MAPE PoliciesMAPE Policies
Introduction to MAPE Policies
MAPE holds its officers and committee members to high standards in carrying out their obligations and in performance of their elected or assigned roles in the organization. The policies contained herein pertain to rules and guidelines to be adhered to by Board members, statewide and local officers, Trustees and statewide and local committee members where indicated.
Violation of Rules
Knowingly violating any of these policies by any of the aforementioned shall cause the member to be at risk of the penalties described in Article XII of the MAPE Bylaws.
Standing rulesStanding rules
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.
- 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.
- The President may authorize reasonable lost time if needed to meet these timelines as currently allowed in the MAPE Reimbursement Policy.
- 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.
- 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.
- 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.
- The Secretary will report on the status of outstanding resolutions at each Board of Directors meeting.
- 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 of Directors Revision Date: 4/16/2010, 7/21/2017
Summary: Ground rules for conduct at meetings of the Board of Directors.
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.
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.
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:
- Focus chiefly on issues that impact policy, less on the administrative or programmatic means of attaining those results.
- 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.
- Enforce reasonable discipline if needed.
- Be accountable to the MAPE membership for competent, conscientious, legal and ethical fulfillment of its obligations.
- Monitor and regularly discuss the Board’s own process and performance.
- Ensure the continuity of Board improvements though regular record keeping.
- 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.
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:
- Provide the link between the MAPE leadership and the membership.
- 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.
- Assure performance of Statewide Officers.
Code of Conduct
Board of Directors Revision Dates: 3/30/2007, 4/16/2010, 4/17/2015, 1/19/2018
Delegate Assembly Revision Date: 9/23-24/2016
Summary: Guidelines for MAPE Board of Directors, Board of Trustees, stewards, local and statewide officers, and local and statewide committee member conduct.
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 when acting as Board members, stewards, officers and committee members is essential to fulfilling this obligation.
With this understanding, Board of Directors, Board of Trustees, stewards, local and statewide officers, and MAPE local and statewide committee members agree to:
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 staffs. It supersedes the personal interests of any Board member acting as an individual consumer of MAPE’s services.
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.
- Recognize that no individual Board or committee 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.
Work through the appropriate staff supervisor in the event of a complaint against a MAPE staff person so as to protect staff contractual rights.
Will not publicly disclose confidential information obtained during the execution of official duties that could be harmful to MAPE, its officers or its staff.
Oppose workplace bullying and work to eliminate its occurrences both within the workplace and MAPE. Workplace bullying refers to repeated, unreasonable actions of individuals (or a group) directed towards an employee (or a group of employees), which are intended to intimidate, degrade, humiliate, or undermine; or which create a risk to the health or safety of the employee(s). Workplace bullying does not include any lawful concerted actions directed against an employer.
MAPE officers and stewards are encouraged to disclose to the MAPE Executive Director 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 Executive Director and MAPE Statewide President will work to avoid the conflict or appearance of a conflict of interest without discriminating against any individual.
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.
Board of Directors Revision Dates: 3/30/2007, 4/16/2010, 3/15/2013, 4/21/2017
Delegate Assembly Revision Date: 9/23-24/2016
Summary: Hiring practices and procedures.
MAPE is an equal opportunity employer and does not discriminate in its hiring practices on the basis of race, color, national origin, creed, religion, political belief, sex, marital status, and sexual preference/orientation, status with regard to public assistance, age or disability. MAPE’s hiring procedures are designed to ensure that the best qualified candidate is hired for the job.
MAPE embraces a well-reasoned affirmative action program which welcomes diversity. This includes a diverse workforce free of discriminatory practices. Additionally, MAPE’s goal is to promote a totally hostile-free work environment.
Vacancies will be announced in all of MAPE’s publications, including the website for 30 days to provide MAPE members the opportunity 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:
St. Paul Pioneer Press
Publications with high minority circulation
MAPE Staff Organizational Chart
Temporary and Emergency Employees:
The MAPE Executive Director is authorized to take whatever action is required to meet the temporary or emergency staffing objectives to ensure the well-being of the Association.
All staff positions shall have current written position descriptions. The Board will approve all position descriptions, both current position descriptions that are altered and new position descriptions. These will define the duties and responsibilities of each position and the required skills, knowledge and abilities necessary to successfully perform the required duties. All new positions will have a salary grid approved by the Board.
Selection Committee Formation:
For the positions not hired exclusively by the Executive Director, the President shall form a Selection Committee which shall include the Executive Committee, the Chair or designated representative of the Diversity Committee and the Director of the division where the vacancy has occurred. The President may also appoint two additional members, except when hiring for the Executive Director position, in which case additional appointees at-large shall be two Directors from the board and one each from the Local Presidents Committee and the Government Relations Committee.
The Selection Committee shall select and recommend three (3) candidates to the President and the Executive Director for their consideration. Positions shall be filled in conformity with the MAPE/OPEIU Local 12 contract, if applicable. If two or more candidates are equal in terms of knowledge, skills and abilities, as determined by the selection committee, and one or more candidates are MAPE members, a MAPE member shall be forwarded to the Board of Directors with a recommendation to hire.
For the positions of Business Manager, Director of Member Representation and Services, and Director of Public Affairs and Communications, the top candidate will be referred to the Executive Director. The President shall be at the interviews with the Executive Director. The Executive Director will make a recommendation to hire to the Board of Directors for approval. Following Board approval, the Executive Director will make the offer of employment to the successful candidate.
All candidates to be interviewed, including MAPE members, must meet the minimum qualifications for the position. MAPE activism/membership will be considered a positive factor in the process and may substitute for qualified experience. If MAPE creates an on-the-job training opportunity in lieu of qualified experience, MAPE member applicants will be given priority status. Non-selected MAPE members shall be notified in writing at the point the interview pool is formed if they are not going to be offered an interview.
All applications become the property of MAPE and will be kept on file for six (6) months. If a new vacancy occurs, the top five applicants on file may be notified of the vacancy and given a chance to update their application.
All interviewed applicants who are not referred for consideration to the President and Executive Director will be notified in writing within one (1) week of the acceptance of the position by the successful candidate. Applicants referred for consideration to the President and Executive Director that are not forwarded to and approved for hire by the Board of Directors will be notified in writing within one (1) week of acceptance of the position by the successful candidate.
