This book was composed by reviewing minutes from the LCTA Representative Council meetings. All policies contained in this book were approved by the Rep Council. Any changes to these policies, should therefore, be made through action of the Rep Council.

May 2001
Revised September 2009

LCTA POLICY #1

The rights and privileges attendant to membership in the Lancaster Central Teacher’s Association, Inc., shall in no way be enhanced, abridged, or denied on the basis of race, color, creed, religious belief or absence thereof, ethnic or national background or descent, age, sex, or marital status.

LCTA POLICY #2

Yearly school or “town” meetings shall be held at each building to be chaired by the Executive board members and the officers for the purpose of increasing communications with the members of the LCTA.

Adopted 11/13/97

LCTA POLICY #3

A time limit shall be established at the beginning of each Representative Council meeting. If additional time is needed to conduct the business of the council, a motion to extend the time shall be required.

Adopted 9/19/98

LCTA POLICY #4

In order for members of the LCTA to be reimbursed for any expenditures relating to union activities, the following procedure MUST be followed:
• Submit a written request using the “LCTA Check Request Form” no less than a week in advance of the date the funds are needed. Funds requested under a week’s notice will need to be paid by the requestor and will be reimbursed after the necessary receipts have been received by the Treasurer.
• A check will be given for the amount requested.
• All receipts are to be turned in as soon as they are received by the requesting party and forwarded to the Treasurer.
• The Treasurer will not reimburse any funds that cannot be accounted for without a receipt. If a receipt cannot be produced, the party requesting the funds will be accountable for repayment of such funds.
• Each party requesting funds is to stay within their official LCTA budget amount. Above and beyond purchases may not be able to be reimbursed. It is advised that you check with the Treasurer prior to committing the funds requested.
• A voucher detailing the expenses will need to be filled out by the requestor of funds and submitted to the Treasurer promptly.
• Booking of hotel accommodations, rental fees, and plane tickets may be charged to the union credit card through the Treasurer. Funds for this allotment must adhere to the budget section detailing such a need for reimbursement.
LCTA POLICY #5

The LCTA supports National Teacher Certification.

Adopted 12/94

LCTA POLICY #6

Active membership shall be offered to retirees provided they pay full Association dues.

Adopted 5/95

LCTA POLICY #7

Alternate building representatives have the right to attend all meetings concerning LCTA matters.

Adopted 2/97

LCTA POLICY #8

All LCTA members shall be given the initial opportunity to perform any and all tasks which may be required by the Association.

LCTA POLICY #9

Building rep elections are to be held before the end of May and the end of December. They must adhere to the following:
1. secret ballot
2. prior notice must be given in writing
3. results shall be transmitted to the recording secretary immediately
4. alternates shall be elected at the same time.

Adopted 5/9/74

LCTA POLICY #10

The NYSUT Representatives elected by the LCTA shall submit a composite expression of all views, rather than on an individual basis. No censorship is intended. Expression of individual views and opinion is encouraged through established channels.

Adopted 12/12/74

LCTA POLICY #11

Part time teachers shall be charged a prorated membership rate of 50% of the normal Association dues, which is in compliance with NYSUT and AFT.

Adopted 1974

LCTA POLICY #12

After the Representative Council set limits on the number of attendees at conferences, priority is given to those members who wish to attend based on the following criteria:
1. Officers who have never gone
2. Executive Board members who have never gone
3. Building Representatives who have never gone
4. Alternates who have never gone
5. Officers
6. Executive Board members
7. Building Representatives
8. Alternates
9. Committee Chairmen
10. Committee members
11. All other Association members

LCTA Policy #13--Procedures for LCTA-run elections

1. Notice of an upcoming election must be made at least twenty (20) days prior to the election. This notice will be made by mail to each member’s home, as required by law.
2. Nominations will be taken at Representative Council and then nominees will get signatures from 10 members if it is their first time running for office. Members who wish to run after nominations, may also petition to be on the ballot as long as their petition is submitted to the election chair not later than 10 days prior to the election.
3. The actual election will take place by secret ballot in each building on the date announced in the original notice. Each building will receive a list of LCTA members’ names, which will be checked off as each member votes. Building representatives will be responsible for the operation of this procedure within their building.
4. Results from each building will be sent to the president or his designee. All election paraphernalia (used and unused ballots, check lists, ballot boxes and a single tally sheet from each building) must be returned at this time. The election chair shall make provisions for storing the ballots for one year, as required by law.
5. The president or his designee shall make the results of the election known within two (2) days of the election.
6. Any appeal of election results must be filed with the president in writing within three (3) days of the announced result or within five (5) days of the election, whichever is the greater time.
7. The president shall be required to designate another person to conduct the election if the president is standing for any office or position to be filled in said election.
8. All day requirements listed above refer to calendar days, not school days.

