budget and finance committee agenda - seiu 521 · 7/16/2014 · h. informational items 1. i. next...
TRANSCRIPT
Budget and Finance Committee Agenda July 16, 2014 Start Time: 6:00PM
A. Call to Order – RoseAnn Dominguez - 6:00PM
B. Roll Call – 6:00PM quorum determined - (Karen Summers)
C. Announcements: 1. Trustee Audit Schedule: Volunteers from the Budget and Finance Committee are
needed to help with the quarterly Trustee Audits – contact Ming if you can do the next one.
2. After the meeting – the Committee on the Development, Implementation, and Expenditures of the 521 Budget Policy will meet - (page – 41-55)
D. Review & Approve Minutes: Minutes from the Budget and Finance Committee Meeting – June 18, 2014 - (pages – 3-4)
E. Budget and Finance Report: RoseAnn Dominguez
1. Item 1 – Consent Agenda Approval of the Financials for: May 2014 - (pages – 5-6) 2014 Approved General Fund Budget - (page – 7-10) Bank Balances - (DOCUMENT 1) - (page – 11-12) Income Statement - (DOCUMENT 2) - (pages – 13-16) Organizing Income Statement - (DOCUMENT 3) - (pages – 17-18) Dues Receipts - (DOCUMENT 4) - (pages – 19-22) Per Capita Report - (DOCUMENT 5) - (pages – 23-28)
F. New Business 1. Item 2 – $150,000 from the Organizing Budget to General Fund Budget for
IHSS Campaign - (pages – 29-30) 2. Item 3 – Making more room for staff in the Fresno Office - (pages – 31-38)
3. Item 4 - APALA Motion - $250 - (page – 39-40)
G. Unfinished Business 1. Discussion – Harris vs Quinn consequences 2. Discussion – Financial Ethics Training for Leadership & Staff
H. Informational Items 1.
I. Next Meetings: 1. Next meeting is scheduled for Wednesday, August 20, 2014 – Shawn Miller our
CPA will present the 2013 Audit Report, food at 5:30pm; meeting 6:00pm via Video-Conference or Tele-Conference.
J. Adjourn KMS: Kns SEIU521/CTW-CLC 1 of 55
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Minutes of the Budget and Finance Committee Meeting
June 18, 2014 from 6:05 – 8:05pm A. The June 2014 Meeting of the Budget and Finance Committee was called to order by the
Treasurer, RoseAnn Dominguez at 6:05pm; a quorum was present. B. ROLL CALL – Members in attendance either in offices, videoconference, or by
teleconference: BUDGET & FINANCE Committee Members:
Present – Roseann Dominguez Local Treasurer Fresno Present – Luisa Blue Chief Elected Officer Phone
Vacant - Region 1 Present – Cheryl Easterbrook Region 1 Phone Present – Luis Aguilar Region 2 San Jose Vacant – Region 2 Present – Adam Gintz Region 3 Phone Vacant – Region 3 Vacant – Region 4 Present – Alysia Bonner Region 4 Fresno Excused – Roy Harris Region 5 Present – Rudy Plaza Region 5 Bakersfield Present – Dolly Clemente Region 6 Phone Absent – Huong Chung Region 6
EXECUTIVE BOARD MEMBERS, OFFICERS and TRUSTEES:
Connie Chew San Jose Bill Ragland Salinas
OTHER SEIU LOCAL 521 MEMBERS: Marcela Bonilla Fresno Sonja Bennett Bakersfield
SEIU STAFF: Cheryl Haole San Jose Karen Summers San Jose Pam Rodgers Phone
OTHER ATTENDEES:
C. ANNOUNCEMENTS –. 1. Volunteers for quarterly audits – contact Ming. 2. Ming was attending an IT and database training.
D. BUDGET & FINANCE MEETING MINUTES of the May 14, 2014: The Minutes were reviewed and APPROVED as Presented.
E. Consent Agenda Approval of the Financial Statements for April 2014: Bank Balances Income Statement Organizing Income Statement Dues Receipts Per Capita Report
The Financials were examined. Bill Ragland asked questions about the Hardship Fund: its purpose, how the money can be utilized. The Committee to set up guidelines for how money is allocated for member hardship during a strike has met once and will meet again July 1.
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Item 1: To approve/confirm as presented all reports on the Consent agenda. Moved; seconded; carried as presented.
F. NEW BUSINESS Item 2 – To approve the attached proposed budget for the SEIU Local 521 Convention in August Moved, seconded, carried as presented.
G. UNFINISHED BUSINESS
1. Item 3 – To approve charging $84 for any guest beyond one over age 12 for the Local 521 Convention food. Moved, seconded, carried as modified.
2. Item 4 – To recommend that the Executive Board approve the attached Development, Implementation, and Expenditure of the Local 521 Budget Policy and Procedures. Tabled until the next Budget & Finance Meeting
Key people will meet in July to try to resolve any issues with the Policy so the Budget & Finance Committee can recommend it to the Executive Board for approval in August.
3. Item 5 – To recommend that the Executive Board approve the attached Policy – SEJ Guidelines. Moved, seconded, carried as presented with slight changes in the Policy.
H. INFORMATIONAL ITEMS 1. The Financial Absolutes – from the International Ethics & Finance Training was in the
Packet. 2. Harris vs Quinn Decision FAQ – Additional dates have been added to release Supreme
Court decisions. Last day is June 30th. Other lawsuits are waiting for rulings by the Supreme Court that are similar but potentially with worse consequences.
I. NEXT MEETING: the next meeting is scheduled for Wednesday, July 16, 2014, food at 5:30pm; meeting 6:00pm via Video-Conference or Tele-Conference.
J. Adjourn: meeting was adjourned at 8:05pm.
ML:kns SEIU 521 CTW/CLC
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KMS:kns SEIU 521 CTW/CLC
SEIU Local 521 Budget and Finance Committee Motion Item Number: 01 Date: July 16, 2014 Motion Title: Consent Agenda for Financial Statements Recommended By: RoseAnn Dominguez, SEIU Local 521 Treasurer The Following Reports have been placed on the CONSENT AGENDA for approval/confirmation without discussion. If you wish discussion, pull the report from the CONSENT AGENDA: NO Motion is required to remove a report from the Report Consent Agenda.
