Board Policy

101 - The Board of Directors shall be the governing and policy making body of the Association between Annual Conferences.

102 - The Board shall be composed of a President, Vice President, Secretary, seven zone directors and a nonvoting Past President. The President, Vice President and Secretary shall be elected to three-year terms by seated delegates at the OSEA Conference. Zone directors shall be elected to staggered two-year terms by seated delegates at the OSEA Conference. (Revised 1998 Conference; Revised 2016 Conference-Board Meeting, December 2016; Revised 2018 Conference-Board Meeting, May 2019)

103 - All candidates for the OSEA Board of Directors shall submit the Board-approved Intent/Nomination Form to the Election Committee, on or before March 1 of any election cycle, to ensure their inclusion in an OSEA Journal issue published prior to Conference. Intent/Notification to seek office, however, remains available to members through the nominating process at Conference. (Revised 2008 Conference; Revised 2011 Conference-Board Meeting, October 2011)

All candidates for the OSEA Board of Directors shall comply with the current Board-approved Campaign Guidelines. (Revised 2011 Conference-Board Meeting, October 2011)

Oregon School Employees Association

Campaign Guidelines

For the purposes of these guidelines, campaigning shall be defined as any activity that may assist a candidate in becoming elected to an OSEA office.

1. All OSEA members involved in the election process will conduct themselves in a positive manner. All activities will promote goodwill, unity and solidarity before, during and after the election.
2. Candidates will become familiar with the OSEA Constitution, OSEA Board Policy and the Campaign Guidelines of OSEA.
3. In accordance with federal law, all campaign costs, including materials and transportation, are an out-of-pocket expense for the candidate and may not be purchased with or reimbursed by OSEA funds. (Revised Board Meeting, September 2014)
4. Candidates may request a copy of the OSEA annual officer directory through the OSEA state president. All candidates for a particular office will be provided exactly the same information. (Revised Board Meeting, September 2014)
5. Chapter presidents are encouraged to afford all candidates equal access to their chapter membership. (Revised Board Meeting, September 2014)
6. Candidates who campaign while attending any OSEA-sponsored meeting or event before Conference must do so at their own expense.
7. Campaign displays must remain in the candidate’s designated area as determined by the Conference Committee. Tables will be allocated as candidate nominations are submitted to the Election Committee or are nominated from the Conference floor. Candidates will keep their table in an orderly fashion. Material will not be attached to the walls. (Revised Board Meeting, April 2018)
8. At Conference, there will be no campaigning at or near the voting location.
9. At Conference, candidates shall campaign only during recess or break periods.
10. All candidates for a specific office will be entered into nomination by the Election Committee chair. There will be no introduction/nomination speeches. (Revised Board Meeting, September 2014; Revised Board Meeting, May 2015)
11. Each candidate shall be limited to a five-minute candidate speech to the delegates. (Revised Board Meeting, September 2014; Revised Board Meeting, May 2015)
12. Once all speeches for a specific office have been given, delegates will be given the opportunity to ask questions on a rotating basis of all candidates for that specific office. (Revised Board Meeting, September 2014)
13. At Conference, there will be no campaigning during Zone caucus meetings. (Revised Board Meeting, September 2014)
14. If there are questions concerning these guidelines, please direct any questions or concerns to the Election Committee chair.

It is expected that all delegates will adhere to these guidelines. (2008 Conference)

104 - Conference Absentee Balloting (2012 Conference-Board Meeting, September 2012)

In accordance with Article XIII, Section 7, of the OSEA Constitution, certified/registered delegates in attendance at any OSEA Annual Conference who are unable to participate in the regular election process for state officers and other positions may cast an absentee ballot similar to the Oregon vote-by-mail process pursuant to the following provisions.

1. No absentee balloting shall occur until all nominations have been closed and ballots printed.
2. A delegate who must leave Conference must notify OSEA staff at the Conference registration desk of their desire to cast an absentee ballot and withdraw their delegate status.
   1. The delegate will be provided with the appropriate ballot and security envelopes and will be directed to a voting location where the ballot will be cast in secret.
   2. Upon completion of the voting process, the delegate shall surrender their delegate credentials/badge to a staff member at the Conference registration desk, who shall immediately notify the Credentials Committee chair and the delegate’s chapter delegation of the delegate’s official withdrawal from delegate status.
   3. The absentee ballot cast shall not be deposited in the ballot box nor be counted until the delegate has officially withdrawn from delegate status.
3. Any delegate who has officially withdrawn and been replaced by an alternate shall not be permitted to again be seated as an official delegate.

105 - Virtual Conferences (2022 Conference – Board Meeting, October 2022)

In the event a state of emergency exists which would preclude the holding of an in-person Annual or Special Conference, the Board of Directors shall be authorized to schedule and hold a virtual Conference.

1. Such virtual Conference shall be conducted through the use of Internet meeting services designated by the Board of Directors that support anonymous voting, visible displays identifying the chair and the delegate recognized to speak and showing the text of pending motions.
2. Virtual Conferences should only be utilized if all eligible delegates have access to the appropriate technology, allowing all delegates to see/hear and actively participate in discussions and debate simultaneously. The Association shall make every effort to ensure all eligible delegates have the appropriate access.
3. Specific rules and procedures relating to the operations of the virtual Conference shall be enumerated in the Conference Rules, adopted by the delegate body at any Annual or Special Conference.

106 - The President shall appoint, on a rotating basis, a member of the Board who shall have the responsibility of beginning each Board meeting with a motivational message. (Revised 1997 Conference; Revised Board Meeting, September 2008)

110 - Meetings shall be held at least once every quarter. The meeting dates will be established by the President and Board of Directors. Six members of the Board must be present to vote. (Revised Board Meeting, March 1995)

110.5 - A transitional meeting of newly installed Board members will be held after the conclusion of the OSEA State Conference. (Revised Board Meeting, April 2001; Revised Board Meeting, April 2024)

111 - Special meetings may be called by the President. These meetings may be either a conference call or at a place designated by the President. 8 members of the Board must be present or on-line to vote.

111.5 - A Board workshop shall be scheduled each year for a weekend during either the last two weeks of July or the first two weeks of August. (Board Meeting, November 1994)

112 - The agenda for each regular or special meeting of the Board of Directors shall be sent via electronic mail to each chapter president and secretary and posted in the member-only section on the official OSEA website no later than five (5) days prior to the meeting. (Revised Board Meeting, April 1999; Revised Board Meeting, February 2015)

113 - Unapproved minutes of all regular or special meetings of the Board of Directors shall be sent via electronic mail to each chapter president and secretary and posted in the member-only section on the official OSEA website no later than five (5) days prior to the next regularly scheduled Board meeting. (Revised Board Meeting, April 1999; Revised Board Meeting, February 2015)

Approved minutes of all regular or special meetings of the Board of Directors shall be posted on the official OSEA website no later than five (5) days following the meeting at which the minutes were approved. (Revised Board Meeting, April 1999; Revised Board Meeting, February 2015)

113.5 - A draft copy of the previous meeting minutes shall be forwarded to the sitting Board members no later than 15 days after the previous Board meeting. This will allow Board members to review and make necessary corrections that may need to be made, so that an accurate copy may be sent to chapter presidents and secretaries, and expedite the approval of minutes at the next Board meeting. The receipt of minutes is an important factor for Board members, who also have other duties to accomplish, in addition to their duties to the State Board. Board members will have five days to review and forward any corrections, thus allowing staff to comply with Sections 112 and 113. (Revised Board Meeting, April 1999)

114 - The issues and matters, except for matters pertaining to personnel issues, contract negotiations and member discipline, voted on by the Board of Directors, and how each member of the Board voted on those issues and matters, shall be sent to the chapters of the Association. (1990 Conference; Revised 1998 Conference; Revised 1999 Conference; Revised 2019 Conference – Board Meeting, January 2021)

115 - The issues and matters, except for matters pertaining to personnel issues, contract negotiations and member discipline, voted on by the Board of Directors, and how each member of the Board voted on those issues and matters, shall become part of the annual report to the delegates of the Annual Conference. (1990 Conference; Revised 1998 Conference; Revised 1999 Conference; Revised 2019 Conference – Board Meeting, January 2021)

116 - Prior to a vote on any social or political position by the Board of Directors, the position must be listed as a specific agenda item on the agenda of the regular or special meeting where action will be taken. The agenda shall be sent via electronic mail to each chapter president, secretary and state committee chair and posted in the member-only section on the official OSEA website no later than five (5) days prior to the scheduled Board meeting. (1994 Conference; Revised 1998 Conference; Revised 1999 Conference; Revised Board Meeting, February 2015)

120 - The policy handbook shall be made available to OSEA members upon request. (1986 Conference)

121 - The updated Constitution shall be made available to OSEA members upon request within 60 days after the Annual Conference. The OSEA staff will distribute the revised Constitution to chapter presidents by September 15. (Revised Board Meeting, April 1995; Revised Board Meeting, February 2002; Revised 2011 Conference-Board Meeting, October 2011)

122 - Access to Legal Counsel (Board Meeting, January 2021)
The Board shall have access to legal counsel and may consult directly with legal counsel over any matter. Prior to executing any contract on behalf of the Association that will expend fifty-thousand-dollars ($50,000) or more, the Board shall consult with legal counsel.

123 - Filling a Vacancy in the Office of President (2012 Conference-Board Meeting, September 2012)
In the event the office of President becomes vacant, the Vice President shall assume that position for the remainder of the term.

124 - Filling a Vacancy in the Office of Vice President (2012 Conference-Board Meeting, September 2012)

1. In the event the office of Vice President becomes vacant 60 calendar days or more prior to the next Conference, the Board of Directors shall, by secret ballot majority vote, elect a Vice President from the remaining elected members of the Board to serve until the next succeeding Conference where the position shall be filled by delegate election.
2. A vacancy in the office of Vice President occurring less than 60 calendar days prior to the next Conference shall remain vacant and shall be filled by delegate election, provided that at least fifteen (15) calendars days’ notice is provided to the membership.

If a mid-term vacancy occurs at such time as a fifteen (15) calendar days’ notice cannot be provided to the membership, the vacancy shall be filled by the Board of Directors after Conference.

125 - Filling Vacancies in the Offices of President and Vice President (2012 Conference-Board Meeting, September 2012)

1. In the event the offices of President and Vice President become vacant simultaneously, the Board of Directors shall, by secret ballot majority vote, elect a President and Vice President from the remaining elected members of the Board within seven (7) calendar days of the vacancy, to serve until the next succeeding Conference where both positions shall be filled by delegate elections.
2. The Secretary shall immediately notify all remaining members of the Board of the date, time, and location of the meeting. No additional authority, except as provided herein, shall be afforded to the Secretary during this seven (7) day period.
3. It shall require at least five (5) Board members present and voting at the special meeting for the vote to be valid.
4. If the vacancies occur at such time as a fifteen (15) calendar days’ notice of Conference elections cannot be provided to the membership, the vacancies shall be filled by the Board of Directors after Conference. Should this occur, the Board of Directors shall designate an elected member of the Board to chair Conference through the close of Conference.

126 - Filling a Vacancy in the Office of Secretary (2012 Conference-Board Meeting, September 2012)

1. In the event the office of Secretary becomes vacant 90 calendar days or more prior to the next Conference, the Board shall fill the position with a qualified active member in good standing, to serve until the next succeeding Conference where the position shall be filled by delegate election.
2. The President or designee will direct a letter be sent to all active members in good standing, notifying them of the vacancy and pending special election. Such notice shall contain the deadline to submit applications, eligibility criteria, and the date, time, and location when the Board of Directors shall conduct interviews and the election.
3. Notice of the vacancy, application information, and interview/election information shall also be posted on the OSEA website.
4. A vacancy in the office of Secretary occurring less than 90 calendar days prior to the next Conference shall remain vacant and shall be filled by delegate election, provided that at least fifteen (15) calendars days’ notice is provided to the membership. Should this occur, the Board of Directors shall designate an elected member of the Board to perform the duties of Secretary through the close of Conference.

If a mid-term vacancy occurs at such time as a fifteen (15) calendar days’ notice cannot be provided to the membership, the vacancy shall be filled by the Board of Directors after Conference.

127 - Filling a Vacancy in the Office of Zone Director (2012 Conference-Board Meeting, September 2012)

1. In the event the office of any zone director becomes vacant 90 calendar days or more prior to the next Conference, the Board shall fill the position with an active member in good standing from that specific zone, to serve until the next succeeding Conference where the position shall be filled by delegate election.
2. The President or designee will direct a letter be sent to all active members in good standing in the specific zone where the vacancy has occurred, notifying them of the vacancy and pending special election. Such notice shall contain the deadline to submit applications, eligibility criteria, and the date, time, and location when the Board of Directors shall conduct interviews and the election.
3. Notice of the vacancy, application information, and interview/election information shall also be posted on the OSEA website.
4. A vacancy in the office of zone director occurring less than 90 calendar days prior to the next Conference shall remain vacant and shall be filled by delegate election, provided that at least fifteen (15) calendars days’ notice is provided to the membership.

If a mid-term vacancy occurs at such time as a fifteen (15) calendar days’ notice cannot be provided to the membership, the vacancy shall be filled by the Board of Directors after Conference.

130 - Board of Directors Code of Conduct/Ethics (Revised 2019 Conference – Board Meeting, January 2021)

The Oregon School Employees Association Board of Directors, recognizing its responsibility to ensure adherence to legal standards and ethical norms, has developed the following code of conduct and ethics.

OSEA Board members shall not:

• violate any provision of the OSEA Constitution or Board Policy.
• misappropriate, embezzle, and improperly or illegally use Association funds.
• act in collusion with management to the detriment of the welfare of the Association or its membership.
• participate in any activity, which assists or is intended to assist any competing organization to the detriment of the welfare of the Association or its membership.
• refuse or deliberately fail to carry out legally authorized decisions of the Conference delegates or OSEA Board between Conferences.
• use the name of OSEA in an unauthorized manner or for an unauthorized purpose.
• solicit or accept a bribe or any gift of more than nominal value from any person or firm, which has or is seeking to establish a relationship with OSEA to gain favor or unfair advantage. (This does not include meals with others during authorized or approved Association functions and activities.)
• be convicted of a crime, the nature of which is such as to bring the Association into disrepute.
• engage in any activity that gives the appearance of a conflict of interest that might embarrass the Board or the Association.
• fail to disclose any possible conflicts of interest to the Board immediately.
• breach confidentiality of the Board of Directors. (Board Meeting, October 2005)

Any violation of this code of conduct/ethics may be cause for disciplinary action as prescribed in Article III, Section 7, of the OSEA Constitution and as determined by the Board of Directors, excluding those members whose conduct is in question. Such determination of appropriate disciplinary action shall be in compliance with the Labor-Management Reporting and Disclosure Act (29 U.S.C. 411), Robert’s Rules of Order and Board Policy 448.

131 - Conflict of Interest Policy

The purpose of this section is to ensure that decisions about OSEA operations and the use or disposition of OSEA assets is made solely in terms of the benefits to OSEA and its general membership and are not influenced by any private profit or other personal benefit to the individuals affiliated with OSEA who take part in the decision. In addition to actual conflicts of interest, Board members and staff are also obliged to avoid actions that could be perceived or interpreted in conflict with OSEA’s interest. Ethics, integrity, fairness, and concern for OSEA’s welfare shall be the guiding standard for actions of the Board and staff.

No Board or staff member shall have any financial or personal interest, directly or indirectly, in any contract, purchase of materials, procurement of goods and services, disposition of property, or any other activity paid for from OSEA funds, except as required by law.

No Board member shall vote, participate in any deliberations, or use personal influence in any matter wherein they are the subject of the action, or that affects them or any member of their family, personally, except as permitted by Robert’s Rules of Order. The Board member’s presence may not be counted in determining the quorum for any vote with respect to OSEA business in which the member has a possible conflict of interest. Board members have an absolute responsibility to advise the Board of Directors of any potential conflict of interest that may exist in advance of discussion or vote on such matter and that disclosure shall be duly recorded in the minutes of the meeting.