The Selection Committee shall develop a list of interview questions.
All candidates will be asked the same prepared questions. The Committee members may ask other relevant questions as needed.
The Committee will develop a method for rating all aspects of the interview/application process prior to the interviews. Every effort shall be made to interview all candidates on the same day.
After completing the interview process, the Committee will discuss and evaluate the qualifications of each candidate. The Committee will consider interview responses, experience, writing samples, and references. The three (3) candidates with the highest combined scores will be referred to the President and the Executive Director for consideration. For the position of Executive Director, the top candidate will be forwarded to the Board of Directors with a recommendation to hire. Following a positive majority vote by the Board of Directors, the President will make the offer of employment.
If deemed necessary, second and third interviews may be conducted.
The President and the Executive Director will be responsible for ensuring that references are thoroughly checked prior to any offer of employment. In the case of hiring for the Executive Director position, the President will assume the responsibility.
Positions filled through the Selection Committee recommendation and Board approval process:
Member Representation and Services Director
Public Affairs and Communications Director
Public Affairs Coordinator
Assistant Communications Coordinator
Senior Communications Advisor
Positions filled by the Executive Director:
The following positions may be filled by the Executive Director and he/she will report the results to the Board of Directors at the next scheduled meeting following the completion of the hiring process. When positions they supervise are involved, the appropriate Division Director will participate in the hiring process.
Membership Database/IT Specialist
Board of Directors Approval:
The Board will be provided with the successful candidate’s credentials and the recommendation. The Board will accept or reject the recommendation by a majority vote. Following Board of Directors approval, the Executive Director or the President will make the offer of employment.
The Board may require that the selected candidate be presented to them and stand for questions at the scheduled Board meeting closest to the selection or at the next meeting of the Board.
Original Policy Approval Date: 9/23/2011
Board of Directors Revision Date: 5/16/2014
Delegate Assembly Revision Date: 9/19-20/2014
Summary: Supplements the Governing Documents.
Related Information: MAPE Governing Documents
- This policy supplements the Governing Documents. If there is a conflict, the Governing Documents prevail.
- In this policy, “election committee” refers to both the statewide Elections Committee and local election committees.
- The election committee, or MAPE staff with election committee approval, will design the ballots in accordance with the governing documents and this policy.
- The chair of the statewide Elections Committee, or a chair-designated member of that committee, will review ballots designed by local election committees and staff.
- The chair of the Constitution and Rules Committee, or a chair-designated member of that committee, will review ballots designed by the statewide Elections Committee. This is an advisory role supporting the Elections Committee chair.
- Sample ballots and supplemental instructions will be posted on the MAPE website, and local officers will be notified of the posting, before the ballots are mailed to members.
- Ballot Design Checklist:
- Decide what’s most important. Page layout and text sizes should support information hierarchy:
- The ballot title should be more prominent than any one contest.
- A contest header should be more prominent than its candidates’ names.
- Ballot instructions should be brief, simple and clear:
- Place specific instructions and related actions together
- Put one instruction per line.
- Tell voters how they can correct a mistake. For example:
- In a non-preferential voting race: “If you incorrectly mark a box, draw a heavy line through the incorrectly-marked candidate’s name and voting box and, if you wish, mark the voting box of your preferred candidate.”
- In a preferential voting race: “If you incorrectly mark a box, cross out the number in the incorrectly marked voting box and, if you wish, put your desired number next to the box.”
- Don’t split contests:
- List all candidates for the same race on the same page and in the same column.
- Make sure ballot design is consistent:
- Use consistent format and style for every contest and voting action.
- Use consistent font type, letter-size, and shading for all contests.
- Place voting boxes on the left side of the candidates’ names.
- Make ballots easy to understand visually:
- Left-align text.
- Display all text in mixed case, rather than all capital letters
- Use a simple, easy-to-read sans-serif font with clean strokes, such as Arial, Univers, or Verdana.
- Bold and/or shade certain text, such as office names.
- Do not indicate incumbency status or agency.
- Do not include term length.
- Separate races by voting method:
- Put preferential-voting races and non-preferential voting races on separate pages.
- Include an example of correctly marked voting boxes on each page.
- Include method-specific instructions on voting and on correcting a ballot on each page.
- If personal statements are not on the same sheet of paper as instructions, include a cover page with personal statements so no candidate’s statement appears to be on the cover of a personal-statement brochure.
- Decide what’s most important. Page layout and text sizes should support information hierarchy:
Board of Directors Revision Date: 8/7/1998
Board of Directors Revision Date: 4/16/2010
Summary: Guidelines for general executive restraint.
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:
Dealings with staff and MAPE members will not be unfair or undignified.
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.
At no time will actual financial conditions incur fiscal jeopardy or compromise established Board priorities.
Information and advice to the Board will have no significant gaps in timeliness.
Assets may not be unprotected, inadequately maintained or unnecessarily risked.
Compensation and benefits for goods and services purchased by MAPE will not deviate materially from the market.
Shall avoid any conflict of interest in awarding purchases or other contracts.
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.
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.
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:
- Upon receiving a notice of vacancy, the Statewide President shall inform the Executive Director of the vacancy.
- The Operations Manager shall develop a proposed election timeline.
- 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.
- 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
- The Board of Directors shall approve the election timeline.
- 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.
- The posting shall be prominently displayed on the MAPE website until the election results are announced.
Board of Directors Revision Date: 4/14/2000
Board of Directors Revision Date: 4/16/2010
Summary: Procedures to form a new local.
A new local within a region of MAPE may be formed by following the procedures as prescribed below:
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.
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.
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.
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 papers shall be mailed 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.
- The regional director shall function as the interim president of a local that is without a president.
- 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.
- 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.
- 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.
- If the local treasurer’s office is vacant, the local president shall serve as the treasurer until one is elected.
- While operating under this policy, a local’s funds may be spent on local expenses only.
- Expenditure of local funds may be authorized by the interim president.
- Interim financial policies for regions/locals:
- 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.
- A region will disburse funds based on the MAPE Local Checkbook Policy.
- If locals merge, the funds are merged.
- 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.
- 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.
Wherever practicable, the following policy will be followed. Wherever not practicable, approval of the MOU will ensure maximum protection of the affected members:
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.
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.