May 2014 Financials Bank Balances – Document 1 - (pages 11-12)
Income Statement – Document 2 - (pages 13-16)
Organizing Income Statement – Document 3 - (pages 17-18)
Dues Receipts – Document 4 - (pages 19-22)
Per Capita Report – Document 5 - (pages 23-28)
*Motion: To approve/confirm as presented ALL Reports on the Consent Agenda EXCEPT those pulled and listed below which will be held for discussion:
Follow Up:
Moved by:__________________________ __ Second :____________________________
Amendment:______________________________________________________________ Amended By:______________________________________________________________ Votes in Favor:____________ Votes Opposed:____________ Abstentions:_____________
Motion: Carries Fails: Tabled Until: Date:_________
Signatures ____________________________________________
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DRAFT SEIU Local 521 - General Fund Budget for year 2014
Version 2.2Confidential
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A B P Q
version 2.2 2014 - 12 months NotesBudget 2.2
Headcount TOTAL DUES RECEIPTS 30,439,600 additional dues from SCCO and others
56,649 OTHER INCOMEInterest & Dividends 3,600 SMIHSS Administrative Reimbursement - stop admin. SM-IHSS benefit plan
Sublease Rent 67,000 B Misc. Income - SEIU Int'l subsidy - A Misc. items spend from saving accounts
Total Misc. Income 70,600 TOTAL GENERAL FUND INCOME 30,510,200 GENERAL FUND EXPENSESORGANIZING OFFSET 4,025,172 SALARIES
5 Administrative 479,480 7 Admin Support 459,143
14 Directors 1,234,802 UNREP with 2.5% increase
60 Internal Organizers/Research,CED,CESA,Pol 4,363,184 CWA with 2.5% increase
20 Clerical 1,090,419 2 Facilities 97,057 5 Data Base 301,619
A Special project - pay by other funding - Temp. Internal Organizers/Research 75,000 Temp. Clerical/Support 20,000 Vacation Liability Cash Out 400,000 cash out only
Total Salaries 8,520,705 113 PAYROLL RELATED EXPENSES
Pension 1,444,627 increase to 2014 at 18%
Payroll Taxes Expenses 963,085 Consultant - Trainer, NEG 30,000 Travel Staff-Admin 50,000 more travel
Travel Staff- Internal Organizers 120,000 "
Mileage/Ins. Reimb.-Admin & Director 13,656 no auto insurance reimb.
Mileage/Ins. Reimb.-Internal Organizers 135,641 no auto insurance reimb.
Telephone Reimbursement 90,000 12 Retiree Health Exp 108,930
Retire Benefit Trust Fund 12 Benefits(Health, Dental, Vision,life,401K,Flex Plan matching) 3,110,943 health benefit at new rate for 2014Workers Comp Insurance 280,900 remain the same rate as 2013 Recruiting exp 8,000 Total Payroll Related Expenses 6,355,792 Total Salaries & Payroll Expenses 14,876,497 MISCELLANEOUSAgency Fee/Assoc. Exp. 504,000 remain the same as 2013
Capital Fund Expense 12,000 same as 2013
Admin exp share w. chapter 12,000 Free Life insurance to members (SCR, MRY & BFL) 4,000 Dodge Scholarship 15,000 same as 2013
Computer Database UnionWare 82,175 Accounting Software Gp 12,000 Total Miscellaneous 641,175
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DRAFT SEIU Local 521 - General Fund Budget for year 2014
Version 2.2Confidential
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A B P Q
version 2.2 2014 - 12 months NotesBudget 2.2
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ARBITRATIONS & LEGALA Arbitrations Fees & legal fees - representation 150,000 increase expenses
Arbitrations Fees & legal fees - Retainer 258,000 remain the same as 2013
56,649 Automatic Legal Defense Fund ($0.12 per member per month)81,575 Total Arbitrations & Legal 489,575
FACILITIESRent-SJC 450,000 Rent-SQL 58,000 Mortgage - Monterey & Parking - Rent-Santa Cruz, Watsonville & Hollister & parking 47,000 Rent-Visalia & Hanford 20,400 Utilities 165,000 Kitchen Sundries 50,000 Gen. Liab. Ins. & Property Tax 170,000 Building Maintenance/Security/Janitorial 180,000 Total Admin - Facilities 1,140,400
ADMINISTRATIVE - OFFICESAudit/Acct. Fees 110,000 Staff NEG Consultant - Subscriptions 4,000 Office Sundries 70,000 Office Equipment Leases 192,000 Equipment Maintenance & Repair Contracts 70,095 Contributions 3,000 Research Material & Data 11,000 Total Admin - Offices 460,095
COMMUNICATIONSPrinting 42,000 more townhall meetings, robot call
Paper 20,000 "
Website/Station/communication 20,000 "
Telephone & Internet & Tele conference 211,473 "
Postage 60,000 "
Professional Fees/Translations 5,000 Total Communications 358,473
CONFERENCES/MILEAGEStaff-Misc. Conf/Seminar 3,500 Exec. Board-Conferences & Training 30,000 Leadership Retreat 3/2014 + training
Misc. Members-Reimbursed - Total Conferences/Mileage 33,500
STAFF MEETING & TRAININGStaff / Director Training 16,000 8 session staff trainings
Staff - representation & political & communication 60,000 Clerical Staff 901 Executive Staff 1,200
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DRAFT SEIU Local 521 - General Fund Budget for year 2014
Version 2.2Confidential
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A B P Q
version 2.2 2014 - 12 months NotesBudget 2.2
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122
123
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125
126
127
128
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147
148
149
150
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153
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158
159
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Tuition Reim.-Internal Organizers 1,000 Tuition Reim.-OPEIU 2,000 Total Staff Training 81,101
EDUCATION & TRAINING Steward & Chief Steward & Leader Training 4,000 Executive Board 500 Industry Training Events 5,000 Total Education & Training 9,500
- POLITICAL/SOCIAL INVOLVEMENT
41219 Candidates, Issues, IE Account ($0.25 per member per month)123,657 increase to 2014 at $0.25 per mbr.
Legal & Accounting 40,000 Committee Meetings 10,922 Conferences 1,000 Electoral Staff/ Activity 1,000 Polls & Surveys 1,000 Special Printing 100 Subscriptions 200 Total Political/Social Involvement 177,879
SOCIAL & ECONOMIC JUSTICECommittee Meetings 5,000 Conferences 350 Contributions/Solidarity 4,530 Caucus Activities 80,670 Total Social & Economic Justice 90,550 remain the same as 2013
MEMBER INVOLVEMENTMemorabilia/Give away Member Pride 30,000 increase
Awards/Recognition 1,000 Ex Board Reimbursement 2,000 Rally Rental & Bus 20,000 Member Reimbursement/Lost time 2,500 Transportation & Vehicle Expenses 12,000 Total Member Involvement 67,500
NEGOTIATIONSPrinting Contracts - outside vendor 50,000 SCCO printed contractMeetings & Supplies 50,000 Strike Preparations 40,000 Automatic Strike Fund Transfer - reduction to $1/mon 12 Total Negotiations 140,012 MEETINGS & EVENTSExecutive Board Meetings 30,000 Steward/Council meetings 3,002 521 Party & other events 1,000 2014-521 Convention 40,000 Officer Election-2013 - Industries & Members conference 25,000 EW, nurse conference
Miscellaneous 1,000
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DRAFT SEIU Local 521 - General Fund Budget for year 2014
Version 2.2Confidential
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A B P Q
version 2.2 2014 - 12 months NotesBudget 2.2
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Total Meetings & Events 100,002
REPRESENTATIVE DUES56,649 SEIU $7.65 ea 5,200,378 no change
50,487 SEIU Unity Fund $5.00ea 3,029,220 no change
746 SEIU Retirees & ChildCare $1.00ea 8,952 no change
56,649 SEIU/ State Council-$2.53ea 1,719,864 no change
700 Nurse Alliance $1.45ea 12,180 no change
22,329 So Bay CLC Jun/11$0.63,Jul/12$0.65 174,166 no change
3,411 SMCO CLC $0.60ea 24,559 no change
5,940 Fresno CLC $0.45ea 32,076 no change
8,323 Bakersfield CLC $0.50ea, est. increase 49,938 estimate to new rate $0.50 per capita
6,217 Monterey & Santa Cruz LC $0.55ea 41,032 no change
110 North Valley CLC 1,320 no change
56,013 CA Labor Fed 25% X .70ea, pd old rate $0.47 16,452 no change
Building Trades-SMCO 3,600 no change
Total Representative Dues 10,313,738
TOTAL EXPENSES 33,005,168
TOTAL INCOME LESS TOTAL EXPENSES (2,494,968)
VOLUNTARY TRANSFERSBuilding Funds 48,000 reserve for building improvement
Strike Fund - Total Transfers 48,000 TOTAL INCOME LESS EXPENSES & TRANSFERS(2,542,968)
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1,9
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rom
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5,8
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5,8
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GE
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33
5,4
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5,4
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5,4
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5,4
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35
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SA
LA
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Ad
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Inte
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vac
ant p
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rica
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4
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2
9,6
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Fa
cilit
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7,2
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ase
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0,7
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3
2,8
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1,9
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12
7,6
08
11
9,4
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8,1
47
Te
mp
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tern
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9,8
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cont
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n N
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1,6
67
4
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8
(2,8
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)
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3
3
4,6
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(2
6,2
68
)
te
mp
on 1
vac
ant p
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onV
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1, 6
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6,7
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7
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1
33
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5
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05
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0
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0,7
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98
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98
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98
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4
96
7,2
93
96
7,2
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7,2
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7,2
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9,2
14
93
9,2
14
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9,2
