ARTICLE I – Dues/Fair Share Fees
- 1.1 Members shall pay local dues/fair share fees in addition to the state dues/fair share fees.
- 1.2 Local dues/fair share fees shall be determined by a 2/3 vote of the members present at a duly-called meeting.
- 1.3 Current per capita dues/fair share fees are one dollar and fifty cents ($1.50) per month worked.
ARTICLE II – Officers
- 2.1 Officers and responsibilities
- 2.1.1 President - The president serves as the leader and advisor to the chapter and is the official spokesperson of the chapter. The president serves as the chairperson of the executive committee, chairs all meetings, appoints such committees as are necessary and serves as an ex-officio member of all committees with the exception of the elections committee. The president also assumes any other such duties as are required. The president shall turn all correspondence and other materials and equipment of the office over to his or her successor.
- 2.1.2 Vice-President - The vice-president serves on the executive committee and assumes all such duties as required by the president. The vice-president assumes the duties of the president in his or her absence or when called upon by the chair to do so and assumes any other such duties as are required. The vice-president serves as chairman of the worksite organizers committee. The vice-president will assume the duties of the president for the remainder of the term should the office become vacant. The vice president shall turn all correspondence and other materials and equipment of the office over to his or her successor.
- 2.1.3 Secretary - The secretary serves on the executive committee and accurately records the minutes of all chapter meetings and executive committee meetings. The secretary assists the president in communication as needed and holds all digital records in safekeeping. The secretary shall keep all committee membership lists up-to-date and be able to provide them upon request. This listing shall be made available to all members. The secretary will assume the duties of the treasurer in his or her absence and assumes any other such duties as are required. The secretary shall turn all correspondence, records and other materials and equipment of the office over to his or her successor.
- 2.1.4 Treasurer - The treasurer serves on the executive committee and prepares and maintains an accurate digital record of each member of the chapter including name, address, membership, date admitted to the chapter and dues payments. The treasurer receives and distributes all monies of the chapter and keeps an accurate digital record in safekeeping. The treasurer serves as chairman of the finance committee and works with them to create a proposed budget that will be voted on at the first chapter meeting of the new school year, prepares regular financial reports to be distributed at each chapter meeting and prepares an end-of-the-year financial statement to be submitted at the final chapter meeting of the year. The treasurer shall turn all correspondence, bank statements, electronic data and other materials and equipment of the office over to his or her successor.
- 2.2 Term Limits
- 2.221 Officers serve one-year terms and shall be limited to three consecutive terms in any one position. Individuals who have reached the three-term limit may then choose to run for a different office.
- 2.2.2 No matter how many years served, after vacating office, the past president shall not serve in a voting executive office for a period of one year, but may be called upon to act in a non-voting advisory capacity during that year. After this one-year time period the past president may run for executive office again.
- 2.2.3 An officer’s year begins when they’re installed. Time spent filling a vacancy will not be counted toward their term limit.
- 2.3 Recall of Officers
- 2.3.1 Any officer may be recalled from office upon 3⁄4 secret ballot vote of the members present and voting at a meeting called for the purpose of a recall action.
- 2.3.2 A recall may be initiated by a petition of thirty percent (30%) of the members or by 3⁄4 of the Executive Committee. The petition shall state the specific reasons for the recall and shall be presented to the Executive Board and to the officer subject to the recall action.
- 2.3.3 Upon receipt of the petition, the Executive Board shall schedule a special meeting to be held not less than fifteen (15) days nor more than thirty (30) days following its receipt. At this meeting the charged officer shall be afforded the opportunity to rebut the charges and the secret ballot vote shall be conducted.
- 2.3.4 Notice of this meeting shall be sent to the membership no less than ten (10) days in advance of the meeting and shall include the date, time and location of this meeting.
- 2.4 Vacancies
- 2.4.1 Resignations should be submitted to the Executive Committee in writing.
- 2.4.2 A vacancy of the office of president shall be filled by the vice- president.
- 2.4.3 For vacancies in the offices of Vice-President, Secretary or Treasurer, the executive committee shall notify the membership at least fifteen (15) days in advance of a special chapter meeting where a special election shall be held. Such notice shall include the date, time and location of this meeting.
- 2.4.4 At the special chapter meeting nominations shall be accepted from the floor to fill the vacant office. Persons nominated for any office must be present or have a signed statement that they accept the nomination.
- 2.4.5 Voting shall be by secret ballot and shall take place at the meeting. Results shall be decided by a simple majority of those present and voting at the meeting.
ARTICLE III - Committees
- 3.1 All committees report to the Executive Committee except where stated otherwise.
