Chapter President

Chapter President Job Description

Responsible to:

Chapter members, Oregon School Employees Association

Job Description:

1. Presides over all meetings as the chapter leader
2. Appoints committee chairs and members after conferring with the executive board; is an ex officio member of all committees except the nominating/elections committee
3. Establishes a calendar of executive board and chapter meetings
4. Attends meetings sponsored by the State Office
5. Protects the rights of all employees in the bargaining unit

Time Commitment:

The time required will vary from chapter to chapter and from month to month based on chapter size and duties to be performed. Chapter presidents should attend:

• OSEA leadership training
• Zone meetings
• Other as requested

Qualifications:

1. Leadership skills
2. Effective communicator with members, nonmembers, chapter officers, management, other OSEA officers and OSEA staff
3. Commitment to OSEA
4. Knowledge of parliamentary procedures

Comments:

The president will find it valuable to acknowledge and celebrate the successes of the executive board, committees and members.

Length of Service:

As determined by chapter constitution/bylaws

What Do You Do First?

Each chapter presents unique concerns and priorities, but you must take action on some matters shortly after taking office. For example, a new chapter president should:

• Schedule a special executive board meeting with the outgoing officers to review chapter programs and priorities, obtain the files and supplies, and become acquainted with the chapter’s business
• Meet with the field representative (check with the OSEA office for your field representative’s contact information) and schedule chapter leadership training
• Call a regular executive board meeting to discuss each officer’s role and expectations, develop a budget and discuss the chapter’s mission and goals
• Meet with the negotiating team to review the status of negotiations
• Meet with the field representative and/or grievance committee chair to discuss pending grievances
• Find out if the chapter banking account is with Columbia Bank under the OSEA umbrella and whether the chapter president and chapter treasurer are signatories on the chapter’s checking and savings accounts. If not, make the changes and assure new signature cards are signed at the bank. Having the chapter bank account through Columbia Bank under the OSEA umbrella relieves the chapter officers of IRS and state filing requirements and liability for potential penalties for missed or inaccurate yearly returns being filed. OSEA takes care of all IRS and state filings when under the OSEA umbrella while the chapter maintains full access and discretion over the account. Contact the OSEA State Office for details on how to set up the chapter’s Columbia Bank account.
• Ask the secretary to put together a list of the new officers’ phone numbers, worksites and addresses. Ask the worksite organizer chair and/or steward chair to give you a list of worksite organizers and stewards.

When you have taken care of those details, you will want to read the remainder of the manual for an in-depth discussion of your roles and responsibilities and tips on working with your fellow officers and members.

Responsibilities

It is the chapter president’s responsibility to make sure the business of the chapter is conducted in compliance with the OSEA Constitution, Board Policy and the chapter constitution/bylaws; promote the welfare of OSEA members; instill confidence, good will and understanding between the members and the employer; make sure OSEA services are delivered effectively to chapter members; and implement OSEA policies and programs at the chapter level. As determined by the chapter constitution/bylaws, responsibilities may also include:

• Presiding over all general and special meetings of the chapter and its executive board
• Serving as chair of the chapter executive board
• Appointing chapter committees and their chairs
• Serving as ex officio member of all committees, except the nominating/elections committee
• Appointing worksite organizers and stewards
• Serving as a chapter delegate to the annual OSEA Conference
• Calling special meetings of the executive board and chapter
• Appointing a parliamentarian, if necessary, to assist in the orderly conduct of chapter meetings
• With the chapter secretary, signing official minutes following their approval by the members
• Attending zone meetings, Conference and other OSEA workshops, training, seminars and events

Authority

The chapter constitution/bylaws authorizes the president to represent the interests of the chapter and bargaining unit members before the employer’s governing board and administrators.

Abilities

• Work collaboratively with the chapter executive board, other members and assigned OSEA staff
• Interpret the OSEA Constitution and Board Policy and the chapter constitution/bylaws
• Learn about union and employee rights under labor-protective laws applicable to public and private employees in Oregon
• Act impartially and in the best interests of OSEA and the chapter
• Learn applicable policies, rules and regulations of the employer
• Interpret provisions of the collective bargaining agreement and enforce them through the grievance procedure in collaboration with the field representative
• Exercise good judgment in conducting the affairs of the chapter
• Listen and communicate effectively
• Conduct chapter meetings and executive board meetings

Qualifications

• Be a member in good standing of OSEA
• Initiative, courage, understanding and loyalty to OSEA
• Believe in the dignity and rights of workers
• Dedication to the OSEA goals and objectives
• Willingness to devote personal time to promote employee rights, OSEA programs and policies
• Genuine caring for people and a desire to assist them in working out problems that may fall within OSEA’s jurisdiction and/or its ability to provide assistance
• Promote the economic and social welfare of OSEA members through unity of action and mutual cooperation

Conducting Chapter Meetings

The chair’s responsibilities

The chair of a chapter meeting should always maintain impartiality on matters under discussion because they will be called upon to rule on controversial issues or disputes.