Any Board member who makes application for any employment with OSEA shall notify the President, who will notify individual Board members. If the President is applying, notification shall be made to the Vice President, who will notify individual Board members and declare any possible conflict of interest immediately upon filing of such application. The Board member shall resign their Board position effective upon accepting any staff position. Should any Board member not be successful in their application, they will not use their position to retaliate against any staff or Board member. Any Board member who has applied and been denied a staff position shall be excused from any action regarding staff evaluations for one subsequent evaluation, not retroactive. (Revised 2001 Conference)

Any staff member who may be involved in an OSEA business transaction or other activity in which a possible conflict of interest exists shall promptly report the possible conflict of interest to the Executive Director. If the possible conflict of interest involves the Executive Director, it shall be reported promptly to the President. A written record of any report of a possible conflict of interest, and adjustments made to avoid the conflict of interest, shall be kept by the Executive Secretary of OSEA in the OSEA State Office.

132 - Protocols of Contact

Because working together with national unions and their affiliates often serves the mutual interests of our respective membership and in recognition of the need for there to be clear and appropriate communication guidelines for Board members of OSEA, which reflects our status as an independent union, the following protocols of contact shall be adopted:

1. There shall be no attempt by any Board member, staff, or agent of Oregon School Employees Association to communicate directly with members or staff of any national union, or its affiliates, in any manner other than through established chains of communication. Communications shall occur solely through the President and/or the Executive Director. This is not intended to include communications concerning routine, day-to-day business conducted between OSEA and Oregon affiliates of national unions.
2. There shall be no attempt by any officer, staff, or agent of the national union, or any of its affiliates, to communicate directly with members or staff of OSEA in any manner other than through established chains of communication (i.e., the Executive Director and/or the State President through the OSEA State Office). Communications shall occur solely through the President and/or the Executive Director. This is not intended to include communications concerning routine, day-to-day business conducted between OSEA and Oregon affiliates.
3. It is expected that national unions, or their affiliates, shall respect any further guidelines established by the OSEA State Board. If necessary, the OSEA Board shall take appropriate action should it determine there to be a breach of any guidelines established by OSEA.
4. If communications are received by individual OSEA Board members that appear to violate the established chains of communication, the individual OSEA Board member(s) will notify the President, who will then notify individual Board members of such communication(s).

133 - Social Media Policy (Board Meeting, September 2014)

The principles that apply to appropriate behavior of Board members also apply to activities online. Being a member of the OSEA Board of Directors places the individual in a position of greater responsibility and accountability. While social media is largely about connecting with and helping others, it also is a valuable resource. For purposes of this article, social media includes Facebook, Twitter, blogs, texting, online networks and any other Internet-based tools for sharing and discussing information. It is not the intent of this policy to restrict social media activity; it is to provide guidance in social media use.

Generally, it is encouraged that members who use social media share their insights, express opinions and share information as appropriate, especially when it’s helpful to others. When posting, try to add value to what has already been said. Ensure that postings are accurate, knowledgeable and professional. Be willing to admit when wrong and quickly correct mistakes. Be respectful of others’ privacy and topics that could be considered personal, such as religion or politics. Refrain from engaging in unacceptable behavior, use of slurs, insults or obscenities. Never identify others by name without their permission. Always respect copyright and trademark laws and avoid plagiarism. Lastly, it is the responsibility of every member to avoid revealing confidential and/or proprietary information.

Each individual is responsible for what they post online. The expectations are honesty and appropriate transparency. Individuals are legally liable for anything written or presented online. Make it clear that the words and thoughts posted online are your own and not those of the organization. Be aware that your actions captured via images, videos, posts, or comments can be misconstrued as those of the organization. Unless specifically given permission by the State President, members are not authorized to speak on behalf of the organization. Inquiries should be directed to the OSEA State Office as appropriate.

140 - The OSEA Board of Directors, in having the responsibility of maintaining OSEA’s direction and future between Annual Conferences, is at times presented with proposals and/or inquiries from other organizations seeking affiliation or merger. In such cases, the OSEA Board of Directors shall adhere to the following provisions.

1. The OSEA Board of Directors shall have the responsibility of addressing any and all inquiries from other organizations seeking affiliation.
2. It shall be the Board’s responsibility to determine the impact and effect of any inquiry and provide a report and/or recommendation to the delegate body.
3. There shall be a four-step process if OSEA is to consider an affiliation.
   1. The OSEA Board of Directors shall put forward in resolution form the question of “Should OSEA consider the advantage of affiliation?” The delegate body shall determine by two-thirds vote if OSEA should consider affiliation.
   2. If the decision is to consider affiliation, the OSEA State President, with the advice and consent of the Board, shall appoint an ad hoc committee with a majority of members not currently sitting on the Board of Directors, to begin to determine if there is an advantage to affiliate and if so, with which organization. This process will include meeting with potential candidates and determining the best advantage for OSEA. The committee will provide periodic reports at Board meetings that will be included in the OSEA minutes. This process shall take place following the Conference where the action was passed and before the next Conference.
   3. The OSEA Board of Directors at the next Conference following the Conference where Step One was passed shall put forward a recommendation, in resolution form, of the selected organization that provides the best advantage for OSEA. The delegate body shall determine by a two-thirds vote to accept or reject the Board’s recommendation. If the Board’s recommendation is approved, there will be a set period of time for OSEA membership exposure to the selected organization. The OSEA Board of Directors shall determine the timeframe and process for exposure.
   4. Finally, a majority vote of all OSEA members shall determine if OSEA is to affiliate and with whom. During this final step, the OSEA Board of Directors shall provide proper notice of the membership vote along with scheduled meetings to address questions from the general membership prior to the vote.

In the event of an imminent threat to the welfare of OSEA, where OSEA is at risk, the OSEA Board of Directors may call for a Special Conference to address possible options including potential affiliation. If circumstances call for a Special Conference, the process for holding the Special Conference shall be in accordance with the provisions outlined in Article XIII of the OSEA Constitution. If the decision by delegate vote is to affiliate, the OSEA Board of Directors shall be authorized to negotiate a tentative affiliation agreement that will be subject to a ratification vote of OSEA’s membership. The OSEA Board of Directors shall provide proper notice of the Special Conference to all OSEA members; included in the notice shall be an explanation of the issue, proposed action, and process for voting. (2005 Conference)

141 - Should any member(s) or the Board of Directors determine it is in the best interest of OSEA to terminate an affiliation agreement with another organization, it shall adhere to the following process: (2008 Conference)

1. The member(s) or the Board of Directors shall submit a resolution recommending disaffiliation for the next OSEA Annual Conference.
   1. Such resolution shall itemize the reasons for terminating the affiliation agreement.
   2. When the resolution is put up for action on the Conference floor, both the membership and the Board of Directors shall have equal opportunity for discussion, debate, and to make recommendations.
2. The resolution shall require a two-thirds vote of the delegates for passage.
3. Should the resolution be approved, the Board of Directors shall arrange for a mail ballot vote and send notice to the membership no later than 60 days following the close of Conference where it was approved.
   1. The notice shall include the dates for voting, which shall not be later than 90 days after the notice is sent, and a notice of scheduled meetings to provide information and address questions from the membership prior to the vote.
4. It shall require a secret ballot majority vote of ballots cast of all OSEA members to terminate an affiliation agreement.
5. After the ballots are tabulated, and if the results are in the affirmative, the Association shall notify the affected organization within the timeline of the negotiated affiliation agreement of its intent to terminate the affiliation.
6. Finally, the Association shall send notification to all OSEA members of the results of the balloting, showing both votes for and votes against the issue.

142 - Zone Reapportionment (2017 Conference-Board Meeting, October 2017; 2018 Conference-Board Meeting, May 2019)

The purpose of this policy is to outline procedures to assess the distribution and assignment of chapters within existing zones and any reapportionment of such zones when necessary to achieve a practicable balance between zones in accordance with Article VII of the OSEA Constitution.

1. OSEA zones consist of a specific grouping of affiliated chapters within a limited geographical area which represent individual political segments of the Association. The number of zones established and specific chapters assigned to each zone is determined by the Board of Directors with ratification by Annual Conference delegates when necessary.
2. A Zone Reapportionment Committee shall be appointed the fourth (4th) year of any five (5) year period, beginning January 1, 2020, to review the appropriateness of current zone structure and make recommendations for changes, if necessary, if one (1) or more of the following exists in the first three (3) years of any five (5) year period:
   1. 1. A twenty percent (20%) increase of represented employees in any zone;
      2. A twenty percent (20%) decrease of represented employees in any zone;
      3. The number of affiliated chapters in any zone exceeds thirty (30);
      4. The number of affiliated chapters in any zone is less than ten (10).

   Such zone assessments may result in reapportionment of existing zones, establishment of additional zones or the elimination of current zones.

3. Notwithstanding the provisions enumerated in Section 2, the President may also appoint a Reapportionment Committee outside of the normal review period in the event of an emergency situation as determined by the Board of Directors.
4. When assessing possible zone/chapter changes, the Reapportionment Committee shall give consideration to:
   1. Weather conditions and geographical obstacles affecting chapter membership attendance at meetings, workshops or other official zone functions.
   2. Annual Conference chapter delegate entitlement in the event fifty percent (50%) of members in any zone is greater than the total number of members in the zone with the lowest total delegate entitlement. Delegate entitlement per zone shall be based solely on the membership to delegate ratios as set forth in Article XIII, Section 2, of the OSEA Constitution.
5. Upon recommendation of the committee, any proposed changes, such as reassignment of chapters to different existing zones, creation of additional zones or the merger of current zones, must be approved by a two-thirds (⅔) vote of the Board of Directors at a regular or special meeting of the Board with at least five (5) days’ notice provided to the membership.
   1. Following Board action, all chapter members affected by such changes shall be notified in writing within ten (10) days of the reassignment and/or changes in zones and the effective date. Included in the notification letter shall be information regarding any zone director elections to be scheduled for the next Annual Conference.
   2. Changes affecting chapter reassignment to any existing zone only shall be effective the January 1st following action by the Board of Directors.
   3. Any changes regarding the number of zones and any required zone director elections shall be put in resolution form for ratification at the ensuing Annual Conference by a ⅔ vote of the Conference delegates.
6. As a result of reapportionment, not more than two (2) existing zones may be merged into one (1) zone.
   1. In the event one (1) existing odd-numbered and one (1) existing even-numbered zone are merged as prescribed herein, the position of zone director normally scheduled for election at the Annual Conference in the odd- or even-numbered year where the merger is ratified shall be eliminated effective at the close of that Annual Conference.
      The zone director with one (1) year remaining in their current term of office shall then become the zone director for all chapters and members in the newly-merged zone until the next Annual Conference.
   2. In the event two (2) existing odd-numbered zones or two (2) existing even-numbered zones are merged as prescribed herein, and if there is one (1) year remaining in both zone director’s current terms of office, the merger shall become effective at the close of the Annual Conference held the year their terms would be completed. Conference delegates from chapters in the merged zones shall nominate and elect the zone director for the merged zone at the Annual Conference where the merger becomes effective.
7. In the event there are no delegates in attendance at an Annual Conference from chapters reassigned to a merged zone or a new additional zone and the election of a zone director is required, a special election, in accordance with Article IX, Section 4, of the OSEA Constitution, shall be conducted by the Board of Directors following such Annual Conference.
8. Upon conclusion of any approved reapportionment, the President shall cause to be published a complete report of final changes made affecting chapters, zones and/or zone director elections, if any, in the issue of the OSEA Journal immediately following final action by the Board of Directors or final action at the Annual Conference, as appropriate. Such notice shall also be published on the official OSEA website.
9. As the result of any zone reapportionment pursuant to Article VII of the OSEA Constitution and provisions of this policy which result in the addition of new zones, merger of zones or deletion of existing zones, Retiree Unit (ROSE) zone coordinators and assistant zone directors shall be appointed or relieved of their duties by the President, pursuant to provisions set forth in Article VI and Article X, respectively, of the OSEA Constitution as is appropriate to the results of reapportionment.

201 - The OSEA Board of Directors shall appoint and employ an Executive Director of the Association who shall be designated as the Association's Chief Executive Officer. The Executive Director shall supervise and conduct the daily activities and shall serve as Director of the Association with the policies established by the Board of Directors and Constitution.

210 - The OSEA Executive Director shall employ and direct the staff within the confines of the approved budget.

212 - All permanent positions with OSEA will be posted and advertised to recruit potential candidates. A team, consisting of the President of OSEA, one other Board member appointed by the President, the Executive Director, and appropriate staff shall review all applications and recommend the candidates to be interviewed. (Board Meeting, September 1996)

213 - The hiring goal for OSEA will be to hire the most qualified applicant for each permanent position. (Board Meeting, April 2001)

215 - Casual or temporary employees will only be used to address short-term workload issues or for a specific campaign. The Executive Director shall consider all qualified members to fulfill the need, during their off time periods of seasonal unemployment, or by using time release, prior to hiring temporary staff. Casual or temporary employees will only perform work related to the workload issue or the specific campaign. (Board Meeting, September 1996)

220 - The OSEA Executive Director shall be the Treasurer and Chief Financial Officer of the Association.

221 - The Executive Director, in conjunction with the Director of Fiscal Operations and the OSEA Finance Committee, shall prepare an annual budget for presentation to the OSEA delegates at each Annual Conference. (Revised 2016 Conference-Board Meeting, December 2016)

222 - The Director of Fiscal Operations shall receive all dues and monies of the Association, which shall be kept under the direction of the Executive Director and President. The Director of Fiscal Operations shall pay all expenses necessary for conducting the Association business. (Revised 2016 Conference-Board Meeting, December 2016)

223 - The Executive Director shall prepare and submit a financial report at each meeting of the Board of Directors.

224 - All checks written on the Association's accounts shall bear one signature. The authorized signatures for the Association's accounts shall be those of the Director of Fiscal Operations, the Executive Director, and the President. (Revised 2016 Conference-Board Meeting, December 2016)

230 - When the need arises to hire a new Executive Director, the Board will conduct a nationwide search for qualified applicants. The applications will be received by a neutral party selected by the Executive Board. This party will select the most qualified applicants. The Board will then appoint a screening committee to review these applications and will select from three to five candidates. These candidates will be invited to appear before the Board of Directors, who will make the final selection. (1985 Conference; Revised Board Meeting, November 1994; Revised 1997 Conference; Revised Board Meeting, October 2021)

235 - Any person who is a probationary or permanent employee of the Association may not hold a membership in the Association regardless of any other eligibility status for membership.

Any person who holds an OSEA Lifetime Membership in this Association and who is employed by OSEA shall have their voice and vote suspended as long as they remain an employee of the Association. (Board Meeting, April 2005)

240 - The Executive Director shall establish job descriptions for all members of the OSEA state staff. (1985 Conference)

241 - The Board of Directors shall have the final approval of such job descriptions. (1985 Conference)

242 - The job descriptions shall include all duties performed, desirable qualifications for the positions, and education required to fill such positions. (1985 Conference)

243 - The Executive Director will cause yearly evaluations to be carried out for each staff member. (1985 Conference)

244 - The Executive Director shall visit each zone annually. These visitations will be coordinated through the respective zone director. (Board Meeting, April 1995)

244.5 - The Executive Director shall direct OSEA staff members to inform all seated Board members within a zone of any official visits to said zone. This shall be done in a timely manner, as soon as arrangements have been made. (Board Meeting, October 1998) It is agreed that the following principles may be helpful in guiding the implementation and enforcement of the policy:

1. The policy shall adhere to all OSEA staff when they are involved in meetings with members outside their normal service or work area;
2. A reasonable expectation is that a courtesy phone call to a Board member will constitute informing a Board member. (It is recognized that meeting notices for many "official visits" are currently and will continue to be sent to Board members);
3. Official visits are any meetings with members involving OSEA business;
4. Timely means prior to the visit and as soon as practically possible.