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2
8,0
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8,0
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3
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88
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PA
YR
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PA
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PA
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Pe
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10
3,0
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1
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6
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9
16
6,6
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1
47
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55
3,1
24
58
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4
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fille
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sitio
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xes
93
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0
6
4,2
56
43
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5
4
7,4
25
11
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6
5,4
73
45
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2
40
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31
3,2
39
94
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0
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fille
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sitio
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rave
l Sta
ff -
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min
2,7
55
2
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2
1,9
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2
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8
4,1
67
3
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2
67
5
2
0,8
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1
3,3
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7
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1
Tra
vel S
taff
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nte
rna
l Org
an
ize
rs4
,64
3
8,1
31
8
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6
20
,00
7
1
0,0
00
15
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1
(5
,60
1)
50
,00
0
56
,56
8
(6,5
68
)
IHSS
Bliz
eM
ilea
ge
/In
s. R
eim
b.-
Ad
min
& D
ire
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r2
25
22
5
31
6
38
4
1,1
38
4
63
6
75
5,6
90
1,6
13
4,0
77
Mile
ag
e/I
ns.
Re
imb
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tern
al O
rga
niz
ers
12
,03
8
9
,72
8
13
,10
1
1
7,3
39
11
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3
1
2,2
23
(92
0)
5
6,5
17
6
4,4
29
(7
,91
2)
IR
S ra
te in
crea
se in
201
4T
ele
ph
on
e R
eim
bu
rse
me
nt
8,7
18
4
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1
6,1
15
7
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2
7,5
00
4
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7
3,2
33
37
,50
0
30
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3
6,8
97
Re
tire
e H
ea
lth8
,62
8
8,7
77
8
,23
5
10
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3
9
,07
7
9,4
11
(3
34
)
45
,38
7
45
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4
(44
7)
Re
tire
Be
ne
fit T
rust
Fu
nd
1
1
1
1
1
1
-
5
5
-
Be
ne
fits
(He
alth
,De
nta
l,Vis
ion
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1K
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x P
lan
)2
18
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4
24
0,2
70
2
24
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0
23
2,2
67
2
59
,24
5
23
5,5
69
2
3,6
76
1
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6,2
26
1
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1,7
40
1
44
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6
unfil
led
posit
ions
Wo
rke
rs C
om
p I
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ran
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9, 4
00
18
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5
3
0,7
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20
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8
3
2,4
12
19
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1
1
2,8
51
1
18
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2
1
08
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0
1
0,5
62
rate
incr
ease
dR
ecr
uiti
ng
9
9
17
1
25
5
54
7
66
7
43
6
23
1
3
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3
1
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8
1
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5
TO
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RO
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47
1,3
26
47
1,3
26
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1,3
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8,6
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8,6
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8,6
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2,3
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2,3
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52
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0,3
25
31
2,6
55
31
2,6
55
31
2,6
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31
2,6
55
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& P
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1,0
86
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41
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6,9
94
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86
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41
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6,9
94
1
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7,5
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1,0
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31
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1
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7,3
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1,0
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7,3
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1
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8,5
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1
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0,6
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1,5
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61
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0,6
16
1,5
80
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6
1,4
53
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61
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3,2
16
1,4
53
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61
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3,2
16
12
7,4
00
12
7,4
00
12
7,4
00
12
7,4
00
6,2
54
,72
16
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4,7
21
6,2
54
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16
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4,7
21
5,6
53
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35
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3,6
73
5,6
53
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35
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3,6
73
60
1,0
48
60
1,0
48
60
1,0
48
60
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05
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PM
13 of 55
SE
IU L
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l 5
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Fin
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cia
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tate
me
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2 o
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Fin
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05
14
05
14
7/2
/20
14
12
:04
PM
14 of 55
SE
IU L
oca
l 5
21
Fin
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cia
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PM
15 of 55
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Fin
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Oth
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12
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PM
16 of 55
DO
C #
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17 of 55
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IU L
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521
Per
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IU L
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Per
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SC
CS
JC1
2M
Sa
n A
nd
rea
s R
eg
ion
al
Ce
nte
r1
90
19
1
1
92
19
9
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00
19
4
SC
CS
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n A
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ion
al
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r -
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en
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0
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1
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19
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SC
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Sa
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ra C
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78
7
7
79
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ra C
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51
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52
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28
SC
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Sa
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ra V
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ati
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tho
rity
25
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46
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48
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ra V
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Au
tho
rity
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ge
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5
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6
7
6
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Sta
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ht
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mm
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ity
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rvic
es
59
6
0
59
5
4
55
5
7
RE
GIO
N 2
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24
MC
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ain
's C
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ter
37
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41
3
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24
AC
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mb
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's C
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ter
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1
-
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-
