ILO Staff Union Rules SUC Retreat, 17 January 2002 1/17/2019 F.Peral

Introduction What is the structure of our Staff Union? How does it function? What do we need to know for our everyday work? Do we serve the Rules, or do the Rules serve us? 1/17/2019 F.Peral

Present structure of the Union

Agenda Items covered: The General Meeting The Staff Union Committee Financial rules Field Offices 1/17/2019 F.Peral

Overview Structure of the Union: Does it suit the Union’s needs? A common background: democracy, transparency, effectiveness and accountability Whatever the structure of the Union is, it should be ensure that it works in a democratic way, that its functioning is transparent, that its action is effective and that all elected representatives are fully accountable before the membership. 1/17/2019 F.Peral

Our background Democracy is to give our members a voice AND a choice Transparency means that every action is done according to common principles, to mandates given and to a strategy made public every year Accountability entails that every SUC member is responsible for each and every SUC action before the membership 1/17/2019 F.Peral

The General Meeting (Chapter II of the Rules) The General Meeting defines the policy and takes decisions to promote the interests of the Union (Art. 24) Two ordinary sessions every year Extraordinary General Meetings at SUC’s request or at the written request of at least 50 members (EGM to take place within 4 weeks after receipt of the request) 1/17/2019 F.Peral

Agenda of the General Meeting Statutory topics (Art. 13) First session (no later than 31 January) Draft programme Future strategy Second session (no later than 31 October) Annual report on activities Report of the Staff Union Assistance Fund Accounts for the previous year Report of the Auditing Commission Budget for the coming year Date for elections to the SUC Election of Auditing Commission and Returning Officers 1/17/2019 F.Peral

AGM: Convocation and documents (Arts.15 & 16) All reports and proposals by the SUC shall be distributed 6 days before the AGM. Apart from regular items, the agenda of all General Meetings is determined by the SUC. A question may be included at the written request of at least 50 members. Decisions can only be taken on subjects included in the agenda. All draft resolutions shall reach the Union Secretariat in time for distribution at least 48 hours before the Meeting. 1/17/2019 F.Peral

The Staff Union Committee (Chapter IV) 20 titular members and 4 substitute members: 16 members employed at HQ, 8 members elected each year 4 titular members employed outside HQ representing the regions, and 4 substitutes employed at HQ, elected every two years 6 Officers : Chairperson and 2 Vice-Chairpersons General Secretary and Assistant General Secretary Treasurer. Other statutory functions: Communications Officer, Stewards Coordinator and Field Staff Coordinator 20 titular members and 4 substitute members: 16 members employed at HQ, mandate of two years, 8 members elected each year, and 4 members employed outside HQ representing the regions, and 4 substitutes employed at HQ, with a mandate of two years Officers elected on the first meeting of the Committee: Chairperson, 2 Vice-Chairpersons, General Secretary, Assistant General Secretary and Treasurer. Communications Officer, Stewards Coordinator and Field Staff Coordinator 1/17/2019 F.Peral

Functions of the Staff Union Committee (Art. 24 of the Rules) Executive Body of the Union, shall act on its behalf both within the Office and outside Promote the interests of the Union in the light of the policy defined by the AGM Reports to the AGM Keeps ALL staff informed of its work and of any matter which concerns the life of the Union or the interests of staff 1/17/2019 F.Peral

Officers of the SUC (Article 22 and Appendix II, para. 8) One year, possible re-election. Propose agenda of SUC meetings Give effect to the decisions of the Committee. Propose any step they consider appropriate Obligation to report on all expenses to the SUC Practice: expenditure by the Officers without previous SUC approval: up to 1,000 Sfrs. 1/17/2019 F.Peral

Chairperson Rules: Functions are not defined in the Rules « Primus inter pares » Practice Chairs meetings of the Officers and of the SUC. Assumes political leadership of the Committee Voices Committee’s positions before the Administration and in public. 1/17/2019 F.Peral

General Secretary Rules: Shall be responsible for keeping the Staff Union files (Appendix III, para.11). Practice: Administrative head of the Secretariat Produce records of SUC meetings and, when appropriate, of Officers meetings. Assists the Chair of the AGM in procedural matters and drafts the Record of Decisions of the AGM. 1/17/2019 F.Peral

