Forming a Retired Workers Chapter or Area Council

The New Retired Workers Chapter                                                                                               

–Getting Started

The Unifor National Constitution indicates a Retired Workers Chapter may be formed once 25 members are retired within a Local Union (see Article 12 of the Unifor National Constitution and Appendix 1 of this manual).

The first step would be to form a steering committee made up of at least four (4) retired workers. This committee would compile a membership list and develop the Chapter bylaws.

As a guideline, sample bylaws can be found in Appendix #2 of this manual.

The National Retired Workers department is available to assist the steering committee with this procedure.

Once the Chapter bylaws are drafted you need to start planning for your first meeting. At this first meeting you will present your bylaws and the Chapter executive officers will be nominated and elected.

The executive member positions to be elected are as follows:

1. Chairperson: The chairperson shall preside at Chapter membership and executive board meetings and sign all vouchers authorizing withdrawals from the Chapter funds. 
2. Vice-Chairperson: The vice-chairperson shall assist the chairperson and assume the duties of the chairperson in his/her absence.
3. Secretary: The secretary shall keep minutes of all Chapter membership and executive board meetings, read all documents and conduct the general correspondence pertaining to the Chapter. Note: The position of secretary may include responsibilities of a financial nature once the Chapter begins to function. The Chapter may decide to create a separate position for these responsibilities. The secretary should work with the Local Union Financial Secretary where possible.

 The New Retired Workers Area Council                                                                                               

– Getting Started

The Unifor National Constitutionindicates a Retired Workers Area Council may be established in designated geographic areas, or by combination of designated Local Unions (see Article 12, Section 9, 10, 11, 12 and 13 of the Constitution and Appendix 1 of this manual).

• What needs to be done

There are four (4) important items which must be consideredtoensure a successful Chapter or Area Council, including the following:

1. If there is a Local Union to connect with, it is important to develop a good relationship with the Local Union leadership. Working together with the Local Union can help the Chapter or Area Council achieve the objectives it wants and needs.
   1. Make a list of the names, addresses and phone numbers, plus email addresses if available, of those who have retired. You will want to contact them for the important first meeting. The Chapter or Area Council should be in regular communication with all of its members to advise them of important information and upcoming events. 
   2. EveryChapter shouldidentify whois payingthe voluntarydues and who is not. All members should be encouraged to make the voluntary contribution so the Chapter is better able to operate. (All financial matters should be discussed with the Local Union Financial Secretary where possible).
   3. Schedulea dateand timefor monthlymeetings. Checkwith the Local foravailability ofthe unionhall orfor anotherappropriate meeting place. If no hall is available, you may want to speak to another Local in the area or consider a service club hall or community centre.

Note: Article 12, the Unifor Constitution states the Chapter or Area Council shall hold regular meetings of the members.

When considering monthly meetings think about:

• Whatis thebest dayfor yourmeetings? Shouldthe meetingbe held in the morning, afternoon or at rotating times?
  • Willrefreshments orsnacks beprovided? (coffee/donutsor potluckmeal). Ifso howwill refreshmentsor foodbe financed?
    • Encourage spouses/partners and surviving spouses/partners to attend. These individuals play an important role in the development and continued success of the Chapter or Area Council.  
    • Once the first meeting date is set a meeting notice must be posted or published in a union publication/newsletter/website and all retired members contacted (see Article 3 of Sample Bylaws, Appendix 2 of this manual).

 The Retired Workers Chapter or Area Council                                                                                        

- First Meeting

For the first meeting of the Chapter or Area Council the interim Chairperson should chair the meeting with the support of the steering committee.

A brief report should be given on the activitiesofthe steering committee leading up to the first meeting.

If there is one, you should invite the Local Union President or designate to your first meeting.

Representatives from the National Retired Workers department are also available to attend or to work with the steering committee and assist with the first meeting.

A sample agenda for this meeting could be as follows:

AGENDA

Unifor Local                  

Retired Workers Chapter or Area Council “First” Meeting

Date ……………………........................