0
MR
YS
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26
MC
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Ma
na
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me
nt
Inc
28
2
9
-
3
1
31
2
4
MR
YS
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26
MC
ity
of
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4
-
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15
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YS
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26
AC
ity
of
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en
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en
cy-
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CS
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26
MC
ity
of
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llis
ter
34
3
3
34
3
3
33
3
3
SB
CS
NS
26
AC
ity
of
Ho
llis
ter
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ge
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5
5
5
6
5
5
MR
YS
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26
MC
ity
of
Kin
g C
ity
8
8
9
9
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8
MR
YS
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26
AC
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of
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ity
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4
4
3
3
3
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12
MC
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Sa
lin
as
85
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YS
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12
AC
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lin
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ge
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11
1
1
09
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9
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26
MC
ity
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48
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26
AC
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12
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ity
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21
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12
AC
ity
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26
MC
ity
of
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led
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30
2
9
28
2
8
27
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MR
YS
NS
26
AC
ity
of
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24
MC
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24
AC
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3
3
3
3
3
3
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inan
ce\M
onth
end\
2014
\051
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ita A
naly
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0514
2014
2 of
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5/20
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24 of 55
SE
IU L
ocal
521
Per
Cap
ita A
naly
sis
DO
CU
ME
NT
# 5
2A
BC
DE
FG
HI
JK
LM
NO
PQ
RC
ou
nty
Off
ice
BC
Jan
-14
Fe
b-1
4M
ar-
14
Ap
r-1
4M
ay
-14
Jun
-14
Jul-
14
Au
g-1
4S
ep
-14
Oct
-14
No
v-1
4D
ec-
14
AV
ER
AG
E
82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 100
101
102
103
104
105
106
107
108
109
110
111
112
113
114
115
116
117
118
119
120
121
MR
YS
NS
MC
lin
ica
de
Sa
lud
de
l V
all
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MC
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mu
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12
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om
mu
nit
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MC
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Be
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1
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26
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MC
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26
AC
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ta C
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81
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12
MC
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8
85
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8
36
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MC
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11
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11
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26
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n B
en
ito
Co
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0
10
1
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10
1
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10
SC
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26
MC
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z C
ou
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AC
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17
1
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17
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MH
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uth
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54
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Tra
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2
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r D
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1
3
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3
14
1
3
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MY
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ats
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vil
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2
14
1
4
15
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4
14
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ari
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43
14
5
1
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14
1
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37
14
2
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12
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71
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7
3
72
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AF
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26
MC
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tan
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us
41
2
4
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43
0
4
35
43
5
4
25
ST
AF
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26
AC
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tan
isla
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ge
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86
8
8
77
7
6
74
8
0
N:\F
inan
ce\M
onth
end\
2014
\051
4\Pe
r Cap
ita A
naly
sis
0514
2014
3 of
66/
5/20
14
25 of 55
SE
IU L
ocal
521
Per
Cap
ita A
naly
sis
DO
CU
ME
NT
# 5
2A
BC
DE
FG
HI
JK
LM
NO
PQ
RC
ou
nty
Off
ice
BC
Jan
-14
Fe
b-1
4M
ar-
14
Ap
r-1
4M
ay
-14
Jun
-14
Jul-
14
Au
g-1
4S
ep
-14
Oct
-14
No
v-1
4D
ec-
14
AV
ER
AG
E
122
123
124
125
126
127
128
129
130
131
132
133
134
135
136
137
138
139
140
141
142
143
144
145
146
147
148
149
150
151
152
153
154
155
156
157
158
159
160
161
TU
OF
AT
24
MC
ou
nty
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uo
lum
ne
14
1
4
14
1
4
14
1
4
MA
RF
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12
MC
ou
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Ma
rip
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Co
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ty7
7
7
8
8
7
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12
AC
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4
19
42
2
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old
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3
6
6
6
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AF
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12
MS
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da
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Sch
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l D
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29
2
9
32
3
2
32
3
1
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AF
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l D
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5
5
2
2
2
3
RE
GIO
N 4
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24
MC
en
tra
l C
ali
forn
ia L
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al
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rvic
es
41
4
6
46
4
7
46
4
5
FA
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26
MC
ity
of
Co
ali
ng
a2
5
25
2
5
25
2
3
25
FA
TF
AT
26
AC
ity
of
Co
ali
ng
a -
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en
cy2
3
3
4
5
3
MA
DF
AT
26
MC
om
mu
nit
y A
ctio
n P
art
ne
rsh
ip o
f M
ad
era
73
7
1
71
4
3
78
6
7
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DF
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26
AC
om
mu
nit
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ctio
n P
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ne
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ad
era
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ncy3
5
36
3
5
14
4
5
33
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TF
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26
MC
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o2
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3
2,6
84
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05
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96
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26
AC
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,26
8
1,2
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61
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94
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81
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DF
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12
MC
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ad
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MP
A5
9
60
6
0
58
6
0
59
MA
DF
AT
12
MC
ou
nty
- M
ad
era
SE
MC
25
2
5
25
2
5
24
2
5
FA
TF
AT
26
MC
ou
rt -
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sno
Co
un
ty2
32
22
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2
28
23
0
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29
23
0
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26
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ty -
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9
38
3
8
40
3
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39
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TF
AT
12
MD
en
tal
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urc
e3
3
3
3
3
3
FA
TF
AT
12
MF
AS
TA
-
24
9
2
83
29
2
3
09
22
7
FA
TF
AT
12
AF
AS
TA
- A
ge
ncy
4
33
1
4
30
43
2
4
39
32
7
FA
TF
AT
26
MF
irst
Stu
de
nt
21
4
2
14
21
3
2
15
21
8
2
15
FA
TF
AT
24
MF
resn
o H
ou
sin
g A
uth
ori
ty8
9
90
9
0
88
8
9
89
FA
TF
AT
24
AF
resn
o H
ou
sin
g A
uth
ori
ty -
Ag
en
cy3
3
32
3
2