If a tentative agreement is reached on an MOU, the MOU shall be presented to the Executive Committee for review.
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.
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.
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.
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.
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.
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.
Delegate Assembly Revision Date: 11/14/2003
Board of Directors Revision Date: 4/16/2010
Summary: Guideline for membership voting.
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.
The Statewide President may initiate a vote by the Board of Directors using phone or electronic mechanisms when:
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.
The Executive Committee shall develop a script to be read verbatim or electronically communicated to every director.
The vote conducted shall be subject to ratification in a subsequent Board meeting.
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.
Delegate Assembly Original Approval Date: 9/21-22/2012
Summary: Reassign a worksite.
Part of a Local may be reassigned to a different, existing Local in the same or a different Region following these procedures:
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.
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.
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.
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.
The Board of Directors may approve variances from this policy.
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.
Local Special Elections
Original Policy Approval Date:
Delegate Assembly, 09/20-21/2013
Summary: Provides a chronological description of the procedure for filling vacancies in local offices between regularly scheduled elections.
Related Information: MAPE governing documents and Elections Policy
This policy provides guidance beyond Election Rules Article X Special Elections. Election Rules Article IX Elections at a Meeting applies to regularly scheduled elections. It may not apply to local special elections using concurrent voting because it requires nominations to close at least 30 days prior to voting, while the Bylaws require voting to be at the first regularly scheduled meeting following a thirty-day written notice of the election to Local members. A local that meets monthly is unlikely to be able to meet both articles’ requirements. The following steps are in chronological order.
The local president/interim president selects a local election committee (LEC). The LEC must be appointed before nominations are open and serves for only one election. The LEC must consist of at least two members, and no LEC members can be candidates. An odd number is preferable so disagreements can be settled by majority vote, and having more members on the LEC speeds up the voting and ballot counting. Local election committee members should study the Election Rules and comply with the applicable articles.
The Election Rules describe the makeup of the LEC for a newly formed local. The duties of the local election committee for a local’s special election are the same as the duties of the statewide Elections Committee for regional and statewide elections. In addition to conducting the election and handling protests, the LEC shall seek out and encourage qualified persons to run for office. The LEC should ensure the local executive committee and candidates are aware of the requirements in Election Rules Article IV Campaign Support and Article V Campaign Conduct.
The local election committee determines the date of the election, which must be “at the first regularly scheduled meeting following a thirty-day written notice of the election to Local members.” (Bylaws, Article VIII, Section 3B)
A reasonable notice tells the members about the upcoming election and provides details. (Election Rules, Article I, paragraph 9) While nominations must be open for 30 days, they should close early enough for determination of candidate eligibility and ballot preparation before the voting. If the local chooses consecutive voting, nominations close at the meeting in which the voting is done.
The local decides to use concurrent voting or consecutive voting. In concurrent voting, all offices are voted on at the same time and on the same ballot. In consecutive voting, a separate ballot is voted for each position. Locals voting consecutively should follow Election Rules Article IX Elections at a Meeting. Consecutive voting can be used only when all voting will be done during one session. (The meeting cannot be recessed and resumed at another site or on another day.)
The local election committee receives nominations and forwards them to the MAPE office for eligibility determination. The LEC may keep the local executive committee informed of nominations as they occur. After nominations are closed and eligibility determination is complete, the LEC submits a candidate eligibility report to the local executive committee.
If there is only one candidate, it is an uncontested election, and there is no voting and no ballot. The candidate is seated immediately after the requirements in Election Rules Article X Special Elections are met.
If there will be voting, the local election committee designs and prints the ballot. The Election Rules require the order of candidates’ names to be varied. The Election Policy provides guidance on ballot design. If consecutive balloting is to be used, the ballots for positions other than president could contain a few boxes with no names so candidates’ names could be added in the meeting.
The local election committee asks the MAPE office to provide a list of members so the committee can ensure only members receive a ballot. Fee payers who become members at the election meeting before polls close are eligible to vote. MAPE-represented employees who think they have joined but whose membership cannot be confirmed may complete a paper or online membership application at the meeting and vote.
The local election committee conducts the election at a regularly scheduled meeting. If there is no quorum at a meeting when an election has been scheduled, the election must be rescheduled to the next meeting.
Polls could close before the meeting is over so the LEC can go to a different room, count the ballots, and announce the results before the meeting is adjourned, but that is not required. All voting shall be by secret ballot. Preferential balloting, if applicable, will be used.
If consecutive balloting is used and a new candidate is nominated at the meeting, the LEC must contact the MAPE office for immediate determination of eligibility. (Therefore, new candidates cannot be added in consecutive voting in a meeting when the MAPE office is closed.) Voters can write the new candidate’s name on the ballot. As eligibility has been determined, this is not a write-in candidate. To vote for the new candidate, members must check the box corresponding to that candidate’s name. Merely writing in the name is not a vote for that candidate, as voters could write in the name merely to make the ballot complete.
The local election committee reports the results, including counts, to the local executive committee, the regional director, and the MAPE office.
Protests would be directed to the local election committee within five calendar days after the results are announced. The LEC’s decision may be appealed to the Board of Directors.
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.
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.
Board of Directors Original Approval Date: 7/15/2016
Summary: Tickets for partisan political events and other events
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
Board of Directors Approval Date: 10/19/2018
Table of Contents
Scope of this Policy, Applicability, and Definitions
Creating a Hostile Environment through Sexual Harassment
The Minnesota Human Rights Act
Examples of Sexual Harassment
Responsibility to Address and Prevent Discrimination and Harassment
Member, Non-member, and Employee Responsibility
Addressing Discrimination or Harassment
Investigation of a Complaint
Resolution of a Complaint
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.
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.
The term "members" and “non-members” means all employees represented by MAPE
The term "employee" means any permanent, full time, part time, temporary employee (including interns and contract employee) or any other employee of MAPE.
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:
- National origin;
- Gender identity, including pregnancy;
- Marital status;
- Sexual orientation;
- Status with regard to public assistance; and
- Membership or activity in a human rights commission.
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.
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 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:
- 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";
- 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;
- kissing, or touching, patting, pinching, or brushing against a person's body;
- sexual contact, intercourse, or assault;
- 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.
