J. NLTA Special Interest Councils
The NLTA Provincial Executive Council may approve the formation of special interest councils provided they meet appropriate viability criteria and have a minimum of 75 members or 50 percent of eligible members of a specialized group (e.g. program specialists, teacher librarians, speech-language pathologists, theatre arts teachers, etc.) as verified by the Human Resources Department of the school districts. [2015 BGM]
Special interest councils are professional learning communities within NLTA, dedicated to lifelong learning and the ongoing professional growth of members. For members who wish to contribute to their Association through the professional development arm of NLTA, special interest councils:
a) provide opportunities for involvement and leadership at provincial and regional levels.
b) offer a professional development program which focuses on teaching and learning, instructional leadership, communications, and curriculum development and implementation.
c) advocate on matters unique to the members of that council and issues having direct relevance to education. [Jan/27/23]
2. General Administration
a) The overall operations of the special interest councils shall be under the jurisdiction of the Professional Issues Committee, whose terms of reference are as follows:
- To make recommendations to the NLTA Provincial Executive Council regarding the formation or disbandment of special interest councils.
- To advise the NLTA Provincial Executive Council in regard to funding the operation of special interest councils.
- To control, under the direction of the NLTA Provincial Executive Council, the disbursement of all funds allocated for the operation of special interest councils.
- To assign resources as required in response to requests from special interest councils.
- To assist the officers of special interest councils in organizing, managing, and directing the business and affairs of their respective councils.
- To make recommendations to the NLTA Provincial Executive Council with respect to the by-laws of special interest councils.
- To encourage special interest councils to make representation to educational authorities that reflects NLTA policy and is vetted through the NLTA Provincial Executive Council or the President.
- To consider resolutions submitted to the Biennial General Meeting or to the NLTA Provincial Executive Council relative to special interest councils and make recommendations thereon.
- To ensure a smooth transition between special interest council provincial executives by providing for appropriate training and consultation.
b) All by-laws of special interest councils shall be submitted to the Professional Issues Committee for recommendation to the NLTA Provincial Executive Council.
Special interest councils may promote and make recommendations for immediate action or policy change in one or more of the following ways:
a) Through the NLTA Provincial Executive Council to the Department of Education , school districts, the NLSBA, the Federation of School Councils, and any other organization.
b) To any regular meeting of the NLTA Provincial Executive Council.
c) To Joint Council or the NLTA Biennial General Meeting.
d) To the Professional Issues Committee or the Curriculum Committee.
4. Membership in Councils
a) Membership in a council shall be open to all NLTA active members subject to the membership requirements of the council(s) the member wishes to join and provided any applicable membership dues are paid to those councils. [Jan/27/23]
b) Associate membership in a council may be open to any other person who is not an active NLTA member whose professional interest is in a council’s area of concentration.
c) Notwithstanding a) and b) above, any person who has written out of the Newfoundland and Labrador Teachers’ Association shall not be eligible for either active or associate membership within any special interest council.
5. The Council Executive
a) Membership on the provincial executive of any council is subject to:
- active membership within the Newfoundland and Labrador Teachers’ Association, and
- active involvement in the area of special interest represented by the council at the time of election. [Jan/27/23]
b) The core executive shall comprise the positions of President, Vice-President, Secretary, Treasurer, and Communications Officer.
c) Additional subject-based members of provincial executives may be from any region of the province.
d) The term of office for a provincial executive shall be two years.
e) Any provincial executive may stand for re-election for additional terms.
f) At the end of the first year of a council executive’s term of office, voting for a successor executive-elect should take place. [Jan/27/23]
g) Whenever possible, the provincial executives should rotate geographically to various regions around the province.
In accordance with Association policy, special interest councils may establish affiliates wherever possible, to a maximum of ten. Such affiliates may be formed either on a regional or subject-area basis.