250 - The Executive Director shall cause each delegate's packet to include a list of Association owned automobiles including the (1) year and make of auto; (2) mileage as of June 1; (3) driver of car; and (4) driver's position with the Association. (1990 Conference)

260 - All OSEA distributed flyers shall be printed on recyclable paper. (1990 Conference)

270 - Disposal Of Capital Items (Board Meeting, October 2005)

1. Twice yearly, the Executive Director will provide the Board of Directors with an inventory of capital equipment to be disposed.
2. Any capital items to be sold, leased, given away, or otherwise disposed of shall be approved by the Board of Directors upon recommendation of the Executive Director.
3. The Executive Director’s recommendation shall specify the recommended means of disposal for each item. For example, offer for sale to the membership/staff, sell for scrap, contribute to charitable entity, give away, take to landfill, etc.
4. Upon Board approval of the disposition of assets by sale to the membership/staff, a General Information Bulletin (GIB) shall be issued to all chapter executive boards and staff listing all assets approved for sale, their condition, fair market value, the date of sale, where the asset is located, and instructions in the bidding procedure.
   1. All bids shall be by closed or sealed bid and must be received prior to the deadline for date of sale established in the GIB. All purchases shall be paid by Money Order or Cashier's Check. The purchaser shall be responsible for picking up any item purchased at the location listed in the GIB within ten working days. If the purchaser does not pick up the item(s) purchased within ten working days, the next highest bid shall be accepted. All sales shall be final and on an “as is” basis.
5. If there are no bids received, or interest shown on any of the assets offered for sale, the Executive Director shall approve appropriate disposition of the asset and shall file a report with the Board of Directors. The Executive Director shall keep the Board informed through quarterly reports regarding approved disposed capital items.

301 - The President shall enforce the OSEA Constitution, preside at all meetings of the Board of Directors and the Annual Conference and perform the duties of President as set forth in the OSEA Constitution. (Revised Board Meeting, January 2021)

302 - The President shall appoint such committees as are required by the Constitution and as may be directed by the Board of Directors or delegates to the Annual Conference with the advice and consent of the Board of Directors. The President shall be an ex-officio member of all committees except the Election Committee. (Revised Board Meeting, January 2021)

303 - Chairs shall be furnished telephone numbers of their committee members and the State President. Committee members shall receive a list of fellow members and their telephone numbers.

304 - The President shall meet with committee chairs as soon as practical after their appointment to outline committee responsibilities and be instructed that meeting dates be coordinated through the OSEA State Office, in acknowledgment of Article X, Section 1, of the OSEA Constitution.

310 - The Vice President shall perform all duties of the President in the event of the President’s absence or the incapacity to serve.

311 - The Vice President shall aid the President in all duties and perform the duties of Vice President as set forth in the OSEA Constitution. (Revised Board Meeting, January 2021)

320 - The Secretary shall record and transcribe minutes of all meetings of the Board of Directors and cause same to be published in accordance with Board Policy 113. (Revised Board Meeting, February 2015; Revised Board Meeting, April 2018)

321 - Conference Proceedings (Board Meeting, April 2018; 2018 Conference-Board Meeting, May 2019)

1. The Secretary shall, with assistance from the Conference Minutes Verification Committee, record minutes of the official proceedings of each Annual or Special Conference of the Association.
2. Upon recommendation of the committee, the official Conference minutes shall be formally approved by the Board of Directors prior to their publication in the members-only section of the OSEA website no later than 120 days following each Annual Conference or 60 days after a Special Conference.

340 - Zone directors shall coordinate and implement the Board-approved programs in the chapters within their respective zones.

341 - The names, addresses, and phone numbers of all chapter officers shall be sent to the Board members as soon as is practical. In any event, these shall be provided no later than October 1. (Board Meeting, September 1992)

341a -  Use of information from 341 shall be coordinated with appropriate zone director. (Board Meeting, September 1992)

342 - Zone meetings may be held twice each year, one meeting shall be required. A second meeting would be optional and scheduled at the discretion of the zone director. (1991 Conference; Revised Board Meeting, May 2001; Revised 2007 Conference)

360 - Each member of the Board of Directors shall be provided with the names, addresses, and phone numbers of all other Board members.

370 - Any names, addresses, and phone numbers provided to any member of the Board are to be considered confidential and are not to be shared with anyone other than members of the Board.

380 - Each chapter president within a zone shall be provided the names, addresses and phone numbers of all chapter presidents within that zone. (1995 Conference)

401 - Association Fiscal Year (2018 Conference – Board Meeting, May 2019

In accordance with Article XII, Section 1 of the OSEA Constitution, the fiscal year of the Association and each affiliated chapter shall be from June 1 through May 31, inclusive.

402 - Administration of Chapter Financial Transactions (2018 Conference – Board Meeting, May 2019; Revised Conference 2019 – Board Meeting, January 2021)

This policy is adopted to establish required procedures in order for the Association, together with its auxiliary units, hereinafter known as affiliated chapters, to operate as a single entity for purposes of OSEA’s IRS 501-C Non-Profit status, and state and/or federal reporting requirements.

Effective July 1, 2018, each affiliated chapter shall establish and maintain direct deposit financial accounts in such bank or other financial institution as determined by the OSEA Board of Directors, regardless of any amount of funds received or expended during any fiscal year.

1. All checking, savings, and other financial accounts shall be in the name of the “Oregon School Employees Association” and its chapter name and number, and shall bear the signatures of the elected chapter treasurer and at least one (1) other elected chapter officer as determined by the chapter.
   1. Except as specifically authorized by the OSEA Constitution, chapters shall only accept payment of per capita and chapter dues by payroll deduction through the employer.
   2. All chapter dues collected by the Association shall be deposited into the chapter’s account(s) in accordance with the written direction of the chapter within thirty (30) days after receipt. Chapters may make arrangements with the Association and the employer to have chapter dues directly deposited into the chapter bank account by the employer.
   3. The Association, its officers and staff shall be prohibited from making any withdrawals, debits or transfers of chapter-owned funds for any reason from any chapter’s financial account(s) without written authority to the OSEA Director of Fiscal Operations, signed and dated by the elected chapter treasurer and at least one (1) other elected chapter officer as determined by the chapter. Copies of such authorization shall be provided to the State President and Executive Director by the Director of Fiscal Operations.
2. Any financial institution service charges shall be paid by the Association, except insufficient funds charges shall be the sole responsibility of the chapter incurring such charges.

410 - Association Membership (Revised Board Meeting, October 2017; Revised 2018 Conference – Board Meeting, May 2019)

There shall be six (6) types of membership: active, inactive, associate, retired, lifetime and honorary.

411 - Active Membership (Revised Board Meeting, October 2017)

Any person employed in any phase of public or private employment within the state of Oregon and who is currently represented by this Association pursuant to the laws of this state and/or federal law shall be eligible for active membership.

1. Active membership eligibility shall extend to any person(s) entitled to OSEA representation including:
   1. Any classified or licensed/certificated employee of any public or private education system;
   2. Any employee serving in a classified or licensed/certificated support service capacity employed by any public or private employer to perform duties customarily performed by school employees;
   3. Any employee of a municipality, city, special district, county or the state who is employed to perform duties of a nature customarily performed by school employees.
2. Active members of the Association must also be active members of the affiliated chapter chartered for their assigned bargaining unit.
3. Active membership status shall be terminated upon:
   1. The last day in paid status when granted an unpaid leave of absence greater than thirty (30) days and monthly dues payments have not been made to the Association and chapter;
   2. The last day in paid status when laid off and placed on a re-employment list. For members who work less than 12 months and who receive a layoff notice effective at the end of their normal school year, the date of layoff for purposes of “good standing” status shall be the starting date of the next school year;
   3. The date a retirement or voluntary resignation from current employment becomes effective;
   4. The date of execution of a document voluntarily terminating payroll deduction of dues;
   5. The effective date of a termination based on the employer’s conclusive action;
   6. The effective date a member’s position is declared by the Oregon Employment Relations Board (ERB) or the National Labor Relations Board (NLRB) to be management, supervisory or confidential, which cannot be represented by OSEA pursuant to applicable law;
   7. The effective date of certification when a member’s bargaining unit is no longer represented by the Association as the result of a decertification election;
   8. The effective date of a suspension or expulsion from membership following due process proceedings consistent with the Constitution and/or written policies of the Association and/or applicable law.

412 - Inactive Membership (2018 Conference – Board Meeting, May 2019)

In accordance with Article III, Section 2, of the OSEA Constitution, inactive membership status shall be available to any active member in good standing who is granted an unpaid leave of absence for more than thirty (30) days by the employer, who is laid off for any reason and placed on a re-employment list, whose involuntary termination is pending an appeal action by the Association, or who is not otherwise in paid status for any reason and remains an employee with the employee’s employer.

1. Requests for inactive status must be submitted by the member in writing to the Director of Fiscal Operations at the OSEA State Office.
2. Active members who are eligible for and are placed in inactive status shall be accorded voice and voting rights and eligibility for committee appointments at the chapter and State Association levels.
   1. Active members holding elected chapter and/or State Association office(s) or position(s) who are placed in inactive status during their prescribed term may continue in such office or position only until the completion of that specific term. Inactive members shall, however, be prohibited from seeking re-election or holding any other elected offices or positions at any level of the Association during any remaining time inactive status is in effect.
   2. Inactive membership status shall be terminated when the member returns to full paid status with the employer and active membership is reinstated, when the member voluntarily terminates the inactive status or when the member is no longer eligible for active membership.
3. Nothing herein shall be construed to require inactive membership for purposes of OSEA representation regarding employment or re-employment pursuant to provisions of the collective bargaining agreement or applicable law. Inactive status shall, however, be required to remain eligible to hold a current elected or appointed office or position, to have voice and voting rights in the chapter and/or the Association and to be eligible for other such membership benefits as are afforded active members, except as provided herein.

413 - Associate Membership(Revised 2017 Conference - Board Meeting, October 2017)

In accordance with Article III, Section 3, of the OSEA Constitution, associate membership status shall be granted to individuals who are not currently eligible for OSEA active membership upon advance payment of the annual membership dues as itemized in Article IV of the OSEA Constitution.

1. After granted membership, payment of the annual dues must be made on or before the membership anniversary date, otherwise the associate membership shall be deemed null and void.
2. If any associate member becomes a bargaining unit employee within the jurisdiction of an OSEA-affiliated chapter, the member shall immediately forfeit all rights and benefits of associate membership.
   1. An associate member who becomes an OSEA active member shall, upon request, be entitled to a pro-rated refund of the unused portion of the associate membership annual dues.
   2. Any associate member who chooses not to become an OSEA active member shall then have fair share or non-member status as is applicable in the chapter’s collective bargaining agreement.

414 - Retired Membership (Board Meeting, May 2019)

Active membership in the Retiree Unit (ROSE) shall consist of retired former OSEA active members and other retired individuals who are eligible for either active or auxiliary membership in accordance with Article VI of the OSEA Constitution.

415 - Lifetime Membership (Board Meeting, September 2007; Revised 2012 Conference-Board Meeting, September 2012; Revised Board Meeting, December 2015)

In accordance with Article III, Section 5, of the OSEA Constitution, Lifetime Membership is the highest award for service that the Association can bestow.

1. Eligibility CriteriaTo be eligible for Lifetime Membership, the individual shall:
   1. Be an active member or former active member;
   2. Have provided outstanding service on a statewide basis; and
   3. Have displayed an ongoing commitment to OSEA, its members, and to the ideals of the labor movement.
2. Application for Nomination
   1. Application for nomination to Lifetime Membership may be submitted by any active member in good standing, Lifetime Member, the Board of Directors, a chapter or the Retiree Unit (ROSE), and must be submitted on an official nomination form.
      1. Any application for nomination submitted by a chapter or ROSE must be approved by their respective membership at a regular or special chapter or unit meeting.
      2. The application for nomination must specifically describe the service provided and the benefits derived for the Association.
   2. OSEA shall provide at least thirty (30) days’ notice to the membership of the application deadline. Said notice shall include the application for nomination and eligibility criteria for the award. The notice shall also be posted on the official OSEA website.
   3. To be considered, all applications for nomination must be received by the State President no later than March 1. If the nomination is for a sitting president, the application must be sent to the Vice President. Name(s) of any candidate(s) contained in any application for nomination received shall be kept confidential.
3. Action by the Board of Directors
   1. The Board of Directors shall consider all applications received by the March 1 deadline. The Board shall conduct an investigation into the performance and merits of the candidate(s) based on the documentation provided in the application(s) and shall conduct personal interviews, if deemed necessary. Name(s) of the candidate(s) shall be kept confidential throughout the investigation/interview process.
   2. Upon completion of the investigation/interview process, the Board shall make a formal recommendation on the nomination in an open Board meeting, while maintaining confidentiality of the name(s) of the candidate(s). A formal recommendation for nomination shall be determined by a majority vote of the Board members present and voting.
   3. No member of the Board of Directors who is being considered for Lifetime Membership shall be permitted to participate in the investigation/interview process or the voting on any such recommendation.
   4. Following formal action by the Board of Directors at a regular or special meeting, the State President shall notify the member or unit submitting the application of the recommendation for Conference action.
   5. Any nomination application deemed not to be deserving of a Lifetime Membership may be re-submitted the following year, but the re-submitted application should provide greater justification for approval than was contained in the original application.
   6. If a nomination application is rejected or is not received by the March 1 deadline, the State President shall notify the submitter of the application for nomination in writing the reason(s) for such rejection and of the ability to re-submit the application in a subsequent year.
4. Conference Action
   1. If the Board of Directors determines the candidate is deserving of a Lifetime Membership, the Board shall put forth a formal nomination of the candidate to the delegate body at the Annual Conference. The recommendation put forth to the Conference delegates shall be in resolution form and shall require a three-fourths (3/4) vote of the delegates present and voting in the affirmative to award the Lifetime Membership.
   2. The Conference deliberation and vote shall take place under New Business on the Conference agenda. Nominees shall not be in attendance during deliberations of the nomination and shall only be admitted/re-admitted after the conclusion of the voting process.
   3. Any individual awarded a Lifetime Membership and who is in attendance at Conference shall be presented the formal resolution and a membership card attesting to their Lifetime Membership status.

416 - Honorary Membership (Board Meeting, September 2013; Revised 2015 Conference-Board Meeting, December 2015)

In accordance with Article III, Section 4, of the OSEA Constitution, Honorary Membership is the second highest award for service that the Association can bestow.

1. Eligibility CriteriaTo be eligible for Honorary Membership, the individual shall:
   1. Be a former member, an individual not otherwise eligible for Association membership, or a former employee of the Association; and
   2. Have provided a valuable benefit for, or service to, the Association on a statewide basis.
2. Application for Nomination
   1. Application for nomination to Honorary Membership may be submitted by any active member in good standing, Lifetime Member, the Board of Directors, a chapter or the Retiree Unit (ROSE), and must be submitted on an official nomination form.
      1. Any application for nomination submitted by a chapter or ROSE must be approved by their respective membership at a regular or special chapter or unit meeting.
      2. The application for nomination must specifically describe the service provided and the benefits derived for the Association.
   2. OSEA shall provide at least thirty (30) days’ notice to the membership of the application deadline. Said notice shall include the application for nomination and eligibility criteria for the award. The notice shall also be posted on the official OSEA website.
   3. To be considered, all applications for nomination must be received by the State President no later than March 1. Name(s) of any candidate(s) contained in any application for nomination received shall be kept confidential.
3. Action by the Board of Directors
   1. The Board of Directors shall consider all applications received by the March 1 deadline. The Board shall conduct an investigation into the performance and merits of the candidate(s) based on the documentation provided in the application(s) and shall conduct personal interviews, if deemed necessary. Name(s) of the candidate(s) shall be kept confidential throughout the investigation/interview process.
   2. Upon completion of the investigation/interview process, the Board shall make a formal recommendation on the nomination in an open Board meeting, while maintaining confidentiality of the names(s) of the candidate(s). A formal recommendation for nomination shall be determined by a majority vote of the Board members present and voting.
   3. Following formal action by the Board of Directors at a regular or special meeting, the State President shall notify the member or unit submitting the application of the recommendation for Conference action.
   4. Any nomination application deemed not to be deserving of an Honorary Membership may be re-submitted the following year, but the re-submitted application should provide greater justification for approval than was contained in the original application.
   5. If a nomination application is rejected or is not received by the March 1 deadline, the State President shall notify the submitter of the application for nomination in writing the reason(s) for such rejection and of the ability to re-submit the application in a subsequent year.
4. Conference Action
   1. If the Board of Directors determines the candidate is deserving of an Honorary Membership, the Board shall put forth a formal nomination of the candidate to the delegate body at the Annual Conference. The recommendation put forth to the Conference delegates shall be in resolution form and shall require a two-thirds (2/3) vote of the delegates present and voting in the affirmative to award the Honorary Membership.
   2. The Conference deliberation and vote shall take place under New Business on the Conference agenda. Nominees shall not be in attendance during deliberations of the nomination and shall only be admitted/re-admitted after the conclusion of the voting process.
   3. Any individual awarded an Honorary Membership and who is in attendance at Conference shall be presented the formal resolution and a membership card attesting to their Honorary Membership status.

