Leadership Manual

We, the thousands of working people who are members of the Oregon School Employees Association (OSEA), AFT Local 6732, herein called “OSEA” or “the union,” proclaim these rights for ourselves and our fellow employees wherever they are employed and whatever their positions:

1. The right to be treated with dignity and respect in our employment.
2. The right to be paid a living wage and reasonable compensation for what we do.
3. The right to conduct our private lives without interference.
4. The right to participate in those decisions of our employers that affect our employment.
5. The right to be free from unlawful discrimination.
6. The right to join a labor organization and bargain collectively for our common interests without retaliation.
7. The right to have our legitimate grievances redressed fairly and without delay.
8. The right to safe and reasonable working conditions.
9. The right to retire — not in poverty, but with pride and dignity.

For ourselves and our fellow employees, we pledge to each other and to our union that we will unite in a common effort to establish and protect these rights.

OSEA, A Member’s Union

OSEA was founded in 1938 when a small group of school janitors joined together to promote their trade and provide job-related training. Today, OSEA is a member-controlled and -directed union that reflects the character and spirit of its members who are individually and collectively responsible for its identity and success.

OSEA represents employees working in Oregon school districts, community colleges, education service districts, Head Start agencies, libraries and park and recreation districts, as well as privates ector transportation, food service and custodial companies. As one of the largest labor unions in Oregon, and with the second largest membership of educational staff, OSEA is a recognized leader within the state’s labor and education communities.

The Membership

The membership of OSEA consists of secretaries; special education, instructional, English as a second language and media assistants; custodians; maintenance workers; groundskeepers; bus drivers; couriers; food service workers; nurses; teachers; physical and occupational therapists; sign language and language interpreters; campus security; braillists; print shop specialists; computer technicians; Adult Basic Skills instructors; and district office staff such as payroll and accounting clerks and bookkeepers, among many other positions. In addition to the diversity of workers represented today, OSEA has also expanded its mission and goals from those of an association to those of a fully developed labor union.

Chapters and Governance

OSEA has 140 chapters (bargaining units) statewide that are divided geographically into seven zones. Each chapter has an elected executive board of chapter officers and its own constitution/bylaws that includes the tenants of the state OSEA constitution and specifics that reflect the needs of the chapter. Delegates from each chapter are elected each year to represent their membership at the annual governance meeting called OSEA Conference. Conference delegates are part of the governing body of OSEA; they elect statewide officers and zone directors which form the OSEA Board of Directors,
and they take action on resolutions that guide the direction of the union for the coming year and beyond.

Offices and Resources

OSEA offices provide resources and support that chapters and individual members need to successfully accomplish the work of the union. In addition to the State Office in Salem, there are field offices in Central Oregon, Eastern Oregon, Eugene, Metro, North Coast, Pendleton and Southern Oregon. These offices are where you can find professional OSEA staff who are dedicated to meeting the needs of chapters and the membership.

OSEA resources are used to develop and implement statewide programs, events and activities; assist chapters and members with contract negotiations and administration, as well as organize internally and externally; and communicate effectively with members. OSEA also develops and presents union- and job-related trainings and workshops while promoting and protecting the interests of its members in the political arena in the areas of labor, education and public services funding, safety and worker rights through education, political action and lobbying.

AFT | Education – Healthcare – Public Services

In February 2008, OSEA affiliated with the American Federation of Teachers, now known as AFT |
Education – Healthcare – Public Services (AFT),  and was chartered as OSEA, AFT Local 6732. Through its affiliation with AFT, OSEA is also part of the AFL-CIO and its constituent organizations — the Oregon AFL-CIO and central labor council/ chapters (CLCs). In addition, OSEA participates collaboratively with other AFL-CIO affiliates on matters that are of mutual importance to the larger labor movement.

View resources and benefits available through AFT here.

Your OSEA Board of Directors is a group of committed members who work hard for you at the state level and represents the interests of members throughout Oregon.

The elected officers are president, vice president and secretary, all of whom shall be elected for three-year terms, and a zone director from each zone, all of whom shall be elected for two-year terms and shall continue in office until their successors are elected. The past president serves on the Board in an honorary advisory, nonvoting capacity.

Officers shall be nominated and elected during the Annual Conference. The president, vice president and secretary shall be elected in alternating odd- and even-numbered years every third year of the position term. Zone directors from Zones I, III, V and VII shall be elected in odd-numbered years. Zone directors from Zones II, IV and VI shall be elected in even-numbered years. Conference delegates elect all Board members to their respective positions.

Each zone director holds at least one zone meeting per year and all chapter leaders are encouraged to attend.

Between annual Conferences, the Board of Directors conducts the necessary business of the union according to the direction provided by Conference delegates.

Board Meetings

The Board has regularly scheduled meetings throughout the year. All OSEA members are encouraged to attend.

Board Agenda

For every Board meeting, an agenda is drawn up to permit time for all matters needing the Board’s attention. Each Board meeting also includes “Member New Business.” This agenda item is for OSEA members to propose business items that need to be addressed by the Board.