30
3
0
31
FA
TF
AT
12
MF
resn
o U
nif
ied
Sch
oo
l D
istr
ict
58
4
48
46
8
4
69
46
8
3
82
FA
TF
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12
AF
resn
o U
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ied
Sch
oo
l D
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ict
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ge
ncy
28
1
11
89
9
2
96
8
3
FA
TF
AT
12
MR
ive
rda
le U
nif
ied
Sch
oo
l D
istr
ict
49
4
9
49
4
8
49
4
9
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TF
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12
AR
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le U
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ied
Sch
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l D
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ge
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9
9
8
8
8
8
RE
GIO
N 5
KE
RB
FL
26
MB
ea
r V
all
ey
Co
mm
un
ity
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rvic
es
Dis
tric
t2
4
24
2
5
25
2
3
24
KE
RB
FL
26
AB
ea
r V
all
ey
Co
mm
un
ity
Se
rvic
es
Dis
tric
t -
Ag
en
cy1
1
2
2
2
2
KE
RB
FL
26
MC
ity
of
Arv
in2
0
19
1
9
18
1
8
19
KE
RB
FL
26
AC
ity
of
Arv
in -
Ag
en
cy-
-
1
1
1
1
KE
RB
FL
26
MC
ity
of
Ba
ke
rsfi
eld
50
9
5
07
51
6
5
28
51
6
5
15
KE
RB
FL
26
AC
ity
of
Ba
ke
rsfi
eld
- A
ge
ncy
21
2
2
16
21
1
2
05
21
2
2
11
KIN
HJO
26
MC
ity
of
Ha
nfo
rd1
12
11
1
1
11
11
0
1
11
11
1
KIN
HJO
26
AC
ity
of
Ha
nfo
rd -
Ag
en
cy2
2
22
2
2
24
2
4
23
TU
LV
IS2
6M
Cit
y o
f Li
nd
say
5
5
-
5
7
4
KE
RB
FL
26
MC
ity
of
Sh
aft
er
12
1
2
12
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SE
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521
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KMS:kns SEIU 521 CTW/CLC
SEIU Local 521 Budget and Finance Committee Motion Item Number: 02 Date: July 16, 2014 Motion Title: Approval of Transfer of Organizing Money to the General Fund to Pay for the IHSS Campaign Expenses. Recommended By: Catherine Balbas, Organizing Director; Robert Li, IHSS Director; Luisa Blue CEO; Ming Lee, Financial Director Background: Due to threats from lawsuits in the Supreme Court challenging the validity of core principles of established unions, it has become necessary to establish a greater density of union membership in our bargaining units. At this time the greatest thrust for greater member density is in the Homecare bargaining units. We have just finished 3 months of concentrated blitzes targeting service fee Homecare workers in Santa Clara and San Mateo Counties to change their status from service fee payer to member. These blitzes have involved all Field Staff of the Local as well as outside support member lost timers from the homecare bargaining units. The cost has been high, but essential for our survival. International during this period granted local unions facing the Harris v. Quinn crisis a waiver in relation to allowing locals to use their external organizing funds for the purposes of building membership. In order to cover these expenses associated with the blitz: staff (travel, mileage, per diem, hotels, etc.), and mailings to homecare workers (printing, paper, postage, etc.) it is necessary to request authorization from the Budget & Finance Committee to transfer $150,000 in monies designated for Organizing to the General Fund. As a result of this massive organizing effort, we were able increase union membership density by 20% for the combined two IHSS chapters, which has secured approximately $672,000 in dues receipts for a full calendar year for the next 2 ½ years. Motion: To approve the transfer of $150,000 from the Organizing budget to the General Fund budget to pay expenses incurred for the Homecare Organizing Blitz. Follow Up: Moved by:__________________________ __ Second :____________________________
Amendment:______________________________________________________________
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KMS:kns SEIU 521 CTW/CLC
Amended By:______________________________________________________________ Votes in Favor:____________ Votes Opposed:____________ Abstentions:_____________
Motion: Carries Fails: Tabled Until: Date:_________ Signatures ____________________________________________
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KMS:kns SEIU 521 CTW/CLC
SEIU Local 521 Budget and Finance Committee Motion Item Number: 03 Date: July 16, 2014 Motion Title: Authorization of Funds to make room for Additional Staff in the Fresno Office. Recommended By: Tom Abshere Area Director and Deborah Pate Supervising Office Manager Background: Spaces for staff in the Fresno Office have been limited. The Supervising Office Manager, one of the Communications Specialists, and any visiting staff (staff visits almost weekly and has nowhere to work) all shared the one final desk/computer space until recently. Then in the end of May, a long awaited Political/Community Organizer was hired for the Fresno Office. That desk was turned over to her. Additionally, in early June a temporary Internal Organizer was hired through the end of September. It is expected that the position will be extended possibly indefinitely because of a possible plan with the International to rebuild the Fresno County Chapter. Then there is talk about a plan for the Supervisor’s runoff race that will probably include the need for more staff. There is a large office with two desks used by the Political/Community Organizer and an Internal Organizer. This is a big enough area that, if divided, could serve as 3 offices. 3 bids have been received handling the space in different ways:
1. Interior Services & Design using refurbished Herman Miller Ethospace product to create 3 workstations mostly 70” high - $6,379.86
2. The Michael Williams Company using walls not to the ceiling create 3 spaces - $8,691.00
3. Javier Martinez (Carpenters Union) build 3 actual offices in the space – floor to ceiling - $5,967.50
None of the bids include flooring, electrical, plumbing, or HVAC. However, these should not be an issue. Floors will not be redone, no electrical is needed, no plumbing is needed, and HVAC vents are already in all the proposed offices. The recommendation is for plan number 3. Motion: To approve plan number 3, Javier Martinez’s bid for 3 actual offices in the space from floor to ceiling for $5,967.50 plus 10% ($596.75) for contingencies = $6,564.25 from Document 1 Building Fund Savings. Follow Up:
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KMS:kns SEIU 521 CTW/CLC
Moved by:__________________________ __ Second :____________________________
Amendment:______________________________________________________________ Amended By:______________________________________________________________ Votes in Favor:____________ Votes Opposed:____________ Abstentions:_____________
Motion: Carries Fails: Tabled Until: Date:_________
Signatures ____________________________________________
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KMS:kns SEIU 521 CTW/CLC
SEIU Local 521 Budget and Finance Committee Motion Item Number: 04 Date: July 16, 2014 Motion Title: Contribute to Filipino Advocates for Justice Recommended By: The San Jose/San Mateo Regional APALA Caucus Background: The mission of Filipino Advocates for Justice (FAA) is to build a strong and empowered Filipino community by organizing constituents, developing leaders, providing services, and advocating for policies that promote social and economic justice and equity for all.
Filipino Advocates for Justice, formerly Filipinos for Affirmative Action, was established in 1973 in response to the discrimination and alienation faced by the influx of immigrant newcomers from the Philippines. Their work is grounded in the spirit of Bayanihan (people helping people). Over the years FAA has been an advocate for immigrant and civil rights for the Filipino community and has served the more vulnerable in their community. Throughout their history they have been involved in and often led social justice campaigns that push back against injustices and discrimination, promote equal protections for immigrants, access to resources for immigrants, and inclusion of the Filipino community in the political process.
This contribution is our way of supporting FAA’s wage theft work. In the past 3 years FAA has helped low wage workers/caregivers win nearly $750,000 in lost wages. This amount doesn’t include a $1.5 million judgment that we helped Fresno caregivers win. Motion: To contribute $250 to the Filipino Advocates for Justice from the San Jose/San Mateo APALA Caucus monies in the SEJ Budget within the General Fund Budget.
Filipino Advocates for Justice 310 8th Street, Suite 308 Oakland CA 94607
Follow Up:
Moved by:__________________________ __ Second :____________________________
Amendment:______________________________________________________________ Amended By:______________________________________________________________ Votes in Favor:____________ Votes Opposed:____________ Abstentions:_____________
Motion: Carries Fails: Tabled Until: Date:_________
Signatures ____________________________________________
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THIS SHEET IS INTENTIONALLY LEFT BLANK
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DEVELOPMENT, IMPLEMENTATION AND EXPENDITURE OF THE 521 BUDGET POLICY AND PROCEDURES
Approved by Executive Board May 25, 2010 until January 2011 Executive Board Changes made & Policy re-approved at June 28, 2011 Executive Board
Meeting
Development and approval of the Annual or Biennial Budgets and Expenditures
1. General Funds Budget Development and Expenditures A. There will be at least one Budget Development meeting of the
Budget and Finance Committee to give input into the budget. B. All caucus/committee/industry budgets must be submitted to the
Budget and Finance Committee prior to the first and/or only Budget Development meeting. This is usually the SeptemberOctober Budget and Finance Committee meeting.
i. Budget Allocations: 1. Where relevant, a minimum of 5% of a committee or
industry budget shall be set aside for new growth. 2. When relevant, committees/industries, staff, the Budget
and Finance Committee, or leadership may choose to give more priority to particular caucuses/committees /industries, area, projects, etc., changing what the basic allocation of funds would typically be.
3. Typically, individual committee/industry budgets shall be determined by the average active member participation in the previous 12 months of each section (caucuses/areas) of the total affected group/ line item.
4. A dollar amount shall be assigned to each average active participating member
a. This is an example of how budgets would be typically allocated: The total budget for the SEJ Committee shall be determined by finding the average active member participation over the previous 12 month in all SEJ caucuses in all areas.
i. 5% would be set aside for new growth. ii. 95% of the SEJ Committee Budget shall
be allocated proportionally across the board to the various caucuses and areas within the caucuses based on their average active member participation in the previous 12 months.