Acts of general harassment are behaviors that are unwelcome, personally offensive, insulting or demeaning. They include but are not limited to:
- Repeated disparaging, belittling, demeaning, or insulting remarks;
- Repeatedly making the employee, or a characteristic unique to the employee, the butt of jokes;
- Repeated ridicule of an employee;
- Sabotage of an employee’s character, reputation, work efforts or property;
- Swearing, yelling at or other intimidating behavior directed at an individual.
Responsibility to Address and Prevent Discrimination and Harassment
Every member/non-member and employee of MAPE is responsible for contributing to a respectful workplace. Employees are encouraged to let a potential offender know if their behavior is offensive to you.
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.
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 Business Manager, MAPE Executive Director 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
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 Business Manager, the MAPE Executive Director or the MAPE President.
This report may be made verbally, in writing, by phone, or by other means with which you are comfortable.
Any one of the above persons receiving a complaint must promptly report the complaint to the MAPE Business Manager, MAPE Executive Director 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 VIII and Article XXII 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 payers, 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.
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 Business Manager, MAPE Executive Director or the MAPE President.
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 Business Manager, the MAPE Executive Director or the MAPE President.
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.
Complaints will be investigated as discreetly as possible.
If you have any questions about this policy, see or call:
Paul Schweizer, Business Manager
3460 Lexington Ave.
Shoreview, MN 55126
Paul Schweizer, Business Manager
Chet Jorgenson, President
Statewide Treasurer, Finance Committee and MAPE Financial Staff Standards
Board of Directors Revision Date: 5/6/2010, 2/15/2013
Summary: The purpose is to establish minimum requirements to be met by the Finance Committee, 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.
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 Finance Committee and all evidence of such investments shall be placed in a safe or safety deposit box in the name of MAPE.
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 Finance Committee. 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.
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 Finance Committee. 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 Finance Committee. 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.
- 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.
- 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.
- 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.
- At the time a check is issued, the date, amount, payee and purpose of the check shall be entered on the check stub.
- 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.
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.
At least once each year the Finance Committee 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.
Board of Directors Revision Date: 5/16/2014, 10/21/2016, 2/17/2017, 11/17/2017, 3/15/2018
Delegate Assembly Revision Dates: 12/13/2002, 7/19/2013, 9/23-24/2016
Summary: For the effective conduct of official MAPE business, MAPE may authorize reimbursement for lost time, from your MAPE represented position, and/or expenses that do not exceed budget restrictions.
Related Information: Treasurer’s Manual, MAPE Budget, Elected Statewide Reimbursement Policy
Pre-authorization Authorization is required prior to the incurrence of the actual lost time and/or expense.
Official business is defined as: those duties directed by the MAPE President, Executive Committee, Board of Directors and/or Delegate Assembly. Any duty not previously budgeted for shall be charged to the budget of the body ordering the duty.
Requests for expenses and/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 Finance Committee.
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.
MAPE funds will not be used for the purchase of alcoholic beverages.
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 more than or equal to 150 miles round trip, computed as the round-trip mileage divided by 55 for: (1) full committee meetings and (2) statewide events, such as Delegate Assembly, rallies at the capitol or group training events. All individual or small group meetings and all local activities will be reimbursed lost time in addition to their regular work hours of lost time wages for those traveling more than or equal to 100 miles round trip, 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:
- 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:
- Unpaid medical leave
- Short-term disability
- Long-term disability
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.
MAPE members performing official business of MAPE shall be granted lodging if the following criteria is met:
- Member is or will be in travel/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.
All local and regional activities will be reimbursed all mileage, except where excluded below. 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/staff passenger. Exclusion: mileage will be reimbursed beyond a 25-mile radius (50-mile round trip) from the event location for: (1) full committee meetings and (2) statewide events, such as Delegate Assembly, rallies at the capitol or group training events. This mileage exclusion does not apply to individual or small group meetings or to activities charged to local budgets.
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.
Individuals conducting official MAPE business shall be reimbursed for the actual cost of meals, including reasonable gratuity and taxes up to the maximum amounts listed in the MAPE/state contract, including the consecutive meal clause. 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 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.
The following are items that regions/locals may not expend funds for or engage in:
- Purchasing alcoholic beverages.
- Paying for gambling.
- Entering into contracts on behalf of MAPE.
- Incurring indebtedness (loans) outside of MAPE Central.
- Pooling of financial resources without prior approval of the MAPE Finance Committee.
- Contributing to other union organizing activities, other than those sanctioned by the MAPE Board of Directors.
- Contributing to political individuals or organizations.
- Paying for out of state travel.
- Donating to any one charity in excess of $1,000 per year.
- Assessing local dues, except as provided for in the MAPE Bylaws.
- Paying for attorney fees or legal settlements.
All regional/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
Board of Directors Revision Date: 5/21/2010, 3/15/2013
Summary: Statewide Officer and special support reimbursement
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 takes leave without pay, the MSRS election under the lost time provision is applicable.
The MAPE President shall be eligible for insurance coverage in accordance with the MAPE/state contract.
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).
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.
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.
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.
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.
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
MAPE statewide officers will be provided a MAPE cell phone or reimbursement of up to the negotiated billing rate for MAPE staff.
Computer support shall be compensated at their rate of pay for hours worked outside their normal work hours.
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 Date: 2/19/2016, 7/21/2017
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 Finance Committee 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, 50% of the Fund will be held in fully insured cash, cash equivalents or certificates of deposit.
The other 50% of the Fund will be invested in a balanced portfolio of equity, fixed income and cash equivalent securities that seeks to achieve an average annual rate of return (over a period of at least 10 years) of the Consumer Price Index plus 4% to 6%. No less than 15% of the total holdings of this balanced portfolio will be invested in socially responsible instruments and mutual funds.
Cash Portfolio Investment Policy (50%)
A fundamental difference exists between the management of the cash portfolio and the balanced portfolio. As stated above, 50% of the Fund will be held in fully insured cash, cash equivalents or certificates of deposit. 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. With 5 days of any changes the Business Manager will notify the Investment Review Board (IRB).
Balanced Portfolio Investment Policies (50%)
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.
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
- 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.
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.
