ABOUT EAA
 

  1. General
  2. Funding Policies
  3. Association Advisory Panel
  4. Association Coordinator
  5. Association By-Laws
  6. Spending Guidelines

A.  GENERAL

The Laboratory Employee Activities Association (EAA) is an employee-administered association that is recognized and supported by the Laboratory. The EAA is established to promote and support Laboratory-wide recreational, cultural, educational, and social activities at the Laboratory for the benefit of all employees. Limited financial support and reasonable use of Laboratory properties for meetings and appropriate activities are provided by Laboratory management. Guidance and leadership of EAA activities are provided by the Association Advisory Panel and the Association Coordinator in the Human Resources Department.

B.  FUNDING POLICIES

The general spending guidance may be found in the EEA Spending Guidelines, under “Forms,” at http://www.lbl.gov/Workplace/HumanResources/EAA/.

  1. General

    1. All activities must stay within the allocated budget. If expenditures exceed the authorized budget or the approved expenditure request, the overage must be reimbursed by an individual from his or her private funds by means of a check made out to the provider of services or the UC Regents and given to the EAA Coordinator.

    2. In the event the costs of an activity are below the authorized budget, the remaining funds must be returned to the EAA fund. The funds may not be transferred to another project ID.

  2. Division Employee Morale Activities
    1. A division will receive an annual budget for employee-morale activities based on the October-1 employee count in an amount not to exceed $10.00 per employee.

    2. Prior approval of the EAA Coordinator is required for all activities, requests for reimbursement, labor costs, and internal charges. Internal charges include, but are not limited to, work requests, food requests (provided by LBNL cafeteria), cost approval, and request for issuance of a check.

  3. EAA-Sponsored Clubs

    1. EAA clubs must submit a request for an annual allocation for the coming fiscal year by October 1st each year by using the Activity Club Annual Operating Statement and Budget Request found under Forms at http://www.lbl.gov/Workplace/HumanResources/EAA/.
    2. At least 30 days prior to the expenditure of employee morale funds, all activities, events, purchases, and internal charges must be approved by the EAA Coordinator.

C.  ASSOCIATION ADVISORY PANEL

The Association Advisory Panel has five members who volunteer time to serve one- or two-year terms. The Heads of the Human Resources Department and the Workforce Diversity Office, or designees, serve as ex officio members of the panel. The panel is charged with the following responsibilities:

  • Developing and recommending for written approval by the Head of Human Resources the overall fiscal year EAA budget including a detailed breakdown of allocations to divisions, clubs, and other activities.

  • Monitoring activities in EAA programs that require improvements

  • Providing long-term EAA planning

D.  ASSOCIATION COORDINATOR

The Association Advisory Panel will work closely with the Association Coordinator, who will submit recommendations to the panel for review. The Coordinator will be accountable to the Head of the Human Resources Department for administration and implementation of the program and will provide continuity to the supported activities at the Laboratory. The Coordinator will approve all requests for expenditure of EAA funds and provide administrative guidance to groups requesting program support for requesting, distributing, and accounting of funds.

E.  ASSOCIATION BY-LAWS

The Employee Activities Association by-laws define the framework for the operation and administration of the Association. A copy of the by-laws as well as program information may be obtained from the Association Coordinator in the Human Resources Department.


INTRODUCTION

In order to enhance and improve employee morale, the Laboratory supports and encourage a broad program of cultural and recreational activities for Laboratory Employee Activities Association members. These activities utilize Laboratory, University and off-site facilities. These activities are monitored and supervised by the Human Resources Department with recommendations from the Association Advisory Panel. The Panel is advisory to the Deputy Director of Operations. Current and retired LBL employees and their immediate families are eligible to participate in activities of the Association.


I. ADMINISTRATION

Activities and budgets of the Employee Activities Association are monitored by the Human Resources Department staff with recommendations from an advisory panel. The supervision of all activities is the responsibility of the Head of Human Resources or designee.

II. NAME

The name of the Association is: The LBL Employee Activities Association (herein referred to as the "Association").

III. PURPOSE

The Association is established to promote and support Laboratory-wide recreational, cultural, educational, and social activities at Lawrence Berkeley Laboratory for the benefit of all employees.

IV. ACTIVITIES

The Association supports recognized activity groups and Laboratory-wide events. Support may include publicity, provision for use of meeting places, and financial support. Association supported activities events and activity groups are open to all LBL employees.

V. MEMBERSHIP

  1. Regular Members - include all LBL employees and LBL retirees. Regular Members may hold leadership positions in the Association and may vote in Association elections.
  2. Associate Members - include all LBL participating guests. Associate Members may not hold leadership positions or vote in Association elections.
  3. Family Members - include members of the household of Regular and Associate members. Family members may participate in designated activities of the Association.

    Regular and Associate members may participate in all activities of the Association.

VI. SUPPORT FOR ACTIVITIES

Support for activities shall be evaluated based on their proximity to the LBL site, their relation to the workday, the level of LBL community spirit created, the cost per employee, and the number of employees served.