420 - Per Capita Dues and Fair Share Service Fees (Revised Board Meeting, October 2017; Revised Board Meeting, May 2019; Revised 2019 Conference – Board Meeting, January 2021)

1. OSEA per capita dues required of active members as set forth in Article IV, Section 1, of the OSEA Constitution, together with any local chapter dues as are authorized within the chapter’s local operating procedures, shall be paid on a 9-, 10-, 11- or 12-month cycle depending on the number of paychecks received regardless of the number of months in paid status.
   1. All required per capita dues and chapter dues shall be paid by payroll deduction through the employer.
   2. Active members who suffer a reduction in salary due to a voluntary or an involuntary reduction in assigned work hours or job classification shall pay per capita dues at the reduced rate beginning with the next pay period following the reduction. There shall be no reduction in chapter dues as the result of such reduction unless such dues are percentage-based.
2. Active members in good standing who are eligible for and are granted inactive status as set forth in Article III of the OSEA Constitution shall be required to pay the full per capita and chapter dues in effect on the date inactive status was established.
   1. Such per capita dues and chapter dues shall be paid until the inactive member either returns to full active status, voluntarily terminates their inactive status or is no longer eligible for inactive status, whichever occurs first.
   2. The required dues for members granted inactive status shall be paid on a monthly basis in advance directly to the Association by personal check or money order. Upon receipt by the Association, the chapter shall be reimbursed for its portion of such dues within thirty (30) days.
   3. Members with inactive status whose required dues are not received by the Association prior to the first day of the following month shall no longer be considered in inactive status.
3. Individuals employed in any OSEA-represented bargaining unit which has fair share provisions within the collective bargaining agreement and who choose not to become an active OSEA member shall be deemed a fair share service fee payer and shall be required by law to pay a monthly service fee in an amount equal to the current combined per capita and chapter dues required of active members.
   1. Such service fees shall be paid via payroll deduction on a 9-, 10-, 11- or 12-month cycle depending on the number of paychecks received regardless of the number of months in paid status.
   2. Such fair share fee payers shall be entitled to full rights of representation in all matters related to the collective bargaining agreement but shall not, however, have the right to vote, hold elected or appointed office or position or otherwise participate in the affairs of the chapter or Association except as may be allowed by the chapter’s local operating procedures, the Constitution of the State Association and/or applicable law.
   3. In accordance with Article IV, Section 3, of the OSEA Constitution, public sector employees who choose to become active OSEA members shall only be considered in “good standing” for purposes of establishing voting rights and the right to hold office or positions after signing a membership application and upon the first day of the month following the month in which payroll deduction of per capita and chapter dues commences.
   4. In accordance with Article IV, Section 3, of the OSEA Constitution, private sector employees who are fair share/service fee payers shall become members in “good standing” for purposes of establishing voting rights and the right to hold office or positions upon the completion and signing of an OSEA membership application/payroll deduction of dues authorization form.

421 - Only members in good standing are allowed to serve as voting delegates at the Annual Conference except as provided in Article VI of the OSEA Constitution.

421a - Only members in good standing are allowed to submit resolutions to the Annual Conference except in Article VI of the OSEA Constitution. (Board Meeting, April 2002)

423 - Collective Bargaining (2017 Conference - Board Meeting, February 2018; Revised 2018 Conference – Board Meeting, May 2019; Revised 2019 Conference – Board Meeting, January 2021; Revised Board Meeting, January 2024)

In accordance with Article V, Section 6, of the OSEA Constitution, the purpose of this policy is to ensure each affiliated chapter properly negotiates agreements with the employer, public or private, covering wages, hours and other terms and conditions of employment which shall be applicable to all employees of the bargaining unit.

1. RecognitionAny properly negotiated agreement with the employer shall be in the name of the Oregon School Employees Association and its chapter’s name and number.
2. Initial ProposalsWhen negotiating a full contract, re-opener or other modifications to an existing contract, each chapter shall survey its members for recommendations when developing its initial proposal.
   1. Chapters may, if set forth in its local operating procedures, require that initial proposals are approved by a majority vote of the membership at a regular or special chapter meeting with not less than five (5) working days’ written notice.
   2. If the chapter’s assigned field representative has not been involved with the development of the initial proposal, the chapter shall forward a copy of its initial proposal to its assigned field representative before it is presented to the employer. The field representative shall review the proposal and advise the chapter of any issues involving non-compliance with OSEA’s Constitution and/or written policies and state or federal law. The field representative shall also advise the chapter if any proposals could be detrimental to the chapter, its members or the Association.
3. BargainingPrior to beginning negotiations, the field representative shall review the procedures for ratification as set forth herein and the chapter’s local operating procedures with the chapter leadership and the employer. If the Association becomes aware of a bargaining issue(s) during the negotiating process that could be detrimental to the chapter, its members and/or the Association, the Director of Field Operations may call a meeting with the chapter executive board, the negotiating committee/team and the field representative to discuss the issue(s) and possible solutions.
4. Negotiated AgreementsEvery full contract, re-opener or other modifications to an existing contract, including memorandums of agreement/understanding (MOA/MOU) or side letters of agreement, shall be executed by both a chapter representative(s) and an Association representative.
   1. No chapter shall enter into any collective bargaining agreement, or any modification(s) thereof, or take a formal ratification vote until the tentative agreement has been reviewed for legal compliance by the assigned field representative and/or the Director of Field Operations.
   2. For purposes of this policy, the following shall not be subject to or require a ratification vote:
      1. Settlement agreements resulting from grievance procedures, unfair labor practice charges, Employment Relations Board (ERB) proceedings or National Labor Relations Board (NLRB) determinations unless they would have a generalized effect on the bargaining unit as determined by the Director of Field Operations;
      2. Individual employee severance agreements;
      3. Individual reclassifications or the creation of new positions when they (a) are accomplished utilizing reclassification procedures contained within the collective bargaining agreement, (b) submitted as part of an initial or re-opener proposal, or (c) accomplished with the assistance and/or approval of the assigned field representative.
   3. Any term extension or “roll-over” setting a new term of any collective bargaining agreement shall require membership ratification in accordance with provisions set forth herein.
5. Ratification Procedures
   1. When the chapter and its negotiations committee/team have negotiated a contract, reopeners or other modifications to an existing contract, it shall, prior to submitting the tentative agreement to the membership for ratification, submit one (1) copy to the Director of Field Operations and one (1) copy to the assigned field representative if the field representative was not a participant in the negotiations.
   2. Upon receipt of the tentative agreement, the Director of Field Operations, or designee, shall without delay forward to the chapter president and the assigned field representative, if applicable, the Director’s review that determines only whether the Agreement is in compliance with applicable state or federal law and/or OSEA’s Constitution and/or written policies. If the review identifies non-compliance issues, the Director shall provide the chapter with required changes to bring the tentative agreement into compliance prior to ratification.
   3. After return of the compliance review, the chapter president shall schedule a meeting of all bargaining unit employees where the leadership, negotiations committee/team and/or the field representative shall outline all provisions of the tentative agreement and provide opportunity for discussion, debate, answering of questions and subsequent voting. A copy of the tentative agreement shall be provided to all employees in attendance at the informational meeting(s). For those employees unable to attend the informational meeting, a copy of the tentative agreement shall be mailed/emailed to the employees upon request.
      1. The meeting notice shall itemize the date(s), time(s) and location(s) of the meeting(s) and shall be sent to all bargaining unit employees not less than five (5) working days prior to the meeting. A copy or summary of the tentative agreement shall be issued with the meeting notice.Exception: The OSEA Executive Director may approve a notice period of less than five (5) working days but not less than 48 hours upon request by the chapter executive board.
      2. The meeting shall be open to all employees of the bargaining unit whether they are OSEA members or not. Fair share service fee payers or non-members in attendance shall be granted the right to participate in the discussion and debate. They shall not, however, have the right to make motions or vote. Employees who have had their membership rights suspended shall have the right to vote unless they have withdrawn their membership or have become a fair share service fee payer.
      3. The meeting may be conducted electronically/virtually if all employees have access to the meeting and can actively participate in the debate, discussion, and question and answer period. This option must be itemized in the chapter’s local operating procedures.
6. Required NoticeAny required notice(s) as prescribed herein shall be conducted in a manner to reasonably ensure receipt by every bargaining unit member. Any of the following methods or a combination of methods may be used:
   1. A chapter flyer or newsletter distributed to each bargaining unit employee at each worksite or via U.S. mail;
   2. A notice posted in prominent locations at each bargaining unit worksite/ building;
   3. Utilizing an employer’s internal mail system or email system provided all employees have access;
   4. Posting on the local chapter’s website or other chapter social media site provided all employees have access.
7. Ratification Voting
   1. General Procedures
      1. The ratification vote shall be by written secret ballot conducted in accordance with provisions set forth in the chapter’s local operating procedures, which shall be consistent with Association policies and procedures.
      2. In no event shall any vote be taken without first conducting a meeting(s) for the purposes of discussion, debate and answering of questions as described in Section 5c above.
      3. The chapter elections committee shall have the responsibility for the conduct of the ratification vote.
      4. Ballots shall not be signed, initialed or numbered in any manner as to reveal the identity of the member voting.
      5. Only OSEA members in good standing shall be permitted to vote.
      6. Absentee and proxy voting shall not be allowed.
      7. It shall require a majority of votes cast in the affirmative for ratification. The chair of the Negotiations Committee will notify the membership and the employer of the results of the balloting.
      8. All ballots, tally sheets, notices, eligibility lists, return envelopes, request forms, reports and other ratification materials shall be kept on file for at least one (1) year after ratification.
   2. Authorized Voting Methods and ProceduresThe following voting methods are authorized for chapter use:
      1. 1. Voting at a regular or special chapter meeting
         2. Voting by worksite ballot
         3. Voting by mail ballot
         4. Voting by remote electronic ballot

      The voting method to be utilized by a chapter must be itemized in the chapter’s local operating procedures (constitution and/or bylaws) which shall be adopted by the membership and shall include required procedural language located in the Board-approved Chapter Governance Constitution and Guidelines.

   3. Remote Electronic BallotingChapters may conduct a vote on any negotiated agreement utilizing remote electronic balloting unless specifically prohibited by the OSEA Constitution or the chapter’s local operating procedures.Chapters may adopt remote electronic balloting as their standard voting method or, if a chapter’s standard voting method is in-person or mail balloting, they may utilize remote electronic balloting under the following conditions which must be itemized in their local operating procedures:
      1. 1. The chapter has adopted “trigger” language allowing for remote electronic balloting in special circumstances.
         2. The chapter may authorize their president/executive board to determine whether remote electronic balloting is the appropriate method of voting for the ratification of a specific negotiated agreement.

      All notice, State Association review and informational meeting requirements must still be followed pursuant to Sections 5 and 6 contained herein.
      Upon determining that remote electronic balloting shall be utilized, the chapter must:

      1. Determine whether the State Association shall conduct the balloting process at Association cost or if the chapter shall conduct the balloting process at chapter cost.
      2. Verify with the Director of Field Operations that the chapter’s preferred electronic voting platform is an OSEA-approved voting platform. Only an OSEA-approved electronic voting platform may be used. Utilizing another electronic voting program/platform will invalidate the ratification vote.
8. Contract Execution and Distribution
   1. Following ratification, the negotiated agreement shall be signed by both the appropriate chapter representative(s) and a staff representative of the Association.
   2. Upon ratification and signature by the employer, the chapter shall ensure the OSEA State Office, the assigned field representative and each bargaining unit employee is promptly provided a copy of the signed and dated agreement.
      1. Chapters may make arrangements with the employer to cover all or part of the printing cost and this arrangement may be itemized in the collective bargaining agreement.
      2. Ratified agreements may also be reproduced by the Association.
9. Adherence to PolicyAny provisions of a chapter’s local operating procedures not consistent with this policy shall be invalid. Intentional violations of this policy may be cause for disciplinary action as described in Article III, Section 7, of the OSEA Constitution and as determined by the OSEA Board of Directors. Any such discipline shall be in accordance with the Labor-Management Reporting and Disclosure Act of 1959 (LMRDA), Robert’s Rules of Order, Newly Revised, and Board Policy 448.

424 - Chapter Local Operating Procedures (Constitution and/or Bylaws) (2016 Conference-Board Meeting, December 2016; Revised 2018 Conference – Board Meeting, May 2019; Revised Board Meeting, January 2024)

1. Upon affiliation and issuance of an OSEA charter, each chapter shall, within one (1) year, adopt local operating procedures (which may be referred to as the constitution and/or bylaws) which shall be consistent with the Constitution and written policies of the Association and the requirements of law.
   1. Until local operating procedures are adopted and approved by the OSEA Executive Director, each chapter shall be governed by the Chapter Governance Constitution as adopted by the OSEA Board of Directors.
   2. The Chapter Governance Constitution includes required provisions which are applicable to all chapters and, as such, it may be adopted by chapters to replace all or portions of their current local operating procedures.
2. Optional Provisions. Chapters may adopt additional or different provisions to meet the specific needs of the chapter provided they do not conflict with requirements of the OSEA Constitution, written policies of the Association or applicable law.
   1. The Chapter Governance Constitution Guidelines will be available to all chapters to assist them in the initial development of, or revisions and/or amendments to their local operating procedures. The guidelines will indicate all required provisions with language that must be included in all chapter local operating procedures. The guidelines will also provide options that chapters may consider including in their local document.
   2. Amendments or revisions made by the chapter shall not become effective or operative unless and until they have received approval by the Executive Director or by action of the Board of Directors upon appeal.
   3. Amendments or revisions will be reviewed for required compliance and the chapter will be furnished a written analysis including areas of any non-compliance and suggested language for improvement where needed. Additional formatting and/or language suggestions may be offered for the chapter’s consideration with the intent to improve clarity and readability of their document and to address inconsistencies or redundancies in the language.
3. Amendments or Revisions. Only OSEA members in good standing of the chapter may, at any regular or special meeting of the chapter, make a motion to amend or revise the chapter’s local operating procedures. Such motion must include written text of the proposed changes to be made. This action shall constitute the first reading. In the case of a revision, an overview of the proposed changes may be provided to the membership in lieu of a full reading of the text.
   1. The exact text of the proposed change(s), including any additional changes proposed at the first reading, shall then be sent to chapter members not less than fifteen (15) working days prior to the next scheduled regular or special chapter meeting.
   2. After the proposed amendment(s) or revision(s) are read a second time (second reading), including any additional amendments or changes made, the members in good standing in attendance shall by a two-thirds (2/3) vote adopt or reject the proposed amendments or revisions. If the proposal includes any changes or revisions of chapter dues or assessments, the final vote shall be conducted by secret ballot.
   3. Any language that has been designated as required in the Chapter Governance Constitution Guidelines to be in local operating procedures (i.e., chapter constitution and/or bylaws) is not subject to membership approval, unless the chapter proposes to enhance the language.
   4. When submitting adopted amendments or revisions for approval by the Executive Director, the chapter must include copies of the minutes of the meetings where the first and second readings occurred, signed by both the president and secretary of the chapter.
   5. Chapters, members and/or chapter committees are encouraged to submit copies of the any proposed amendments or revisions to the Executive Director at least thirty (30) working days prior to the first reading in order to review any possible non-compliance issues prior to membership vote.
   6. In the event any amendment or revision adopted by the chapter is not initially approved by the Executive Director, the chapter shall be notified in writing of the reasons for the rejection. The chapter shall, with membership approval at a regular or special meeting called for that purpose, with not less than five (5) working days’ notice, make the changes needed and re-submit the adopted changes to the Executive Director within ten (10) days for final approval.
4. Appeal Process. If the chapter believes all or any part of the rejection by the Executive Director is improper, the matter may be referred to the Board of Directors for a final decision.
   1. Any such appeal by the chapter shall be in writing and shall outline the specific reasons why the chapter believes the rejection was improper. Such appeal must be sent to and received by the President within ten (10) working days after the date the Executive Director’s rejection notice has been received by the chapter.
   2. Upon receipt of such appeal, the President shall cause a hearing to be scheduled at a Board executive session, which shall not be later than thirty (30) days following receipt of the appeal or the next regularly scheduled Board executive session, whichever is sooner.
      1. The President shall notify the chapter and the Executive Director of the date, time and place set for the Board to hear the appeal.
      2. The Board shall consider all documents and arguments provided by the chapter representative and of the Executive Director or designee.
   3. After the hearing has been conducted, the Board of Directors shall render its decision at the next regular or special Board meeting, which shall be final.

