eligibility that must be met in order to receive a scholarship. Applicants should specify the particular scholarship(s) for which they would like to be considered.

Although member awards can be as large as $3,000, the number and size of awards depends largely on the number of members applying. The Scholarship Subgroup selects scholarship recipients, and the committee’s decisions are final.

Applications will be accepted beginning June 1 (any received before June 1 will not be considered). All applications must be submitted no later than 5 p.m. CDT on June 30. Applications arriving before or after this time will not be considered.

Applicants will be sent application receipt acknowledgements by email and notice of award or non-award of scholarships by email. Scholarship winners will be formally announced at the annual Delegate Assembly in the fall. Attendance at the Delegate Assembly is not a requirement to receive a scholarship.

The Scholarship Committee in conjunction with MAPE staff will maintain records of applications, scores, and awarded scholarships for at least three years.

ELIGIBILITY

• An applicant must be a member or the spouse or dependent of a member when submitting a scholarship application and, if eligible for membership, remain a member until completing training funded, or partially funded, by the scholarship.
• An applicant may submit a membership application with a scholarship application.
• A member on a leave of absence may use a scholarship.
• For group training funded, or partially funded, by a Ralph Cornelia Scholarship, the recipient must provide an opportunity for non-members who wish to attend the training to become members immediately before the start of training. Non-members will be permitted to attend the training only if they join online in the presence of the recipient or complete a membership application and give it to the scholarship recipient or other member designated to register attendees, who will submit it to the MAPE office.
• Statewide officers and Scholarship Committee members may not submit an application but may attend group training funded or partially funded by a Ralph Cornelia Scholarship.
• A member can receive a maximum award of $6,000 per person in four calendar years.
• A member who does not use an awarded scholarship is not eligible for award for two calendar years.

SPOUSE/DEPENDENT

• The applicant must be a dependent or spouse of a MAPE member.
• A spouse must be legally married.
• A dependent must be a child under the age of 26.
• We may ask for verification of spouse or dependent status.

APPLICATIONS

• Only complete applications will be considered. An application will be considered complete when all the required information has been submitted. It is the sole responsibility of the applicant to ensure completeness.
• Application forms will be found on the MAPE website and a communication will be sent when the application is live.

TO SUBMIT AN APPLICATION

• All application submissions will be done on an electronic, fillable form on the MAPE website. A link to that form will be sent out via e-mail.

COMMITTEE CONSIDERATIONS

• Timeliness. Scholarships will not be awarded for debts incurred prior to June 1 of the application year.
• Completeness and amount of detail in the application.  Applicants should explain exactly what the scholarship will be used for (course name and provider), where, and when and not merely provide a Web address for the institution or company providing the training. An application merely indicating the applicant is likely to look for some training to take if awarded a scholarship will be rejected.
• Degree. Work toward an undergraduate degree will be considered a higher priority than work towards a graduate degree.
• Purpose.
  • Scholarships are awarded for career development or to increase knowledge likely to be useful to a MAPE leader.
  • Scholarships are not awarded for membership or license fees or lost time.
  • Scholarships may be used for a preparatory course for a test for a license or certification.
  • Institution.  An application for training at a public institution will be considered more favorably than for training at a private institution.
• Spouse/Dependent will have a maximum of 20 scholarships awarded in the amount of $500.00 each (funded at $10,000.00). The award must be used within 18 months.

CONDITIONS FOR AWARDED SCHOLARSHIPS

• Before receiving payment, scholarship recipients must provide verification of receipts of actual costs (may include tuition, course materials, travel, and lodging expenses) and acceptance to a training facility. Scholarship money is usually paid out as a reimbursement of actual expense. Only in a rare case (e.g., extreme financial need), may a scholarship be paid in advance. (Applicants may notify the Scholarship Committee of an extreme need by emailing Scholarships@mape.org.)
• To receive reimbursement, recipients must provide a receipt or other proof of the expense. The document(s) must be sent via email to Scholarships@mape.org.
• To receive payment for group training funded, or partially funded, by a Ralph Cornelia Scholarship, the recipient must send a copy of the sign-in sheet to Scholarships@mape.org.
• Scholarship awards must be used within 18 months. Only in extreme cases will the Scholarship Committee consider an extension. (Applicants with an extreme need can email the Scholarship Committee at Scholarships@mape.org to request an extension.)
• Scholarship funds must be used for the purpose identified on the application and no requests for alternative uses will be considered.

