2022 OPS Correctional Bargaining Unit Divisional Meeting and Conference

Dear Members,

This is to advise you that the 2022 OPS Correctional Bargaining Unit Divisional Meeting and Conference has been scheduled.

Dates:
Saturday, October 15, 2022
MERC Caucus Rooms           9:00 a.m. – 10:00 a.m.
Bargaining Update                10:00 a.m. – 11:00 a.m.
MERC Caucus & Elections   11:00 a.m. – 5:00 p.m.

Sunday, October 16, 2022
MERC Caucus & Elections    9:00 a.m. – 5:00 p.m.

Note: Youth Justice will meet on Saturday only

Please call a meeting for the OPS members in your Local to elect Delegates to the OPS Divisional as soon as possible. Your entitlement is according to the convention formula (Article 13.4 Constitution), based on the number of members in the Ministry, as follows:

1. The Chair of each Local Employee Relations Committee (LERC) in your local is the automatic first delegate to the divisional meeting of that ministry. (There should be one LERC, with its own chair, for each ministry with members in the local)
2. If a LERC chair’s position is vacant in a ministry in your local, or if there is no LERC for a given ministry:
   -the Local President is the automatic first delegate if they are from that ministry, as per the existing
   -for all other ministries, the delegate or delegates will have to be elected.
3. Ministries where there is an absence of LERCs, the chairs of the Regional Employee Relations Committee’s (RERCs) become the automatic delegates for that Where both LERCs and RERCs exist within a ministry, the RERC chairs have no automatic delegate status.
4. Bargaining Team members within the OPS Corrections Bargaining Unit who do not have delegate status through a MERC, Provincial Health and Safety subcommittee or LERC are entitled to attend over and above a Local’s entitlement
5. Members of the current Ministry Employee Relations Committee (MERC) and Provincial Health and Safety subcommittee are automatic delegates. They may attend over and above their Local’s entitlement, as do Executive Board Members who are from the division.

Please make every effort to ensure that members from your Local are represented at this meeting.

Each local of the Correctional Bargaining Unit (BU) is entitled to send delegates by ministry to this meeting based on the following formula as outlined in the procedures and based on the number of members in good standing in your Local as of August 1, 2022.

Up to 150 Members 1 delegate
151 to 300 Members 2 delegates
301 to 500 Members 3 delegates
501 to 800 Members 4 delegates
801 to 1100 Members 5 delegates

For your reference and guidance only, another email will be sent to you outlining your Delegate entitlement based on your ministry, as of August 1, 2022.

Alternate(s) shall attend at the Local’s expense. Head Office will ONLY cover an Alternate’s expenses where the Alternate attends instead of and in place of the Delegate. Please note that Alternates, like Delegates, must be elected.

Observers must also be elected by the local to attend as the credential attestation form reflects.

This meeting will be hybrid

Note: This meeting may move to virtual only should COVID provincial guidelines dictate

We appreciate your cooperation and participation in these meetings.

In Solidarity,

Chad Oldfield, Corrections MERC Co-Chair
J.P. Hornick, OPSEU/SEFPO President

Instructions for attending in person

Dates:
Saturday, October 15, 2022
MERC Caucus Rooms           9:00 a.m. – 10:00 a.m.
Bargaining Update                10:00 a.m. – 11:00 a.m.
MERC Caucus & Elections   11:00 a.m. – 5:00 p.m.

Sunday, October 16, 2022
MERC Caucus & Elections    9:00 a.m. – 5:00 p.m.

Note: Youth Justice will meet on Saturday only

Hotel:
The Sheraton Centre Toronto Hotel
123 Queen West Street, Toronto, ON
M5H 2M9                   (416) 361-1000

Shared rate: $134.50 +taxes
Single rate:  $269.00 +taxes

Meeting Room:  Various Meeting Rooms

Registration:
Friday, October 14, 2022       7:00 p.m. – 9:00 p.m.
Saturday, October 15, 2022   8:00 a.m. – 9:00 a.m.

Parking:  Green P – Across from the Sheraton (110 Queen St. W. Toronto)
Note: valet parking and rideshare (Uber, Lyft etc.) receipts are not a reimbursable claim.

Hotel Room Bookings

In accordance with the OPSEU/SEFPO policy (OPSEU/SEFPO Policy 10.1-5), any member who resides further than 60 kilometers from the event may request that OPSEU/SEFPO make their hotel reservation on their behalf by completing the Hotel Registration section when registering for the event in the OPSEU/SEFPO Member Portal.