Original Policy Approval Date: 4/20/2001
Board of Directors Revision Date: 5/6/2010, 1/18/2013, 2/17/2017
Summary: Guideline for authorization of funds.
|Assets/Contract Services||Operating Supplies|
|Statewide President, Treasurer, Executive Director, Business Manager||Up to $ 10,000||Up to $5,000|
|Finance Committee||Up to $20,000||From $5,000 and up|
|Statewide Committees||No authority||Up to $5,000, within committee budget|
- Three bids will be obtained when possible for purchases exceeding $10,000.00 for a year of services, equipment or supplies: The Finance Committee 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 (3rd) year or as directed by the Finance Committee.
- Purchases in excess of the limits above require Board of Directors’ approval.
- All contracts must be signed by the Executive Director or Business Manager.
- 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 Finance Committee and the Board of Directors for review. The Board of Directors must be convened to authorize emergency moneys up to an additional over the initial $25,000 or more. 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.
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.
Business Manager will propose assets to be liquidated.
Assets of less than $1,000 fair market value shall be liquidated/disposed of by the Business Manager in an appropriate manner.
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.
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.
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.
The Treasurer will notify the successful bidder.
Successful bidders pay for the asset within the time specified in the bidding.
Original Date of Policy: 8/8/2008
Board of Directors Revision Date: 5/6/2010, 8/17/2012
Delegate Assembly Revision Date: 10/1/2010
Summary: Guideline for donations and acknowledgement of life events.
|For MAPE Members and Staff||How Handled:|
|Death||Card, floral arrangement or memorial not to exceed $125.|
|Death of spouse, significant other, child, parent or a member of household||Same as above.|
|Illness or Hospitalization||Card, gift or floral arrangement not to exceed $75.|
|Birth or Adoption||Card.|
|Wedding or Commitment Ceremony||Card.|
|Retirement, Leaving MAPE Position||Card, plaque or memento not to exceed $100.|
|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.
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
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.
Original Policy Approval Date: 4/20/2001
Board of Directors Revision Date: 5/6/2010, 2/15/2013
Summary: Guideline for petty cash.
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.
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.
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.
Original Policy Approval Date: 4/20/2001
Board of Directors Revision Date: 5/06/2010, 6/21/2013, 4/18/2014, 5/16/2014, 6/19/2014, 6/19/2015, 5/19/2017
Delegate Assembly Revision Dates: 9/20-21/2013, 9/23-24/2016
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 $.94 per member and $.80 per fee payer.
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 Finance Committee 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.
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.
Original Policy Approval Date: 6/20/2003
Board of Directors Revision Date: 5/6/2010, 6/21/2013, 5/16/2014, 6/19/2014, 3/20/2015
Summary: Guidelines for local budgets and allocations.
- Local budget
Locals will prepare an annual budget and submit to the Finance Committee 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.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.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.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.
- 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 proving services to their members. A budget supplement may also be obtained by a local through a request to and approval by the Finance Committee and the Board of Directors.
- Training and local/regional election costs
These items will be paid as follows:
- All locals will pay for the election costs associated with their local for all local special elections.
- Training costs for lost time, mileage, meals and lodging will be covered 100 percent by the appropriate MAPE committee. This also applies to locally initiated basic steward training of five or more members at one location.
- 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 Finance Committee for resolution, with final approval by the Board.
Original Policy Approval Date: 8/8/2008
Board of Directors Revision Date: 5/6/2010, 1/18/2013, 11/21/2014, 5/19/2017
Summary: Financial guidelines for locals with checkbooks.
Related Information: Local Treasurers' Manual.
MAPE Local Audit Committee Report
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.
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.
Locals may request up to two debit cards per account for authorized signers. Debit cards must not be used for cash withdrawals.
Reconcile check register to bank statement monthly.
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.
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.
Bank fees such as overdraft, check printing, and debit card are the responsibility of the local.
Prior to the annual checkbook audit the local treasurer will provide the following to the Local Audit Committee:
a. Completed Expense Reconciliation Form
b. Annual budget
c. Expense forms and receipts
d. Bank statements
e. MAPE Reimbursement, Donations, and Local Checkbook Policies
f. Local Audit Committee Report
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 15th of each year to the MAPE Finance Committee 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
If the local does not submit a completed Audit Committee Report to MAPE by March 31, the MAPE Finance Committee 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 MAPE Finance Committee members to perform the review.
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 Date: 5/06/2010, 4/19/2013, 11/21/2014
Summary: Policy for job action and crisis fund distributions.
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:
- 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).
- 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
- Phone banks
- Member Support
- Expenditure Priorities
|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|
A. 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.
B. 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.
C. 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.
D. 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 Finance Committee and the staff should be sought and considered.
Original Policy Approval Date: 5/6/2010
Board of Directors Revision Date: 6/21/2013
Summary: Procedures to disseminate hardship loans or grants.
In the event of a strike or a full or partial shutdown of state government MAPE will, through its President, Treasurer and/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.
All such loan decisions shall rest with the lending policies of the financial institution selected.
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/Grant Committee.
The Hardship Loan/Grant Committee shall be composed of the MAPE Statewide Second Vice President, the MAPE Statewide Treasurer and the MAPE Statewide Secretary.
In working with the selected financial institution, the Hardship Loan/Grant Committee will define “hardship” and establish criteria for the financial institution to use to ensure consistency of determinations as well as auditable loan/grant program documentation while maintaining the confidentiality of those making application and/or receiving hardship loans/grants.
Funds for the Hardship Loan/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.
- Any member meeting the following criteria is eligible for hardship grants:
- Must be supporting/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/Grant Program.
- Must take advantage of financial planning services (if offered free of charge by the selected financial institution administering the Hardship Loan/Grant Program).
- Denial of a hardship grant and all limitations, inclusive of the following limitations on the Hardship Loan/Grant Program, can be appealed to the Hardship Loan/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/grant will not exceed the member’s normal net biweekly compensation.
- Disbursement of hardship loans/grants will be made payable only to creditors, not to the members.
If a strike/state shutdown continues beyond two weeks, members may apply again for a hardship loan/grant every two weeks by meeting the above requirements.
If the need/circumstances for the hardship loan/grant are deemed critical by the Hardship Loan/Grant Committee, the committee may, by majority vote, waive program limitations.
The Hardship Loan/Grant Committee shall be responsible for publicizing information on the Hardship Loan/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).
Establishment and Operation
- Locals may establish hardship funds for qualified recipients.