State committees provide opportunities for personal growth, new friendships and rewarding accomplishments. There are many OSEA state committees as defined by the OSEA Constitution, Article XI, listed below.

State committee members provide input and recommendations to the Board of Directors regarding different aspects of the union. These committees are governed and guided by the OSEA Constitution and Board of Directors.

During All Committee Days, committee members meet to accomplish the tasks given to them by the Board at the beginning of the year. Committee chairs attend a training prior to meeting with their committees to prepare them for the year. To join a state committee, OSEA members apply using this form; committees are filled each fall but openings may occur throughout the year.

For more information about serving on a committee, contact the state president at (800) 252-6732 or by email.

OSEA Committees

• Civil and Human Rights
• Conference
• Credentials
• Election
• Finance
• Government Relations
• Public Relations
• Resolutions/Constitution
• Scholarship

Committee Duties

Civil and Human Rights Committee: The duties shall be to inform and engage members about civil rights issues and concerns; address economic justice issues; promote respect and understanding among OSEA’s diverse membership; work toward creating a culture of inclusion; develop a strategy for increasing institutional awareness of inequity; develop informational and educational opportunities for members regarding issues of civil and human rights as related to workplace equity, political advocacy and union organizing.

Conference Committee: The Conference Committee has the responsibility of planning Conference. This shall include preparing the agenda, setting up the Conference facility and keeping members up-to-date regarding Conference preparations.

Election Committee: The duties shall be to search for members in good standing to run for positions and, if possible, each Board position shall have more than one candidate who will be voted on at Conference; and nothing herein contained shall limit other nominations from the Conference floor. The committee shall also inform all candidates for office of the approved campaign guidelines and ensure that such guidelines are consistent with the Labor-Management Reporting and Disclosure Act (LMRDA).

Finance Committee: The duties shall be to prepare and recommend an annual budget, comparative expenditure information for the two fiscal years prior to the current year, side-by-side with the budget for the current year and coming year, presented in a format similar to that of a school district budget, meaning a more detailed report for approval by the voting body at Conference. It shall audit or cause to be audited the books of the association.

Government Relations Committee: The duties shall be to support favorable legislation and oppose unfavorable legislation to the association and to make recommendations to the OSEA Board of Directors on political and legislative issues.

Public Relations Committee: The duties shall be to identify programs and activities that benefit the organization, the membership and/or the public at large. It shall also develop and implement a plan to promote and publicize such programs and activities to the membership and the public by utilizing internal and external media sources.

Resolutions/Constitution Committee: The duties shall be to receive and edit all resolutions for the current year prior to Conference, confer with and advise any committee or member regarding the effect of any proposed resolution, determine the effect of all resolutions on the Constitution and shall have the arguments pro and con on each resolution printed in the Journal.

Scholarship Review Committee: The duties shall be to review applications for scholarships and make awards to the proper applicants subject to the established guidelines.

“Government relations” is the term used to describe the political and legislative programs and activities of our union. It includes the combined political and legislative efforts of OSEA and its chapters to promote and defend the interests of labor and advocate for high quality education at the local, state and federal levels of government.

OSEA leadership and general membership advance their government relations mission and goals at the state level through the government relations office (GRO).

GRO offers members a full complement of resources that contribute to our organization’s success in the political and legislative arenas. GRO is the place to go for information and resources related to local and state candidate and ballot measure campaigns (including local measures for bonds and levies); media campaigns; political and legislative training; message development and talking points for issue campaigns; and information and positions relating to the Public Employees Retirement System (PERS), collective bargaining, education funding, state revenue and taxation, and other labor and education issues.

Member Involvement

OSEA members are involved in government relations because the decisions made by elected representatives and voters at the local, state and federal levels impact their jobs, retirement, benefits, and the quality of education and other public services in Oregon. OSEA members know that elected representatives and Oregon voters will make good decisions only if they are educated and informed about issues. That is why a strong government relations program is so important. It is all about protecting our rights and supporting a vision for an even better Oregon.

Education and Labor Advocacy Fund (ELAF)

Our government relations success depends, in part, on the financial support the general membership provides to the Education and Labor Advocacy Fund (ELAF). This fund is used to support local and state candidates and ballot measures. The contributions are voluntary and eligible for the Oregon Political Tax Credit, which potentially means it doesn’t cost members anything to support OSEA’s efforts to elect education- and labor-friendly candidates and support or oppose local and statewide ballot measures.

Chapter Government Relations Leads

Government relations leads at the chapter level help educate their chapter members about policy decision at the local and state level. Their activities may include interviewing local candidates, building relationships with local representatives, connecting with community organizations and advancing the local government relations priorities of OSEA with the citizens of the community. First and foremost, they help ensure timely, accurate and relevant government relations information reaches their chapter members.

Executive Board Composition

The chapter executive board commonly consists of the president, vice president, secretary, treasurer and the past president (who is an advisory non-voting member). Dependent upon the chapter’s constitution/bylaws, these officer positions may be combined (i.e. secretary/treasurer) or other officers such as the worksite organizer chair may be added to the executive board. Elected officers have specific functions that are stated in the chapter constitution/bylaws and standing rules (also see detailed chapter leader responsibilities in the appendix). The executive board is the chapter leadership acting in concert to manage the affairs of the chapter and officers acting individually to fulfill the responsibilities of their offices. Officers are not free agents operating independently but rather they constitute the executive board of the chapter and work collaboratively on behalf of the union and its members to manage chapter operations between general and special membership meetings.