1. E.G. if the average active member participation for the SEJ
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Committee over the previous 12 months is 400 members and the AFRAM Caucus in San Jose area has 25 average active member participation then the budget for the AFRAM San Jose Caucus would be 6.25%, (6.25% of 400 = 25), of the 95% of the total SEJ Committee budget.
ii. The consequence of Caucus/Committee/Industry budgets not being presented on time to the Budget and Finance Committee for incorporation into the General Fund Budget: No expenditure of the caucus/ committee/industry allocation will be allowed until a budget is received and approved by the Budget and Finance Committee.
A.iii. Budget Details/Descriptions – There must be adequate descriptions of each line item/expense presented on the submitted budgets.
B.C. In addition pre-approved general membership informational meetings may be scheduled for input.
C.D. All Personnel issues, including those involving budget issues, may be discussed by Officers in Executive Session before being presented publicly to the Executive Board or others affected.
D.E. Within the approved budgets, the CEO and her/his appointees spend and report monthly to the Executive Board and Officers the changes to the approved budgets – currently called Financial Documents #2 (general fund budget) and #3 (organizing budget).
F. Recommendations to transfer money from any savings account to the General Fund for cash flow must be approved by the majority of the Executive Board members voting at a special or regular meeting or if necessary, in an emergency, by an email poll.
E. Special Funds – Development and Expenditures - From time to time items not anticipated in the approved Budget are needed. Recommendations for projects or programs from General Fund line items or Savings Accounts (Strike, Strike Prep, Legal Defense, Contingency, etc.) may be made by management staff, Committees, Caucuses, Industry Councils, Regional groups, or Chapters. Decisions by the Officers will be reported to the Executive Board within the month. Where no emergency exists, notice of such requests will be made to Officers and Executive Board members at least one week prior to the Officers’ vote. A. Committee, Caucuses, and Industries
i. Committees, Caucuses, or Industries may provide input into development of those sections. Some groups are required to
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present their budget before they are approved as a caucus or committee.
B. Capitol Expenses i. As part of the budget process, plans to purchase buildings or
enter into long term building leases or plans for construction or retrofitting will be discussed at an announced meeting and incorporated into the Budget and Finance deliberations. The results of these deliberations will be part of the budget line items or separately earmarked expenditures from specific savings accounts. As long as the Executive Board approves these in advance, staff may implement reasonable costs toward eventual purchase or lease without further Board vote. All such expenditures will be reported to the Officers each month. Final approval of building or property purchases must be authorized by the Executive Board.
C. Technology i. A “Technology” Committee of the Executive Board will
submit a three one year technology/office equipment plan (including computer hardware, software, networks, phones, video, printers, copiers, faxes, etc.) with priorities. This plan including estimated budget expenses must be submitted to the Budget and Finance Committee prior to the first and/or only Budget Development meeting. This is usually the September Budget and Finance Committee meeting. Once the plan is approved by the Executive Board the purchases may be implemented by staff following the directions of the approved plan using the appropriate line item or savings account as indicated on the plan. The Board Officers will be notified, in advance, should additional/replacement equipment need to be purchased or there is a rate increase on any existing equipment rental.
ii. Technology property for Caucuses/Chapters/Committees/ Councils:
1. Any technology property purchased belongs to SEIU Local 521 and is subject to audit, return, and support as necessary;
a. Periodic audits shall be required by the Information Technology Department. Any unauthorized “data” of any type (including but not limited to software etc.) shall be removed from the technology property.
2. No technology property shall be issued unless it is previously budgeted by the Caucuses/Committees/ Councils. Chapters, providing they have sufficient Chapter funds, may authorize purchase of technology property with a valid, approved motion at a valid meeting with an appropriate number of members present;
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a. All technology property shall be purchase by the SEIU Local 521 Information Technology Department. Any technology property purchased in any other way shall not be subject to reimbursement from any Local 521 funds.
i. For any purchases under $250, Caucuses/Committees/Councils/Chapters will work with administrative staff responsible for purchasing.
ii. All Caucus/Committee/Council/Chapter funds are SEIU Local 521 funds.
3. Technology property must be returned immediately to the Caucus/ Committee/Chapter/Council at the end of the current term to be reissued to the appropriately elected successor. Additionally:
a. When a technology property holder is no longer eligible to perform theirhis/her position for the Caucus/Committee/Chapter/Council the technology property shall be returned immediately to the Caucus/Committee/ Chapter/Council for reissuance.
a.b. There will be aA binding use contract shall be signed between SEIU Local 521 and a member being issued any technology property prior to any member being issues any technology property being issued.
c. If the property is not returned, the technology property holder shall be billed for the non-returned property.
There will be a binding contract signed prior to any member being issues any technology property. ii.
D. Good and Welfare Committee i. Shall function under their Bylaws and rules.
2. Political Budget and Funds Including COPE PACs
Political moneys including Independent Expenditures (IE), Issues, Candidate PACs and political specified staffing, research or materials shall be approved and recommended by appropriate COPE Committees established. The Executive Board will approve a plan submitted by the Localwide COPE Chair with input from the Local’s COPE Committees and the Political Director. The Executive Board shall approve this plan and then within that plan the appropriate COPE Committees will be authorized to make expenditures. Special care must be made to supply supporting documentation to the Localwide COPE Chair and the CEO for signatures in order to comply with Federal, State, and Local laws.
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Moneys remaining in PACE accounts will continue to be approved through their own bylaws process and be approved by the Officers of the Local. [In the mean timeAs of May 2014 and until a plan is approved, the Officers will continue to approve these signatures and report to the Executive Board.]
3. Organizing Budget A. The annual or biennial Organizing Budget will be recommended by
the Organizing Committee and approved by the Executive Board. Within the approved budget, the CEO and her/his appointees spend and report monthly to the Executive Board and Officers.
B. Reporting for the Organizing Budget shall be the same as reporting for the General Fund.
C. Authorizing expenditures from the Organizing savings account must be recommended by the Organizing Committee or an Officer in conjunction with the Organizing Director and must comply with all Local Union and International rules regarding proper uses of Organizing money. Organizing expenditures from the Organizing Savings Account above $155,000 must be approved by the Officers and reported to the Executive Board.
4. Approval of the Budget and Program Budgets will be by the
Executive Board at a scheduled meeting.
Monitoring of the Budget and Financial Situation
1. The Union will provide timely monthly copies of year to date
expenditures/income and savings for the General Fund, the Organizing Fund and others which may be developed.
2. There will be a written explanation of any line item or Category which is more than ten percent over budgeted amount.
3. Written reports of Trustees will be made available to the Executive Board.
4. Meetings will be scheduled to ask questions regarding the Auditor’s annual report and management letter.
Information Available to Members
1. All reports or audits will be available to members at each local office upon request.
2. Budget and Finance Committee meeting documents and reports that are approved by the Executive Board will be posted on the 521 website.
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3. All members are invited to any input meetings listed in this policy (except Personnel Issues and Litigation Issues). The Local Union will post the times and dates on the website.
* for the second portion of 2010 the Development and Implementation of the 521 Budget as stated
above will be used as possible
PROCEDURES:
1. It is recommended that (with the exception of the Good & Welfare Committee) that aAll committees/caucuses/councils (with the exception of the Good & Welfare Committee) will forward their budgets to the Budget & Finance Committee for review no later than the 3rd 1st 2nd month of the 4th 3rd quarter of each year prior to the monthly Budget and Finance Meeting. The Budget & Finance Committee will then be required to review all budgets prior to submitting this information at the next Executive Board (as a part of the overall general fund budget) for review and approve prior to the end of the calendar year.