Time ……………………........................

Location ……………………........................

1. Introduction of steering committee by the interim chairperson
2. Report of the steering committee
3. Presentation of the bylaws
4. Adoption of the bylaws
5. Nomination and election of officers (see Article 5 of Sample Bylaws)
6. Proposed monthly meeting date for approval by members
7. Discussion on Chapter or Area Council committees Note: You may want to hold any decisions on committee issues for future meetings (see next section on committees).
8. New Business
9. Adjournment

Note: For future Chapter or Area Council meetings you can use Article 3 of the Sample Bylaws for your agenda.

CONGRATULATIONS!

You have now formed a Retired Workers Chapter or Area Council
 

After the first meeting the recording secretary will send a letter to the National Retired Workers department, listing the elected executive officers. They will attach a copy of the bylaws for approval by the National office.

The National office will then present the new Chapter or Area Council requesttothe National Executive Board, once approved a Chapter or Area Council Charter will be issued. The Chair and Secretary will then be added to the distribution list maintained by the National Retired Workers department.

Ifyou are a Chapter you should contact the National Retired Workers departmenttoinquire if there is Area Council in your area (see Article 12, section 9 of the Unifor National Constitution).

The National Retired Workers departmentcan also provide your new Chapter or Area Council with information about the Unifor Retired Workers Council, held annually at the Family Education Centre in Port Elgin, Ontario (see Article 12, of the Unifor National Constitution).

 The Retired Workers Chapter or Area Council                                                                                               

- Committees

The steering committee can decide which committees the Chapter or Area Council requires, this decision can be made either in advance of or at the first meeting.

The Chapter or Area Council can start any committee they believe will be of service to their members and/or the community. Of course, the membership must approve the formation of such committee.

Each Chapter or Area Council will determine the number of members who sit on the committees.

The Chapter or Area Council should decide the following:

• How often should the committee meet?
• How should reports be handled for monthly meetings?
• Arethere experiencedpeople whomay haveworked onsimilar committees in the Local Union or have an interest in the subject?
• What is the direction and goals of the committee? Once established, the committee should:
• Involve every member of the committee
• Select a Chairperson and Secretary
• Establish regular meeting dates
• Inquireif asimilar committeeis functioningin theLocal Union. If so,discuss workingtogether wherepossible onjoint projects
• Make a monthly report for the Chapter or Area Council

Examples of Chapter or Area Council Committees

1. The Recreation Committee

   A recreation committee plays an important role in establishing activities (euchre, cribbage, fitness classes, educational workshops etc.) that will encourage members, partners and surviving partners, to come to meetings. The recreation committee can also plan outdoor events such as bus trips, bowling and golf tournaments.

2. The Visiting Committee

   Chapters and Area Councils are urged to establish a visiting committee. A visiting committee provides an invaluable service and its work means a lot to members. The visiting committee can contact/visit retired members, or their partners, who are hospitalized and/or in a nursing home/home for the aged. During a visit committee members can find out if members have any problems that the Chapter or Area Council can help address. This committee can also organize car pools to take members to special events that the Chapter or Area Council is arranging.

 Future Monthly Meetings                                                                                               

In order to keep the interest of members you may want to include a guest speaker or presenter at the Chapter or Area Council meeting.

The officers can make a list of meaningful topics that may be of interest and present this list at the Chapter or Area Council meeting.

Ask for suggestions from the members. Or you may wish to do a survey of the retiree membership regarding their interest.

Check to see what community services are available at no cost.

The National Retired Workers department can assist with a list of speakers or presenters.

Contacting the resources

Resources may be any agency, organization or government at any level, which can provide information or services needed by retired workers.

The number of and kinds of services available will vary from community to community.

Once the decision on the topic has been made, contact the resources in your area to discuss the services available and your ideas for the meeting. Find out the following information about the resource:

• What do they offer that could be of benefit to retired workers?
• Can they provide information about their services,such as handouts?
• How much notice is required for them to attend a meeting?
• The nature of their presentation: short talk, question and answer session? Is there audio/visual material? If a video is used, how long is it? What equipment is required? Do they provide their own?
• What is the length of their presentation?
• Is there a cost?