Committee Principles             

Original Policy Approval Date: 12/13/99
Board of Directors Revision Date: 5/6/2010

Summary: Committees established by the Board of Directors.

Related Information:

Policy:

The Board may establish committees in addition to the MAPE Bylaws (Article 6, Statewide Standing Committees) to help carry out its responsibilities. Committees should not interfere with the Board’s job and, in particular, never interfere or circumvent the delegation of authority from the Board to the President or the Executive committee.

Committees may not speak or act for the Board, unless formally given such authority for specific and time-limited purposes. The Board will carefully state such committee authority so as not to conflict with authority already delegated to the president or other statewide officer.

Committees are to help the Board do its job, not to help the staff do their jobs. Committees will assist the Board chiefly by preparing policy recommendations, position statements and implications for board deliberation. Committees should not be created to advise the staff.

Committees do not exercise authority over staff. Committees will not impede the constitutional or Board delegated authority of the President or other Statewide Officers.

Arbitration Team Policy

Board of Directors Revision Date: 1/3/1995, 3/24/2006, 10/10/2008, 10/16/2020

Summary: To identify the composition of the MAPE Arbitration Team and the responsibilities of the MAPE Vice President in the Arbitration Team process.

Related Information:

Policy:

1. The Arbitration Team will consist of the Enforcement Business Agents, the MAPE Statewide Vice President and the steward of record.
2. The MAPE Statewide Vice President, as chair of the Employee Rights Committee or its designee, shall serve as a voting member of the Arbitration Team.
3. The MAPE Statewide Vice President should make every effort to appoint the most appropriate steward (steward of record if available or most knowledgeable) to serve as a voting member of the Arbitration Team when grievances or class action grievances of their concern are being considered by the Arbitration Team. If no steward from the grievant’s region is available, a steward from another region may be appointed.
4. As feasible, every arbitration will have at least one steward present. The steward present should be the steward of record if possible.

 

Arbitration Appeal

Delegate Assembly Revision Date: 10/10/2008
Board of Directors Revision Date: 1/3/1995, 6/18/2010, 8/16/2019

Summary: The Arbitration team shall consist of Enforcement Business Agents, Steward(s) of record, and the MAPE Statewide Vice President. This policy shall identify the procedures used during an Employee Rights Committee (ERC) arbitration Appeal Hearing.

Related Information:

Policy:

If a grievance is not resolved through the steps of the grievance process, it ultimately gets moved to MMB (Minnesota Management and Budget). Unless the grievance is settled or the grievant wishes not to arbitrate, the grievance shall go through the following process to determine whether MAPE will arbitrate a case.

1. The Arbitration Team shall vote whether to arbitrate the grievance using a majority vote.

• If approved for arbitration, the grievant is notified and arbitration is scheduled.
• If denied for arbitration, notification shall be sent to the grievant via electronic mail with a read receipt and delivery receipt as to the Arbitration Team’s decision. If the grievant does not have a home email address on file, the letter shall be sent via certified mail.

The grievant may appeal in writing no later than 14 days from the receipt of the notice to the MAPE Statewide Vice President. 

2. If an appeal is made, an appeal hearing will be scheduled to take place within forty-five (45) days of receipt of the appeal request.

3. The MAPE Statewide Vice President shall provide the grievant with written instructions as to how to proceed and the date of their hearing, within 14 days of the receipt of the appeal.

4. Appointed steward(s): The MAPE Statewide Vice President should make every effort to appoint the most appropriate steward (steward of record if available or most knowledgeable) to be paid a maximum of 16 hours lost time and mileage to assist the grievant in preparation and presentation of the appeal. Additional lost time for travel and/or other needs may be requested and is at the discretion of the MAPE Statewide Vice President). If no steward from the grievant’s region is available, a steward from another region may be appointed.

The MAPE Statewide Vice President will inform the grievant that documentary evidence to be referenced at the hearing is available upon request. The Enforcement Business Agent of record will be available to the appellant and assisting steward, for a reasonable amount of time, to answer questions after the Arbitration Team decision and prior to the ERC Appeal Hearing.

One week prior to the hearing, the grievant shall provide to the MAPE Statewide Vice President any additional documentary evidence that they wish to present at the Appeal Hearing one week prior to the hearing via electronic mail or U.S. mail. If by the U.S. mail, it should be sent certified at MAPE’s expense.

Lost time and mileage for the appointed steward is to be paid from the ERC budget.

All the documentary evidence should be page numbered, dated and show authorship.