Adopted 2/8/73 Revised 6/6/09

LCTA Policy #14

Department Chairmen and Building Chairmen Elections

1. Any teacher who spends more than 50% of their instructional time within a given department shall be considered a member of that department for the purpose of voting for department chairman. To be eligible to vote for building chairman, a teacher must meet the additional requirement of spending more than 50% of their instructional time within that building. No teacher shall vote in more than one building.
2. The LCTA election chair will assign a LCTA building representative, who is neither a member of that department nor a department chairman or a building chairman, to run the election in that department. Current department chairmen shall give the assigned LCTA building representative a list of eligible department members.
3. The assigned LCTA building rep shall contact the current department chairman to set a date for the election. The election may be part of a regular department meeting but must be held before May 12. Written notice, including the election date and list of eligible members of the department must be given to those eligible by the current department or building chairman at least five (5) days prior to election.
4. Any teacher who meets the requirements of item #1 above may run for the position of department or building chairman. Any department members who are interested in the position of department or building chairman may have his name placed in nomination by submitting a letter of application (said letter to include their name, department and date) to the assigned LCTA building representative at least three (3) days prior to the date of the election. At the time of the election, eligible department members may also be nominated from the floor.
5. Election shall be by secret ballot of those present and eligible to vote. Absentee ballots and votes cast for those candidates not nominated as prescribed in item #4 above shall be considered void, with the exception of any building representative absent because he is simultaneously performing his duties under this procedure. Such building representative shall be allowed to cast an absentee ballot.
6. the assigned LCTA building representative shall tally the ballots immediately upon completion of the balloting and announce the count and the results to the department.
7. The assigned LCTA building representative shall be responsible for immediately reporting, in writing, the complete tally to the election chair of the LCTA . Prior to May 15, the election chair shall report results to the superintendent of schools either:
a. the names of the two persons receiving the highest number of total votes cast, and the number of votes received by each, OR
b. that no names will be submitted in that department due to the fact that less than two persons received votes.
All ballots shall be sent to the election chair of the LCTA and be made available for inspection upon demand by any person eligible to participate in the casting of said department’s ballots.
8. Challenges to such elections shall be handled through the
grievance procedure.

Adopted 4/17/75 Revised 6/6/09

LCTA Policy #15

Treasury Policy for Conferences

The Association will pay the hotel accommodations under the double occupancy rule for all conventions and conferences.

All receipts must be turned in attached to the “LCTA Check Request Form”. Please keep the bar tab separate from parking, food, tips, etc. As stated in Policy #4, if a receipt cannot be produced, the member requesting reimbursement will be accountable.

The meal allowance rate is based upon the GSA’s Per Diem Rates.

Leadership Winter Conference attendance exemption:
• Members who require a single room-The Association will pay hotel accommodations minus $15.00. The member will reimburse this amount to the Association.

LCTA Policy #16

Treasurer Policy for Standard Mileage Allowance Rate

The LCTA allows for reimbursement to members for mileage incurred from attendance to and from conferences. The allowance is based upon the yearly IRS guidelines.

All members who attend yearly programs relating to NYSUT, AFT, and LCTA are eligible.

“The allowance amount is based on an annual study of fixed and variable costs of operating an automobile for business-related functions.”
January 1, 2006
IRS Rev. Proc. 2005-78

LCTA Policy #17

Reimbursement – Executive Board

Reimbursement
The reimbursement for the Executive Board members is based upon attendance.
Members must attend 8 out of 10 monthly meetings and they must attend a minimum of 2 Open Forums—one in their building plus one other.

Disbursement
Reimbursement will be disbursed at the end of the term. For example: if the term ends in January, reimbursement would be in February.

LCTA Policy #18

Reimbursement - Representative Council

Reimbursement
The reimbursement for members of the Representative Council is based upon attendance. Members must attend 8 out of 10 monthly meetings and they must attend the Open Forum in their building.

Disbursement
Reimbursement will be paid at the end of the term. For example: if the term ends in January, reimbursement would be in February at the meeting.

LCTA Policy #19

Reimbursement- Committee Chairs

Reimbursement
The reimbursement for Committee Chairs is based upon completion of duties.

Disbursement
½ of the reimbursement is in mid-November when there has been at least 3 checks from the payroll deduction of dues deposited into the LCTA checking account. The second half of the stipend is mid-March, if at that time the Committee Chairs have met the requirements of payment.

LCTA Policy #20

Reimbursement – Officers

Reimbursement
The reimbursement for the six Officers is based upon attendance. Officers must attend 7 out of 10 monthly Executive Board meetings, 7 out of 10 monthly Representative Council meetings and they must attend 8 out of 10 Open Forums.

Disbursement
½ of the reimbursement is in mid-November when there has been at least 3 checks from the payroll deduction of dues deposited into the LCTA checking account. The second half of the reimbursement is handled in mid-March, if at that time the officers have met the requirements of payment.

LCTA Policy #21

Airline reservations are made and paid for by the Association for members to attend conferences. The departure/arrival time and date specified on the ticket must be adhered to.
For example: Association members cannot turn a ticket in for reimbursement in order to take a different flight and pocket the difference.