- 3.2 Standing Committees serve from their appointment till the new executive committee takes office, except where stated otherwise. Their names and duties are as follows:
- 3.2.1 The Executive Committee shall: Consist of the four elected officers. Recognize its responsibility to ensure adherence to legal standards and ethical norms. Not violate any provision of the chapter constitution and bylaws. Not misappropriate, embezzle or improperly or illegally use chapter funds. Make all decisions about Chapter operations and the use or disposition of assets solely in terms of the benefits to the chapter and its general membership and are not influenced by any profit or other personal benefit to the individuals affiliated with the Chapter who take part in the decision. Hold ethics, integrity, fairness and concern for the Chapter’s welfare as the guiding standard for actions of the Executive Committee. Make every effort to remain on good working terms with administrators, district office personnel and school board members. Be accountable and transparent in and regarding every action. Follow standard bookkeeping practices. Have the right to convene committees as needed.
- 3.2.2 The Worksite Organizer Committee shall: Be appointed by the Executive Committee with the advice and consent of the employees represented and have at least one but not more than three members from each site represented. Distribute OSEA information and membership packets to new employees and provide multiple opportunities for fair-share members to join OSEA. Distribute written Chapter communication. Distribute, receive and track ballots during on-site elections. Inform the Executive Committee of classified employee problems and concerns. Attend Chapter meetings. Maintain the Chapter OSEA information boards at each worksite. Coordinate with the executive board and with designated committee members when necessary to gather information, facilitate committee action, or whatever else is for the common good. Ask for additional support from the employees at their site when necessary.
- 3.2.3 The Finance/Budget Committee shall: Be appointed by the Executive Committee and have no more than five members. Ensure audits are performed annually – an internal audit performed on even years by a specially-appointed auditor and an external audit performed on odd years by the OSEA State Office. Prepare a proposed budget to be ready at the start of June for approval by the chapter at the next chapter meeting.
- 3.2.4 The Elections/Ballot Committee shall: Serve from January to December of the same calendar year. Be appointed by the Executive Committee and have no more than five members. Prepare ballots. Work with Worksite Organizers to determine where to keep ballot boxes and establish voting times. Count ballots and pass ballots and results on to Executive Committee. May be called upon for special elections.
- 3.2.5 The Sick Leave Bank Committee shall: Consist of the President and one other employee appointed by the President. (Refer to contract for how to apply for additional sick leave.)
- 3.2.6 The Reclassification Committee shall: Consist of the President and one other employee appointed by the President. (Refer to contract for how to apply for reclassification.)
- 3.3 Special Committees are appointed for a short time and for a specific event or purpose and disbanded immediately afterward. Their names and duties are as follows:
- 3.3.1 The Negotiations Committee shall: Be chaired by the President. Be appointed by the Executive Committee from a pool of volunteers solicited by the Executive Committee. Develop a negotiating package from information obtained from the membership and with assistance from the OSEA Field Representative. Have no more than two representatives from the following classifications whenever possible:
- Bookkeeper, Secretary
- Instructional Assistants
- Nutrition Services
- Payroll/Accounts Payable, CREST Coordinators
- Information Technology Specialists, Performing Arts Technician
- 3.3.2 The Negotiations Team shall: Be selected from the members of the Negotiations Committee to represent the classified employees in negotiating with District representatives. Have no more than 7 members. Be chaired by the President. Contain the rest of the Executive Committee members whenever possible – they shall be offered the right of first refusal for the first four positions. Be otherwise populated by the Negotiations Committee using whatever method they choose. Accept the contract on a tentative basis and present the proposed contract to the membership for approval. (Once the members have voted to accept the contract as negotiated the School Board will vote to formally ratify it.)
- 3.3.3 Ad hoc Committees shall: be called together as needed. Be appointed by the Executive Board. Have no more than 9 members.
ARTICLE IV - Election Procedures
- 4.1 Nominations for officers and conference delegates shall be made from the floor at the scheduled March meeting. Persons nominated for any office must be present or have a signed or emailed statement that they accept the nomination. The Executive Committee shall notify the membership of the pending election no less than fifteen (15) days in advance.
- 4.1.1 Officers shall be determined by those candidates for office that receive a majority of votes cast in the election for a given office. In the event no one candidate does receive a majority of votes, such candidates shall have a runoff election between the two receiving the most votes cast for that office.
- 4.1.2 Conference delegates shall be determined by those candidates who receive the most votes cast for available delegate positions.
- 4.1.3 Elections shall be completed in the month of April and the results sent to the membership.
- 4.1.4 Officers shall be installed at the May meeting and shall assume office at that time.