5. The Appeal Hearing shall include a quorum of seven (7) or more ERC members, along with the grievant, the steward of record assisting the grievant and the Arbitration Team representative (different than the Enforcement Business Agent of record who represented the grievant). The Enforcement Business Agent of record will be available to provide factual information.

6. The MAPE Statewide Vice President shall provide notification of the committee’s recommendation to the Executive Committee and the grievant within seven days of the hearing. In the case of a Class Action Grievance Appeal, the presenting grievants shall receive such notification.

7. The MAPE Statewide Vice President will present the recommendation of the ERC to the Board of Directors at the next scheduled board meeting

ERC Arbitration appeal presentation procedure

1. All written materials are to be distributed at least one hour prior to the appeal hearing for review
2. Arbitration Team representative’s presentation – maximum 15 minutes
3. Grievant’s presentation – maximum 15 minutes
   • When a Class Action Grievance Appeal is being presented, up to three members may present.
4. Questions from the committee
5. Summation by Arbitration Team representative – two minutes
6. Summation by grievant(s) – two minutes
7. Deliberation by committee (executive session)
8. Decision by majority vote

Guidance for decisions on recommendations for or against arbitration:

1. Nature of decision. The ERC’s decision shall be either to recommend upholding a) the decision of the Arbitration Team not to seek arbitration of a grievance that has been denied, or b) to recommend that the decision of the Arbitration Team not be upheld and that the grievance be submitted for arbitration. The ERC shall base its decision on the information gathered during the grievance process and the appeal hearing before the ERC.

2. Record of decision. If the decision of the ERC is to recommend that the Arbitration Team not be upheld, the ERC shall prepare a written explanation supporting its decision to the Executive Committee.

3. Standard for decision. A determination to recommend that the decision of the Arbitration team not be upheld and to recommend that the grievance be submitted for arbitration should be made for cases that have the potential for a significant adverse effect on a member(s) of the bargaining unit, or on the rightful interpretation of one or more contract provisions and the merits of the case based on the evidence provided

4. Insufficient information. If the ERC determines that information necessary for an informed decision is not available at the time of the hearing, and that such information can be reasonably obtained, the ERC may postpone the decision for not more than 30 days. If the decision is postponed, the ERC shall provide a description of the requested information to the Enforcement Business Agent, Steward of record and grievant.

 

Steward Affirmation, Revocation, and Reinstatement Policy

Board of Directors Revision Date: July 2010, October 2020, 3/15/24

Delegate Assembly Revision Date: 9/23-24/2016

Summary: Procedures to affirm MAPE stewards, track changes in steward status, and revocation of steward designation.

Policy:

Steward Affirmation Form:
The Steward Affirmation Form allows for the designation of a MAPE steward after completing basic steward training. Stewards shall make the recommitment of their representational role by signing Affirmation Forms in each region bi-annually.

Affirmation Forms and steward status updates will be sent by the Regional Steward Director to the MAPE office to include change in steward status and steward contact information.

Revocation of Steward Designation:

• All complaints, filed against a steward and relating to a breach of the MAPE Steward Code of Conduct, shall be submitted in writing. Such complaints will be investigated by the MAPE Statewide Vice President, a member of the Judicial Committee (Article 12) and the Regional Steward Director.  If the Regional Steward Director is the subject of the complaint or the person lodging the complaint, the MAPE Statewide Vice President along with the MAPE Statewide President will determine if the charges are founded and if the violation warrants action. Results of findings shall be documented.
  • A statement of charges;
  • A summary of the evidence in support of the charges;
  • A summary of the evidence in refutation of the charges;
  • A finding of facts;
  • A conclusion of proceedings;
  • The assessment of a penalty, if any; or an order setting aside or modifying a previously imposed penalty.
• The named steward shall be notified by the MAPE Statewide Vice President of the complaint in writing.  If the MAPE Statewide Vice President, in consultation with the Regional Steward Director and/or MAPE Statewide President, find no merit to the complaint, it shall be dismissed.
• The MAPE Statewide Vice President will determine if complaints will be resolved informally unless the seriousness of the complaint could lead to removal of the steward’s designation.  An example of an informal resolution includes training.  Individuals are encouraged to informally resolve concerns whenever possible. Possible resolutions may be reached through facilitated discussions, or agreements reached, including but not limited to counseling and mentoring.
• The MAPE  Statewide Vice President, in consultation with the Regional Steward Director, or the MAPE Statewide President, may (if appropriate) suspend the activities of the steward before, during or after the investigation depending on the severity of the charges. The MAPE Statewide Vice President, Regional Steward Director of the affected region and member of the Judiciary Committee must vote on actions to be taken as a result of findings. The MAPE Statewide Vice President will inform the accused steward, in writing, of the suspension and the reason(s). The steward shall be advised they must immediately stop the performance of all steward duties pending the outcome of the investigation. The Regional Steward Director of the affected region will be informed that the steward is not active.
• The MAPE Statewide Vice President will present the results of the investigation to a decision team comprised of three Employee Rights Committee (ERC) members and two ERC alternates appointed by the  MAPE Statewide Vice President. This decision team will vote on a majority basis whether the charges warrant loss of steward designation.
• If the decision is to revoke the steward’s designation, the MAPE Statewide Vice President will inform the steward, in writing, of the revocation and the reason(s). The steward shall be advised they must immediately stop the performance of all steward duties. The Regional Steward Director of the affected region and the State of Minnesota will be informed that the steward designation is revoked. The letter will also advise the steward that they have 30 days from the date of the letter to appeal the revocation decision to the ERC. The request for appeal must be in writing to the MAPE Statewide Vice President at the MAPE office.
• If there is not a majority vote to revoke the designation, the steward shall be informed immediately and in writing that their suspension is lifted.
• If a written request is not received in the MAPE office within the allotted 30 days, the steward’s revocation of designation will be final. The Regional Steward Director of the revoked steward’s region will be immediately informed of the revocation by mail or e-mail. All revocations will be reported to the ERC at the next ERC meeting.