- The local executive committee will be responsible for the establishment of the LMAF and policy/procedures.
- 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.
- MAPE locals may utilize area financial institutions.
- Disbursement of funds is limited to the approved local budget line item.
- Qualified recipients:
- 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.
- Eligible requests:
- 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.
- 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.
- 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.
- Policy justification:
- The purpose of this policy is to provide clarity for local member assistance.
- 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
2010 MAPE Delegate Assembly (DA) Resolution “MAPE Membership 2010”
2009 MAPE DA Resolution “MAPE Establish a Goal of 80% Membership”
- Locals may receive up to 240 hours lost time and mileage per year for activities to increase membership percentage.
- 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.
- Appropriate activities may include, but are not limited to:
- Contacting fee payers to encourage them to become members.
- Providing training/mentoring to current or potential recruiters.
- Receiving recruiting training/mentoring.
- 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.
- 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
Original Date of Policy: 3/21/2014
Board of Directors Revision Date: 11/21/2014, 2/17/2017
Summary: This policy outlines what is allowable in regards to stipends and recognition for MAPE members and fee payers.
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.
Recognition for all members and fee payers is allowed. 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 $25/year or a group meal.
Local stipend form
Organizing and Political Grant and Procedures Fund
Delegate Assemble Revision Date:
Board of Directors Revision Date: 8/17/2018
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:
- 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.
- 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.
- 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.
- 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.
- Scoring matrices, grant plan & budget template will be developed by the subcommittees and approved by the board.
- Grant request materials and scoring matrices will be available to all potential requesters ahead of the applications being due for each quarter.
- 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.
- 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.
- Applications will be submitted via email to: email@example.com.
- 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.
- 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.
- 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.
- Appeals should be sent in writing to the firstname.lastname@example.org email box
- 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.
- 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.
- Grant status reports are due by noon on the second Friday of the month. Grantees shall submit their reports to: email@example.com. MAPE staff will provide the subcommittees with the monthly status reports via email.
- Grantees will work with the grant subcommittee to obtain budget status. The grant budget status is contained in the MAPE financial report.
- The grant status report must include specifically how the money was spent and evaluation of the goals that were stated in the application.
- 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.
Original Policy Approval Date: 12/13/99
Board of Directors Revision Date: 5/6/2010
Summary: Committees established by the Board of Directors.
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.
Employee Rights CommitteeEmployee Rights Committee
Arbitration Team Policy
Board of Directors Revision Date: 1/3/1995, 3/24/2006, 10/10/2008
Summary: To identify the composition of the MAPE Arbitration Team and the responsibilities of the MAPE First Vice President in the Arbitration Team process.
The MAPE Arbitration Team will consist of the Assistant Executive Director, the business agent staff, the First Vice President and appointed steward(s).
The MAPE First Vice President, as chair of the Employee Rights Committee or its designee, shall serve as a voting member of the Arbitration Team.
The MAPE First Vice President should make every effort to appoint the most appropriate steward (steward of record if available or most knowledgeable, hereafter: appointed steward) 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.
As feasible, every arbitration will have a steward present as a second or recorder. The steward present should be the steward of record if possible.
Delegate Assembly Revision Date: 10/10/2008
Board of Directors Revision Date: 1/3/1995, 6/18/2010
Summary: To identify the roles of the First Vice President, the Arbitration Team representative, the grievant and the appointed steward(s), and to identify the procedures used during an ERC Arbitration Denial Appeal hearing.
- After receiving the final step determination:
- MAPE staff will contact the grievant within 10 days to determine if the grievant wishes to carry the grievance to arbitration.
- MAPE staff will file for arbitration.
- As soon as practical after contacting the grievant, the Arbitration Team shall meet to decide whether:
- To pursue arbitration and shall notify the grievant by certified mail as to their decision.
- Not to pursue the arbitration process, the Arbitration Team will include in its letter to the grievant, the process by which the grievant may appeal the Arbitration Team’s decision.
- The grievant may appeal in writing postmarked no later than 14 days from the receipt of the certified notice to the MAPE First Vice President.
- 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.
- The MAPE First 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.
- Appointed steward(s): The MAPE First 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 need may be requested and is at the discretion of the First Vice President). If no steward from the grievant’s region is available, a steward from another region may be appointed. The First Vice President will inform the grievant that documentary evidence to be referenced at the hearing is available upon request. The BA of record will be available to the appellant and assisting steward, for a reasonable amount of time, to answer questions after the Arb Team decision and prior to the ERC Appeal Hearing. One week prior to the hearing, the grievant shall provide to the First Vice President any additional documentary evidence that they wish to present at the appeal hearing one week prior to the hearing. 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.
- The appeal hearing shall include a quorum of seven (7) or more ERC members, along with the grievant, the appointed steward assisting the grievant and the Arbitration Team representative (different than the Business Agent of record who represented the grievant). Others who may attend are appropriate MAPE stewards, appropriate MAPE staff, and other appropriate parties. The Business Agent of record will be available to provide factual information.
- The First Vice President shall provide a written notification of the committee’s recommendation to the executive Committee and the grievant within 7 days of the hearing.
- The First Vice President will present the recommendation of the ERC to the Board of Directors.
ERC Arbitration appeal presentation procedure
- All written materials are to be distributed at least one hour prior to the appeal hearing.
- Prior to the presentations, ERC members are given an opportunity to ask clarification and/or questions.
- Arbitration Team representative’s presentation – Max. 15 minutes
- Grievant’s presentation – Max. 15 minutes
- Questions from the committee
- Summation by Arbitration Team representative – 2 minutes
- Summation by grievant – 2 minutes
- Deliberation by committee (executive session)
Guidance for decisions on recommendations for or against arbitration:
Nature of decision. The Employee Rights Committee’s (ERC) 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.
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.
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 or members of the bargaining unit, or on the rightful interpretation of one or more contract provisions.
Criteria. In deciding whether a grievance submitted for appeal has the potential for significant adverse effects, the ERC shall compare the effects with the following criteria:
- The type, extent and severity of the effect(s) on the member(s).
- The ability of the member(s) to respond to the effect(s) such that further, more serious effects can be or could have been avoided or prevented.
- The potential effects on other members which may occur in the future because of a failure to act.
- The extent to which the effects can be mitigated or prevented through appropriate interpretation or logical extension of specific contract provisions.