Executive Board Meetings

The board meets on a regular basis at the request of the president or at such times and places designated by the board; the president calls a special meeting when the majority of the board requests it in writing.

Duty and Authority

The way the executive board runs the chapter determines how OSEA is perceived by the employer, the public and, most importantly, by the OSEA members and bargaining unit members that the officers represent. The executive board is subject to the orders of the chapter membership and it has the general authority to take any action that is voted on by the membership at a chapter meeting. Executive board action, however, is subject to ratification or rejection by the members at the next chapter meeting, and none of its actions can conflict with actions taken by the chapter membership. All actions taken by the executive board are reported to the membership at the next regular or special chapter meeting. Members ratify executive board actions by adopting a report or the minutes of an executive board meeting that the board submits to the chapter.

The limitation on the authority of the executive board to act on behalf of the membership between chapter meetings is that an action must conform to the requirements of the OSEA Constitution, Standing Rules, Board Policy and the local chapter constitution/bylaws. For example, the executive board cannot ratify a collective bargaining agreement or memorandum of agreement/understanding between the chapter and the employer because that authority is vested in the members. However, the board can authorize settlement in collaboration with the field representative of a grievance or delegate that grievance settlement authority. The discretion granted an executive board must be broad for the OSEA chapter to function effectively from day to day.

Common goals of an executive board are fair wages and benefits, better job security, good working conditions and dignity on the job for all classified employees.

A typical constitution/bylaws document generally describes executive board duties as follows:

• The executive board directs the affairs of the chapter in the intervals between chapter meetings. It transacts the day to day business of the chapter, sets the yearly goals and activities, approves the plans of the various committees and recommends actions to be voted on by the general membership.
• Although each officer has specific duties, responsibilities and authority, the executive board’s function is to operate the chapter consistent with state and chapter constitution/bylaws, labor laws and regulations, and with the chapter membership’s direction through standing rules or resolutions passed at chapter meetings.
• In practice, in much the same manner as the chapter defers to the executive board, many executive boards delegate some decision-making authority to members or to committees.
• Conscientious officers realize the executive board is simply an extension of the democratic membership control that allows the chapter to deal with problems arising between general meetings. Members of the executive board who keep in touch with the members are usually secure enough to make decisions that are almost certain to be ratified by the members.
• Executive board members misusing their authority by making decisions inconsistent with members’ wishes are likely to be denied reelection, recalled from office or, at the very least, be brought under stricter control by a membership vote to limit their authority.
• A chapter may develop standing rules and policy apart from its constitution/bylaws. A constitution/ bylaws committee or the executive board may develop standing rules for the chapter’s ratification. The standing rules should address chapter operating procedures among other issues that are not detailed in the chapter constitution/bylaws.

Responsibilities

In addition to the authority granted to the executive board, the board has special responsibilities to the chapter and the union. These responsibilities include:

• Becoming familiar with and following the guidance of the OSEA state board policies and constitution and the chapter constitution, and all labor laws and regulations
• Maintaining confidentiality
• Providing an atmosphere of collaboration and open communication within the executive board, with chapter bargaining unit members and OSEA staff
• Maintaining a professional working relationship with the employer
• Defining the chapter’s mission, goals and objectives; establishing priorities; and instituting plans
  to achieve the chapter’s goals and objectives each year
• Developing an annual chapter budget and evaluating other sources of income, such as fundraising
• Setting the agenda for chapter meetings (agenda template)
• Setting up a chapter communications network through chapter officers, stewards, worksite organizers, committee members and other key members in order to keep in touch with members and to preserve the practice of OSEA democratic control
• Responding to member and nonmember questions and concerns
• Ensuring any emerging representational needs and notes are conveyed to the chapter president and OSEA field representative immediately
• Monitoring employer actions that relate to contract administration and enforcement, workplace safety or those which are subject to bargaining
• Monitoring grievance timelines and activities
• Participating in bargaining successor contracts and memorandums of understanding (MOU) — Note: The terms MOU, memorandums of agreement (MOA) and letters of agreement (LOA) can be used interchangeably.
• At least one officer or designee attends every school board and budget meeting. The officer/designee reports the employer’s activities and actions to the chapter membership
• Monitoring standing and ad hoc committee activities and progress
• Organizing and participating in membership drive activities
• Establishing a program to welcome new employees within their first thirty (30) days
• Assuring the retention of all required chapter files and records (See chapter secretary section)

Chapter President Job Description

Responsible to:

Chapter members, Oregon School Employees Association

Job Description:

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

Time Commitment:

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

• OSEA leadership training
• Zone meetings
• Other as requested

Qualifications:

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

Comments:

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

Length of Service:

As determined by chapter constitution/bylaws

What Do You Do First?