In general, the establishment and operation of affiliates will be governed by the following considerations:
a) A group of teachers may request the establishment of an affiliate by contacting the provincial executive of a special interest council.
b) Affiliate councils should be considered in light of geographic conditions, the number of teachers in the area, educational needs of the region, and the ability of the provincial council to sustain an affiliate.
c) Affiliate councils function under the direction of the particular council of which they are a part.
d) Core funding for affiliates will be provided by the provincial special interest council. Budgets for affiliates must be submitted to the provincial council and grants will then be allocated on the basis of affiliate need and the provincial council’s ability to pay.
e) Affiliate councils shall maintain accurate and complete financial records, based upon accepted accounting procedures, and shall report such information to the provincial council executive on an annual basis using the Annual Provincial Registration and Budget Request form. [Jan/16/04] [JC Feb 04][2005 BGM] [Jan/27/23]
f) When hosting a provincial conference or forum on behalf of the provincial special interest council, the affiliate conference committee must complete a financial report according to accepted accounting practices which must be submitted to the provincial treasurer within 30 days of the conference or forum. [Jan/16/04][JC Feb 04][2005 BGM]
g) In order to maintain status, affiliate councils must submit an annual report of affiliate activities, a viability profile, and a membership list. [Jan/27/23]
h) Whenever an affiliate dissolves, the affiliate executive must close out all bank accounts and forward any remaining funds to the appropriate provincial special interest council.
7. Council Responsibility and Programming
a) Registration and Budgeting
- Immediately upon assuming office, each council executive shall submit a completed Viability Profile and identify an Interim Executive. [Jan/27/23]
- Special interest councils will develop budgets and manage funds to address needs of the provincial special interest council executive and any affiliates which may be formed. [Jan/27/23]
- Special interest councils will facilitate professional development opportunities such as:
• focus groups
• information sessions
• webinars [Jan/27/23]
- As the need arises, special interest councils in accordance with 2 a) vii) will respond to curriculum documents, make representation to government or other agencies on educational issues, and designate representatives to curriculum learning/implementation committees. [Jan/27/23]
- Special interest councils will:
• regularly communicate with their membership, minimally twice per year, with support of the NLTA when required. [2015 BGM] [Jan/27/23]
• maintain up-to-date websites, with support from NLTA.
• affiliate with national and international counterpart organizations wherever possible.
• support affiliates in their programming.
• when requested by the NLTA Provincial Executive Council, prepare position papers, advocacy strategies, and action plans on issues of professional concern.
• provide advice to NLTA in the formulation of policy and the conduct of Association affairs. In this regard, councils may make submissions to the NLTA Provincial Executive Council or any advisory committee of the NLTA.
• design and deliver professional learning programs in close collaboration with school districts and the Department of Education. [Jan/27/23]
• coordinate dates for professional learning opportunities through the NLTA Programs and Services staff to ensure enhanced collaboration and to avoid possible conflicts. [Jan/27/23]
• maintain ongoing communications and liaison with the Programs and Services staff of NLTA.
• hold workshops and conferences in various parts of the province, where feasible, in an effort to have provincial applicability and meet the needs of teachers in various geographic areas. [Jan/27/23]
The viability of special interest councils depends on open communications and collaboration with, not only members, but other partners in the education system. To ensure viability, visibility, and relevance, councils should: [Jan/27/23]
- liaise with educational partners during the planning and implementation of programs to encourage a collaborative effort meeting mutual needs. [Jan/27/23]
- advertise programs regularly through the NLTA Bulletin, council flyers, council newsletters, websites, listservs, and discussion groups. [Jan/27/23]
- provide exact and pertinent information to their membership at least two months in advance when advertising conferences and annual or biennial general meetings. [Jan/27/23]
- in accordance with privacy of information legislation, maintain accurate contact information of all active and associate members and provide a subscription option for others who wish to subscribe to council publications. [Jan/27/23]
- expedite communications among councils by ensuring that presidents of other special interest councils are automatically on the contact list. [Jan/27/23]
- maintain accurate minutes of all meetings of the provincial special interest council executive.
