The Employee Activities Association (EAA) 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 EAA Coordinator in Human Resources.
In order to enhance and improve employee morale, the Laboratory supports and encourages a broad program of cultural and recreational activities for Laboratory Employee Activities Association members. These activities use 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 Chief Human Resource Officer. Current and retired Berkeley Lab employees and their immediate families are eligible to participate in activities of the Association.
Activities and budgets of the EAA are monitored by Human Resources and The HR Resource Analyst. The supervision of all activities is the responsibility of the Head of Human Resources or designee.
The name of the Association is The Berkeley Lab Employee Activities Association (herein referred to as the “EAA”).
The EAA is established to promote and support Laboratory-wide recreational, cultural, educational, and social activities at Lawrence Berkeley National Laboratory for the benefit of all employees.
The EAA supports recognized activity clubs and Laboratory-wide events. Support may include publicity, provision for use of meeting places, and financial support. EAA supported activities events and activity groups are open to all Berkeley Lab employees. Activities must have a clearly defined purpose and mission.
- Regular Members – include all Berkeley Lab employees and Berkeley Lab retirees. Regular Members may hold leadership positions in the EAA and may vote in EAA elections.
- Associate Members – include all Berkeley Lab participating affiliates. Associate Members may not hold leadership positions or vote in EAA elections.
- Family Members – include members of the household of Regular and Associate members. Family members may participate in designated activities of the EAA.
- Club Leaders – include contacts for EAA budget requests and any additional leadership positions within the group.
- Club leaders are responsible for
- The annual budget request
- Financial reporting (funding received from both EAA and personal funds)
- Communicating EAA By-laws
- Updates to the group
- The Club may elect or encourage members to volunteer for leadership positions using the methods of their choice. Notify the EAA coordinator if there is any change in leadership contacts.
- Club leaders are responsible for
Regular and Associate members may participate in all activities of the EAA. Members are free to leave any association without any threat of harassment or intimidation.
VI. Support for Activities
Support for activities shall be evaluated based on their proximity to the Berkeley Lab site, their relation to the workday, the level of Berkeley Lab community spirit created, the cost per employee, and the number of employees served.
Before commencement or renewal of support, the Head of Human Resources or designee shall determine that all supported activity of the EAA provides:
- For open membership by an interested Regular or Associate member
- For an accounting of funds within Berkeley Lab guidelines
- For expenditures that are allowable under the prime contract with the Department of Energy
- For conformance with Laboratory and University policies and procedures, including the University of California Statement of Ethical Conduct and Standards of Ethical Values
- 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 EAA when the activity ceases operation, dissolves, or loses EAA 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
- That all supported activities support the mission of the Laboratory and for termination of any activities deemed in conflict with the mission that mission.
- For termination of support for any activity that does not comply with the EAA by-laws including section VI above
VII. Policy Statement
- General. Under the terms set forth in the U.S. Department of Energy (DOE) and the University of California Contract No. DE-AC02-05CH11231 (Contract 31), Berkeley Lab may support certain programs designed to enhance morale. These programs may include athletic, cultural, and family activities.
- Types of Employee Morale Funds. Berkeley Lab manages two programs in this area:
- Division Morale Funds. Berkeley Lab may pay for or reimburse costs for meals or light refreshments associated with division-wide morale-building and appreciation activities that serve a Berkeley Lab business purpose. Examples of such occasions include annual division-wide staff picnics and holiday gatherings.
- Employee Activity Clubs
- Berkeley Lab may provide funds to form and support employee activity clubs for athletic, cultural, and recreational interest activities.
- All club activities must be conducted outside of normal working hours.
- Clubs may have conditional and limited access to the following Berkeley Lab resources for the purpose of announcing meetings and events of Employee Activities Association (EAA)-supported activities, and may not be used for other non-work-related purposes. Violations of the above provisions may result in revocation of a club’s supported status.
- Meeting rooms
- Internal mail system
- E-mail system
- Local phone system
- Department copy machines
- Berkeley Lab Events Calendar
- Open bulletin boards
- Official bulletin boards (when space is available)
- Employee Activities Association. The EAA, under the direction of the Human Resources Division, will authorize and manage the funding for employee morale activities.
- Use of Employee Morale Funds
- Authority. Spending of employee morale funds must comply with Appendix A of Contract 31 and EAA Spending Guidelines.
- Budget. Employee morale activity costs must be limited to the annual authorized budget established by the EAA. If annual costs exceed the authorized budget or the approved expenditure request, the overage must be reimbursed to Berkeley Lab using private funds. If annual activity costs are below the authorized budget, the remaining fiscal year funds will be returned to the institutional employee morale fund. The remaining funds may not be transferred to another project ID or used for future activities.
- Cost Allowability. Divisions/clubs will not be reimbursed for any unallowable items. Individuals who purchase unallowable items will be personally responsible for any costs incurred. If a division/club purchases unallowable or restricted items, it may affect the distribution of current and future funding allocations. See the Procurement & Property Department Web site and/or the Cost Allowability policy for specifics on unallowable and restricted items.
- Under no circumstances may employee morale funds be used for occasions such as employee retirements, birthdays, weddings, anniversaries, or other occasions of a personal nature.
- Although employee morale activity participants may include family members and guests, employee morale funding may be used only for current Berkeley Lab employees.