Appeal to Employee Rights Committee (ERC)

If a steward who has had their designation revoked files a written appeal to the MAPE Statewide Vice President at the MAPE office within 30 days of the date on the notice of revocation, the ERC will hear the appeal at its next scheduled meeting (if possible). The ERC will hear the appeal under the same rules as apply to an arbitration appeal, with the decision team presenting their findings. If the ERC votes (by majority exclusive of the decision team) to uphold the decision to revoke the steward’s designation, the steward's designation will be revoked. If the ERC votes (by majority exclusive of the decision team) to not uphold the decision team’s revocation, the steward will be reinstated as a MAPE steward.
 

Appeal to MAPE Board of Directors

If the ERC upholds the decision to revoke the steward’s designation, the steward may appeal the decision to the MAPE Board of Directors at the next scheduled meeting (if possible).
 

Reinstatement:

1. On an annual basis, a member who has had their steward designation revoked may make a request in writing to the Statewide Vice President for reinstatement.
2. The MAPE Statewide Vice President may reinstate a steward’s designation with majority approval of the ERC.

 

Regional Steward Director Elections

Original Policy Approval Date: 11/21/2014
Board of Directors Revision Date: 8/16/2019, 3/15/2024

Summary: Describes the Regional Steward Director Elections Process.

Policy:

1. Regional Steward Director Elections will be coordinated by MAPE’s Statewide Vice President
2. Regional Steward Directors will be elected only by stewards from within the region. Only those stewards that have been certified as completing Advanced Steward Training are eligible to be nominated.
3. Regional Steward Director Elections will take place during the years when Local Officers are elected and shall follow the approved timetable for elections for Local Officers.
4. Written notification shall be sent by MAPE’s Statewide Vice President prior to the opening of the nominating period to all stewards in regions that are open for elections.
5. Should a regional vacancy occur, the MAPE Statewide Vice President will initiate the special election process to fill the vacancy as soon as possible.

Delegate Assembly Resolution Requirement

Delegate Assembly Revision Date: 9/25/2009, 9/19/2015
Board of Directors Revision Date: 6/18/2010, 5/16/2014, 7/15/2022

Summary: Requirements for Delegate Assembly resolutions.

Related Information:

Policy:

Resolutions to the Delegate Assembly (DA) can be submitted by:

• Two or more members.
• Local and statewide executive committees.
• Locals.
• Statewide standing committees identified in the Bylaws.
• Board of Directors.
• Board of Trustees.

Resolution writers may call upon members of the Constitution and Rules Committee for advice, but creating the resolution is the responsibility of the writer.

Resolutions must be on the document form and format provided on the MAPE website.

When existing text, such as in a governing document or policy, is to be changed, the submitter is responsible for using the legislative-format: text to be added is underlined; text to be deleted is struck through and the final version of the text is also included. If the text in the columns differ, the DA vote will be on the text in the “resulting language” column.

If not used, the “amendment” and “resulting language” tables should be omitted.