- 4.2 The election of officers and delegates shall be by secret ballot by whatever method the Elections Committee chooses.
- 4.3 The voting window shall be determined by the elections committee.
- 4.4 An opportunity prior to every election shall be provided in order for new members to sign up.
- 4.5 Should ballot boxes be used for the election, secure voting stations will be set up in multiple locations.
ARTICLE V - Meetings
- 5.1 No fewer than five business meetings shall be scheduled: one before the first day of school; October; January; March and May. Specific dates and locations shall be provided at the first meeting of the year. Additional meetings shall be called by the Executive Committee as necessary.
- 5.2 In order for business to be conducted there must be a minimum of 14 members in attendance. Three of the four executive officers must also be in attendance, but they count toward the required 14.
- 5.3 The following shall be available to all members at each meeting:
- The Constitution
- The Bylaws
- Annual Budget
- Robert’s Rules of Order and/or Basic Parliamentary Procedures
ARTICLE VI - Conference
- 6.1 Conference delegates, except those who have been designated as automatic delegates, shall be elected from among the members of this chapter. The Executive Committee shall determine the actual number of delegate positions to be filled, not to exceed the maximum allowable under the OSEA State Constitution (10), based on available funding and resources.
- 6.2 Officers elected in April are automatic delegates.
- 6.3 Nominees not elected to be delegates and who have received votes will be considered alternates. Alternates will be called upon to fill vacancies according to the number of votes received.
ARTICLE VII - Practices/Procedures
- 7.1 Records
- 7.1.1 The chapter secretary shall complete meeting minutes in detail soon after completion of the meeting.
- 7.1.2 All chapter financial records, meeting minutes and other documents shall be maintained for no less than seven years.
- 7.2.1 All expenditures under $500 not already approved of in the budget must be approved by 3⁄4 of the Executive Committee prior to payment.
- 7.2.2 Expenditures of $500 or over not already approved of in the budget must be approved by 2⁄3 of those present at a duly-called chapter meeting.
- 7.2.3 All Expenditures will have appropriate documentation explaining what was purchased/reimbursed/itemized, who purchased or reimbursed, where it was and how or why it relates to chapter business.
- 7.2.4 All expenditures and receipts will be recorded on the check ledger at the time they are spent/written or deposited.
- 7.2.5 The chapter president and treasurer will reconcile the monthly bank statement by using an Excel Spreadsheet or other accounting software using chapter-provided equipment.
- 7.2.6 The chapter treasurer shall report all receipt and expenditures for the time period between chapter meetings at each meeting.
- 7.2.7 All chapter finances shall be audited by an outside entity at least once every two years.
- 7.2.8 The chapter will reimburse members at the IRS mileage rate when a reimbursement request form is submitted that includes the locations traveled and how it relates to chapter business. The chapter will not reimburse for the purchase of fuel.
- 7.2.9 The chapter will not provide debit cards, but may reimburse chapter-related expenses following the receipt of appropriate documentation and, in some cases, may need prior approval from another executive board member.
- 7.2.10 The chapter will be the custodian of all accounts that are pulling funds from the chapter bank account, such as a wireless phone charge. There will not be any personal accounts tied to the chapter account which could result in personal benefit, rebates or rewards at the expense of the chapter.
- 7.2.11 All reimbursements must be submitted with the appropriate forms and documentation. The final decision of payment for reimbursements lies with the Treasurer.
ARTICLE VIII - Communications
- 8.1 Website
- 8.1.1 The chapter shall maintain a web presence that will have the following pieces of up-to-date information.
- Chapter Officers - including contact information.
- Who should I contact and when?
- Worksite Organizers (Formerly known as Building Reps)
- Chapter Constitution and Bylaws
- Current Contract
- Approved meeting minutes
- Monthly Financial reports
- Calendar of meetings and events
- A link to the OSEA Website
- Chapter newsletters, if any
- 8.2 Phones
- 8.2.1 The chapter shall provide a phone to the President to be used for chapter business only.
- 8.2.2 The Executive Committee shall manage the account.
- 8.2.3 Model, carrier and cost shall be detailed in the annual proposed budget.
ARTICLE IX - Amendments and Authority
- 9.1 All motions to amend the bylaws shall be provided in writing to the Executive Committee. The Executive Committee shall notify the membership no less than fifteen (15) days prior to a duly called meeting.
- 9.2 Amendments shall be adopted by a 2⁄3 vote of the members present and voting at that duly called meeting.
- 9.3 The authority of procedure shall be Robert’s Rules of Order, Revised, where specific conditions are not provided within these Bylaws.
Adopted May 21, 2016
Amended April 3, 2017