Treasurer (Appendix III, para. 12) Keep up to date a list of the members of the Union Makes payments subject to the authorization of the SUC or, in urgent cases, of the General Secretary or the Chairperson (subject to subsequent endorsement by the SUC) Submits quarterly reports to the SUC showing the number of admissions and resignations and the state of accounts Ensures observance of the Rules for the management of Staff Union funds 1/17/2019 F.Peral

Financial Provisions (Chapter V) The monies of the Union shall be devoted to: Administrative expenses Constitution of a Reserve Fund Constitution of an Assistance Fund Constitution of an Action Fund Other expenses The SUC shall also administer: A Reserve Fund An Action Fund A Legal Defence Fund. Any expenditure entailing a reduction of reserves must be previously approved by the AGM 1/17/2019 F.Peral

Union Stewards (Art. 23) Rules: Practice: Elected by Union members of their respective branches, field offices or other units, for a mandate of TWO years. Assist the Committee in its work Are informed and consulted by the SUC on matters of particular concern for their respective constituents Practice: Are called upon for the constitution of Union Working Groups Are briefed by the Officers on issues of special relevance to the Union as a whole (collective agreements) and, in general, before each General Meeting. 1/17/2019 F.Peral

Staff representation in external offices Staff Union Rules should apply to external offices, mutatis mutandi, (Article 21 (b)) Minimum desirable staff representation in external offices should include at least: A Local Titular Staff Union Representative,. A Local Treasurer Any other elected structure subordinate to the above A substantial proportion of dues paid by the members at the duty station is reserved for Union activities in the field (presently 75% of local dues) Minimum desirable staff representation in external offices should include at least: Local Titular Staff Union Representative, reporting to the Titular Member of the SUC for the region. A Local Treasurer, reporting directly to the Treasurer of the SUC - Art. 21, (a), (iv) Any other elected structure subordinate to the above 1/17/2019 F.Peral

Other issues of importance for individual staff representatives To show at all times and in all circumstances a personal commitment to the principles of democracy, transparency and accountability State clearly what is their availability for Union work Focus on effectiveness Focus on communication 1/17/2019 F.Peral

Conflict of interest Rules: No statutory provision on this issue. If rules applicable to the JP were to be retained, SUC members could be required: to always act in the best interests of the Union and its members. refrain from any declaration or action that may adversely affect the standing of the Staff Union or the dignity of parties to cases brought to their attention. respect confidentiality of debates at SUC meetings. Not to participate in deliberations in which s/he may have an interest or is perceived to have an interest. All members of the SUC are required to act in the best interests of the Union and its members. During their terms of office and thereafter, they shall refrain from any declaration or action that may adversely affect the standing of the Staff Union or the dignity of parties to cases brought to their attention. They shall at all times respect the confidentiality of debates at SUC meetings. No member of the SUC may participate in deliberations concerning a case or issue in which s/he may have an interest or is perceived to have an interest. In unclear cases, a joint forum of six SUC members shall decide whether an interest exists. Where an interest is considered to exist for an SUC member, s/he shall not sit at the relevant meetings 1/17/2019 F.Peral

What lies ahead (I) Ongoing revision of the Union Rules with a view to: reflect the new collective bargaining arrangements, review SUC functions, improve representation and voting rights of all members (especially from the field), and promote effective communication with members, both in the field and at headquarters. A questionnaire has been sent to all Union members in 2001. Deadline for response: 31 January 2002 1/17/2019 F.Peral

What lies ahead (II) The 2001 Global Meeting requested the review by the Working Group to include improvements in the following areas: Limited participation and voting rights for field staff at general meetings. Lack of an institutional role for regional and local staff representatives within the definition of union policies in the field. Specific responsibilities of Union stewards. 1/17/2019 F.Peral

Working Group on the Revision of the Union Rules (2000-2001) For the Committee Fernando Peral Satoru Tabusa, later replaced by Mary Hamouda For the members: Cicely Wulf Bill Ratteree John Myers 1/17/2019 F.Peral