425 - Required Financial Reports (Revised Board Meeting, February 2018; Revised 2018 Conference – Board Meeting, May 2019)

1. In accordance with Article V of the OSEA Constitution, each affiliated chapter shall be required to render a financial report at each regular meeting of the chapter, itemizing income and expenditures since the last report and signed by the chapter president and chapter treasurer, or one (1) other elected officer in the absence of either the chapter president or chapter treasurer. Copies of such reports shall also be provided to any chapter member not in attendance at the meeting upon request and to the Association.
2. In addition, chapters may be required to furnish additional reports and/or other financial information/documentation to the Association for the purpose of ensuring chapter fiduciary responsibility to meet the Association’s reporting obligations as required by the U.S. Internal Revenue Service (IRS) and the Labor-Management Reporting and Disclosure Act of 1959 (29 U.S.C. 501 and 502) or for auditing purposes.

426 - Audit of Chapter Financial Records (2017 Conference - Board Meeting, February 2018; Revised 2018 Conference – Board Meeting, May 2019)

1. In order to fulfill its statutory reporting requirements, the Association shall reconcile each affiliated chapter’s bank account(s) on a monthly basis.
   1. Such reconciliation reports, along with the applicable bank statements, shall be provided to each chapter executive board not later than forty-five (45) days following the last day of the current month.
   2. Upon receipt of the reconciliation report, the chapter treasurer shall review and audit the report against the chapter treasurer’s own chapter financial records and shall promptly notify the OSEA Director Fiscal Operations of any discrepancies.
   3. The chapter treasurer shall provide copies of the reconciliation reports to the membership at each chapter meeting and to any member not in attendance upon request.
2. In the event the Association monthly reconciliation report indicates improper financial management practices, the Director of Fiscal Operations shall notify the State President and the chapter executive board in writing. The chapter executive board shall be required to submit a plan to correct the irregularities. The notice shall itemize the issue(s) identified and provide suggested and/or required methods for correction.
   1. Such plan shall be submitted to the Director of Fiscal Operations, the State President and appropriate zone director within thirty (30) days following receipt of the notification.
   2. Under the direction of the State President, the Executive Director or designee shall monitor the chapter for compliance to correct irregularities and implementation of the plan.
   3. The State President shall be provided copies of the chapter meeting minutes where the plan of correction was reviewed by the membership.
3. In addition to the monthly reconciliation of chapter funds by the Association, the Executive Director or designee may, in accordance with Article V of the OSEA Constitution, conduct an immediate and separate audit of the financial books and records of any affiliated chapter for the following reasons including by not limited to:
   1. Anytime a personnel change is made in the position of chapter treasurer during or at the end of a prescribed term of office;
   2. Anytime the Association becomes aware a chapter has suffered a loss of funds as the result of misappropriation or alleged misappropriation or has received any reimbursement for loss of funds for any reason; or
   3. Anytime the Association believes or is aware of improper or incorrect financial disclosure and/or reporting to the Association or the chapter membership which jeopardizes the interests of the membership and/or violates the reporting requirements of the Association in accordance with applicable law.
4. All chapter reconciliation reports, treasurer reports, financial books and records shall be kept on file by the chapter for at least five (5) years.

430 - OSEA staff shall issue membership cards annually to each member of the Association.

439 - Zone Director Time Release

Up to eight hours of time release per month may be used by each zone director for the purpose of zone activities as outlined in Article X, Section 4, of the OSEA Constitution. In cases where geography and time can be impacted by distance and weather, the State President may grant additional time release as needed by the zone director. This will not be cumulative time. (Board Meeting, October 2000; Revised Board Meeting, September 2001)

440 - Chapter President/Member Time Release

Time release shall be available to chapter presidents and individual members of the Association within the parameters of the current Association budget, priority, and criteria established by the OSEA Board of Directors. (Revised Board Meeting, April 2005; Revised Board Meeting, April 2024)

440a - Chapter presidents requesting time release shall submit a detailed plan for utilization of the time release requested for Board approval. Chapter president time release is to be used for chapter administration, direct member representation, and state Association directives. Time release is not to be used for any activities where the event takes place outside of the employer-assigned working hours of each applicant or is covered by contractual agreements and/or applicable law. State Association time release is not to be used for attendance at any annual or special Conference of the Association. This does not preclude a chapter from negotiating paid or unpaid time release through the employer into their collective bargaining agreement to attend any annual or special Conference.

Application for chapter president time release shall be to the Executive Director or designee.

All chapter president approved time release shall be for a specific period of time not to exceed the current budget year. Chapters requesting time release under this section agree to cost-share a portion of requested funds. Chapters will be required to submit a current chapter financial report to the Board. The Board will determine according to the chapter’s financial ability the amount to be cost-shared.

Chapter presidents on approved time release shall submit written reports on a monthly basis for the duration of the approved time release with a final report due 30 days following the termination of time-release resources. Failure to submit required reports shall cause termination of time-release resources. (Revised Board Meeting, April 2005)

440b - Application for individual member time release shall be up to the Executive Director or designee. Approval of time release shall be based on available funds, priority, and providing for specific time off for the purpose of chapter building. Time release is not to be used for any activities where the event takes place outside of the employer-assigned working hours of each applicant or is covered by contractual agreements and/or applicable law. State Association time release is not to be used for attendance at any annual or special Conference of the Association. This does not preclude a chapter from negotiating paid or unpaid time release through the employer into their collective bargaining agreement to attend any annual or special Conference.

The Executive Director shall have the authority to approve chapter building time release and shall provide the Board of Directors a monthly report showing approved time release, reports submitted, and noncompliance of report submittal.

Individual members requesting time release must use the formal Time Release form and provide the necessary information requested on the form including reason for request, amount of time requested, and estimated cost.

All individual members on approved time release must submit a written report outlining the goals, objectives, and outcomes of the time used. Reports are due to OSEA no later than 30 days following completion of requested time release. Failure to submit required reports will bar any future time-release requests. (Revised Board Meeting, April 2005)

440c - General Benefit Time Release

The President shall have the authority to authorize general benefit time release for the purpose of facilitating the Board of Directors coming together and for the purpose of allowing elected members of the Board to work on behalf of the statewide membership. The Board shall create, revise, and maintain an approved list of general benefit criteria (outside the policy document) to facilitate prompt approval by the President for general benefit time release. All other general benefit time release not on the approved list or exceeding budget line item limits shall require prior approval through formal Board action. (Revised 1999 Conference-Board Meeting, September 1999; Revised Board Meeting, April 2005; Revised Board Meeting, May 2014)

440d - Billing

All time-release reimbursement must be by billing from the employer to the Association and shall be paid directly to the payroll department. All approved time release shall be billed monthly.

Where the employer refuses to bill the Association directly, release time reimbursement shall be paid directly to the member on time release upon receipt of employer documentation of approved leave without pay. OSEA will track all employers not willing to bill directly so staff can encourage time-release inclusion in the bargaining process. (Board Meeting, February 1997; Board Meeting, April 2005)

440e - Chapters shall not encumber the Association with negotiated settlements for state paid release time without prior knowledge and approval of the Board of Directors. (Board Meeting, September 1995; Revised Board Meeting, April 2003)

440f - All Section 440 Time Release reimbursement shall be from the Time Release line item of the budget.

440g - Travel Reports (Board Meeting, October 2013)

The advantage of sending individuals to trainings or conferences is that they receive valuable information that may be beneficial to a department, chapter or the entire organization. Travel reports are especially helpful when justifying budget submissions if the report indicates that continued participation will have long-term benefits to the Association. Individuals who are selected for travel need to prepare a travel report upon completion of the trip. The travel report shall be submitted in written form and contain information such as the purpose of the trip, expectations, data gathered, benefit to the organization and recommendation for continued participation.

Member travel reports are to be submitted to the OSEA State Office no later than 14 days after completion of the trip and be accompanied by the traveler’s expense reimbursement form.

441 - Emergency Time Release

Time release shall be paid out of the statewide OSEA funds on behalf of chapter officers only to the extent required by emergency situations that meet the following criteria:

1. Statewide time-release funds are not to be used for chapter maintenance or normal chapter activities.
2. These funds can only be used in emergency situations where OSEA staff would normally respond, but are unable or unavailable to do so.
3. The emergency must require the immediate attention of the chapter officer to a situation such as:
   1. A member's job is in jeopardy, or
   2. Members' safety is in immediate danger.
4. In all cases, the chapter officers or building representative must first attempt to obtain reasonable accommodation from the employer to be released without loss of pay, or delay the situation giving rise to the emergency.
5. The chapter officer must then attempt to obtain help from OSEA staff.If these measures fail, the chapter officer may require approval of emergency release time from the Executive Director, or designee, who may approve time release under these criteria.After approval is granted, the chapter officer must follow up with a written report that documents the nature of the emergency, the results of attempts to obtain reasonable accommodation from the employer, the efforts to contact OSEA staff, and the outcome of the situation. This report shall be provided to the Executive Director, who shall copy the OSEA Board.OSEA staff shall make every effort after the fact to convince management they should have provided the time without loss of pay, and attempt to obtain remedy. Staff shall then encourage chapters to fund time release within their respective collective bargaining agreement. (Board Meeting, May 1995)

441a - Time Release, More Than Ten Days

Member time release for a period of more than ten days shall require the approval of the State President or designee. Board members shall be notified within five days of any such approved time release. (Board Meeting, January 1997)

441b - Time Release, External Organizing

Any time release that is for external organizing shall require approval of the State President or designee. Board members shall be notified within five days of any approved time release. (Board Meeting, January 1997)

442 - State President’s Time Release

OSEA’s State President shall be provided with the option of up to full Time Release to carry out the duties of the office. Five cents per month of each member’s dues and each fee payer’s fees shall be used to fund the “President’s Time Release” line item of the Annual OSEA Budget, with the general fund providing the balance necessary. The "President's Time Release" line item of the Annual OSEA Budget shall reflect only the use of the President. The intent of this expenditure is to allow the President to facilitate the duties of this office. Seventy-five percent of the budget line item would be for personal use by the President. Twenty-five percent could be used, at the discretion of the President, for others to provide a general benefit to the Association. Whenever possible, the Board will be notified of such use in advance and a report will be made to the Board no later than the next Board meeting following such use. Other "Time Release" is available in the budget for the use of members, officers and zone directors. (Revised Board Meeting, April 2001; Revised 2005 Conference)

443 - Installation of Chapter Officers

It shall be the general policy of the Association that only qualified people are allowed to exercise the powers of installation. The term “qualified” is intended to clearly designate those persons who may assume the office of the installer, which is as follows:

• Members of the Board of Directors
• Association Lifetime members
• A past state Board member
• A chair of a standing committee
• An assistant zone director as per Board Policy 1200

In emergency situations, special arrangements for the installation of chapter officers may be made through the State President. (Board Meeting, September 2001)

444 - Chapter Election Policy (2004 Conference; Revised Board Meeting, October 2017; Revised 2018 Conference – Board Meeting, May 2019; Revised Board Meeting, January 2024)

The purpose of this policy is the ensure each affiliated chapter properly elects its officers and Conference delegates in accordance with the Labor-Management Reporting and Disclosure Act of 1959 (LMRDA), Article XVII of the OSEA Constitution and each chapter’s local operating procedures.

1. Eligibility to Hold Office or Position
   1. To be eligible for election to any chapter office or Conference delegate position, a candidate must be an active member in good standing of the Chapter at the time of nomination and must meet other conditions set forth in the chapter’s local operating procedures.
      1. Chapters may require candidates to have been members in good standing for a specified period (i.e., twelve consecutive months).
      2. Chapters may require candidates to have been actively involved in the chapter and/or OSEA State Association (i.e., attendance at meetings/trainings, serving on committees, etc.). Such required activities must be accessible to all members.
   2. If the chapter’s local operating procedures provide that a particular chapter office is to represent members of a specific job classification, department or worksite, or that a particular office is to be elected only by members of a specific job classification, department or worksite, then eligibility to be elected to that office shall be limited to active members in good standing in said job classification, department or worksite.
2. General Procedures
   1. No funds of the Association or of any chapter shall be used to support the candidacy of any member for any elective office/position within the chapter.
   2. No publication sponsored by or supported by the Association or any chapter shall endorse or support any candidate for elective office within the chapter.
   3. Any candidate for elective office/position shall have the single opportunity prior to the election to have mailed to each chapter member in good standing campaign literature through the Association office, but at personal expense.
      1. Such campaign material shall not contain the OSEA or AFT logo or any other identification that would tend to denote OSEA/AFT sanction or endorsement of the candidate.
      2. Upon written request to the chapter or Association, a candidate shall be provided a list of names and addresses of all members in good standing in their chapter.
   4. When requested, the chapter shall provide equal opportunity and access for all candidates who wish to campaign at a chapter meeting or other chapter function. Only members in good standing may campaign on behalf of a candidate.
   5. Not less than 15 days prior to the opening of nominations for chapter officers or Conference delegate positions, a notice of the pending nominations and elections shall be sent to each member in good standing. The notice shall indicate the date(s), time(s) and location(s) for nominations and balloting and all other procedural instructions relating to the conduct of the nominations and elections.Required notice shall be conducted in a manner to reasonably ensure receipt by every member in good standing. Any of the following methods or a combination of methods may be used:
      1. A chapter flyer or newsletter distributed to each member in good standing at each worksite or via U.S. mail.
      2. A notice posted in prominent locations at each bargaining unit worksite/building.
      3. Utilizing the employer’s internal system or email system provided all employees have access.
      4. Posting on the local chapter’s website or other chapter social media site provided all employees have access.
   6. A chapter member may make nominations at a regular or special chapter meeting. Those nominated shall be afforded the opportunity to decline, and the name of any nominee who declines shall not appear on the ballot.
   7. Any nominated candidate whose name is on the ballot shall have the right to have present an observer of their own choosing, who shall be a member in good standing of the chapter, in all places where ballots are cast and/or counted.
   8. Only OSEA members in good standing shall be permitted to vote. Absentee and proxy votes shall not be allowed.
   9. Election shall be by secret ballot vote conducted in accordance with provisions set forth in the chapter’s local operating procedures, which shall be consistent with Association policies and procedures. The Elections Committee shall have the responsibility for the conduct of the election, to include verification of the eligibility of each candidate nominated and the membership status of each individual casting their vote. No member of the Elections Committee may be a candidate for office or position.
   10. Ballots shall not be signed, initialed or numbered in any manner as to reveal the identity of the member voting.
   11. All ballots, tally sheets, notices, eligibility lists, return envelopes, request forms, reports and other election materials shall be kept on file for at least one (1) year after the election.
3. Authorized Voting Methods and ProceduresThe following voting methods are authorized for chapter use:
   1. 1. Voting at a regular or special chapter meeting
      2. Voting by worksite ballot
      3. Voting by mail ballot
      4. Voting by remote electronic ballot

   The voting method to be utilized by a chapter must be itemized in the chapter’s local operating procedures (constitution and/or bylaws) which shall be adopted by the membership and shall include required procedural language located in the Board-approved Chapter Governance Constitution and Guidelines.

