Guidelines for company, group and agency groups in NITO

1.1 Company group 

A company group consists of all NITO members in a company/enterprise that  constitutes a legal entity. If the company has employees who are located in several geographical locations, local groups can  be established with union representatives at the various locations. 

The business group's purpose is divided between 

• to safeguard the members' co-determination, interests in pay and working conditions, and in other matters of interest to the members' working conditions , and  

• to safeguard the members' interest in organisation-related issues. 

Individual members may, upon application to NITO's Executive Board, be exempted from the company group's tariff-related tasks if special circumstances so indicate. 

1.2 Group group 

A group group is defined as a group of two or more enterprise groups within a group of enterprises that call themselves a group or equivalent. Group groups may be located within the private, municipal or Spekter tariff area     .

All company groups and individual members without a company group in the group together make up NITO's group group, the scope of which is described in the group's own guidelines, ref. section 6. 

The purpose of the group is to safeguard and promote the common causes and interests of the business groups and members in relation to the group.  

1.3 Group of agencies 

An agency group means a gathering of all individual members, and any enterprise groups, within an enterprise in the central government.     

All business groups and individual members of the agency together make up NITO's agency group, and the scope of the group is described in the agency group's own guidelines, ref. section 6.    

The purpose of the group is to  promote the common causes and interests of the business groups and members to the agency's management.   

The annual meeting is the group's highest body and is held every year.  The meeting can be conducted digitally.  

The leader of the group is responsible for convening the annual meeting.   

The agenda shall include the following items:  

1. Report of the Board of Directors (annual report)  
2. Cases  received
3. Election of the Board of Directors  
4. Election of nomination committee, if established  

Written proposals for matters to be dealt with at the annual meeting must be sent to the board at least 7 days before the annual meeting. The board forwards the proposals to the members at least 3 days before the annual meeting.  

Changes or confirmation of the board positions and the minutes from the annual meeting are registered  by the group leader on nito.no.   

Any separate guidelines for the group are adopted by the group's  annual meeting.   

Votes are decided by a simple majority. In the event of a tie, the leader's vote is decisive.   

Elections are conducted in accordance with the mandate for nomination committees in NITO and guidelines for elections in NITO.   

2.1 Specific information about the annual meeting of business groups 

The notice should be given at least 14 days' notice.   

All members of the company group can participate in the annual meeting, with the right to speak, propose and vote.  

The company group's annual meeting will primarily be held before the annual meeting in NITO's local branch.  

In addition to the items mentioned in item 2, the agenda shall also contain the following:  

• Consideration of matters that are to be addressed at the branch's annual meeting  
• The company group's representation at the branch's annual meeting  

An extraordinary annual meeting may be held when the board of directors of the corporate group so decides or when  at least half of the members so request.   

The company group's board consists of two or more employee representatives; the company group leader, deputy chairman and board members. The number of board members is assessed in light of the size  of the company groupand the company/business structure.   

2.2 Specific information about the annual meeting of group and agency groups 

The notice shall be given at least 14 days' notice, accompanied by the agenda, annual report, and, if applicable, the nomination committee's recommendation and audited accounts.   

Representation and voting are laid down in the group's own guidelines, and it is generally not necessary that as many members as possible participate, but that as many locations/businesses as possible are represented at the annual meeting.  

The group's own guidelines define the number and composition of the board. The board should consist of at least the chair, deputy chair,  two board members and two deputy members. Candidates for the board should have completed NITO's basic training for union representatives, and efforts should be made to ensure that not all members of the board are elected at the same annual meeting.    

All groups are led by a board. 

Each board member has one vote. Decisions are made by a simple majority. 

3.1 Specifically about the board of directors of corporate groups 

In accordance with the agreement, the board of directors shall conduct conversations/discussions/negotiations with the company management.  

The board convenes a members' meeting when necessary or when at least 1/3 of the members demand it. A members' meeting must be held at least once a year. The notice must state the topic of the meeting.  

3.2 Specifically about the board of directors of group and agency groups 

It is recommended that board meetings be held as often as appropriate, and when a board member deems it necessary  .

The board of directors of the group or agency group shall ensure the exchange of information and cooperation between the group of companies. The board may conduct discussions and negotiations with the group management in accordance with the main agreement and other provisions on cooperation within the group or agency. Information from such discussions/negotiations is communicated to the group of companies as soon as possible. The group has a particular responsibility in the event of organisational changes.  