In addition to information,can they provide services to the Chapter or Area Council members at meetings?

For example, if you are inviting a health care professional could they provide specific testing?

Those providing the resources will need to know the following information:

• Who you are and why are you contacting them?
• Where are the Chapter or Area Council meetings held?
• How many members do you expect at the meetings?
• Who will their contact person be in the Chapter or Area Council (name and phone number)?

Informing the members about a guest speaker attending a meeting

You may want to schedule speakers or presenters two meetings in advance so all members will be properly informed and to allow sufficient notice. This will also help to ensure a good attendance for your special guest.

Note: As a courtesy, you should always schedule your guest speaker at the beginning of the meeting. Once the speaker is finished you can proceed with regular business.

You may want to make up a meeting notice about a special guest speaker that can be distributed at the meeting prior to the one they are attending. Information should also be posted on any websites or social media accounts that are used by the Chapter or Area Council.

A sample notice is on the next page.

SAMPLE MEETING NOTICE

Local                 Retired Workers Chapter or Area Council

MEETINGNOTICE

Date  ……………………........................

Time  ……………………........................

Location ……………………........................

Special Presentation: Community Health Care Nurse

Presentedby: N. Pain, Health Professional

From: Local area

Community Health Centre 123 Any Street

Anytown, Canada

Program Information: 15-minute Video

Followed by a Q & A session

Length of Presentation: 45 minutes

Building the Retired Workers Chapter or Area Council                                                                                               

Keeping the Chapter or Area Council active and providing service to our retired members will ensure continued growth. An active Chapter will have members regularly attending its meetings and will attract those who are about to retire. This will build the Council as a whole.

Reaching the Pre-Retired Workers

Reaching workers when they retire is very important. In some Local Unions, where there is a full-time pension or benefit representative,  this person can provide those retiring with Unifor retired workers information. The representative can ask the retiring member to sign-up for voluntary dues deduction and provide the Chapter or Area Council Chairperson’s name and phone number. A list of the monthly meetings should also be given to the member.

Where a full-time pension or benefit representative is not in place, the Local Union President, Financial Secretary and/or bargaining unit Chairperson should be asked to advise those retiring about the Retired Workers Chapter or Area Council and provide information on meetings along with contact information for the Chairperson.

The leadership of the Local Union should strive to continue to serve the membership by advising active members about the benefits of belonging to the Chapter or Area Council when they do retire.

If possible, the Chapter or Area Council should publish all reports of the Chapter or Area Council and notification about meetings in the Local Union newspaper/newsletter, website or social media channels on a regular basis. When activities and services of the Retired Workers committees are functioning well, members will be encouraged to participate and new members will want to join.

You may be able to set up a website to post information about the Chapter or Area Council. This could include upcoming events. If your Local Union has a website the retired workers site may be added as a link.

For those members without a Local Union, you can still form a Chapter or Area Council with all of the rights and privileges, as per Article 12, of the Unifor National Constitution.

Appendix 1

UNIFOR CONSTITUTION

ARTICLE 12

National Retired Workers Council

1. The National Executive Board shall establish are tired worker structure within Unifor.

Retired Workers

2. A retired member is a member of a local union who has severed his/her employment relationship with a particular employer in the expectation of receiving a pension or retirement income.
3. A member who retires is entitled to “retired membership status” and does not have to pay dues. The retired member has all the privileges of membership except the right to vote on contract demands, strike votes, ratifications of collective agreements and on matters pertaining to the administration of the collective agreement. In addition a retired member cannot run for local union executive office and cannot vote in elections for workplace representatives.

Local Union Chapters of Retired Workers

4. Twenty-five or more Retired Workers can apply to establish a Local Union Retired Workers Chapter by submitting its proposed bylaws to the executive of the Local Union. When such an application is made the Local Union will review the proposed bylaws and amend its own Bylaws to establish the Retired Workers Chapter.