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

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

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

Responsibilities

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

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

Authority

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

Abilities

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

Qualifications

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

Conducting Chapter Meetings

The chair’s responsibilities

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

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

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

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

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

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

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

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

How to Succeed as Chapter President

Leadership styles and member needs

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

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

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

Leadership functions

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

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

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

Personal Strengths and Characteristics

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

Communication

Communication defined

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

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

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

Officer communications

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

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

OSEA State Office information

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

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

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

Communicating with members — the two-way street

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

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

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

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

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

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

Delegating

Chapter vice president defined

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

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

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

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

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

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

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

Chapter Vice President Job Description

Responsible to:

• Chapter president
• Chapter members
• Oregon School Employees Association

Job Description

1. Assists the president with their duties
2. Presides over meetings in the absence of the president or when called by the chair
3. Serves on committees when appointed by the president
4. Attends all other meetings when asked by the president
5. Active voting member of the executive board
6. Performs other duties as assigned

Time Required

The time required will vary from chapter to chapter and from month to month based on the chapter size and duties to be performed.

Inservice Training

Training provided by OSEA staff for officers as requested

Qualifications

1. Leadership skills
2. Communication skills
3. Commitment to OSEA

Comments

The vice president is only a breath away from the presidency. The vice president should be someone who is willing to take on the presidential duties as required.

Length of Service

As determined by chapter constitution/bylaws

What should you do first?

As vice president of your chapter, you are an important part of the leadership team. Generally, the vice president is expected to prepare to serve the chapter as president in the future. The vice president is often elected president if they choose to run. Certainly, the vice president is to assume the role of president in an emergency if the current president is not available and to assume the office if the position becomes vacant. To prepare for both of these possibilities, the vice president should know the structure of OSEA and the services available to the membership as well as the chapter’s constitution/bylaws, board policy and standing rules.

The vice president should attend all executive board, chapter and special meetings, and serve on committees at the direction of the president.

Duties and Responsibilities

The vice president performs many duties at the direction of the president. These duties assist and strengthen the chapter. An active vice president must:

• Prepare to serve as president
• Attend all chapter and executive board meetings
• Attend other meetings as directed by the president
• Serve on all committees to which you are assigned
• Become familiar with the structure of OSEA as well as the chapter’s constitution/bylaws, board policy and standing rules
• Understand OSEA’s organization and services beyond the local chapter
• Attend OSEA events, workshops, trainings and seminars as requested

In addition, the vice president can serve the chapter with direction and permission from the chapter president by:

• Planning and arranging programs for chapter meetings (i.e., speakers, films and special interest events)
• Conducting membership drives on behalf of the chapter
• Attending school board, personnel and other meetings either with the chapter president or in the president’s place
• Assist with communication to chapter members
• Plan social events and chapter activities that provide opportunities for members to get acquainted

Prepare to Serve as President

A vice president will be much better prepared to take on the responsibilities of the presidency if they will keep in close touch with the current chapter president and give the president their support and assistance. Through good communication, the vice president will learn about existing problems, what is being done to resolve those problems and how to seek assistance for the various concerns members express.

A vice president needs to be familiar with the mechanics of conducting a meeting and with parliamentary procedures. They should know how to set up meetings, develop agendas, arrange for facilities and even know how to make coffee. The vice president should also know the president’s schedule of meetings aside from the regular chapter and executive board meetings.

The vice president should read bulletins sent from OSEA to be able to answer members’ questions about OSEA’s programs, such as those for scholarships, insurance and member benefits.

Attend Chapter and Executive Board Meetings

It is imperative that, as a chapter officer, you set aside the meeting dates on your calendar and make every effort to be present. Members expect to see their officers at the meetings.

Executive board meetings are extremely important and your attendance is necessary. Generally, the items considered at executive board meetings come before the general membership at a future chapter meeting. Voice your opinions at meetings so that the executive board can consider each item thoughtfully before bringing it before the members. Many problems or concerns can be worked out at executive board meetings so that the chapter can operate smoothly and harmoniously.

Attend Other Meetings

The president may direct the vice president to attend negotiation planning meetings, worksite organizer or steward meetings, workshops, etc. — especially when the meetings conflict with one another.

Serve On Committees

Committees help keep a chapter active and effective and are necessary to perpetuate “member control”; however, a person can give only so much time and effort. A good chapter vice president can organize committees to involve many of the members. As members become active, you can identify the future leadership and add to the people working together to make chapter projects successful.

Become Familiar with Policies and Procedures

It is wise for all chapter officers to have a copy of the chapter’s constitution/bylaws and standing rules and to know what they contain. Some of the biggest internal problems are created when officers do not follow chapter rules simply because they have not read them.

By the same token, officers must follow the OSEA Constitution, Board Policy and Standing Rules when they pertain to the chapter. The chapter president should have copies and keep it updated as new policies are developed by the OSEA Board of Directors. Do your part to see that the executive board adheres to the policies. Also, acquaint the membership with these documents so they understand OSEA’s responsibilities and activities.

Other Duties

The items mentioned in this section should be discussed with the chapter president or executive board as their direction is necessary before assuming these responsibilities.