If the chair has certain information relating to a question under discussion that nobody else has and that is absolutely pertinent to the discussion, then and only then, should the chair participate in the debate. In these instances, the president should relinquish the chair to the vice president or other officer and should not return to the chair until the motion in question has been properly disposed.

The chair always retains the right to vote on any question, but should never make a motion or second one. The chair may suggest (for purposes of guiding the members) that a certain motion would be in order by stating, “The chair will entertain a motion to...”; or “From the tone of the discussion, it appears that a motion would be in order to...”; but you must leave it up to one of the officers or other members to make the motion.

The chair of a committee and the chair of the executive board may enter into the discussion and activities; however, generally the rule is the presiding officer as an individual has the same rights in debate as any other member, but the impartiality required of the chair in an assembly precludes the chair from exercising those rights while presiding.

As chair, your duties at the chapter meeting are as follows:

• Call the meeting to order
• Introduce the agenda items by calling on the various officers, committees and members for reports
• Introduce guests and new members
• Introduce the action items
• Recognize members and give them the floor
• Open debate after items are moved and seconded by stating the question on the floor
• When debate has ended, state the question again for clarity and put it to the vote
• Announce the results of the vote
• Decide points of order (you may defer questions of the chair’s rulings to the parliamentarian of the chapter)

Books about the conduct of meetings can be found in the reference section of your local library. Robert’s Rules of Order Newly Revised is OSEA’s official parliamentary procedure reference and is available in most bookstores.

See the appendix for OSEA’s Simplified Guide to Parliamentary Procedure and chapter meeting agenda template.

How to Succeed as Chapter President

Leadership styles and member needs

Leadership is a many faceted subject that has defied precise definition for centuries. Through the years, historians have described people who possessed leadership ability and others have grappled with the problems of leadership. Most recently, behavioral scientists have written hundreds of books on the subject attempting to give concrete guidelines on how to increase leadership effectiveness.

It appears a leader is anyone who influences people around them or, more specifically, the person who has the most influence on activities of the group of which they are a member.

But this concept is deceptively simple. Leadership is a two-way street. The leader influences the group and the group, in turn, influences the leader. The interaction between a leader and a group is especially strong in democratic institutions, such as OSEA, where the members have considerable control over decisions by electing their leaders and voting on issues.

Leadership functions

A leader has many functions that are used at different times and are exercised differently as circumstances change. The more a person performs the following functions and the better they perform them, the more leadership qualities the person has.

• Directing: The leader directs group members to engage in activities that achieve the organization’s objectives. A leader coordinates the group’s efforts to get things done.
• Planning: The leader determines long- and short-term plans to achieve group goals; however, it is not advisable for the leader to be the only one who knows an entire plan while members know only unconnected segments of it.
• Administering goals: The leader communicates the group goals and administers policy consistent with them. This is one of a leader’s coordinating functions.
• Being an expert: The leader functions as a source of skills and knowledge needed to achieve the goals of the organization.
• Representing the group: The leader is the spokesperson for their group. The leader is the channel through which communication flows in and out of the group.
• Controlling internal relations: To a degree, a leader influences the structure of the group by determining who and what has the greatest influence on decisions.
• Arbitrating and mediating: A leader may act as a conciliator when conflicts arise among members. Through this function, the leader can increase or reduce friction within the group depending on what is beneficial to the achievement of group objectives.
• Giving example: A leader assumes a model’s role by dedication to goals, enthusiasm for work and promotion of organizational success. By example, the leader influences individual members to act the same way.
• Symbolizing the group: At times, a leader acts as a symbol of group unity and purpose. Some people identify with the leader as members of their group. As goals and activities change, group cohesion remains constant because the leader is a unifying factor.

The functions of leadership are expressed through what a leader does. How a leader acts is their leadership style, which is influenced by the leader’s personality and the personalities of the individuals represented.