4. Remote Electronic BallotingChapters may conduct a vote on chapter officer or Conference delegate elections utilizing remote electronic balloting unless specifically prohibited by the OSEA Constitution or the chapter’s local operating procedures.Chapters may adopt remote electronic balloting as their standard voting method or, if a chapter’s standard voting method is in-person or mail balloting, they may utilize remote electronic balloting under the following conditions which must be itemized in their local operating procedures:
   1. 1. The chapter has adopted “trigger” language allowing for remote electronic balloting in special circumstances.
      2. The chapter may authorize their president/executive board to determine whether remote electronic balloting is the appropriate method of voting for a specific chapter officer/Conference delegate election.

   All notice requirements must still be followed pursuant to Sections 2 contained herein.
   Upon determining that remote electronic balloting shall be utilized, the chapter must:

   1. Determine whether the State Association shall conduct the balloting process at Association cost or if the chapter shall conduct the balloting process at chapter cost.
   2. Verify with the Director of Field Operations that the chapter’s preferred electronic voting platform is an OSEA-approved voting platform. Only an OSEA-approved electronic voting platform may be used. Utilizing another electronic voting program/platform will invalidate the election.
5. Challenges and Protests
   1. Any member of a chapter may challenge the eligibility of any nominee by filing such challenge with the chapter Elections Committee, prior to the holding of the election. The Elections Committee shall make a determination regarding the challenge and shall report its ruling to the chapter. The chapter shall either accept or reject the ruling of the Elections Committee prior to the election.
   2. Any protest concerning the conduct of the election may be lodged at the meeting in which the election is conducted or by filing such protest in writing with the chapter within ten (10) days following the election. All interested parties shall be afforded an opportunity to be heard. The chapter shall decide such protests no later than thirty (30) days after the filing of the protest.
   3. If the chapter determines that there were violations, which may have affected the outcome of the election, it may order such election or any part thereof set aside and a new election held. Any officers who have been installed prior to such determination shall remain in office pending the outcome of any new election or a future appeal.
   4. Any protestor or nominee adversely affected by a decision on a challenge or a protest may file a written appeal with the OSEA Board of Directors within ten (10) days of the chapter’s decision or, if no decision has been rendered, within 40 days after the filing of the original protest with the chapter. Upon receipt of such an appeal, the OSEA Board of Directors or designee shall conduct an investigation, affording all interested parties an opportunity to be heard, and shall issue a decision within 40 days after the filing of the appeal. If the investigation shows that there were violations that may have affected the outcome of the election, the election or any part thereof may be set aside and a new election held. In such circumstances, the new election may be conducted under the supervision of a representative designated by the OSEA Board of Directors.
   5. Decisions of the OSEA State Board of Directors shall be final.
   6. No chapter funds shall be used to institute legal action outside the union to challenge election rulings.
6. The provision of this Elections Policy shall conform to applicable law.

445 - Direct Assistance to Chapters (Board Meeting, April 2002; Revised 2007 Conference; Revised 2019 Conference – Board Meeting, January 2021)

It is the basic policy of the Association to provide sufficient technical and other assistance to all affiliated chapters so they may function and represent themselves to the maximum extent possible.

The purpose of Policy 445 is to outline the procedures that must be followed when chapters are confronted with situations in which they are unable to provide adequate or required representation without additional assistance from the Association.

1. Request for AssistanceWhen a chapter is confronted with a problem or situation and has determined it may require OSEA assistance, the chapter must obtain approval for a request for assistance from its membership or by action of the chapter executive board. Such request must be submitted in writing to the State President and must contain the following information:
   1. All facts and issues relating to the matter;
   2. Specific reason(s) the chapter believes OSEA direct assistance is necessary;
   3. Action(s) taken to date, if any, to resolve the matter locally and the results thereof;
   4. Copies of chapter or executive board meeting minutes showing the request for assistance was approved; and
   5. Agreement by the elected officers that if additional Association intervention becomes necessary, the chapter and its officers shall abide by the recommendations and decisions of the Association.
2. Association Action on a Request for Assistance
   1. Within ten (10) days after receipt of a request for assistance, the State President, appropriate Zone Director and Director of Field Operations shall jointly meet with the chapter officers to understand and outline the problem(s) or situation and propose a plan of action for a solution by the chapter.
      1. If the matter does not involve collective bargaining, contract enforcement and/or representation issues, the Executive Director may assign other staff as appropriate to assist the chapter.
      2. If the State President and/or Zone Director is also a member of the chapter, the State President shall appoint another member of the Board of Directors to assume the responsibilities set forth herein.
   2. A reasonable amount of time not to exceed sixty (60) days shall be jointly agreed to for a resolution. This time period may be extended up to a maximum of thirty (30) additional days upon written request to the State President. Such request must itemize reasons for the extension.
   3. The chapter membership, chapter executive board, State President, Zone Director and Executive Director shall be kept informed, in writing, by the Director of Field Operations, or other staff as appropriate, of all actions taken and progress made to resolve the matter
   4. A final report to the chapter membership, chapter executive board, Board of Directors and the Executive Director shall be rendered by the State President when both the chapter and Association representatives agree that Association assistance is no longer required.
3. Non-Compliance by a Chapter or Chapter Officers
   1. In the event the chapter and/or its officers fail or refuse to take necessary action to resolve the matter as outlined above and the situation could or will jeopardize the legal obligations of the Association and/or interest of the chapter membership, the Zone Director and/or the chapter’s assigned Field Representative shall contact the Director of Field Operations requesting approval for formal intervention by the Association.
      1. Such request shall be in writing and shall indicate the specific reasons for the request and actions taken to date, if any, to resolve the matter.
      2. If the matter does not involve collective bargaining, contract enforcement and/or representation issues, another staff member may make the request.
   2. The Director of Field Operations may recommend a course of action which shall only be implemented with concurrence of the State President and Executive Director except as provided in subsection “c” below.
   3. If the recommendation contains a request for suspension of the chapter’s charter or other such sanctions, the matter shall be submitted directly to the Board of Directors in accordance with Article V of the OSEA Constitution and Board Policy 446.
   4. The Executive Director shall provide the Board of Directors with a complete written report of the issues as identified pursuant to Section 2, herein, together with any action taken to date.

446 - Direct Association Intervention (Revised 2019 Conference – Board Meeting, January 2021)

1. Except as provided in Policy 445, when the Association becomes aware of any condition(s) that exist within an affiliated chapter that seriously jeopardizes the effectiveness and/or legal obligations of the Association, or that has or will cause negative effects on the chapter or Association membership, the Director of Field Operations and assigned Field Representative shall jointly meet with the chapter executive board officers and/or chapter membership to outline the issue(s) and propose methods for its immediate resolution.
   1. If the matter does not involve collective bargaining, contract enforcement and/or representation issues, the Executive Director may assign other staff as appropriate to assist the chapter.
   2. The State President, Zone Director and Executive Director shall be kept informed of the issues, progress made and actions taken by the chapter. Such reports shall be made by the assigned staff and may include recommendations for further action to resolve the issue(s).
2. Failure to Act/Non-Compliance
   1. In the event the chapter executive board and/or chapter membership fails or refuses to take immediate action necessary to resolve the matter, the Director of Field Operations shall recommend a course of action to be followed which shall be implemented only with concurrence of the State President and the Executive Director.
   2. The Executive Director shall render a complete report to the Board of Directors of the issue(s) and any actions taken to date, together with recommendations for further formal sanctions if deemed necessary.
   3. If such recommendations contain a request for suspension or revocation of the chapter’s charter, the matter shall be submitted directly to the Board of Directors for action in accordance with Article V of the OSEA Constitution.
   4. If deemed an emergency by the State President, the Board of Directors may take such action as is necessary to protect the legal obligations of the Association, including imposition of a trusteeship pending a hearing on the matter. Such emergency action may be determined via telephone voting in accordance with Board Policy 111.
3. HearingIf the Board of Directors, by a two-thirds (2/3) vote, agree that the recommended action(s) pursuant to Section 2 above should be implemented, the Board shall establish a date, time and place for a hearing where the officers and/or members of the chapter may appear to show cause why the Board’s proposed action(s) should not be taken. Such hearing shall be scheduled for not more than thirty (30) days nor less than five (5) days prior to a date established by the Board for implementation of the proposed action(s).
   1. Notice shall be sent via certified return receipt mail to the chapter’s elected officers of record, or to the chapter membership in the event there are no elected officers, at least fifteen (15) days in advance of the hearing date outlining the reasons for the proposed action(s) and of the right to be heard before the Board of Directors in Executive Session.
      1. The Board of Directors shall have the right to call any witnesses it deems necessary to be present and the chapter shall have the right to call any persons deemed necessary as witnesses for the chapter at chapter expense.
      2. As such hearings involve internal operations of the Association, neither the Association nor the chapter shall have the right to have legal counsel in attendance. The Association shall, however, arrange for legal counsel to be available in an advisory capacity only to ensure due process rights are honored for all concerned.
   2. At the conclusion of the hearing, the chapter representatives shall be excused and the Board shall then consider the arguments and any evidence presented. The Board may decide not to implement the proposed action(s); remove, amend, or reduce the proposed action(s); or order the proposed action to be implemented, which may include suspension and the imposition of a trusteeship or continuation of the trusteeship currently in place. Any such determination by the Board of Directors shall require a two-thirds (2/3) vote.
   3. If penalties other than suspension or revocation of charter are imposed, such findings shall state that if the chapter fails to comply with the findings its chapter will be automatically suspended and an administrator will be appointed.
   4. If chapter representatives fail to appear at the hearing, the action proposed by the Board shall be ordered with immediate implementation and the membership so notified, in writing, including the effective date which shall not be sooner than five (5) days after the hearing is concluded.
   5. All decisions of the Board of Directors shall be final and binding and not subject to further appeal.
4. Trusteeship
   1. In the event a temporary trusteeship is imposed by the Board of Directors or a chapter is suspended as set forth herein, the State President shall be authorized to conduct the affairs of such chapter, financial and otherwise, until termination of the trusteeship or disbandment, whichever occurs first. The State President shall, with advice and consent of the Board of Directors, immediately appoint an administrator for such purposes who shall be an OSEA member in good standing, or a ROSE member in good standing who was an active member prior to retirement, and who shall not be a member of such chapter.
   2. The administrator shall have authority to take possession of all chapter funds, books, records and other assets of the chapter for the period the trusteeship is in place and shall:
      1. Cause an audit of chapter financial accounts, books and records immediately after establishment of the trusteeship;
      2. Take any necessary action to recover funds, assets or other property of the chapter if needed;
      3. Be authorized to sign any banking or other financial instruments/ documents to effect the transfer or expenditure of chapter funds when necessary;
      4. Expend or cause to be expended chapter funds only as necessary for the proper conduct of the chapter’s affairs.
         1. The administrator shall not be required to comply with a chapter’s budget or acquire membership approval if the administrator, in consultation with the State President, determines that an expenditure is appropriate for the chapter and its members.
         2. No receipts or other funds of the chapter shall be transferred to the Association except regular state per capita dues, fair share service fees where applicable or other assessments required of chapters not under a trusteeship. The chapter shall be reimbursed their portion of chapter dues, if any, forwarded to the Association by the Employer.
   3. The administrator may, with concurrence of the State President, suspend from office any or all chapter officers and/or chapter committee members and appoint replacement members in good standing of the chapter. Such positions shall include, but not be limited to, elected executive board officers, job stewards and/or worksite organizers.
   4. Chapters in trusteeship status shall have the right to elect, by secret ballot vote in accordance with the chapter’s local operating procedures, Annual Conference delegates/alternates in such numbers as set forth in Article XIII of the OSEA Constitution, provided, however, all active members in good standing shall be eligible for such delegate position. Any chapter elected officer not suspended from office and whose position is designated as an automatic Conference delegate as set forth in the chapter’s local operating procedures shall retain such automatic delegate status.
   5. The administrator shall review this and other relevant policies and applicable law regarding trusteeship with the chapter membership at a meeting called for such purpose as soon as possible after action by the Board of Directors which imposed the trusteeship.
      1. During the period of trusteeship, the administrator shall submit monthly reports to the Board of Directors, chapter membership and Executive Director outlining progress made and actions taken. Any chapter financial and other reports required by the Association shall be the responsibility of the administrator.
      2. The administrator shall be adequately bonded at Association expense to safeguard chapter funds and assets and for the performance of their duties.
   6. In accordance with federal law (LMRDA), the duration of any trusteeship shall be no longer than eighteen (18) months unless the Board of Directors, by a two-thirds (2/3) vote extends the time period for an additional maximum six (6) months.
      1. In addition to the required monthly reports, the administrator shall, on at least a quarterly basis, provide a recommendation to the Board of Directors as to whether the trusteeship should be continued, modified or that chapter self governance should be restored.
      2. The Board of Directors may terminate a trusteeship upon recommendation of the administrator or upon written petition from the chapter showing convincing evidence that the reason(s) causing its implementation has been corrected and the trusteeship is no longer necessary.
      3. The chapter, through its elected delegates, may appeal to an Annual Conference for the termination of the trusteeship only on the grounds that the issue(s) causing its implementation has been eliminated and/or corrected. There shall, however, be no rights to appeal the reason(s) for the trusteeship.
         1. Any such Conference appeal shall not be valid unless and until the chapter has first petitioned the Board of Directors and been denied by a majority vote of the voting members of the Board.
         2. Such appeal shall be in writing, itemizing the basis for the appeal and must be submitted to the State President prior to the Annual Conference.
         3. A motion by the chapter to sustain an appeal at the Conference shall require a secret ballot two-thirds (2/3) vote of the credentialed delegates following debate as set forth in the Conference rules of that specific Conference.
      4. When a trusteeship is terminated, either by the Board of Directors or Annual Conference delegates, the administrator shall, as soon as possible, cause the election(s) of chapter officers except for any elected officers whose terms have not expired and who have not been expelled or otherwise barred from holding office during the period of trusteeship.
         1. The administrator shall cause an audit of the chapter’s financial books and records and following such audit shall cause the return of funds and other assets, books, records and property to the appropriate chapter officers or members who shall give receipt for same.
         2. The administrator shall make a final report and accounting of the trusteeship to the Board of Directors, chapter membership and the Executive Director and make recommendations for changes in the chapter’s local operating procedures and other internal procedures as may be required to prevent future intercession by the Association.
   7. In the event a trusteeship is not terminated within the maximum allotted time as set forth herein, such chapter shall have its charter automatically revoked and the chapter shall be disbanded in accordance with Article V of the OSEA Constitution and Board Policy 447.

447 - Disbursement of Funds (Revised 2019 Conference – Board Meeting, January 2021; Revised 2023 Conference – Board Meeting, August 2023)

The Association recognizes it has both a moral and legal obligation to protect the financial interests of the Association and its members when its relationship with an affiliated chapter is severed for any reason, including decertification, other lawful actions or by action of the Board of Directors.