• Membership surveys: You may want to survey members to determine the type of program or entertainment they want at meetings. There may be a special interest or need, such as a self-defense course, someone from a utility company to discuss how to cut utility costs, someone from the Internal Revenue Service to discuss preparation of tax forms, etc. Seek programs that respond to their requests. When you arrange for speakers by phone, always follow up with a confirming letter. Be sure to determine whether there is a charge for the speaker and if funds are allocated for the speaker in the budget. Some cities have speakers bureaus whose experts will talk on a wide variety of subjects without cost.
• Membership drives: Membership drives should be ongoing from year to year. They are always necessary. As vice president, your constitution/bylaws may assign to you (or you may be willing to assume) the responsibility of setting up an effective and continuous membership campaign. Materials are available from field offices and the OSEA State Office in Salem. It is much easier to gain a good contract in negotiations when the employer knows the majority of the employees support OSEA.

Chapter representation at employer board meetings is necessary to keep abreast of the employer’s actions concerning personnel and budgetary matters. The vice president can attend these meetings as the chapter’s official representative if the president directs them to do so. Anyone may attend, and a vice president should do so as often as possible, not only to be informed, but also to lend support to the president and other chapter members who attend. It is less likely bargainable items will appear on an agenda or action will be taken improperly if the chapter has a history of being present to observe the employer’s activities and to raise questions about and object to proposed actions subject to bargaining.

A vice president may accept responsibility for preparing specific communications to be sent out by the chapter reporter or secretary. They may be in charge of establishing a communication network that can be an alert system or a designated representative at each worksite who the vice president contacts regularly. Information published or shared orally with chapter members should be accurate. The vice president must be alert to the items under discussion and make sure the facts are correct. A good vice president will know who chapter members should contact with questions or problems and direct them to the proper person for assistance.

Some chapters have more than one vice president with specific duties as outlined in their constitution/bylaws and standing rules and who share duties and specific committees or responsibilities assigned each year.

Summary

The structure of your chapter and the tasks a vice president performs beyond the basic constitutional duties of the office will be up to the chapter members, the executive board and the president. There are many ways you can help strengthen your chapter. As a leader, you will want to make this year and every year the best ever for your chapter. By showing enthusiasm and performing the duties of your office, you will find others becoming more interested in what OSEA is doing. By getting others involved, you will find that you and your fellow leaders have indeed made this the best year ever for your chapter.

Chapter Secretary Job Description

Responsible to:

• Chapter president
• Chapter members
• Oregon School Employees Association

Job Description:

1. Records the minutes of OSEA chapter and executive board meetings
   1. Discussions should not be recorded — only actions
   2. Records the date, place and time of the meeting
   3. Records whether it is a regular or special meeting
   4. Records the names of the person presiding, secretary and — in small meetings — the names of those present
   5. Records main motions and whether they are adopted or rejected; names of people making and seconding the motion need not be recorded
   6. At chapter meetings, records committee chair reports
2. Reads all communications
3. Answers all correspondence requiring an answer
4. Establishes a secretary’s book so minutes become a permanent record
5. Transcribes minutes and forwards a copy to the president before the next meeting
6. Voting member of the executive board
7. Performs other duties as assigned

Time Required

The time required will vary from chapter to chapter and from month to month based on the chapter size and duties to be performed.

Inservice Training

Training provided by OSEA staff for officers as requested.

Qualifications

1. Very responsible person
2. Ability to record minutes accurately
3. Commitment to OSEA

Comments

Accurate minutes of business sessions are very important especially if questions or challenges arise. The secretary must be able to sift through information to determine what is necessary for the permanent record.

Length of Service

As determined by chapter constitution/bylaws

What to Do First

The chapter secretary is an important member of the leadership team. By performing the duties of your office effectively, you enable your chapter to better serve its members.

As chapter secretary, you are considered by the members to be a knowledgeable leader with ready answers to questions. You should learn about OSEA structure, services and assistance available to members. You are not expected to know answers to representational questions, but you should be able to direct coworkers to the worksite organizer, steward, officer or someone who can assist them. Always follow up to make sure they received help.

Your agreement to hold an office in your local chapter indicates you are proud of OSEA and want to help your chapter remain strong and active. You are an important part of your leadership team and your active and enthusiastic participation is needed.

Chapter Secretary Duties

Some secretarial duties depend upon the chapter size, the number in the bargaining unit and duties assigned by the chapter constitution/bylaws. Additional duties may be assigned by the chapter members through adoption of standing rules or duties may be delegated by the president or executive board. Larger chapters may have a correspondence secretary who receives communications and responds to them on behalf of the executive board and the chapter.

