Terms of reference

Terms of Reference

Alberta Women’s Committee

CUPE Alberta Division

  1. Name

The name of this committee shall be the Alberta Women’s Committee of the CUPE Alberta Division.

  1. Purpose and Mandate

The purpose of the Committee is to advise the CUPE Alberta Division Executive Board and build member capacity on issues impacting women in workplaces, unions, and communities.

The Committee will work to identify and challenge barriers faced by women and gender diverse members, while advancing equity, inclusion, leadership development, and participation within the labour movement. The Committee will support education, advocacy, mentorship, and organizing opportunities that strengthen the involvement of women across the Division.

The Committee shall:

  • Promote the active participation and leadership of diverse women in CUPE Alberta. 
  • Encourage education, mentorship, and succession planning opportunities for women members. 
  • Celebrate and recognize the achievements and contributions of women in the labour movement and community. 
  • Support campaigns, initiatives, and actions that advance women’s rights, gender equity, pay equity, workplace justice, and social justice. 
  • Build relationships and collaborate with labour organizations, equity-seeking groups, coalitions, and community organizations aligned with the Committee’s mandate. 
  • Provide recommendations, reports, and proposed actions to the CUPE Alberta Division Executive Board. 
  1. Composition and Membership

Members

(i) The Committee shall consist of five (5) to seven (7) members appointed by the CUPE Alberta Division Executive Board.

(ii) The Committee should strive for representation from CUPE sectors and geographic areas across Alberta, including Calgary, Edmonton, Red Deer, Lethbridge, Medicine Hat, Peace River, Fort McMurray, North West, and North East regions.

(iii) There shall be one designated Young Worker seat.

(iv) Special consideration shall be given to ensuring diversity and representation of equity-deserving and underrepresented groups in the composition of the Committee.

(v) All Committee members must self-identify as women.

(vi) Committee members may communicate with one another using contact information provided through the Division Recording Secretary, where consent has been given.

Term

Members are appointed for a two (2) year term in even-numbered years.

Chair and Recording Secretary

A Chair and Recording Secretary shall be elected from among the Committee members at the first meeting of each term and shall serve for the duration of the term. Training will be provided to the Chair and Recording Secretary.

The election process shall be fair, democratic, and conducted by secret ballot where requested.

Vacancies

Should a vacancy occur during the term, the CUPE Alberta Division Executive Board may appoint a replacement to serve the remainder of the term.

CUPE Alberta Division President

The CUPE Alberta Division President shall be an ex officio member of the Committee.

Liaison

(i) A Division Executive Liaison shall be appointed to the Committee with voice but no vote.

(ii) The Liaison shall report to the CUPE Alberta Division Executive Board on behalf of the Committee, including bringing forward recommendations or motions for approval.

(iii) The Liaison shall support the effective functioning of the Committee.

Staff Advisor

A CUPE National Representative shall be appointed to support the Committee.

  1. Meetings

Frequency

The Committee shall meet a maximum of two (2) times per year in person unless otherwise approved by the Division Executive Board. Additional virtual meetings may be scheduled as required.

Quorum

Quorum shall be fifty percent (50%) plus one of Committee members, excluding the Liaison.

If quorum is not reached, the meeting may proceed for discussion purposes only, and no decisions or recommendations requiring approval may be made.

Agenda and Minutes

The agenda and minutes should generally include:

  1. Land Acknowledgement 
  2. Equality Statement 
  3. Adoption of Agenda 
  4. Adoption of Previous Minutes 
  5. Business Arising 
  6. Correspondence 
  7. New Business 
    • Reports 
    • Committee Initiatives 
    • Recommendations and Motions 
  8. Next Meeting 
  9. Adjournment 

Minutes shall record attendance, meeting location, and times of commencement and adjournment.

The Committee shall address matters referred to it by the CUPE Alberta Division Executive Board and matters within its mandate.

Attendance

(i) Members missing three (3) consecutive meetings without reasonable cause may be removed from the Committee by the CUPE Alberta Division Executive Board.

(ii) Members who are not actively participating in Committee work may be removed by the Division Executive Board.

(iii) The affected member and affiliated Local shall be notified of any removal and vacancy process.

Rules of Order

Bourinot’s Rules of Order shall govern Committee meetings.

  1. Duties of Officers

Chairperson

The Chairperson shall:

  • Work with the Recording Secretary, Liaison, and Staff Advisor to prepare meeting agendas. 
  • Preside over meetings of the Committee. 
  • Report Committee activities and recommendations to the Division Executive Board. 
  • Submit Committee recommendations and motions on behalf of the Committee. 
  • Prepare an annual written report for inclusion in Convention materials. 

Recording Secretary

The Recording Secretary shall:

  • Record and maintain accurate meeting minutes. 
  • Submit approved minutes to the Division Recording Secretary and Committee Chair within two (2) weeks following meetings where possible. 
  • Maintain Committee records as required. 
  1. Budget and Special Projects

(i) Following each Division Convention, the Committee shall review its mandate, relevant Convention resolutions, and Division priorities to develop a work plan for the term.

(ii) Any proposed projects or activities requiring funding must include a budget proposal for approval by the CUPE Alberta Division Executive Board.

(iii) Approved Committee projects and expenditures must remain within the authorized budget.

(iv) Any conference, event, campaign, or educational initiative undertaken by the Committee shall be coordinated in consultation with the CUPE Alberta Division President, Regional Director, and appropriate CUPE staff.

  1. Expenses

Committee expenses shall be paid in accordance with the CUPE Alberta Division Constitution, policies, and approved budgets.

  1. General Terms

The Committee shall:

  • Remain informed on issues related to women, gender equity, labour rights, and social justice. 
  • Develop strategic priorities and work plans aligned with Convention direction and Division priorities. 
  • Liaise with affiliated locals, District Labour Councils, CUPE National, the Alberta Federation of Labour, and community partners on matters related to the Committee’s mandate. 
  • Seek approval from the Division President or Recording Secretary prior to issuing public statements, publications, or official correspondence on behalf of the Committee. 
  • Not act or speak on behalf of CUPE Alberta Division unless authorized to do so by the Division Executive Board.