2. It is recommended that aAll caucuses that fall under the purview of the
Social & Economic Justice Committee will submit their respective budgets to the SEJ Chairperson for review and approval by the committee no later than the 2nd 3rd month of the 3rd 2nd quarter of each year.
3. Once the Executive Board approves the budget for the new year, each committee/caucus/council will be authorized to spend within its allotted budget according to its line items or as it sees fit, to modify or adjust within the general plan of activities. If each committee/caucus/council maintains its general plan of activities, it may modify or redistribute money without a further Executive Board vote. However, iIf a committee/caucus/council requests additional funds outside of what has been approved, this request, along with the committee’s/caucus’/council’s written motions signed by the committee/caucus/council officers, must come before the Budget & Finance Committee, who will review and make a recommendation for approval/denial to the Executive Board. Procedural steps below also apply.
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If there is an appeared or actual conflict the more strict interpretation is to be used.
It is recommended that the following procedural steps be followed by committees/caucuses/chapters/councils
4. Money allocated to any committee/caucus/council/industry budget is from the SEIU Local 521 General Fund Budget and is ultimately dues money collected from members and service fee payers. As such all expenditures must be continually evaluated and reevaluated to determine if they continue to meet the Mission and Purpose of the committee/caucus/council/industry as related to the general Mission and Purpose of the Local.
5. Budgeted moneys are to be reevaluated for relevance just prior to commitment to an event/etc. or expenditure.
6. Any single unbudgeted expense over $1,500 must be reviewed and approved by the Budget and Finance Committee prior to commitment and/or purchaseing whether budgeted or not.
1.7. All requests for reimbursement/payment must contain two authorizing leadership signatures (if for an individual purchase or reimbursement) or committee minutes approving purchase or reimbursement approval.
2.a. The original receipts of purchase (no copies) are tomust be attached to the reimbursement request
3.b. And (iIn the case of meetings minutes), the signature page listing attending members with their own signature must be attached to the request packet.
4.c. All reimbursement requests are must be submitted within a reasonable amount of time, i.e. 1 – 3 months from point of expenditure – EXCEPTION end of year reimbursement requests which must be submitted by December 15th.
5.d. Any expenditure over the 3 month timeframe must be reviewed and signed off by CEO (this should shall apply to both members and employees)
8. All committees/caucuses/chapters/councils must make all purchases and make sure to submit all receipts for all encumbered money by the December 15th of January for the prior current year’s expenditures so that the Finance Department may close out the books by the end of the current year. Any budgeted BUDGETED money not used or encumbered by December 15th of the current year will be rolled back into the General Fund. NOTE: The 3 month time frame does not apply in this instance as the Finance Department will be closing out the books for the previous year.
9. Any unbudgeted expenses must be authorized before December 15th of the current year. Budget balances remaining unspent may not be “spent down” for unbudgeted items.
6.10. Gift cards for member gifts may not be purchased in amounts greater than $25 – with no one person receiving more than one gift card per year. Any gifts over $25 in a single year to any one person must be reported to the IRS as income.
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All changes/reviews by the Budget & Finance Committee are being put into place strictly to monitor the overall General Fund Budget end balance. In no means is it designed to restrict membership participation/activity – but to make sure that all adhere to the approved budget.
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DEVELOPMENT, IMPLEMENTATION AND EXPENDITURE OF THE 521 BUDGET POLICY AND PROCEDURES
Approved by Executive Board May 25, 2010 until January 2011 Executive Board Changes made & Policy re-approved at June 28, 2011 Executive Board
Meeting
Development and approval of Annual or Biennial Budgets and Expenditures
1. General Funds Budget Development and Expenditures A. There will be at least one Budget Development meeting of the
Budget and Finance Committee to give input into the budget. B. All caucus/committee/industry budgets must be submitted to the
Budget and Finance Committee prior to the first and/or only Budget Development meeting. This is usually the October Budget and Finance Committee meeting.
i. Budget Allocations: 1. Where relevant, a minimum of 5% of a committee or
industry budget shall be set aside for new growth. 2. When relevant, committees/industries, staff, the Budget
and Finance Committee, or leadership may choose to give more priority to particular caucuses/committees /industries, area, projects, etc., changing what the basic allocation of funds would typically be.
3. Typically, individual committee/industry budgets shall be determined by the average active member participation in the previous 12 months of each section (caucuses/areas) of the total affected group/ line item.
4. A dollar amount shall be assigned to each average active participating member
a. This is an example of how budgets would be typically allocated: The total budget for the SEJ Committee shall be determined by finding the average active member participation over the previous 12 month in all SEJ caucuses in all areas.
i. 5% would be set aside for new growth. ii. 95% of the SEJ Committee Budget shall
be allocated proportionally across the board to the various caucuses and areas within the caucuses based on their average active member participation in the previous 12 months.
1. E.G. if the average active member participation for the SEJ
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Committee over the previous 12 months is 400 members and the AFRAM Caucus in San Jose area has 25 average active member participation then the budget for the AFRAM San Jose Caucus would be 6.25%, (6.25% of 400 = 25), of the 95% of the total SEJ Committee budget.
ii. The consequence of Caucus/Committee/Industry budgets not being presented on time to the Budget and Finance Committee for incorporation into the General Fund Budget: No expenditure of the caucus/ committee/industry allocation will be allowed until a budget is received and approved by the Budget and Finance Committee.
iii. Budget Details/Descriptions – There must be adequate descriptions of each line item/expense presented on the submitted budgets.
C. In addition pre-approved general membership informational meetings may be scheduled for input.
D. All Personnel issues, including those involving budget issues, may be discussed by Officers in Executive Session before being presented publicly to the Executive Board or others affected.
E. Within the approved budgets, the CEO and her/his appointees spend and report monthly to the Executive Board and Officers the changes to the approved budgets – currently called Financial Documents #2 (general fund budget) and #3 (organizing budget).
F. Recommendations to transfer money from any savings account to the General Fund for cash flow must be approved by the majority of the Executive Board members voting at a special or regular meeting or if necessary, in an emergency, by an email poll.
Special Funds – Development and Expenditures - From time to time items not anticipated in the approved Budget are needed. Recommendations for projects or programs from General Fund line items or Savings Accounts (Strike, Strike Prep, Legal Defense, Contingency, etc.) may be made by management staff, Committees, Caucuses, Industry Councils, Regional groups, or Chapters. Decisions by the Officers will be reported to the Executive Board within the month. Where no emergency exists, notice of such requests will be made to Officers and Executive Board members at least one week prior to the Officers’ vote. A. Committee, Caucuses, and Industries
i. Committees, Caucuses, or Industries may provide input into development of those sections. Some groups are required to present their budget before they are approved as a caucus or committee.
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B. Capitol Expenses i. As part of the budget process, plans to purchase buildings or
enter into long term building leases or plans for construction or retrofitting will be discussed at an announced meeting and incorporated into the Budget and Finance deliberations. The results of these deliberations will be part of the budget line items or separately earmarked expenditures from specific savings accounts. As long as the Executive Board approves these in advance, staff may implement reasonable costs toward eventual purchase or lease without further Board vote. All such expenditures will be reported to the Officers each month. Final approval of building or property purchases must be authorized by the Executive Board.