OPSEU/SEFPO will be booking all hotel rooms centrally. Hotel rooms will be reimbursed, for Delegates, on a shared room basis and is the responsibility of the member to find another member to share with. If you prefer your own single room, you will be responsible for the difference of the shared and the single room rate.

Members are also responsible for payment of their hotel room upon check out as there are no charges billed back to OPSEU/SEFPO. Please save your itemized receipt and submit it with your Membership Expense Claim Form.

Only the hotel and rate(s) as listed in this call out, will be approved for reimbursement unless otherwise pre-approved. Third party booking sites are ineligible for reimbursement.

Should there be no available rooms at the OPSEU/SEFPO rate as stated in this call out, please contact the Conferences Unit at conferencesandtravel@opseu.org.

Please also notify the Conferences Unit of any special accessibility needs that you may have with respect to your hotel room.

Any additional nights outside of this policy must be pre-approved by the First Vice-President/Treasurer’s office, regardless of Region or distance from the event.

Human Rights Accommodation Request Form

Should you require a human rights accommodation or have an existing accommodation under the Human Rights Code, please complete and submit the Human Rights Accommodation Request Form in full.

OPSEU/SEFPO Child Care Policy

OPSEU/SEFPO undertakes to provide child care service, when requested, at all union educationals, conventions, regional, divisional and demand-setting meetings where the membership requests at least three weeks prior to the event. Members who bring their children to OPSEU/SEFPO sponsored functions should normally be required to use the on-site child care service if it is available. The three week notice will ensure adequate time to process advances when requested. If no requests for on-site child care are received three weeks prior to the activity date, child care arrangements for on-site child care may not be made. If members then bring children to the event without the required notice, the member should be responsible for making his/her own child care arrangements.

Credential Attestation Form

The OPSEU/SEFPO Policy Manual (Section 16.1) states two (2) signatures are required on all delegate credentials. We have provided one form for you to list all attendees on. The Credential Attestation Form must be signed by two (2) Local Officers.

Please clearly identify your status, i.e. Delegate/Alternate/Observer.

Note: other required forms cannot be processed until this form is received.

Procedures for Online Submission of Forms

Members are to complete their Event Registration, Hotel Booking and Child Care Registration through OPSEU/SEFPO’s Member Portal.

Attached you will find the following documentation:

1. Credential Attestation Form
2. Advance Form
3. OPSEU/SEFPO Human Rights Accommodation Form
4. Member Portal Quick Intro
5. Event Registration Tutorial
6. Online Expense Claim Tutorial

In order to confirm your registration, please submit all forms by email to the Conferences Unit (conferencesandtravel@opseu.org) no later than September 16, 2022.

Instructions for attending virtually

Dates:
Saturday, October 15, 2022
MERC Caucus Rooms           9:00 a.m. – 10:00 a.m.
Bargaining Update                10:00 a.m. – 11:00 a.m.
MERC Caucus & Elections   11:00 a.m. – 5:00 p.m.

Sunday, October 16, 2022
MERC Caucus & Elections    9:00 a.m. – 5:00 p.m.

Note: Youth Justice will meet on Saturday only

Registration:
Friday, October 14, 2022       7:00 p.m. – 9:00 p.m.
Saturday, October 15, 2022   8:00 a.m. – 9:00 a.m.

One week prior to the meeting you will receive a credential invitation through your personal email that outlines the steps for connecting to the virtual meeting and the practices established in accordance with Roberts Rules of Order and OPSEU/SEFPO Policies.

Note: If you elect to attend virtually, no expenses outside of time off (if required) will be reimbursed unless otherwise pre-approved.

To inquire about pre-approval, please email conferencesandtravel@opseu.org

Credential Attestation Form

The OPSEU/SEFPO Policy Manual (Section 16.1) states two (2) signatures are required on all delegate credentials. We have provided one form for you to list all attendees on. The Credential Attestation Form must be signed by two (2) Local Officers.

Please clearly identify your status, i.e. Delegate/Alternate/Observer.

Note: other required forms cannot be processed until this form is received.

Procedures for Online Submission of Forms

Members are to complete their Event Registration through OPSEU/SEFPO’s Member Portal.

Attached you will find the following documentation:

1. Credential Attestation Form
2. Advance Form
3. OPSEU/SEFPO Human Rights Accommodation Form
4. Member Portal Quick Intro
5. Event Registration Tutorial
6. Online Expense Claim Tutorial

In order to confirm your registration, please submit all forms by email to the Conferences Unit (conferencesandtravel@opseu.org) no later than September 16, 2022.