Insufficient information. If the ERC determines that information necessary for a reasoned decision about the potential for, or significance of, potential adverse effects is lacking, and that such information can be reasonably obtained, the ERC may postpone the decision for not more than 30 days, in order to obtain the information. If the decision is postponed, the ERC shall provide a written description of the lacking information to the MAPE staff and grievant.
Class Action Grievance Appeal
Board of Directors Revision Date: 3/24/2008, 6/18/2010
Summary: To identify the roles of the First Vice President, the Arbitration Team representative, the class of grievants and the appointed steward(s), and the procedures used during an ERC Class Action arbitration denial appeal hearing.
MAPE staff will file for arbitration after receiving the final step answer.
MAPE staff will present the grievance to the Arbitration Team and the team will make a recommendation as to their intent to arbitrate the issue or not.
In the event that the Arbitration Team decides not to pursue the arbitration process, the team will within 14 days notify the MAPE First Vice President of their decision.
The Employee Rights Committee will hear the decision of the Arbitration Team at the Employee Rights Committee’s next scheduled meeting. The decision of the Arbitration Team will be presented by a member or members of the MAPE staff. Up to three members of the aggrieved group may present an appeal to the Employee Rights Committee.
Notifications regarding the disposition and status of class action grievances shall be distributed to the chief stewards for the purpose of dissemination at local meetings.
The First Vice President will provide a written notification of the ERC’s recommendation to the Executive Committee within seven days of the hearing.
The First Vice President will present the recommendations of the ERC to the Board of Directors.
Steward Certification and Revocation,
MAPE Communicator and Steward Training Notice
Board of Directors Revision Date: July 2010
Delegate Assembly Revision Date: 9/23-24/2016
Summary: Procedures to certify MAPE stewards, create MAPE communicators, track steward training and changes in steward status, and remove certification of stewards.
Related Information: Robert’s Rules of Order newly revised
Steward/Communicator Affirmation Form:
- The Steward/Communicator Affirmation Form allows for the designation of:
- MAPE steward.
- MAPE communicator.
- And is to be signed by:
- Members who complete basic steward training.
- Current stewards or MAPE communicators who wish to change their designation.
- Updates will be sent to the state by MAPE staff that reflects:
- New stewards.
- Change in status of existing stewards.
- Updates will be sent to the chief steward and local leadership by the Statewide First Vice President that reflects:
- New stewards.
- New MAPE communicators.
- Change in status of existing stewards and MAPE communicators.
- Members with a signed Steward Affirmation Form on file at MAPE who wish to change their status must contact MAPE staff or the Statewide First Vice President and sign a new form. Upon receipt of the signed form, the Statewide First Vice President will take the appropriate steps to inform local leadership and ensure that changes are reflected in the steward lists.
Certification of Stewards:
- Stewards shall be certified as agents of MAPE upon the successful completion of MAPE's beginning steward training course and by signing the Steward/Communicator Affirmation Form choosing the option of steward.
- The state will be informed of the name and agency of affirmed stewards who have chosen to participate in grievance and investigation handling.
- Members who complete MAPE's beginning steward training course and choose to be a MAPE communicator instead of a steward on the Steward/Communicator Affirmation Form will not have their names forwarded to the state.
- The list of stewards on the MAPE website will be kept current.
At the point that members register for steward training of any level, the Statewide First Vice President will inform the chief steward of the member’s region. At the end of the scheduled training, the chief steward will again be informed of the members who completed training.
Revocation of Steward Certification:
All written complaints, filed against a steward and relating to a breach of MAPE Steward Code of Conduct, will be investigated by the Statewide First Vice President and the chief steward of that region, unless the chief steward is the subject of the complaint or the person lodging the complaint. The First Vice President will determine if the charges are founded and if the violation warrants action.
Complaints will be resolved informally unless the seriousness of the complaint could lead to removal of the steward’s certification. Examples of informal resolution include training, monitoring and counseling. If the First Vice President determines that the charges do not warrant suspension, the accused steward will be informed of the charges or the investigation.
The First Vice President may (if appropriate) suspend the activities of the steward before, during or after the investigation depending on the severity of the charges. If the steward is to be suspended, the First 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 chief steward of the affected region and the State of Minnesota will be informed that the steward is not active and does not represent MAPE.
The First 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 first VP. This decision team will vote on whether the charges warrant loss of certification.
If the decision team by majority vote decides to revoke the steward’s certification, the First Vice President will inform the steward, in writing, of the revocation of their certification and the reason(s). The steward shall be advised they must immediately stop the performance of all steward duties. The chief steward of the affected region and the State of Minnesota will be informed that the steward is not active and does not represent MAPE. 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 First Vice President at the MAPE office.
If the decision team does not obtain a majority vote to revoke certification, the suspended steward shall be informed immediately and in writing that their suspension is lifted. The chief steward of the affected region and the State of Minnesota will be informed that the steward is active and does represent MAPE.
If no written request for a hearing before the ERC is received in the MAPE office within the allotted 30 days, the steward’s revocation of certification as a MAPE steward will be final and the state will be so informed.
All revocations will be reported to the ERC at the next ERC meeting. The chief steward of the revoked steward’s region will be immediately informed of the revocation by mail or e-mail.
Appeal to Employee Rights Committee (ERC)
If a steward who has had their certification revoked files a written appeal to the Statewide First 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 certification, the steward's certification 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 certification, the member may appeal the decision to the MAPE Board of Directors at the next scheduled meeting (if possible).
After one year and each year thereafter, a member who has had their steward certification revoked may make a request in writing to the statewide First Vice President for reinstatement as a certified steward.
The First Vice President may reinstate a steward’s certification with approval of the ERC.
Regional Chief Steward Elections
Original Policy Approval Date: 11/21/2014
Board of Directors Revision Date:
Summary: Describes the Regional Chief Steward Elections Process.
Related Information: On December 19, 2003, the MAPE Board passed a motion of the MAPE Employee Rights Committee (ERC) to adopt the procedures for election rules for Regional Chief Stewards.
The attached rules (below) were passed. However, they were never put into a policy. The ERC requests that this policy be adopted, so that the elections process is clear and transparent.
- Chief Steward Elections will be coordinated by the Statewide First Vice President. Protests will be supervised by the Statewide First Vice President.