5. The Chapter shall hold regular meetings of its members.
6. The Chapter’s members shall elect a retired worker to be a representative of retired members on the Local Union Executive Board with voice and vote, using election procedures which conform to this constitution.
7. The Local Union President or designee shall be a member of the executive of the Local Union Retired Workers Chapter with voice and vote.
8. Local Union Retired Workers Chapters shall adhere to National Union policies.

9. Area Retired Workers Councils can be established in designated geographic areas,or by combination of designated Local Unions.
10. A group of Local Union Retired Workers Chapters may jointly propose the formation of an Area Council of Retired Workers to the President of the National Union.
11. The National President shall convey the proposal with a recommendation to the National Executive Board for consideration at its next meeting.
12.  The proposal shall include a description of the objectives and governance of the Council as well as a decision on whether its membership shall be member or delegate based.
13.  The President of each Local Union within the jurisdiction of an Area Retired Workers Council is entitled to name one delegate to the Area Council.

National Council of Retired Workers

14. There shall be a National Retired Workers Council whose Bylaws shall be approved by the National Executive Board.
15. Delegate entitlement to the National Retired Workers Council shall be as follows:
    1. Each Local Union Retired Workers Chapter is entitled to one delegate.
    2. Each Chapter with more than1,000 members is entitled to one additional delegate for each 1,000 members or major part thereof.
    3. Each Area Retired Workers Council is entitled to three delegates.
    4. Each Local Union with a Retired Workers chapter is entitled to one delegate named by the Local Union President.
16. The National Executive Board may approve additional representation.

17. The National Retired Workers Council shall amongst other endeavours:
    1. Elect a chairperson who will be a member oft he National Executive Board.
    2. Promote the policies and participate in the programs of the National Union.
    3. Consider resolutions submitted by Local Chapters and Area Councils.
    4. Advise the National Executive Board on issues that affect Retired Workers within the union.
    5. Work to advance the interest of Retired Workers in our communities.
    6. Engage in the political, educational and organizing campaigns of the National Union.
18. The National Retired Workers Council shall meet annually and the event will be translated and interpreted in Canada’s two official languages.

The Executive of the National Retired Workers Council

19. A National Retired Workers Council Executive shall be established and shall meet quarterly.
20. The composition of the Executive shall reflect the regional,gender and equity principles of the National Union.
21. The Executive shall be composed of a Chair, a Vice-Chair, a Secretary, representatives from each of the Quebec Region, the BC Region, the Prairie Region, the Ontario Region and the Atlantic Region, a representative of Black, Indigenous and Workers of Colour, and 5 members at large, one of whom is a representative of LGBTQ retirees. Quebec will determine their process and is endorsed by the National Retired Workers Council. The executive positions will be filled at the annual meeting of the National Retired Workers Council immediately following the Convention of the National Union.
22. The procedures for electing the executive shall conform to the National Constitution. The Executive shall serve for a term of three years.

23. Upon election the Chairperson of the Executive shall be a member of the National Executive Board.
24. In the event of a vacancy in the position of Chairperson,the Vice- Chairperson will serve as the interim Chairperson until the next annual meeting of the National Retired Workers Council, at which time an election will be conducted to fill the vacancy.
25. Each member of the National Retired Workers Council Executive is automatically a delegate to Convention and the Canadian Council with voice and vote.
26. The Chairperson of the National Retired Workers Council or their designee is automatically a delegate to each Regional Council with voice and one vote. Executive members are delegates to the Regional Council where they reside with voice and vote.

Membership and Dues

27. Membership in the Retired Workers structures is open to any member entitled to retired membership status.
28. Retired Workers are not required to pay dues during retirement. To assist in financing, voluntary retired membership dues are $1 per month. A Local Union may increase the dues subject to the approval of the National Executive Board.
29. Dues will be distributed as follows:
    1. 55cents shall be allocated to a National Retired Workers Fund, of which10¢ shall be remitted to the appropriate Area Retired Workers Councils.The National Retired Workers Fund shall support the activities of the National Retired Workers Council.
    2. 45cents shall be allocated to the appropriate Local Union Retired Workers Chapter.
30. The National Executive Board will decide the distribution of funds from the National Retired Workers Fund. Each Local Union Retired Workers Chapter Fund shall be held by the Local Union for disbursement upon the request of the Retired Workers Chapter.
     

