Executive Board Composition
The chapter executive board commonly consists of the president, vice president, secretary, treasurer and the past president (who is an advisory non-voting member). Dependent upon the chapter’s constitution/bylaws, these officer positions may be combined (i.e. secretary/treasurer) or other officers such as the worksite organizer chair may be added to the executive board. Elected officers have specific functions that are stated in the chapter constitution/bylaws and standing rules (also see detailed chapter leader responsibilities in the appendix). The executive board is the chapter leadership acting in concert to manage the affairs of the chapter and officers acting individually to fulfill the responsibilities of their offices. Officers are not free agents operating independently but rather they constitute the executive board of the chapter and work collaboratively on behalf of the union and its members to manage chapter operations between general and special membership meetings.
Executive Board Meetings
The board meets on a regular basis at the request of the president or at such times and places designated by the board; the president calls a special meeting when the majority of the board requests it in writing.
Duty and Authority
The way the executive board runs the chapter determines how OSEA is perceived by the employer, the public and, most importantly, by the OSEA members and bargaining unit members that the officers represent. The executive board is subject to the orders of the chapter membership and it has the general authority to take any action that is voted on by the membership at a chapter meeting. Executive board action, however, is subject to ratification or rejection by the members at the next chapter meeting, and none of its actions can conflict with actions taken by the chapter membership. All actions taken by the executive board are reported to the membership at the next regular or special chapter meeting. Members ratify executive board actions by adopting a report or the minutes of an executive board meeting that the board submits to the chapter.
The limitation on the authority of the executive board to act on behalf of the membership between chapter meetings is that an action must conform to the requirements of the OSEA Constitution, Standing Rules, Board Policy and the local chapter constitution/bylaws. For example, the executive board cannot ratify a collective bargaining agreement or memorandum of agreement/understanding between the chapter and the employer because that authority is vested in the members. However, the board can authorize settlement in collaboration with the field representative of a grievance or delegate that grievance settlement authority. The discretion granted an executive board must be broad for the OSEA chapter to function effectively from day to day.
Common goals of an executive board are fair wages and benefits, better job security, good working conditions and dignity on the job for all classified employees.
A typical constitution/bylaws document generally describes executive board duties as follows:
- The executive board directs the affairs of the chapter in the intervals between chapter meetings. It transacts the day to day business of the chapter, sets the yearly goals and activities, approves the plans of the various committees and recommends actions to be voted on by the general membership.
- Although each officer has specific duties, responsibilities and authority, the executive board’s function is to operate the chapter consistent with state and chapter constitution/bylaws, labor laws and regulations, and with the chapter membership’s direction through standing rules or resolutions passed at chapter meetings.
- In practice, in much the same manner as the chapter defers to the executive board, many executive boards delegate some decision-making authority to members or to committees.
- Conscientious officers realize the executive board is simply an extension of the democratic membership control that allows the chapter to deal with problems arising between general meetings. Members of the executive board who keep in touch with the members are usually secure enough to make decisions that are almost certain to be ratified by the members.
- Executive board members misusing their authority by making decisions inconsistent with members’ wishes are likely to be denied reelection, recalled from office or, at the very least, be brought under stricter control by a membership vote to limit their authority.
- A chapter may develop standing rules and policy apart from its constitution/bylaws. A constitution/ bylaws committee or the executive board may develop standing rules for the chapter’s ratification. The standing rules should address chapter operating procedures among other issues that are not detailed in the chapter constitution/bylaws.
Responsibilities
In addition to the authority granted to the executive board, the board has special responsibilities to the chapter and the union. These responsibilities include:
- Becoming familiar with and following the guidance of the OSEA state board policies and constitution and the chapter constitution, and all labor laws and regulations
- Maintaining confidentiality
- Providing an atmosphere of collaboration and open communication within the executive board, with chapter bargaining unit members and OSEA staff
- Maintaining a professional working relationship with the employer
- Defining the chapter’s mission, goals and objectives; establishing priorities; and instituting plans
to achieve the chapter’s goals and objectives each year - Developing an annual chapter budget and evaluating other sources of income, such as fundraising
- Setting the agenda for chapter meetings (agenda template)
- Setting up a chapter communications network through chapter officers, stewards, worksite organizers, committee members and other key members in order to keep in touch with members and to preserve the practice of OSEA democratic control
- Responding to member and nonmember questions and concerns
- Ensuring any emerging representational needs and notes are conveyed to the chapter president and OSEA field representative immediately
- Monitoring employer actions that relate to contract administration and enforcement, workplace safety or those which are subject to bargaining
- Monitoring grievance timelines and activities
- Participating in bargaining successor contracts and memorandums of understanding (MOU) — Note: The terms MOU, memorandums of agreement (MOA) and letters of agreement (LOA) can be used interchangeably.
- At least one officer or designee attends every school board and budget meeting. The officer/designee reports the employer’s activities and actions to the chapter membership
- Monitoring standing and ad hoc committee activities and progress
- Organizing and participating in membership drive activities
- Establishing a program to welcome new employees within their first thirty (30) days
- Assuring the retention of all required chapter files and records (See chapter secretary section)