The board has a quorum when more than half of the board members are present.

As far as possible, company groups, agency and group groups shall try to get the employer to cover necessary expenses,  including negotiations on pay and working conditions.  

In addition, company groups, agency groups and group groups may also have their own additional membership fee of up to 10% of the NITO membership fee to cover different needs locally.  

4.1 On finances in enterprise groups located in a department 

The company group's expenses are preferably covered by the employer (see provisions on this in the agreement). The company group can apply to NITO's local branch for financial  support to  carry out the annual meeting and/or other required meetings. The support is intended to cover meeting expenses and simple meals at the meeting. Necessary travel and accommodation expenses may be in addition. 

4.2 On finances in agencies, groups and company groups that cut across departmental boundaries 

Agency groups, group groups and company groups with locations in several of NITO's local branches can also apply for financial support from the secretariat. The basis for central support is the holding of one annual meeting, as well as the necessary support for collective bargaining. Applications for funds must be sent in advance to NITO's secretariat. The funds are paid in arrears after the original receipt showing consumption.   

• If the amount is paid to a private individual, this is a refund of expenses and a receipt is required.   
• If NITO is to cover the entire cost, the invoice can be addressed and sent directly to NITO. This must be agreed in advance with NITO's secretariat.   
• Groups that receive grants from NITO must document their use. A list of participants must be enclosed when reimbursement of costs for catering is claimed.   
• NITO covers expenses for collective bargaining-related work in the groups, if it is not covered by the employer.   
• NITO covers up to 3 physical board meetings in addition to the board meetings that are combined with other events (annual meeting, courses, etc.)   
• Office and operating costs are covered according to documented need.   
• Other costs are financed through a separate membership fee. 

4.3 Support for agency groups in particular

• Expenses for the annual meeting can be partly covered through OU funds by combining courses and conference elements.   
• NITO covers expenses for up to 2 participants in excess of what the employer covers, for meetings pursuant to the main agreement. It is assumed that the employer covers for at least 1 union representative.  
• NITO covers expenses for up to 3 participants in connection with discussions/negotiations under the Basic Collective Agreement.  
• Expenses for courses are covered with a percentage of up to 100%, depending on the allocation of OU funds.   

4.4 Specific support for group and company groups that cut across departmental boundaries 

• NITO can provide support for the groups' annual meeting with simple refreshments, if the employer does not cover the expenses.   
• NITO covers expenses for up to 3 participants in connection with discussions/negotiations under the Basic Collective Agreement/collective agreement.  
• Expenses for courses in addition to NITO's union representative training are normally not covered.

The group's representation and tasks related to the annual meeting in NITO's branches are set out in the "Articles of Association for NITO's branches". The guidelines can be supplemented with rules adopted at the group's annual meeting. 

The group's own policies may include the following:   

• the size and organisation    of the board
• Term   of office of  the Board members

If necessary, other topics can be included in the group's guidelines. 

6.1 Specific guidelines in business groups 

In addition to the points mentioned in section 6, the guidelines may also contain the following:  

• the scope of the group of companies (which departments/units the group covers)   
• organisation and operation of local groups   
• Election of local union representatives  

More than half of the members of the company group present are required to adopt the supplementary rules. Guidelines that are adopted are sent to the NITO secretariat. 

6.2 Specific guidelines for groups and agencies 

In addition to the points mentioned in section 6, the guidelines may also contain the following:  

• the scope of the group or agency group (which enterprises/entities the group covers)   
• Right of representation at the group's annual meeting    
• Voting for the group's annual meeting   

Proposals for changes to separate guidelines can be adopted by the group with a 2/3 majority at the annual meeting.    

Separate guidelines for the group/agency group are adopted by the annual meeting and submitted to the respective collective bargaining committee for approval.

7.1 Business groups 

Questions about the dissolution of the business group are submitted to NITO's secretariat before the matter is presented to the members. Any funds in the business group go to NITO centrally. 

7.2 Group and agency groups 

A decision to dissolve the group or agency group requires a two-thirds majority at the annual meeting. In the event of dissolution, the group's funds go to the business groups based on the number of members. Archives and other assets go to NITO centrally.