Appendix 2

SAMPLE BYLAWS

Local Union Retired Workers Chapter or Retired Workers Area Council

ARTICLE 1 – Retired Workers Chapter or Area Council

1. There shall be established within this Local Union a Retired Workers Chapter or Area Council, which shall be named Retired Workers Chapter or Area Council of Unifor Local  .

   Note: This only applies for Area Councils established within a Local. It does not apply to Area Councils formed by a group of Locals.

2. The Retired Workers Chapter or Area Council shall be subordinate to the Local Union and the National Union. None of the provisions in these bylaws shall conflict with the Local Union bylaws or the Unifor Constitution.

ARTICLE 2 – Membership

1. Membership in the Chapter or Area Council is available to all retired members of the Local Union, provided they are eligible, under Article 12, section 3 of the Unifor Constitution.
2. Any retired member eligible for retired membership in a Local Union Chapter or Area Council, in accordance with 2a above, is eligible to pay voluntary dues to the Chapter or Area Council. Such voluntary membership dues shall be in the amount of one ($1.00) dollar per month.

3. Voluntary membership dues may be authorized by the retired member directly to the Local Union, if applicable. The retirees may pay such dues to the Financial Secretary of the Chapter or Area Council annually, if applicable, as per Article 12, section 28 of the Unifor Constitution.
4. A former member of the Local Union, who is receiving a vested or deferred pension under the Local Union contract may be eligible for membership in the Chapter or Area Council by paying a one ($1.00) dollar per month membership dues to the Chapter or Area Council.

ARTICLE 3 – Chapteror Area Council Membership Meetings

1. There shall be a regular membership meeting of the Chapter or Area Council, in accordance with Article 12, section 5 of the Unifor Constitution.
2. The Local Union,in consultation with the Chapter or Area Council, shall develop notice procedures for regular Chapter or Area Council membership meetings or special meetings.
3. All retired members of the Chapter or Area Council in attendance at the meeting will constitute a quorum.
4. The following order of business will constitute the regular agenda for Chapter or Area Council meetings:
   • Roll call of officers
   • Respect to deceased members
   • Reading of minutes of previous meeting
   • Business arising
   • Correspondence
   • Financial report
   • Report of officers, committees and/or delegates
   • Report of Local
   • President or his/her designate drepresentative, if applicable
   • Old business
   • New business
   • Adjournment

ARTICLE 4 – Chapter or Area Council Officers

1. The officers of the Chapter or Area Council will include: Chairperson, Vice-Chairperson, Secretary and Sergeant-at-arms.

2. The duties of these officers shall be as prescribed by the Chapter or Area Council in the bylaws, as follows:

   Chairperson: The chairperson shall preside at Chapter or Area Council membership and executive board meetings and sign all vouchers authorizing withdrawals from the Chapter or Area Council funds.

   Vice-Chairperson: The vice-chairperson shall assist the chairperson and assume the duties of the chairperson in his/her absence.

   Secretary: The secretary shall keep minutes of all Chapter or Area Council membership and executive board meetings, read all documents and conduct the general correspondence pertaining to the Chapter or Area Council.

   Note: The position of secretary may include responsibilities of a financial nature once the Chapter or Area Council begins to function. The Chapter or Area Council may decide to create a separate position for these responsibilities. The secretary should work with the local union Financial Secretary, if applicable.

ARTICLE 5 – Election of Chapter or Area Council Officers

1. All officers of the Chapter or Area Council shall be elected by secret ballot. These officers shall be elected by majority vote and shall serve for a period of three (3) years.
2. Any retired member in good standing is eligible to be a candidate for Chapter or Area Council office.
3. The membership of the Chapter shall elect a retired member from its membership to serve as a member of the Local Union executive board with voice and vote in accordance with Article 12.