Most chapter secretaries:

• Actively participate in the decision-making functions of the executive board
• Meet with the executive board to prepare agendas for general meetings and executive board meetings
• Notify members in writing of time, date and place of general and special chapter meetings. Include the agenda for each meeting.
• Record the minutes of the executive board, general and special chapter meetings
• With the president, sign official minutes after the members approve them
• Receive and route OSEA bulletins, notices and letters to the chapter
• Keep the records and files of the chapter, including an inventory of the chapter’s equipment or furniture
• Follow the OSEA Constitution, Board Policy and Standing Rules as well as the chapter’s constitution/bylaws, policies, standing rules and parliamentary procedure
• Become knowledgeable about OSEA’s structure and services available to OSEA members and the chapter
• Attend applicable OSEA trainings
• Read communications at chapter meetings
• Respond to communications on behalf of the chapter under the direction of the executive board, president and membership

Meeting Attendance

It is important that you attend all chapter and executive board meetings. Much of the chapter’s day- to-day business is handled at executive board meetings. Items considered at those meetings generally come before the membership at future chapter meetings. Your opinions should be voiced at the executive board meeting where officers solve problems and address concerns.

Meeting Agenda

All chapter members must be notified in writing of the time, date and place of each meeting and the business to be considered. Meet with the other members of the executive board to prepare the agenda for the chapter meeting. The executive board determines whether agendas and meeting notices are distributed directly to members or published in the chapter’s newsletter.

A standard format for agendas may be developed to make sure the agenda for each meeting follows the order of business designated by the chapter constitution/bylaws or standing rules. Then officers, committee chairs and members will know what to expect and are prepared for each meeting. Click here for a chapter meeting agenda template.

To allow time for you to participate in the meeting, you can record notes on a form that follows the meeting agenda. Your form should be designed to eliminate as much routine writing as possible and to allow you to fill in the blanks with names, places, times, dates, etc. Copies of the form may be distributed at the meeting for the convenience of the members.

Meeting Minutes

When the minutes are recorded and adopted, they are the official records of the chapter. They show the actions taken by the members and serve as evidence that the chapter adhered to the state and chapter constitution/bylaws, policies and standing rules. The minutes should give an accurate picture of chapter activity and show decisions were made through a democratic process. Minutes should include at least the following:

• Date and place of the meeting
• Time the meeting was called to order
• Chapter name and number
• Name of the person presiding (the chair)
• Names of elected officers present and those absent
• A record of all motions and whether they were adopted or rejected. Withdrawn motions are not recorded
• Points of order and appeals, and whether they were sustained or lost
• Items of consensus
• Reports given
• Secretary’s name and date at the end of the minutes

Minutes should include enough information to indicate clearly the relevance of motions to the actions taken. Click here for sample meeting minutes.

Highly controversial matters can be recorded in detail. Notes taken during the discussion may be attached to the file copy of the minutes in case they are needed later. Such notes are retained for reference only and are not included in the minutes distributed to the general membership.

Your minutes should be transcribed promptly, accurately and completely. Copies of chapter minutes can be made and distributed before the next meeting and may be printed in the chapter’s newsletter only if they are clearly marked ‘unapproved copy’.

Minutes of the previous meeting should be distributed at the chapter meeting. Be sure to note on the copies that they are unapproved minutes of the previous meeting. You then read the unapproved minutes, and members may correct them before approving them. After they are approved and signed by the president and secretary, they become official minutes. The official minutes are then filed with the minutes of previous meetings.

Special Chapter Activities

In addition to chapter meeting notices and agendas, many chapter secretaries prepare notices, bulletins and announcements of special chapter activities. These communications may be prepared by the chapter reporter or by the secretary and reporter together.

Correspondence

Letters of invitation to speakers, guests, retirees, scholarship recipients and others are often prepared by the secretary on behalf of the chapter. Official chapter communications to the employer, personnel and school board are often prepared by the secretary.

General Information

OSEA often sends general information to the chapter secretary. After the information is announced and the suggested action taken, the information should be filed with the chapter records. All general information contains instructions regarding required action.

Recognition and Remembrances

You may also be asked to send appropriate cards to members, although in some chapters a sunshine or social committee sends cards.

Chapter Records

Every chapter should maintain a central file for records and should include at least the following:

• Copies of the bargaining unit contract
• Minutes of negotiations
• Grievance records and their resolution
• All other records of representational matters
• Correspondence
• Chapter meeting minutes
• OSEA Constitution, Board Policy and Standing Rules as well as the chapter’s constitution/bylaws, policies and standing rules
• State information
• Education and training manuals
• Copies of the employer’s rules, policies and regulations
• A copy of Robert’s Rules of Order Newly Revised should be in the file and available at each meeting

Chapter Files

Filing systems

Many chapters literally work out of cardboard boxes and car trunks, and as a result, vital information and records are often lost or unavailable when they are needed. Unfortunately, there is no filing system. Often, even chapters that have a simple filing system have no plan for transferring information or disposing of inactive records. Remember, some materials have only immediate value, some are needed for one to five years and others (such as your chapter charter, chapter minutes and negotiation notes) have a permanent value and should never be destroyed.

The president or executive board should decide who will receive, route to appropriate officers and committee members and file chapter mail. In some chapters, this would be the chapter secretary, while in others, duties may be split between the chapter secretary and a correspondence secretary. Some chapter presidents may receive the mail and then direct it to the secretary for routing and filing.