- develop and maintain a website. A basic one-page information source will be maintained on the NLTA website for each Special Interest Council. [Jan/27/23]
a) Annual Reports
The outgoing executive shall submit a report to the council’s annual or biennial meeting of activity of the Provincial Council and applicable affiliates. This report shall contain: [Jan/27/23]
- A financial report and all financial and banking information/documents. [Jan/27/23]
- A summary of council activities over the term of office of the Executive, including minutes from Executive meetings. [Jan/27/23]
- Information on any ongoing projects or special projects in development as well as financial information pertaining to same. [Jan/27/23]
- An updated Viability Profile of the council. [Jan/27/23]
- An up-to-date membership list and contact information for same. [Jan/27/23]
b) Audited Reports
Within six weeks of the council’s annual or biennial meeting, the outgoing treasurer shall submit to the new executive, a complete audited statement of the council’s income and expenditure, together with expenses applicable to that AGM or BGM.
c) Reports to the Programs and Services Staff of NLTA
- By October 15 of each year, each SIC shall submit a viability profile and the Annual Provincial Registration and Budget Request form to the Administrative Officer responsible for oversight of the Special Interest Councils. [2015 BGM] [Jan/27/23]
- Each year, the Provincial Executive of any SIC will secure a Viability Profile and Annual Provincial Registration and Budget Request form from any affiliates. [Jan/27/23]
- Minutes shall be taken at all Executive meetings. [Jan/27/23]
9. By-Law Provisions
The by-laws for each council shall have provisions for:
Each council shall hold an AGM/BGM during which the agenda shall provide for the following topics: [Jan/27/23]
• Adoption of minutes from the preceding AGM/BGM and any special general meetings held in the interim. [Jan/27/23]
• The President’s report of council activities over the term of office of the Executive. [Jan/27/23]
• The Treasurer’s financial report, financial statement and budget. [Jan/27/23]
• The receiving of reports of committees where applicable. [Jan/27/23]
• Revisions to the fees for membership in the council for which the required notice of motion has been given, where applicable. [Jan/27/23]
• Amendments to the constitution and by-laws for which the required notice of motion has been served, where applicable. [Jan/27/23]
• The election of officers for the year ahead. Such election will be held early in the council’s BGM, enabling the outgoing and incoming executive members to meet and facilitate the smooth transition of officers and record books.
• The outgoing executive shall submit a report to the council’s annual or biennial meeting of activity of the Provincial Council and applicable affiliates. This report shall contain:
– a financial report and all financial and banking information/documents.
– a summary of council activities over the term of office of the Executive, including minutes from Executive meetings.
– information on any ongoing projects or special projects in development as well as financial information pertaining to same.
– an updated Viability Profile of the council.
– an up-to-date membership list and contact information for same. [Jan/27/23]
• Audited Reports: Within six weeks of the council’s annual or biennial meeting, the outgoing treasurer shall submit to the new executive, a complete statement of the council’s income and expenditure, signed by two Executive members, together with expenses applicable to that AGM or BGM. [Jan/27/23]
• In the event that a special interest council is unable to hold a BGM with an election of officers, the outgoing executive may act as a nominating committee to identify a new slate of officers which shall be announced through normal NLTA communications. Following distribution of the announcement there shall be a period of six weeks to allow members to voice opposition to the proposed slate or to present another slate for election. If the original slate is unopposed, they shall be declared elected by acclamation. If other slates of officers are presented, the special interest council, in collaboration with Programs and Services staff of NLTA, shall prepare, circulate and tabulate a ballot to elect the new executive by mail or online.
• The executive shall meet at regular intervals to conduct the affairs of the council between general meetings.
• Executive members of provincial special interest councils shall be reimbursed for any expenses at existing NLTA rates and in accordance with NLTA procedures.
- Other Meetings
• The executive may call other meetings.
• The provincial executive of the council shall be required to call an extraordinary general meeting upon receipt of a written petition signed by the majority of council members (50 percent plus one). Thirty days’ notice must be given for such a meeting.
- Executive Meetings
For executive meetings, three of the officers shall constitute a quorum.
- General Meetings
For general meetings, the number of members present shall constitute a quorum, provided thirty days’ notice has been given for the meeting.
c) Rules of Order
All meetings of the council, either of a provincial or affiliate nature, shall be governed by “Advice on the Conduct of Meetings”, published by the Canadian Teachers’ Federation, supplemented by Robert’s Rules of Order.
d) Amendment of By-Laws
The by-laws of a council may be amended by a majority vote of two-thirds of the voting members present, provided that notice of such amendments shall be submitted at least thirty days prior to the general meeting or to a special meeting called for this purpose. All amendments shall be subject to the approval of the NLTA Professional Issues Committee.