Personal Strengths and Characteristics

It is difficult and often frustrating for OSEA leaders to balance the competing needs, desires, and goals of individuals, groups and classifications within the local chapter; however, this balance must be attained if the members are to reach the common goals of fair salary, better job security, good working conditions and dignity on the job.

Communication

Communication defined

Merriam-Webster’s Dictionary defines “communication” as:

1) An act or instance of transmitting; 2) a: information transmitted or conveyed; b: a verbal or written message; 3) a process by which information is exchanged between individuals through a common system of symbols, signs, or behavior…

With this definition in mind, consider how effectively you can communicate with chapter officers, members and nonmembers, administrators and OSEA staff.

Officer communications

Regular communication, whether written or oral, with other chapter officers is essential for managing the daily affairs of your chapter. Executive board meetings provide a formal setting for you and other chapter officers to plan chapter activities and projects; set priorities for them; review and discuss problems and grievances; and share information with one another. As CEO of the chapter, it is up to you to schedule and develop the agenda for regular executive board meetings. Your chapter constitution/bylaws may contain stipulations for officer attendance and where and when executive board meetings are held.

Much of what you share with other officers and committee chairs will take the form of informal communications, such as phone calls, emails or informal meetings over a cup of coffee. Do make notes of what you discuss. You will want the notes for follow-up or discussion later at an executive board meeting.

OSEA State Office information

Considerable information about OSEA policies and programs is sent out from the OSEA State Office in Salem. There is also information sent about insurance, resolutions, inservice training and special meetings.

The chapter president, vice president and secretary should have copies of the materials for reference. The executive board may decide how to route information to other officers and committee chairs.

Some information requires you or another officer or committee to take action.

Communicating with members — the two-way street

What about communicating with OSEA members and bargaining unit employees? Communication is often written, taking the form of the chapter newsletter or a meeting announcement, but more often communication is oral.

Communicate openly with members, even those who are unable or unwilling to attend meetings. OSEA officers’ business is the members’ business. Respond to members with a positive attitude.

Diplomacy can make you, and the lack thereof can break you, as a leader. Diplomacy is the oil that helps the chapter machinery work. Brains, a driving force, hard work, poise and enthusiasm are important, but without the cooperation of others you may end up doing all of the work.

A good leader always requests rather than demands. When you consider members’ feelings and appeal to their better nature and intelligence, they will accept your leadership.

Encourage your officers and members. Encouragement winds people up, while criticism — if not handled tactfully — will shut them down. Thank officers and members and praise them in public. Then put the thanks and praises in writing to the person. Even if I know it is my job and I did it well, the thank you lets me know you appreciated my efforts.

It is up to you to establish good working relations with officers and members. Our unique personalities are what make life interesting and leadership challenging. Do not let personality differences affect your perception or handling of problems and complaints. Practice self-control. It is difficult to have to be so careful, but as a leader you are in the limelight and a great deal is expected of you. OSEA may well be judged by your actions.

Delegating

Chapter vice president defined

Merriam-Webster’s Dictionary defines “vice president” as:

1) an officer next in rank to a president and usually empowered to serve as president in that officer’s absence or disability; 2) any of several officers serving as a president’s deputies in charge of particular locations or functions.

How often are vice presidents seen but not heard? Unfortunately, all too often. The vice president is sometimes perceived as simply the president’s stand-in in the event of absence or disability or as waiting in the wings to fill the president’s position. But to define the vice president’s role this narrowly deprives you of a valuable resource.

Your chapter constitution/bylaws may assign functions, such as planning chapter meetings or chairing the retirement committee, to the vice president. The constitution/bylaws may define your authority to delegate certain duties to the vice president. Duties a vice president might be asked to perform may include:

• Planning and arranging programs (i.e., speakers and/or special events for chapter meetings)
• Planning and conducting membership drives
• Coordinating the worksite organizer or steward program
• Attending meetings, such as officer, school board or budget meetings
• Attending meetings with administrators or employees at the president’s request
• Serving as the president’s representative on certain chapter committees

In many cases, the vice president is in training to serve as the president in the future. The president’s role is to facilitate this training by providing opportunities for the vice president to learn the ropes. For instance, asking a vice president to attend zone meetings allows them to learn more about OSEA and the issues facing other chapters.

Perhaps the vice president’s greatest worth is as the second person on the chapter leadership team, providing the president and other officers with another perspective on problems, possible solutions and additional information on the concerns and needs of the members.