1. Disbandment Due to DecertificationIt shall be Association policy to officially disband a chapter when exclusive rights to representation have been secured by another labor organization or when lawful decertification occurs without subsequent representation of any kind.
   1. Immediately upon certification of any representation election results by the Oregon Employment Relations Board (ERB) or the National Labor Relations Board (NLRB), all monies, books, records and other assets or property held by the chapter shall be secured and transmitted to the Association by the Director of Fiscal Operations to be held in trust for the benefit of the Association in accordance with Article V of the OSEA Constitution.
      1. The Association shall take such legal action as may be required to enforce these provisions on behalf of the Association membership.
      2. An immediate audit of such chapter’s financial books and records shall be conducted in accordance with Article V of the OSEA Constitution.
   2. Upon securement of chapter funds and conclusion of the chapter audit, the Director of Fiscal Operations shall supervise distribution of the chapter funds in the following order:
      1. All monies due and owing the Association shall be promptly remitted to the OSEA general fund;
      2. Any and all outstanding obligations of the chapter shall be promptly paid; and
      3. All remaining funds and assets, if any, shall be held in trust by the Association for the purpose of reorganization and benefit of a successor chapter chartered for the affected bargaining unit.
         1. Said trust account shall only be continued until a successor chapter is affiliated or for twenty-four (24) months following the decertification, whichever occurs first.
         2. Upon recommendation of the Executive Director, a maximum of twelve (12) month extension of the trust may be granted by the Board of Directors if an OSEA decertification attempt or organizing campaign is in progress or will be in the immediate future.
   3. All chapter members shall be notified in writing of the pending disbandment and shall be provided the option of continued OSEA membership as an associate member.
   4. Members of such decertified/disbanded chapter shall forfeit all Oregon AFL-CIO Central Labor Council/Chapter positions regardless of appointment or election.
2. Disbandment for Reasons other than Decertification
   1. Immediately upon OSEA written notification to chapter members, if any, of the intent to disband the chapter for reasons other than the loss of exclusive representation rights, instituted either by a two-thirds (2/3) vote of the Board of Directors, pursuant to Article V, Section 2, of the OSEA Constitution, or by any other lawful action, all monies, books, records and other assets or property held by the chapter shall be secured and transmitted to the Association by the Director of Fiscal Operations to be held in trust for the benefit of the Association in accordance with Article V of the OSEA Constitution.
      1. The Association shall take such legal action as may be required to enforce these provisions on behalf of the Association membership.
      2. An immediate audit of such chapter’s financial books and records shall be conducted in accordance with Article V of the OSEA Constitution.
   2. Upon securement of chapter funds and conclusion of the chapter audit, the Director of Fiscal Operations shall supervise distribution of the chapter funds in the following order:
      1. All monies due and owing the Association shall be promptly remitted to the OSEA general fund;
      2. Any and all outstanding obligations of the chapter shall be promptly paid; and
      3. All remaining funds and assets, if any, shall be held in trust by the Association for the purpose of reorganization and benefit of a successor chapter chartered for the affected bargaining unit.
         1. Said trust account shall only be continued until a successor chapter is affiliated or for twenty-four (24) months following the decertification, whichever occurs first.
         2. Upon recommendation of the Executive Director, a maximum of twelve (12) month extension of the trust may be granted by the Board of Directors if an OSEA decertification attempt or organizing campaign is in progress or will be in the immediate future.
   3. All chapter members shall be notified in writing of the pending disbandment and shall be provided the option of continued OSEA membership as an associate member.
   4. Members of such decertified/disbanded chapter shall forfeit all Oregon AFL-CIO Central Labor Council/Chapter positions regardless of appointment or election.

448 - Member Discipline Procedures (Revised 2019 Conference – Board Meeting, January 2021)

This policy is adopted to establish procedures governing suspension, expulsion or other such discipline of any member of the Association or the Retiree Unit (ROSE) for action(s) determined to constitute “conduct detrimental to the Association.”

1. Statutory RightsNothing contained in this policy shall abridge any member’s or officer’s rights granted under provisions of the Labor-Management Reporting and Disclosure Act (1959), 29 U.S.C. 411(5).29 U.S.C. 411 (5) SAFEGUARDS AGAINST IMPROPER DISCIPLINARY ACTION – No member of any labor organization may be fined, suspended, expelled or otherwise disciplined except for nonpayment of dues by such organization or by any officer thereof unless such member has been (A) served with written specific charges; (B) given a reasonable time to prepare his defense; and (C) afforded a full and fair hearing.
2. Submission of ChargesAny charges filed alleging violations as set forth in Article III, Section 7, of the OSEA Constitution must be filed in writing within three (3) months of the date of the alleged offense, except that charges alleging misappropriation of funds or property may be filed within three (3) months of the date the charging member became aware of the alleged offense.
   1. If any charge alleges violation(s) of the Constitution or written policies of the Association, or the operating procedures of a chapter, a copy of the specific section(s) alleged to have been violated shall be attached to the charge.
   2. All submitted charges shall include the specific date, time and place such violations occurred together with the name of any witnesses involved in each offense charged, and shall outline a statement of facts constituting each offense.
3. Processing ChargesThe charging member shall prepare, sign, date and forward the charge(s) to the President via U.S. mail, fax or hand-delivered to the OSEA State Office. If the President is the charged member, the charge(s) shall be sent to the Vice President.
   1. A copy of the charge(s), not including the names of any witnesses, shall be sent via certified return receipt mail to the charged member within five (5) days of receipt by the President (or Vice President, as appropriate).
   2. The charge(s) shall be forwarded to the Executive Director who shall cause the charge(s) to be reviewed for sufficiency and investigated to determine whether the alleged facts, if proven to be true, are sufficient to constitute conduct detrimental to the Association that would warrant disciplinary action.
      1. Such investigation shall be completed not later than thirty (30) days after receipt of the charge(s).
      2. The Executive Director may, with good cause shown and consent of the President (or Vice President, as appropriate), extend the time period to complete the investigation for up to an additional thirty (30) days.
   3. Upon completion of the investigation, the Executive Director shall submit the results in a confidential report to a subcommittee of the Board of Directors as provided herein. Such report shall contain an evaluation based solely on whether the alleged offense(s) would in fact be a chargeable offense and whether or not sufficient evidence exists to proceed to a hearing.
      1. The Board subcommittee shall consist of the Vice President and two (2) Zone Directors chosen by lot. If the President is the charged member, the Secretary shall assume the Vice President’s role on the subcommittee.
      2. Should any member of the Board of Directors be the charging member, charged member or have direct knowledge of or otherwise be a party to the charge, the member shall not be eligible to serve on the subcommittee.
4. Duties of the Board Subcommittee
   1. In the event the Board subcommittee finds the charge(s) and evidence submitted constitute sufficient grounds for possible disciplinary action, it shall take such action as deemed appropriate and as provided below:
      1. Notify the President of the need to assemble a Judicial Panel to review the charge(s) and determine disciplinary action, in accordance with the Judicial Panel procedures set forth below.
      2. Notify the charged member via certified mail return receipt at their last known address of the hearing to be conducted by the Judicial Panel. The notice shall include:
         1. The specific charge(s) and specific facts alleged on which the charge(s) is based;
         2. The name of the charging member;
         3. The composition of the Judicial Panel assigned to hear the charge(s);
         4. The date, time and place where the panel will hear the matter, which may be held at a location reasonably convenient to the charged member, not sooner than thirty (30) days after the notice is mailed;
         5. The right of the charged member to be represented at the hearing by any OSEA/ROSE member in good standing, or private legal counsel at the charged member’s own expense, and of the right to present evidence and/or witnesses and the right to cross-examine witnesses; and
         6. The charged member’s obligation to notify the Judicial Panel’s administrative secretary at least ten (10) days prior to the hearing of the name and address of any OSEA/ROSE member or attorney chosen to represent the charged member.
      3. Direct that such other administrative procedures deemed appropriate and/or applicable pursuant to other policies of the Association shall first be undertaken to address the concerns set forth in the submitted charges. Referral of the charges to the Judicial Panel may be deferred for not more than six (6) months to consider or enact other administrative actions or procedures that could facilitate resolution of the matter without disciplinary action imposed.
   2. If the Board subcommittee finds that the evidence submitted does not substantiate the charge(s), or if the charge(s) are such that they do not warrant disciplinary action, it shall dismiss the complaint and so notify the charging member and the charged member, including the reasons for its decision. Such notification shall be by certified return receipt mail with copies to the President and Executive Director.
5. Judicial Panel – Composition/Terms of Service
   1. The principal Judicial Panel, consisting of six (6) members and a chair, shall be appointed by the President with advice and consent of the Board of Directors. Appointments shall be for three (3) year terms. Members and the chair may be reappointed but shall not serve consecutive terms.
      1. Members of the Judicial Panel shall be active members in good standing, Lifetime members or active ROSE members in good standing who were active OSEA members prior to retirement, or any combination thereof. Voting members of the Board of Directors shall not serve on any Judicial Panel.
      2. Judicial Panel members shall be reimbursed for all expenses incurred, including necessary time release, when called to serve at a Judicial Panel hearing.
   2. The Board of Directors may, by a two-thirds (2/3) vote, remove any member of the Judicial Panel, including the chair, at any time for any reason except removal shall not occur during any Judicial Panel hearing in progress.
      1. Any Judicial Panel member or chair who is a party to the disciplinary action or who is familiar with the charged member to the extent that the action will impair the Judicial Panel member’s objectivity shall be disqualified from that specific Judicial Panel hearing and action and a replacement will be selected.
      2. The President, with advice and consent of the Board of Directors, shall fill all vacancies which occur during unexpired terms.
   3. The administrative secretary of the Judicial Panel shall be the Executive Director for purposes of handling administrative tasks relating to Judicial Panel procedures and proceeding, as set forth herein, and shall coordinate all Judicial Panel activities. The administrative secretary shall not be a member of any Judicial Panel(s).
   4. When a Judicial Panel is required to hear a disciplinary matter, it shall consist of the chair and two (2) panel members who shall be chosen by lot by the administrative secretary.
      1. If the chair is disqualified for reasons as itemized herein or is unable to serve, the President shall appoint an acting chair from among the remaining principal panel members.
      2. Should there be less than three (3) Judicial Panel members available to serve at a hearing, the President shall be authorized to appoint another eligible OSEA/ROSE member to serve for that specific hearing.
6. Hearing of Charges
   1. The hearing shall be held at the scheduled time, date and location where the charged member may appear in person and with witnesses to answer the charges. The charged member may present their own defense or may select an OSEA active member in good standing, Lifetime member, active ROSE member in good standing who was an active OSEA member prior to retirement or a private attorney at the charged member’s own expense.
   2. The charge(s) shall be carried forward by the charging member, including presentation of the charge(s), documentation/evidence and oral arguments before the Judicial Panel unless the charged member has chosen to use a private attorney to present the defense, in which case the charge(s) shall be presented on behalf of the charging member by an attorney selected by the Executive Director.
   3. The Association shall provide legal counsel at each Judicial Panel hearing, in an advisory capacity only, to ensure due process rights are honored for all hearing participants.
   4. If the charged member fails to appear at the hearing, the Judicial Panel shall conduct the hearing in the charged member’s absence.
   5. The hearing shall be conducted in a closed session with the confidentiality of the proceedings to be strictly maintained by all participants. Persons not directly involved or necessary to the hearing process, except when testifying as a witness, shall be prohibited. Judicial Panel members shall not disclose any information relevant to the matter except as may be required by this policy.
   6. The proceedings shall be audio-taped by the administrative secretary, but a printed transcript shall not, however, be provided to any participants. Said audio-tape shall be destroyed following final action pursuant to Section 8 or 9 herein. No other person(s) shall record the proceedings in any manner.
7. Withdrawal of Charges
   1. Charges may be withdrawn by the charging member at any time prior to the date set for the hearing upon a signed written request to the President (or Vice President, as appropriate) unless the Board subcommittee determines that the institutional interests of the Association in prosecuting the charge(s) outweigh the interest of the charging member in withdrawing the charge(s).
      1. In such case, the Board subcommittee shall become the charging party and the charge(s) shall be carried forward on behalf of the Association by legal counsel selected by the Executive Director.
      2. The charged member shall be so notified and advised that the charged member may select a private attorney for the hearing at the charged member’s own expense.
   2. Should the charge(s) be withdrawn, all parties to the action shall be notified by the administrative secretary via certified return receipt mail.
8. Determinations of the Judicial Panel
   1. Within twenty-one (21) days after the conclusion of a disciplinary hearing, the Judicial Panel shall determine the sufficiency of the evidence for each charge and find the charged member guilty or innocent based thereon. If the Judicial Panel finds the member guilty, it shall then outline the basis for its findings and determine the penalty(ies) to be imposed as authorized in Article III, Section 7, of the OSEA Constitution.
   2. Within the twenty-one (21) days, a written confidential report by the Judicial Panel chair of the findings and penalties imposed, if any, shall be provided to the President and Board of Directors. Copies of said report shall be sent via certified return receipt mail to the charged member with notification that the matter has been forwarded to the Board of Directors for final disposition and outlining procedures by which the charged member may appeal the panel’s decision.
   3. If the Judicial Panel determines the charged member is innocent of the charge(s), the matter shall be dropped with no other action necessary and the charged and charging members so notified by the administrative secretary via certified return receipt mail with copies provided to the President and Board of Directors.
   4. Upon receipt of the confidential report, the Board of Directors shall officially receive the report and take no further action except on appeal.
9. Appeal Process and Procedures
   1. The charged member may appeal the Judicial Panel’s findings and/or proposed penalties to the Board of Directors. Procedures for filing and processing such appeal shall be as follows:
      1. The appeal shall be in writing fully outlining the charging or charged member’s objections and arguments against the Judicial Panel’s findings and/or proposed penalties;
      2. The member shall forward such signed and dated appeal to the President (or Vice President, as appropriate) within twenty-one (21) days of the postmark date of the Judicial Panel’s notification of findings and proposed penalties via mail, fax or hand-delivered to the OSEA State Office;
      3. Upon receipt of a timely appeal, the Executive Director shall forward the appeal together with the written record of the matter (which includes the recording of the Judicial Panel hearing, any exhibits or documents presented at the hearing and the Judicial Panel’s decision) to the Board of Directors.
   2. Any appeal shall be based solely on the written record of the matter and no appeal hearing shall be permitted. The Board of Directors may affirm, amend or dismiss the decision of the Judicial Panel including but not limited to increasing or reducing the proposed penalty(ies). If any penalty(ies) are to be imposed, the Board shall set the effective date which shall not be sooner than five (5) days following final Board action.
      1. The decision of the Board shall be by a majority vote which shall constitute the position of the entire Board. Accordingly, there shall be no minority report or dissent filed or noted.
      2. New evidence shall not be considered at the appeal level unless exceptional circumstances, as determined by the Board, precluded its submission to the Judicial Panel at the hearing.
   3. The Board of Directors may review and act on appeals at regular or special meetings in closed sessions, by telephone polling or by video-conference calls, which shall be ratified at the next regular or special meeting of the Board.
      1. Members of the Board subcommittee that referred the matter to the Judicial Panel shall be disqualified from voting on an appeal.
      2. Board members involved as a charging member or as a charged member shall be ineligible to participate in the review or vote on such appeal.
      3. A ruling on the appeal shall be sent via certified return receipt mail to both the charged and charging members within ten (10) days following the Board’s decision.
   4. In the event the charged member fails to file a timely appeal, the Board of Directors shall review the matter not later than the next regular meeting of the Board and shall declare the decision of the Judicial Panel to be upheld and shall order any proposed penalty to be effected. The President shall cause the charged member to be notified, via certified return receipt mail at the charged member’s last known address, of the Board’s action and the effective date of any penalty imposed, which shall not be sooner than five (5) days after the notification is mailed. Copies of such notification shall also be sent to the charging member and chapter or ROSE officers as appropriate.
   5. A ruling of the Judicial Panel absent a timely appeal or a decision of the Board of Directors shall be final and binding. Such ruling or Board decision shall be immediately and fully implemented, as set forth herein, with no future appeal available.
10. ConfidentialityIt shall be the policy of the Association that information concerning the subject matter or the nature of allegations of any charges and the disposition of any charges filed in accordance with the provisions herein shall be considered as confidential and shall not be disclosed to anyone at any time except for:
    1. 1. A charging member, while the charge(s) is pending before a Judicial Panel, to communicate on a need-to-know basis with persons needed to present testimony or evidence at the hearing before a Judicial Panel on the charge(s) that the member had filed;
       2. A charged member, while the charge(s) against the charged member is pending before a Judicial Panel through any appeal to the Board of Directors, to communicate on a need-to-know basis with persons needed to present testimony or evidence at the hearing before the Judicial Panel in defense of the charge(s);
       3. A charged member, while the charge(s) against the charged member is pending before a Judicial Panel through any appeal to the Board of Directors, to communicate on a need-to-know basis with the charged member’s OSEA/ROSE member representing or private attorney appearing in behalf of the charged member pursuant to Sections 6 and 7, herein;
       4. The charged member’s local chapter leadership or ROSE leadership following the imposition of discipline restricted to any change in the member’s status that will impact eligibility to hold elected or appointed office or position or voting rights.
       5. Any other communication affirmatively protected by law.