C. Technology i. A “Technology” Committee of the Executive Board will
submit a one year technology/office equipment plan (including computer hardware, software, networks, phones, video, printers, copiers, faxes, etc.) with priorities. This plan including estimated budget expenses must be submitted to the Budget and Finance Committee prior to the first and/or only Budget Development meeting. This is usually the September Budget and Finance Committee meeting. Once the plan is approved by the Executive Board the purchases may be implemented by staff following the directions of the approved plan using the appropriate line item or savings account as indicated on the plan. The Officers will be notified, in advance, should additional/replacement equipment need to be purchased or there is a rate increase on any existing equipment rental.
ii. Technology property for Caucuses/Chapters/Committees/ Councils:
1. Any technology property purchased belongs to SEIU Local 521 and is subject to audit, return, and support as necessary;
a. Periodic audits shall be required by the Information Technology Department. Any unauthorized “data” of any type (including but not limited to software etc.) shall be removed from the technology property.
2. No technology property shall be issued unless it is previously budgeted by the Caucuses/Committees/ Councils. Chapters, providing they have sufficient Chapter funds, may authorize purchase of technology property with a valid, approved motion at a valid meeting with an appropriate number of members present;
a. All technology property shall be purchase by the SEIU Local 521 Information Technology
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Department. Any technology property purchased in any other way shall not be subject to reimbursement from any Local 521 funds.
i. For any purchases under $250, Caucuses/Committees/Councils/Chapters will work with administrative staff responsible for purchasing.
ii. All Caucus/Committee/Council/Chapter funds are SEIU Local 521 funds.
3. Technology property must be returned immediately to the Caucus/ Committee/Chapter/Council at the end of the current term to be reissued to the appropriately elected successor. Additionally:
a. When a technology property holder is no longer eligible to perform his/her position for the Caucus/Committee/Chapter/Council the technology property shall be returned immediately to the Caucus/Committee/ Chapter/Council for reissuance.
b. A binding use contract shall be signed between SEIU Local 521 and a member being issued any technology property prior to any technology property being issued.
c. If the property is not returned, the technology property holder shall be billed for the non-returned property.
D. Good and Welfare Committee i. Shall function under their Bylaws and rules.
2. Political Budget and Funds Including COPE PACs
Political moneys including Independent Expenditures (IE), Issues, Candidate PACs and political specified staffing, research or materials shall be approved and recommended by appropriate COPE Committees established. The Executive Board will approve a plan submitted by the Localwide COPE Chair with input from the Local’s COPE Committees and the Political Director. The Executive Board shall approve this plan and then within that plan the appropriate COPE Committees will be authorized to make expenditures. Special care must be made to supply supporting documentation to the Localwide COPE Chair and the CEO for signatures in order to comply with Federal, State, and Local laws. Moneys remaining in PACE accounts will continue to be approved through their own bylaws process and be approved by the Officers of the Local. [As of May 2014 and until a plan is approved, the Officers will continue to approve these signatures and report to the Executive Board.]
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3. Organizing Budget
A. The annual or biennial Organizing Budget will be recommended by the Organizing Committee and approved by the Executive Board. Within the approved budget, the CEO and her/his appointees spend and report monthly to the Executive Board and Officers.
B. Reporting for the Organizing Budget shall be the same as reporting for the General Fund.
C. Authorizing expenditures from the Organizing savings account must be recommended by the Organizing Committee or an Officer in conjunction with the Organizing Director and must comply with all Local Union and International rules regarding proper uses of Organizing money. Organizing expenditures from the Organizing Savings Account above $15,000 must be approved by the Officers and reported to the Executive Board.
4. Approval of the Budget and Program Budgets will be by the
Executive Board at a scheduled meeting.
Monitoring of the Budget and Financial Situation
1. The Union will provide timely monthly copies of year to date
expenditures/income and savings for the General Fund, the Organizing Fund and others which may be developed.
2. There will be a written explanation of any line item or Category which is more than ten percent over budgeted amount.
3. Written reports of Trustees will be made available to the Executive Board.
4. Meetings will be scheduled to ask questions regarding the Auditor’s annual report and management letter.
Information Available to Members
1. All reports or audits will be available to members at each local office upon request.
2. Budget and Finance Committee meeting documents and reports that are approved by the Executive Board will be posted on the 521 website.
3. All members are invited to any input meetings listed in this policy (except Personnel Issues and Litigation Issues). The Local Union will post the times and dates on the website.
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PROCEDURES:
1. All committees/caucuses/councils (with the exception of the Good & Welfare Committee) will forward their budgets to the Budget & Finance Committee for review no later than the 3rd month of the 3rd quarter of each year prior to the monthly Budget and Finance Meeting. The Budget & Finance Committee will then be required to review all budgets prior to submitting this information at the Executive Board (as a part of the overall general fund budget) for review and approve prior to the end of the calendar year.
2. All caucuses that fall under the purview of the Social & Economic Justice
Committee will submit their respective budgets to the SEJ Chairperson for review and approval by the committee no later than the 3rd month of the 2nd quarter of each year.
3. If a committee/caucus/council requests additional funds outside of what has been approved, this request, along with the committee’s/caucus’/council’s written motions signed by the committee/caucus/council officers, must come before the Budget & Finance Committee, who will review and make a recommendation for approval/denial to the Executive Board. Procedural steps below also apply. If there is an appeared or actual conflict the more strict interpretation is to be used.
4. Money allocated to any committee/caucus/council/industry budget is from
the SEIU Local 521 General Fund Budget and is ultimately dues money collected from members and service fee payers. As such all expenditures must be continually evaluated and reevaluated to determine if they continue to meet the Mission and Purpose of the committee/caucus/council/industry as related to the general Mission and Purpose of the Local.
5. Budgeted moneys are to be reevaluated for relevance just prior to commitment to an event/etc. or expenditure.
6. Any unbudgeted expense over $1,500 must be reviewed and approved by the Budget and Finance Committee prior to commitment and/or purchase.
7. All requests for reimbursement/payment must contain two authorizing leadership signatures or committee minutes approving purchase or reimbursement.
a. The original receipts of purchase (no copies) must be attached to the reimbursement request
b. In the case of meeting minutes, the signature page listing attending members with their own signature must be attached to the request packet.
c. All reimbursement requests must be submitted within a reasonable amount of time, i.e. 1 – 3 months from point of expenditure – EXCEPTION end of year reimbursement requests which must be submitted by December 15th.
d. Any expenditure over the 3 month timeframe must be reviewed and signed off by CEO (this shall apply to both members and employees)
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8. All committees/caucuses/chapters/councils must make all purchases and submit all receipts for all encumbered money by December 15th of the current year so that the Finance Department may close out the books by the end of the current year. Any BUDGETED money not used or encumbered by December 15th of the current year will be rolled back into the General Fund.
9. Any unbudgeted expenses must be authorized before December 15th of the current year. Budget balances remaining unspent may not be “spent down” for unbudgeted items.
10. Gift cards for member gifts may not be purchased in amounts greater than $25 – with no one person receiving more than one gift card per year. Any gifts over $25 in a single year to any one person must be reported to the IRS as income.
All changes/reviews by the Budget & Finance Committee are being put into place strictly to monitor the overall General Fund Budget end balance. In no means is it designed to restrict membership participation/activity – but to make sure that all adhere to the approved budget.
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