10. Grant Allocations and Provincial Conference Funds
a) Membership Fees in Councils
- Membership fees are optional. [Jan/27/23]
- The maximum annual fee for active membership shall be $100.
- Membership fees shall be established, and may be changed, by resolution at a general meeting of a particular council.
- Membership fees shall be levied only at the provincial level for any particular council; however, affiliates of councils may generate funds but only in accordance with stated Association policy.
b) Provincial Conference Funds
The surplus revenues from the planning and implementation of a provincial special interest council conference or forum are to be held and controlled by the provincial council and such funds redirected to future conferences and initiatives as identified by the provincial council. [Jan/16/04] [JC Feb 04] [2005 BGM]
Based upon submission of Viability Profiles, Annual Provincial Registration and Budget Request forms and AGM/BGM Reports, each council will receive an annual administrative grant from NLTA to a maximum of $10,000. [2015 BGM] [Jan/27/23]
b) Affiliate Grants
Based upon submission of Viability Profiles, Annual Provincial Registration and Budget Request Forms and AGM/BGM Reports, where affiliates exist, each of the Provincial Councils will provide funding to affiliates, the amount to be determined by the financial needs of each affiliate and the Provincial Council’s ability to pay. [Jan/27/23]
In the event that a provincial council ceases to be active, namely, that the council fails to form an executive or does not meet viability criteria, the assets of the council shall be turned over to the NLTA and redeployed to special interest council activity. [Jan/27/23]
13. Past Presidents’ Pins
To recognize member involvement, an engraved past president’s pin is automatically supplied to councils by the NLTA office for presentation to a president upon completion of the term of office. [Complete Policy Revised – Mar/30/06] [JC Nov 06] [2007 BGM] [Complete Policy Revised – May/25/12] [2013 BGM]
14. Guidelines for Special Interest Council Contact/Visitation
a) A member of the NLTA Provincial Executive shall be assigned as the contact person for each special interest council, preferably having a background or interest in the specific SIC content area. [Jan/27/23]
b) When the Executive contact person is not available for regular or special interest council visitations requiring extensive in-school-day travel, the President, Vice-President, or a staff person shall be assigned, upon request, to assist the council president.
c) All costs associated with an Executive member’s liaison role with their assigned special interest council will be the responsibility of the NLTA President’s Office. Special interest councils will assume no financial responsibility for any costs accrued by the Executive liaison.
d) Duties for NLTA Executive Contacts with Special Interest Councils
- To inform the special interest council that you are the contact person for the year. This should be done as soon as possible after the August Executive meeting and should include a brief outline of your role as special interest council contact person.
- Where feasible, and upon the approval of funds by the NLTA President, the Provincial Executive member will visit the assigned special interest council at least once a year.
- To serve special interest council officers further by being a phone/e-mail contact for instant information, clearing up difficulties, giving general advice, or interpreting Association policy. The NLTA Provincial Executive contact person should contact each of their assigned special interest council presidents at least once per month. [Jan/27/23]
- To provide direct representation, re the interests and wishes of the special interest council when requested by them, at Executive meetings.
- To fill the role of special contact with delegate(s) from your assigned special interest council(s) at Convention by providing clarification, advice, etc., and by introducing them to your colleagues and others known to you.
- To provide specific assistance, when requested, in the area of special interest council planning for professional learning days. [Jan/27/23]
- To report on your contact/visit with your assigned special interest council at all Executive meetings.
e) Duties for Special Interest Council Presidents
- The special interest council president should ensure that the NLTA Executive contact person is kept informed of special interest council activities. [Jan/27/23]
- The special interest council president should ensure that the interests and concerns of the special interest council are conveyed to the NLTA Executive contact person. [Jan/27/23]
f) Other Visits
- Additional visits by the NLTA Provincial Executive contact person beyond the one official visit must be cleared with the President’s office. In all cases, funding for all visits must be approved in advance by the NLTA President. [Jan/27/23]
- Visits by persons other than the assigned NLTA Provincial Executive contact must be cleared with the President’s office, which has the responsibility for special interest council operations, and may be authorized only if funds are available. [Dec/13-14/13] [JC Mar/14] [2015 BGM] [Jan/27/23]