Resolutions can be submitted via e-mail to CRCommittee@mape.org or mailed to MAPE Central, Attention: C&R Committee.

Resolutions may be submitted as early as January 1.

Resolutions must be received by July 17, 2024.

The Constitution and Rules Committee will acknowledge, by e-mail, receipt of resolutions. The acknowledgement will inform the submitter that the resolution will stand a better chance of being passed if an informed delegate will speak in favor of it and be able to explain it.

Time permitting, the Constitution and Rules Committee may contact a resolution’s submitter to suggest clarifying changes be made to a resolution, but the final wording will be that of the submitter.

Inappropriate Resolutions
If a majority of the Constitution and Rules Committee determines statute or law change(s) would be necessary to implement the resolution, the committee will refer the resolution to the Government Relations Committee (and send a copy to the Negotiations Committee) and not post or mail it, and the resolution’s submitter will be notified as soon as possible.

The submitter of a resolution deemed inappropriate and referred by the Constitution and Rules Committee may appeal to the Board of Directors at the next Board meeting. A two-thirds vote of the Board members present and voting would sustain the Constitution and Rules Committee’s action. If less than two-thirds of the Board members present and voting vote to sustain, the resolution will be posted and mailed to Delegate Assembly registrants.

Data Practices Records Policy

Board of Directors Revision Dates: 6/18/2010, 2/15/2019

Summary: Guidelines for releasing data.

Related Information: MAPE Bylaws, Article XIII, Judicial Procedure, Section 2 - #9.

Policy:

It is the policy of MAPE that all records are open only to MAPE dues-paying members upon written request to the appropriate Statewide Officer. The request must state specifically what information is requested. Photocopies, not to exceed 20 pages for any request of information, shall be provided. No original records of MAPE will leave the MAPE office, except in the possession of appropriate Statewide Officers. After 20 copies, $.25/copy will be charged. (Requests for membership lists are necessarily excluded from this 20-page limit.) If necessary, you may be asked to sign the “Agreement to Safe Guard MAPE Provided Data.”

The following information will not be made available:

• Social Security numbers.
• Amount of state or federal withholding or number of exemptions claimed of anyone receiving payment or reimbursement from MAPE (but, you may find out the rate of pay and the hours worked of anyone receiving compensation from MAPE).
• Personal/home phone numbers.
• Home and personal e-mail addresses.
• Any other information of a personal nature.

Membership lists will not include Social Security numbers, home addresses or home phone numbers, and it is understood that regional and local officers must use the utmost discretion in the use and distribution of membership lists. (See MAPE Bylaws, Article XIII, Judicial Procedure, Section 2 - #9.)

All requests will be processed and given to the requestor within ten (10) working days, or the individual will be given a written statement describing why the information was denied or delayed. Excluding membership lists, the subject of the request must also be notified at the time of the request and must be given a copy of the response.

Further, it is the policy of MAPE that membership mailing label runs shall not normally leave the MAPE office. Exceptions to this policy must be warranted and receive prior authorization from the Vice President or, in their absence, the President.

Data Practices Policy

Board of Directors Revision Date: 6/18/2010

Summary: Guidelines for the release of member home addresses, e-mail addresses, phone numbers and state employee identification number.

Related Information: Article XI of the MAPE Bylaws; Article XII, Section 2 (a).

Policy:

The Statewide MAPE President may authorize the release of members’ home addresses, e-mail addresses, phone numbers and state employee identification numbers for MAPE or MAPE PAC official business to local or regional officials upon their written assurance to protect said information from unauthorized release.

Local and regional officials may collect members’ home addresses, e-mail addresses and phone numbers for official MAPE purposes. These purposes include organizing, disseminating information, association sponsored social functions and information on benefits. Local officials must indicate if they are collecting information for the local’s sole use or if the information will be entered in MAPE’s central database.

MAPE members’ and employees’ names, home addresses, home e-mail addresses, home phone numbers, and Social Security numbers are classified private information by this policy. When collecting or handling private information for MAPE, each person collecting or handling the private information shall:

1. Prevent the unintentional release of the information to anyone who is not a member or employee of MAPE.
2. Prevent the intentional release of the information to anyone who is not a member or employee of MAPE.
3. If the information is provided for the local’s sole use (not for entering in MAPE’s central database), prevent the transfer of the information to MAPE Central.

4. Upon collection of private information, inform the person of the requirements of this policy.

   Sign the “Agreement to Safeguard MAPE Provided Data.”

Infractions of this policy are punishable under Article XI of the MAPE Bylaws.