The Head of Human Resources or designee shall, before commencement or renewal of support, determine that all supported activity of the Association provides:

  • For open membership by an interested Regular or Associate member
  • For an accounting of funds within LBL guidelines
  • For expenditures that are allowable under the prime contract with the Department of Energy
  • For conformance with Laboratory and University policies and procedures
  • For accurate, up to date membership lists, statement of purpose and officers to be submitted annually for renewal or support
  • For the surrendering of all assets including money and equipment to the Association when the activity ceases operation, dissolves, or loses Association support
  • That supported activities and clubs may not engage in activities that could be viewed as interfering with the rights of unions, or that is within the scope of exclusive representation including terms and conditions of employment
  • That all supported activities are not for profit and are either recreational, cultural, educational, or social
  • For termination of support for any activity that does not comply with the Association by-laws including section VI above

VII. SUPPORTED ACTIVITIES

1. INSTITUTIONAL ACTIVITIES
On an annual basis, the Association supports:

  • LBL Run-Around
  • The Employee Picnic Day
  • Director's Holiday
  • Crafts Fair

2. RECREATIONAL ACTIVITY GROUPS
The following recreational groups are currently supported by the Association:

  • Archery Club
  • Arts Council
  • Asian Association
  • Bike Coalition
  • Dance Club
  • Golf Club
  • Green Team
  • JGI Intramural Sports Club
  • Karate & Arnis Club
  • Martial Arts Club
  • Music Club
  • Outdoors Club
  • Pilates at the JGI
  • Soccer Club
  • Softball Team
  • Table Tennis Club
  • Tennis Club
  • Volleyball Club
  • Yoga Club

3. CULTURAL ACTIVITY GROUPS
The following cultural groups are currently supported by the Association:

  • Gay, Lesbian, Bisexual, Transgendered, and Friends
  • Latino and Native American Association
  • X-Lers (Retiree Club)

4. EDUCATIONAL ACTIVITY GROUPS
The following educational groups are currently supported by the Association:

  • Breast Cancer Research Awareness Forum
  • Feldenkrais Awareness Through Movement Club
  • Mac Users Group
  • Postdoctoral Society

5. OTHER SUPPORTED ACTIVITIES
On the basis of available resources, the Association will support other activities and groups that are recommended by LBL employees or the Advisory Panel, approved by the Head of Human Resources, or designee, and are consistent with the by-laws. Support may include publicity, provision for a meeting location, and financial support. New activity groups that seek Association support must submit a written petition for approval to the Head of Human Resources.

VIII. USE OF LBL RESOURCES FOR SUPPORTED ACTIVITIES

Unless approved by the Laboratory Director or Deputy Director of Operations, all activities of the Association must take place outside of normal working hours. Representatives of supported activities and groups may have conditional and limited access to the following Laboratory resources:

  • Meeting Rooms
  • Internal Mail System
  • E-mail System
  • Local Phone System
  • Department Copy Machines
  • Currents Calendar
  • Open Bulletin Boards
  • Official Bulletin Boards (when space is available)

Usage of the above Laboratory resources is granted specifically for the purpose of announcing meetings and events of supported activities, and may not be used for other non-work related purposes. Representatives of supported activities may not use Laboratory fax machines or any other Laboratory resources without expressed written approval of the Head of Human Resources or designee. Violations of the above provisions may result in revocation of Association supported status.

IX. ADVISORY PANEL

The Advisory Panel consists of five members who are current Laboratory employees. The Panel will consist of two members representing the recreational activity groups, two members representing the cultural activity groups, and one member-at large.

All Panel members are elected by a vote of Laboratory employees. Panel members serve for two or three years. The Head of Work Force Diversity Office and the Head of Human Resources, or designees, are non-voting ex-officio members of the Panel. The main functions of the Panel are:

  • To recommend and advise the Deputy Director of Operations on the scope of the Association's programs
  • To advise, review, and recommend the distribution of recreation funds for approval by the Head of Human Resources
  • To monitor activities in the Association's programs as needed
  • To provide and develop long-term program planning
  • To provide recommendations for new activity clubs and programs

X. PANEL ELECTION

Selection of eligible employees to the Advisory Panel will reflect as broad a range of LBL divisions, job classifications, and diversity as is practical. Ballots for the election win be mailed to the Laboratory mail-stops of all current Laboratory employees. The ballot will include the candidate's name, LBL position and Division/Department, and a brief statement of candidacy. Announcement of the election will be published in Currents, and will include a statement from each candidate. A minimum two-week period will be allowed for balloting. The highest vote recipient in the categories of recreational and cultural clubs and at-large will serve a three-year term. The second highest vote recipient in the categories of recreational and cultural clubs will serve a two-year term.

The election for members of the Advisory Panel will be conducted and monitored by the Advisory Panel. In the event that the Panel is not fully constituted, the election will be conducted and monitored by the Human Resources Department. The Deputy Director of Operations has final jurisdiction over all matters pertinent to the election.

In the event that a Panel member terminates Laboratory employment, resigns from the Panel, does not participate in Panel activities, or engages in conduct that is detrimental to the Laboratory or the Association, the Panel member will be replaced for the duration of his/her term by appointment of the Deputy Director of Operations.

XI. ASSOCIATION COORDINATOR

The Association Coordinator reports to the Head of Human Resources and has the following duties:

  • Provides staff support to the Advisory Panel and monitor activities of the Association clubs
  • Provides liaison between LBL employees and the Advisory Panel
  • Initiates new programs and monitor special events projects
  • Monitors financial expenditures and record keeping of all Association supported activities and clubs consistent with LBL and DOE guidelines
  • Maintains and distribute overall schedule and assist with promotion and advertisement of Association supported activities and clubs
  • Monitors Association budgets and distribution of funds
  • Provides recommendations for Association support of new activities and groups consistent with paragraph VII.5 above

    In the event of dispute or disagreement, final authority for approval of funding and supported activities rests with the Head of Human Resources.

XII. MEETINGS

The Panel will meet approximately once per month.

General membership meetings shall be open to all Laboratory employees and shall be publicized at least two weeks preceding the meeting. A general membership meeting will be held at least once per year.

"Robert's Rules of Orders" is the standard procedural reference for the conduct of all Association meetings when in conflict with the Association by-laws.

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