4. Procedures for filling vacancies shall be determined by the Chapter or Area Council bylaws and the Unifor Constitution.

ARTICLE 6 – Power of Administration

1. The membership in attendance at a meeting is  the highest authority of the Chapter or Area Council.
2. Between membership meetings, the Chapter or Area Council executive board shall be empowered to act on behalf of the membership to the extent urgent business requires prompt and decisive action, subject to the general policies established by the Chapter or Area Council membership, the Local Union if applicable, and the National Union.
3. Between meetings oft he Chapter or Area Council executive board, the Chairperson shall be empowered to act on behalf of the executive board, in consultation with the Local Union President if applicable, subject to the general policies established by the Chapter or Area Council and the subsequent approval of the Chapter or Area Council executive board and membership.

ARTICLE 7– Composition of the Chapter or Area Council Executive Board

1. Composition of the Chapter or Area Council executive board will include the Chapter or Area Council officers mentioned in Article 4 above, plus Local Union President or their designee, as per Article 12, section 7 of the Unifor Constitution.

ARTICLE 8 – Chapter or Area Council Committees

1. The Chapter or Area Council shall establish, in consultation with the Local Union if applicable, any committees within the Chapter or Area Council that is deemed necessary. The Chapter or Area

Council committees shall be elected by the Chapter or Area Council. The following are some of the suggested committees: organizing and membership, education, recreation, community services, human rights and political education.

ARTICLE 9 – Finances

1. All membership dues collected or any dues check-off which may be received by the Local Union Financial Secretary shall be submitted to the National Secretary-Treasurer who shall allocate such monies to the respective bodies in accordance with Article 12, section 29 of the Unifor Constitution.
2. All monies collected by and on behalf of the Chapter or Area Council shall be kept in the funds of the Local Union Financial Secretary and shall be disbursed upon the request of the Chapter or Area Council upon presentation of a voucher signed by the proper Chapter or Area Council officers.

3. The Chairperson of the Chapter or Area Council shall receive

   $                 monthly expenses.

   “Chapter members or officers who incur special expenses in carrying out authorized chapter business may be reimbursed from the Retired Workers Chapter or Area Council fund. It is not intended however, to pay lost time, wages/salary, nor to reimburse members for attendance at all approved meetings.”

4. Guidelines for reimbursement of expenses when the above conditions are met shall be as follows:
   • Actual fare or mileage, parking fees, registration fees and meals when the authorized work involves eating out.
   • For authorized attendance at activities or conferences requiring overnight stay, the reimbursement shall be for incurred transportation costs, parking, hotel accommodations, registration fees and daily per diem to cover food and incidental expenses.

5. The Chapter or Area Council will receive an up-to-date financial report of the Chapter or Area Council funds and expenditures from the fund provided by the Local Union Financial Secretary each month, if applicable.

ARTICLE 10 – Amendment Procedure

1. These bylaws, at the outset, may be adopted by the Chapter or Area Council at a special meeting called for that purpose, with due notice, after the provisions contained therein have been established for the operations of the Chapter or Area Council.
2. In accordance with the Unifor National Constitution these bylaws and any future amendments must be submitted to the Unifor National Executive Board for approval.
3. These bylaws may be amended, once adopted, by the following procedure:
   • Proposals to amend the bylaws may be submitted at any regular Retired Workers Chapter or Area Council meeting by the membership within the Chapter or Area Council.

The recommendation oft he Chapter or Area Council executive board relative to the submitted bylaw provision or provisions shall be presented at the next regular Chapter or Area Council meeting for action by the Chapter or Area Council membership. A two-thirds (2/3) vote of the membership in attendance at the Chapter or Area Council meeting will be required for adoption.

Retired Workers play a very important role in our union. Participation within the Chapters and Area Councils retired workers will continue to make meaningful change, not only within our union but in society as a whole.