Regardless of the distribution system in your chapter, each document and piece of correspondence should be evaluated by asking: 1) What purpose does this serve? and 2) How long should it be kept to serve that purpose? If items are carefully analyzed and coded before being filed, you should be able to eliminate the outdated material.

Equipment

To organize chapter files, the chapter should invest in several three-ring binders, a file cabinet and file folders. If the chapter cannot afford a metal file cabinet, heavy duty cardboard file boxes are available at a reasonable price.

What to keep

OSEA information is generally received by the chapter president and secretary. The information outlines the action to take and any deadlines. OSEA information should also be routed to members of the executive board.

Although OSEA information is not necessarily permanent, we suggest it should be kept for two years. Before destroying information that may be outdated, review and, if it is of continuing value, transfer it to an appropriate file folder or binder.

Other material, documents, correspondence, handbooks, manuals, pamphlets, etc., should be filed in folders or three-ring binders and kept in one place after being routed to the appropriate people in the chapter.

Filing Categories

The following categories should provide the beginning of a good basic filing system. Note the duration items should be maintained.

Permanent Records

Notes and documents relating to bargaining unit recognition and certification, unit modification or decertification activity are permanent records and should never be destroyed. Notes and documents relating to negotiations and grievances are also permanent records and should never be destroyed.

Chapter Treasurer Job Description

Responsible to:

• Chapter executive board
• Chapter members
• Oregon School Employees Association

Job Description

1. Meet with incoming president and outgoing treasurer to transfer books
   1. Set up an account in the chapter’s name (e.g., OSEA Chapter 1 Eugene) with Columbia Bank if not already established; the account is tax exempt under the OSEA State Office EIN (Employer Identification Number); contact the OSEA State Office for any assistance
   2. The president and treasurer should be the authorized account signers
   3. Contact the OSEA State Office for assistance in transitioning officer account signers or establishing a new account with Columbia Bank
2. Receive and record all money for the chapter in the chapter checkbook/ledger
3. Pay all chapter bills as authorized by the chapter; maintain records of each transaction, including copies of invoices and a description of the purpose of each invoice
4. Keep and maintain an accurate accounting of all chapter funds; transactions should be recorded at the time of occurrence
5. OSEA State Office will receive the chapter bank statement from Columbia Bank, reconcile the account and send copies of the bank statements and reconciliation reports to the chapter executive board. Review and discuss the statements and reconciliation reports with the chapter executive board at the time of receipt from the State Office.
6. Keep an up-to-date record of the members’ dues
7. Provide a copy of the membership list monthly to the president and worksite organizer/membership chair
8. Attend the executive board and chapter meetings and prepare a written report on the chapter’s account for each meeting (click here for a sample report) including an oral explanation of each expense and receipt
9. Active voting member of the executive board
10. Maintain copies of the bank statements and reconciliation reports received from the OSEA State Office

Time Required

The time required will vary from chapter to chapter and from month to month based on the chapter size and duties to be performed.

Inservice Training

Training provided by OSEA staff for officers as requested

Qualifications

1. Ability to balance a checkbook and calculate chapter budget; budgets will vary in complexity depending on the chapter size
2. Commitment to OSEA

Comments

The treasurer is the keeper of chapter funds. The treasurer’s integrity must be beyond reproach.

Length of Service

As determined by chapter constitution/bylaws

What to do first

The chapter treasurer is the chief financial officer and adviser to the chapter executive board and members. The following suggestions are intended to assist the treasurer in their duties:

• In setting up checking or savings accounts, use the chapter’s name and not an individual (e.g., OSEA Chapter 800 Bremerton).
• In most cases, it is recommended to have no more than one checking account and one savings account. This keeps the financial recordkeeping much simpler.
• Two signatures are recommended on all accounts.
• The executive board will receive copies of the chapter bank statements along with reconciliation reports form the OSEA State Office. The executive board (president, vice president, secretary and treasurer) should all review the statements and reconciliation reports upon receipt. Transactions should be recorded at the time of occurrence in order to maintain an accurate record of chapter finances. Copies of the bank statements received from the OSEA State Office should still be reconciled to the chapter records. Once reviewed against the chapter record with the executive board, the executive board should initial the reconciliations report and bank statements.
• Prepare a yearly budget in collaboration with the executive board
• Prepare monthly reports based on the monthly bank statements and reconciliation report for reporting to the membership at chapter meetings. The treasurer has the responsibility of keeping members informed of the expenditures of their dues dollars. Click here for a sample monthly report. The report should describe the purpose of each expenditure and how it relates to chapter business.
• Provide a yearly recap of expenditures and income
• The chapter should establish a finance committee to audit the records each year and to assist in establishing the chapter budget. The committee will also help ensure accountability to the membership in the handling of chapter funds. If the chapter is unable to develop a committee for internal review, the chapter can request an audit from the State Office.
• It is recommended that all monies go through the checking account. When money comes in from any source, deposit to the checking account and then issue checks or transfer funds to the savings account, as necessary. When withdrawing money from the savings account, transfer to the checking account and then issue checks. This method ensures there is a record of all transactions and no cash payments. The use of debit cards is not recommended as it is difficult to track the purchases or which authorized person made the purchase.
• The chapter should keep a detailed record of each expenditure made from the chapter account. The expenditure should be made by check and not cash or debit charge. A copy of the check is recommended to confirm who it was written to and who signed. The expenditure should have an accompanying invoice or receipt. Lastly, the treasurer should attach a detailed explanation of what the expenditure was for and how it relates to chapter business. This will help with preparing monthly reports to the chapter, developing annual budgets and assisting future
  treasurers.
• It is essential to comply with OSEA Board Policy regarding the Labor-Management Reporting and Disclosure Act (LMRDA) by maintaining your account through Columbia Bank as a subsidiary of the OSEA State Office. The OSEA State Office is then able to review and report the chapter finances within the OSEA state financial statements and LM4 submitting monthly reports to the OSEA State Office. (Click here for a sample form.)