- Chief Stewards will be elected only by stewards from within the region. Only those stewards that have been certified as completing Advanced Steward Training or who agree to go through it within the next two (2) offerings are eligible to be nominated as a Chief Steward.
- Chief Steward Elections will take place during the years where Local Officers are elected.
- Written notification of all stewards is to take place by April 15th.
- Elections will be held between May 1st and May 31st.
- Should a regional vacancy occur; the Statewide First Vice President will initiate the election process to fill the vacancy as soon as possible.
Board of Directors Revision Date: 2/16/2007, 2/16/2009, 6/18/2010, 3/21/2014
Summary: Diversity Committee mission and goals.
To strengthen the Association’s interaction with the state concerning the planning and implementation of Affirmative Action, Equal Employment Opportunity and Diversity programs, and to strengthen the Association’s own internal programs, policies and procedures in these important areas.
Goals, tasks, deliverables:
- Identify Agency affirmative action committees and related programs.
- Monitor and report on this Association and State Agencies, boards and committees dealing with affirmative action and diversity.
- Identify, organize and educate MAPE members who serve on agency affirmative action committees and related programs so that information becomes available to MAPE, and these programs can be better monitored.
- Present a comprehensive report to the Delegate Assembly.
Chair shall serve as MAPE’s Affirmative Action officer by:
- Attending statewide meetings of Affirmative Action and related programs on behalf of, and representing, MAPE. (or appointed designee).
- Serve as a member of MAPE’s Selection Committee.
- Serve as a resource to MAPE’s Hiring Committee.
Affirmative Action Position Paper
Board of Directors Revision Date: 2/16/2004, 2/16/2009, 6/18/2010
Summary: Position paper on Affirmative Action and Equal Employment Opportunity as drafted by the Affirmative Action Task Force.
MAPE supports the concept of Affirmative Action and Equal Opportunity Employment within the state employment system and MAPE. MAPE recognizes the benefits of implementing a well-reasoned Affirmative Action program. These benefits include creating a more representative and diverse state workforce and MAPE membership, and a workplace free of discrimination for its members. MAPE understands the advantages of an effective Affirmative Action program include providing a means of promoting communication and resolving internal disputes resulting in a less hostile work environment and preserving state resources by reducing the incidence of costly litigation. Our commitment is to creating a workplace and association free of discrimination on the basis of race, color, religion, national origin, marital status, sexual orientation, sexual identity, disability, sex, age, creed and public assistance status.
MAPE hereby recognizes the importance of Affirmative Action considerations in the association's endeavors in four areas:
- In the association's lobbying efforts at the state level.
- In the association's negotiations with the state on a bargaining agreement.
- In the association's own internal programs, policies and procedures.
- In the association's interactions with the state concerning the planning and implementations of the state's Affirmative Action program.
MAPE supports the following Affirmative Action measures:
- MAPE supports the concept of ensuring greater autonomy for state Affirmative Action officers and specifically supports the "direct reporting” procedures mandated by law.
- MAPE supports the position that the state does a comprehensive review and validation of its testing procedures for state positions to eliminate and ensure against cultural, gender, racial or disability bias in these testing procedures.
- MAPE supports the position that the state and association take adequate recruitment measures to ensure an appropriately diverse and representative applicant pool for the state's and association's employment opportunities.
- MAPE supports the position that the state and association ensure appropriate retention rates through aggressive Affirmative Action programs and cultural diversity awareness training programs.
Government Relations CommitteeGovernment Relations Committee
Government Relations Committee
Board of Directors Revision Date: 6/18/2010
Summary: Government Relations Committee mission and goals.
To proactively establish an effective presence and create partnerships to promote MAPE’s legislative issues and concerns. Goals, tasks, deliverables:
- Review all MAPE’s Legislative Position papers prior to Delegate Assembly.
- Review resolutions from Delegate Assembly and develop new Legislative Position papers.
- Prior to legislative session, review position papers and select five as priority issues on which to concentrate.
- Review actions during the legislative session, assist Legislative Affairs Director with lobbying efforts.
- Assist in developing MAPE’s position on bills introduced that affect MAPE members.
- Assist in education initiatives for MAPE members.
Ongoing goal vision:
- Promote membership activism.
- Educate the public, MAPE members, media, elected officials and their staff.
- Strengthen and build coalitions with other unions and workgroups.
Membership CommitteeMembership Committee
Board of Directors Revision Date: 6/18/2010, 6/19/2015
Summary: Membership Committee mission and goals.
To promote membership by organizing local membership secretaries/committees, coordinating recruitment efforts and education.
Goals, tasks, deliverables:
- Implement plan for personal contact in recruiting all fee payers, new hires, transfers, and associate members.
- Improve communication between local membership secretaries/committees, the 2nd Vice President and MAPE Central.
- Increase MAPE visibility at the work site (MAPE bulletin boards, events, etc.)
- Develop and conduct comprehensive membership campaign at least biennially (every other year).
- Support the continuous recruitment and organizing efforts by the locals.
- Promote benefits of membership to fee payers and members.
- Coordinate MAPE scholarships.
As chair of the membership committee, the 2nd Vice President shall work closely with MAPE staff to:
- Coordinate reporting to local membership secretaries/committees each biweekly update from the state on new hires, transfers, and membership percentages.
- Update/revise membership cards (paper and electronic).
- Update customized materials (paper and electronic) for new member packets as needed.
- Contribute to training and education of new officers after local elections.
Delegate AssemblyDelegate Assembly
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
Summary: Requirements for Delegate Assembly resolutions.
Resolutions to the Delegate Assembly (DA) can be submitted by:
- Two or more members.
- Local and statewide executive committees.
- 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 no later than 11 weeks before DA. The exact date will be published on the MAPE website.
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.
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.
Records and dataRecords and data
Data Practices Records Policy
Board of Directors Revision Date: 6/18/2010
Summary: Guidelines for releasing data.
Related Information: MAPE Bylaws, Article XII, Judicial Procedure, Section 2 - #9.
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 XII, 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 2nd Vice President or, in his/her 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).
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:
- Prevent the unintentional release of the information to anyone who is not a member or employee of MAPE.
- Prevent the intentional release of the information to anyone who is not a member or employee of MAPE.
- 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.
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.