    Violations of this confidentiality policy shall be considered a chargeable offense and subject to Article III, Section 7, of the OSEA Constitution.

449 - Action Fund (Revised 2014 Conference-Board Meeting, December 2014)

An OSEA Action Fund shall be established and maintained in a separate interest-bearing account, which may be utilized by affiliated chapters in good standing, or the Association, in the event of a strike or other labor emergency as determined by the Board of Directors.

1. Except as needed in the event of an authorized strike or labor emergency, the fund balance shall be maintained at $50,000 by a transfer of $0.50 per bargaining unit member per month worked of per capita dues and fair share service fees.
2. All requests for funds by a chapter must have prior approval of the chapter membership or the chapter executive board. The request shall be sent in writing to the Director of Organizing and/or Director of Field Operations and must indicate:
   1. The reason(s) for the request;
   2. The amount of funds needed;
   3. The activities and/or materials for which the funds will be used; and
   4. The date of chapter or executive board approval of the request.Requests for funds may also be initiated by the Director of Organizing and/or the Director of Field Operations.
3. The Director of Organizing and/or the Director of Field Operations shall review and forward all such requests for funds, along with their recommendation, to the Executive Director who shall, after consultation with appropriate staff, make a recommendation to the Board of Directors as to:
   1. The merits of the request;
   2. The amounts of funds to be allocated; and
   3. The planned activities and/or specific materials for which the funds are to be used.
4. The Executive Director may submit a request for funds on behalf of the Association directly to the Board of Directors in the event of a decertification attempt or any other labor emergency having a generalized effect on the employees of a bargaining unit represented by OSEA if a chapter fails or refuses to submit a request.
5. Additional funds in excess of the original amount requested may be allocated by the Board of Directors to provide additional support or activities for the chapter and/or Association, if necessary.
6. The disbursement of any allocated funds shall be at the discretion of the Executive Director or designee and not the chapter.
   1. The Executive Director, or designee, shall keep the Board of Directors informed of the amount of funds used and the status of activities in each chapter or the Association acting on its own behalf.
   2. Upon the conclusion of any strike or other labor emergency, the Executive Director shall render a final report to the Board of Directors indicating the status of the chapter and/or Association and an accounting of allocated funds. Any allocated funds not used shall remain in the Action Fund account.

450 - Sexual Harassment (Board Meeting, November 2001)

Purpose: To establish the Association’s position on the handling of sexual harassment in the organization, and to set forth guidelines for handling complaints and investigations of violations of the policy.

Sexual Harassment Policy:

1. Statement of PolicyThe law does not permit, nor will OSEA tolerate, sexual harassment of OSEA employees/members by any coworker, supervisor, member, agent, or nonemployee. Such conduct exposes OSEA and individuals involved in such conduct to significant liability under the law. Employees/members should at all times treat other employees/members respectfully and with dignity in a manner so as not to offend the sensibilities of a coworker/member. Therefore, OSEA is committed to vigorously enforcing its policy prohibiting sexual harassment at all levels within the organization.
2. Prohibited ConductExamples of sexual harassment that violates OSEA policy include, but are not limited to, the following conduct:Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitutes sexual harassment when:
   1. Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment and/or appointment.
   2. Submission to or rejection of such conduct by an individual is used as the basis for employment/appointment decisions affecting such individuals, or
   3. Such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, or offensive working environment.

Procedure:

1. Notification and Filing ComplaintMember: Any member who believes they are the victim of sexual harassment or who observes harassment of another member should immediately report the matter to the State President and/or Executive Director.Staff: Any staff employee who believes they are the victim of sexual harassment or who observes harassment of another employee should report the matter as outlined in OSEA Operating Procedure #1 Sexual Harassment.OSEA shall conduct an investigation of all sexual harassment complaints and take the appropriate action to remedy the violation.
2. Training
   1. Upon request, OSEA will provide sexual harassment training to chapter members and officers as well to make available to all OSEA chapter officers and members a training module on sexual harassment. In addition, members and officers will receive periodic updates on sexual harassment that may be presented during other trainings.

502 - The OSEA Board of Directors encourages members and others to support OSEA’s government relations efforts to pass ballot measures and elect representatives that are education- and labor-friendly by contributing to OSEA’s Education and Labor Advocacy Fund (ELAF); a segregated non-interest bearing account. (Board Meeting, December 2012)

510 - Within 30 days of receiving voluntary contributions to the Education and Labor Advocacy Fund (ELAF), all or a portion of the funds may be cycled through the AFT Partners in Political Education (PIPE) program. Contributions remaining in ELAF shall be transferred to the OSEA Solidarity Fund (a segregated non-interest bearing account) within the same 30-day period. (Board Meeting, December 2012)

510a - AFT Solidarity Funds, AFT Partners in Political Education (PIPE) funds and other funds (other than voluntary) dedicated to legislative and/or election purposes shall be deposited directly in the OSEA Solidarity Fund account. (Board Meeting, December 2012)

511 - The OSEA Solidarity Fund shall hold all funds used for state and local candidate campaigns, ballot elections and political issue campaigns. Disbursement of funds from the OSEA Solidarity Fund to OSEA Political Action Committees or issue campaigns requires Board approval. (Board Meeting, December 2012)

601 - Parliamentary procedures shall be in accordance with “Robert's Rules of Order, Newly Revised" where not otherwise specified by the Constitution.

701 - The President shall notify all Board members in writing of all policy amendments to be considered at a meeting of the Board of Directors at said meeting.

702 - Board members desiring to amend OSEA Board Policy will notify the President in writing of the proposed amendments prior to the next scheduled meeting of the OSEA Board of Directors.

703 - Board Policy amendments must be approved by a majority vote of the Board of Directors.

720 - The Executive Director will prepare and distribute to all Board members copies of the revised OSEA Board Policies within 60 days of ratification or amendments.

730 - The Executive Director shall facilitate and has the authority to make all changes to the Constitution and Board Policy necessary to honor the intent of all resolutions passed at Conference. Changes beyond the specific referenced resolution shall require approval by both the Board of Directors and the chair of the Resolutions/Constitution Committee. Changes failing to receive agreement by either shall result with the questioned changes being submitted to be considered at the next delegate Conference.

801 - A major emphasis of OSEA is organizing school employees and providing assistance to the chapters.

802 - The primary responsibility for organizing rests with the Executive Director. All requests for information and/or assistance will be referred to the OSEA State Office.

803 - OSEA will provide assistance to employees desiring to establish their own chapters based on availability of resources and commitment of local leadership to actively participate in the building and/or development of their chapter.

804 - OSEA is committed to the internal organizing of OSEA chapter membership to keep chapters strong. OSEA is committed to externally organize and target the private sector contractors that bid on work normally performed by OSEA members. Internal and external organizing training shall be included in OSEA's Member Organizing Institute Training.

805 - A committee shall be established within each zone for the purpose of developing and implementing strategies to protect and defend OSEA, its chapters and its members from anti-union organizations. The committee shall be chaired by the zone director and comprised of members from chapters within the zone. The committee’s goals shall include, but are not limited to, combatting misleading and erroneous information about OSEA or that encourages members to opt out of OSEA membership; coordinating efforts to respond to communications from anti-union organizations; educating members about the threats posed by anti-union organizations; and developing strategies that will allow zones to respond to threats from anti-union organizations

901 - The President or designee must approve all Board members’ expenses other than Board meeting and Annual Conference attendance before reimbursement is allowed.

902 - OSEA shall reimburse each Board member for travel to and from meetings of the Board. Reimbursement of travel expenses will be paid on submission of a verification of such expenses to the Executive Director or designee.

903 - Board members shall receive reimbursement at the IRS rate for qualified car mileage. (Board Meeting, September 1996)

904 - Board members traveling from one zone to another zone for meetings on Association business must have approval from the State President. Expenses for out-of-zone travel will not be reimbursed without authorization from the State President. (Board Meeting, November 1992)

905 - Because the Executive Board is responsible for effective stewardship of our members' dues money, every effort will be made to authorize expenses in a manner which is cautious and cost-effective.

1. Memorial Expenditures (Board Meeting, November 2001)
   1. The Board shall authorize the President or designee to expend not more than $100 for acknowledgment of suffering or losses within the “OSEA Family” (members and staff) including friends of OSEA who have had long-standing positive relationships that have contributed to the betterment of the Association. (Revised Board Meeting, September 2014)
   2. Acknowledgments may be in the form of cards, flowers, wreaths, living plants, memorial fund contribution or charitable donations on behalf of the individual; whatever seems most appropriate. (Revised Board Meeting, September 2014)
   3. Acknowledgments shall be for deaths or illnesses/accidents that may be life threatening.

905.1 - Members on OSEA business because of an assignment approved within the budget and when specifically authorized or approved by the President or Executive Director, or their designee, shall be eligible for reimbursement of expenses.

905.2 - Other individuals that are not members may be called upon to perform responsibilities on behalf of the Association. The President and/or Executive Director shall determine the scope of their covered expenses.

905.3 - The Executive Director shall be responsible for establishing the expense policies for OSEA management staff for approval by the Board of Directors.

905.4 - Staff members of OSEASU shall be covered by specific expense policies of the collective bargaining agreement. For policies not specifically contained in the collective bargaining agreement, the Executive Director shall be responsible for establishing policies for approval by the Board of Directors.

905.5 - Lodging Expenses

1. Authorized if meeting is scheduled so that travel is required before 7:00 a.m. or the individual would not arrive home until after 10:00 p.m. Members may choose to have lodging provided the night before or the night of the scheduled meeting. Lodging may be arranged closer to home on return from the meeting with preauthorized consent of travel arrangements. (2005 Conference)
2. Lodging will be provided with the expectation of double room occupancy. Requests for single rooms may be granted based on affordability and the availability of hotel/facility lodging. Any member authorized to stay outside of normal arrangements shall be responsible for making their own lodging/facility arrangements. Receipts shall be required for all lodging reimbursements and submitted in accordance with preauthorized cost and allowance. (Board Meeting, May 1998; Revised 2005 Conference; Revised, Board Meeting, April 2016)
3. Recognizing their responsibility and the likelihood of requiring meeting space, single rooms may be provided to the President and Executive Director.

905.6 - Meals

1. a. OSEA will reimburse the cost of in-state meals to a maximum of $40 per day. The maximum amount for any one meal will be $21. (Board Meeting, January 2000; Revised Board Meeting, October 2005)
   b. For out-of-state travel, the maximum meal allowance will be $50 per day. The maximum amount for any one meal will be $25. (Board Meeting, September 1996; Revised Board Meeting, October 2005)
   c. OSEA will reimburse cost of gratuity exclusive of the per diem amount. (Board Meeting, January 2000)
2. To be eligible for a meal, the individual must be engaged in OSEA business, or travel status to such business, over the normal meal period for which reimbursement is requested.
3. For purposes of effective meetings, the President or Executive Director may authorize direct payment by OSEA of meals. Individuals who are provided meals under these circumstances will not be reimbursed for any additional costs for that meal.
4. The President or Executive Director shall make every effort to assure that such group meals are provided at a cost close to the maximum meal allowance for that particular meal.
5. The President or Executive Director may authorize refreshments for breaks at a reasonable cost.

905.7 - Transportation

Members on approved union business shall be eligible for reimbursement for transportation expenses:

1. In driving a vehicle, members shall be eligible for reimbursement at the current IRS rate. (Board Meeting, September 1996)
2. Members will be expected to make every effort to carpool.
3. Other modes of transportation may be authorized by the President or Executive Director if they evaluate the need as cost or time effective.
4. The President or Executive Director may approve rental cars where the total cost for the period of time involved is less expensive than the mileage reimbursement rate would be to drive their own car. (Board Meeting, September 1996)

905.8 - Miscellaneous

While traveling out-of-state, an $8 per day per diem check will be issued in advance for incidentals; no receipts will be requested on usage of the incidental payment. (Board Meeting, September 1996; Revised Board Meeting, October 2005)

Members on approved union business may also be reimbursed for the following types of expenses:

1. Parking
2. Phone calls
3. Meeting supplies or costs authorized in advance by the President or Executive Director.
4. Other expenses necessary to carry out union business may be reimbursed if approved in advance by the President or Executive Director.

905.9 -  Documentation

1. All expenses that have not been directly billed to OSEA by the provider must be documented with itemized receipts. The explanation of the expense must include:
   • Who incurred the expense?
   • What was the business purpose of the expense?
   • Where the expense was incurred?
   • When the expense was incurred?
   • The nature of the expense (for example, meals, transportation, etc.).
2. Receipts are not required for mileage, public transportation, or parking meters, but the expense must be properly identified as in 9a above.c.
3. For lodging expenses, which are billed directly to OSEA by the vendor, only the room and tax may be direct billed. The member is responsible for submitting all other expenses for reimbursement.
4. The President shall be provided with a credit card with a credit limit of $3,500. The purpose of this card is to recognize the unique responsibility of the President and to therefore provide a more convenient method to cover expenses. Use of the card is authorized only for budgeted expenses and in accordance with these expense policies. No personal expenses may be applied to the credit card. All credit card expenses must be documented as specified in (a) above.
5. All other Board members may request a credit card as a more convenient method to cover expenses. All credit card expenses must be documented as specified in (a) above. The credit limit shall be $500. (Board Meeting, January 1997)

905.10 - Central Labor Council/Chapter Delegate Expenses (Board Meeting, September 2014; Revised Board Meeting, December 2015)

Delegates appointed to their respective Central Labor Council/Chapter (CLC) shall receive a fuel reimbursement for attendance at CLC meetings or events as reported by the lead delegate to the OSEA State Office. This reimbursement is dependent upon available funding and is based on total round-trip mileage to and from the CLC meeting location at the current IRS rate. Delegates are encouraged to carpool to events.

CLC meetings are normally scheduled for early evening. A pre-council/chapter meeting meal shall be provided for all delegates attending said meeting. The meal cost shall not exceed the maximum single meal limit if a meal is not provided by the CLC.

Other expenses will require prior approval by the OSEA State President.

Elected officials and delegates of the CLC who are conducting business in the capacity of their elected position and not OSEA shall submit their expense reimbursements in accordance with their respective CLC Constitution and Bylaws.

910 - Member Training (Board Meeting, April 2001; Revised Board Meeting, December 2015)

In recognition that it is important for member leaders to have as much access as possible to training opportunities, and in order to allocate funds from OSEA in a fiscally prudent and fair manner, the following guidelines are established to assist the Executive Director in making decisions regarding such allocations:

1. All requests for member training will be submitted to the Executive Director. Such requests shall include the training date(s), a course description, duration and registration cost.
2. Any request for training outside that offered by OSEA shall be considered in the context of available OSEA training. (i.e., It is not likely that payment for a training course offered by Labor Education and Research Center will be approved if OSEA is capable of offering similar training in close geographic proximity within or close to the same period of time as the request.)
3. At the discretion of the Executive Director, with full consideration of funding availability, reimbursement of registration fees on a case-by-case basis may be approved.
4. In addition, the Executive Director, with the advice and consent of the Board, may authorize reimbursement for meals, lodging and other expenses. Full consideration will also be given to chapter cost sharing feasibility.

1001 - The OSEA State President shall have the use of an automobile. This vehicle shall be insured by the Association and maintained by the President; however, all costs incurred for maintenance shall be reimbursed by the Association.

1002 - Upon election of a new President, the Executive Director shall facilitate the transfer of the President's automobile within one week following the Annual Conference. (Revised Board Meeting, January 1998)

1003 - The newly elected or reelected President shall receive the keys to the car after the results of the delegates' vote on state officers.