Chapter Report of Receipts and Disbursements

Disbursements

For each expense, a receipt or expense voucher should include the following information and must be retained in your chapter records:

• Date expense or voucher received
• Check number (make a copy of the check to attach with the invoice)
• Date paid
• Amount paid
• Purpose and description of the expense (what it is for and how it relates to chapter business)
• Approval signatures (chapter treasurer or chapter president)

Additionally, disbursements will need to be identified as either chargeable or nonchargeable expenses. Chargeable disbursements are expenses used to implement OSEA’s duties as the exclusive bargaining representative for members and fair-share-fee payers (or nonmembers). These include costs of bargaining, grievances, contract administration and representation, union governance and other matters affecting terms and conditions of employment.

Nonchargeable disbursements are expenses not directly related to OSEA’s representational duties. Ideological, political and lobbying activities are nonchargeable. Charitable contributions, scholarships and member-only benefits are also nonchargeable.

“Chargeable” and “nonchargeable” are legal terms that determine which expenses fair-share-fee payers can be required to pay and which expenses they cannot be required to pay within the dues structure. OSEA, with our auditors, will determine the overall chargeable portion. Chapters will not be required to do anything more than report their expense totals in each category.

Your members have a right to know how their dues dollars are expended. You should make available at chapter meetings a copy of these reports and any other financial information requested by your members, including lists of all itemized income, expenses and account balances. The chapter treasurer should be detailing each transaction made to the membership at each chapter meeting.

Your chapter should establish a finance committee to periodically review your reports and records and to add another level of assurance to your members of the accountability of their dues dollars. It is recommended that the chapter have an outside audit completed every one to three years.

Chapter funds, as all funds, may be subject to audit for several reasons outlined in the Labor-Management Reporting and Disclosure Act (LMRDA). Some of these reasons include: Chapter funds are member funds and need to be disbursed in accordance with chapter member authorization; and records of such disbursements and receipts must be properly maintained. Proper accounting and disclosure practices should eliminate any potential misappropriation of funds.

Records to be maintained by the chapter

You must maintain permanent files of your financial records for at least seven years. It is important to document every expense. A paper trail of each item is the best way to assure accountability of our members’ dues dollars.

• Bank account reconciliations and statements received from the OSEA State Office should be reviewed and reconciled by the chapter treasurer and executive board
• Documentation to support the amounts reported (receipts and disbursements) should be provided to the executive board at the time of review

OSEA will spot check, on a random basis determined by sound accounting principles, the original chapter documentation from time to time. Keep all originals in a safe location known to all chapter officers.

Chapter expense and receipt tracking to reconcile against bank statements and reconciliation reports:

Examples of chargeable and nonchargeable expenses for including in the detail expense sheet

1. List each expense with an explanation as well as if it is chargeable or nonchargeable. Some examples of chargeable chapter expenses are:
   • Expenses (food, travel, supplies) for negotiation teams or any other management committees, chapter meetings, chapter officers, worksite organizers, grievance committees, contract ratification and similar meetings
   • Supplies for basic union operations and governance, such as paper, pens, notebooks, checkbooks and similar supplies
   • Costs of running union elections
   • Costs involved in grievance procedures or other procedures protecting employee rights
   • Advertising the union’s position on matters relating to contract bargaining and terms and conditions of employment, including costs of taking issues to school board meetings
   • Defending the union against raids
   • Chapter informational newsletters
   • Social activities open to members and nonmembers
   • Membership recruitment and chapter building costs
   • Conference expenses
2. List each chapter expense for the month that are nonchargeable. Some examples of nonchargeable chapter expenses are:
   • Scholarships and gifts
   • Member-only benefits
   • Voter registration, political campaign expenses
   • Charitable contributions
   • Political or ballot measure support
   • Lobbying
   • General public event support or participation

Note: This list of chargeable and nonchargeable expenses should answer most of your questions on how to divide your chapter expenses; however, if you have any doubt, call the director of fiscal operations at the OSEA State Office for advice.

Certification

The best practice is to have the executive board (president, vice president, secretary and treasurer) all initial each report: detailed expense and receipt report list completed by the treasurer, bank statement and reconciliation report received from the OSEA State Office. Having the executive board initial will help protect the treasurer, executive board and chapter members by confirming several points of review over the chapter finances.