Executive Board Members’ Duties

CHAIR: The President (Chair in sub-locals) shall preside at all meetings of the Union; sign all Orders other than those on the Treasury, when directed by the Union or the Executive Board; and appoint all Committees not otherwise provided by the Constitution and By-Laws. Appointment to Committees shall be upon advisement by the respective Committee as to their recommendations for membership.

VICE-CHAIR: The First Vice-President (Vice-Chair in sub-locals) shall preside at all meetings of the Executive Board. The First Vice-President shall perform the duties of the President, in the absence of the President, and in the case of death or resignation of the President, shall perform the duties of the office of President until a successor is elected. The First Vice-President shall also preside at Union Meetings when called upon by the President and shall render such other assistance and perform such other duties as the Executive Board or the Union may direct.

SECRETARY: The Secretary shall:

a. keep a correct full and impartial account of each meeting of the Union and the Executive Board and Executive Committee;

b. be responsible for the maintenance and safe preservation of the Minute Books;

c. attend all meetings, Regular, Special, Executive Board, Executive Committee and any other that may be called by the appropriate authority;

d. maintain proper and adequate files, documents, and other property of the Union entrusted to the office of Secretary;

e. write all letters and answer such communications as the appropriate authority may direct; and

f. perform the duties (when able) of the office co-ordinator in the absence of the office co-ordinator.

TREASURER: The Treasurer shall:

a. at all times comply with the Administrative and Financial Policies established by the Union;

b. keep all financial accounts of the Union and maintain correct and proper records of the membership of the Union;

c. sign all orders on the Treasury of the Union, when directed or authorized by the Union or the Executive Board;

d. receive all initiation fees, dues, assessments and fines from the members of the Union, and shall receive such other monies due and payable to the Local Union; and shall thereupon deposit such sums in the name of the Canadian Union of Public Employees, Local 402 (Surrey City) in such Chartered Bank or Credit Union as the Executive Board may direct;

e. pay all bills and accounts sanctioned by the Union, by cheque;

f. make or cause to be made a report on the financial standing of the Union at each Regular General Meeting;

g. submit the books, records and accounts to the Trustees quarterly for Audit, together with such other documents and statements that will assist the Trustees in the Audit and verify the accuracy of the Union financial accounts and standing;

h. be properly bonded with a faithful performance of duty bond by a Bonding Company and such bond shall not be less than Ten Thousand Dollars ($10,000.00). Any Treasurer who cannot qualify for a bond shall immediately be disqualified from their office and the Local shall proceed with the election of another Treasurer; and

i. chair the Finance Committee.

TRUSTEES: The Trustees shall:

a. ensure that the Treasurer has adhered to the Administrative and Financial Policies established by the Union;

b. audit the financial records and accounts of the Union semi-annually and shall exercise general supervision over the property and assets of the Union;

c. report to the Union, at the meeting following such Audit, on the condition of the funds and accounts; the number of members in good standing, the number of members initiated, expelled or suspended, admitted or withdrawn during the period of such report, together with such other information as they may deem necessary and essential for the efficient, good and honest administration of this Local Union; and

d. elect a Chairperson from their members, who shall co-ordinate their activities and shall forward all reports to the membership.

CHIEF SHOP STEWARD: The Chief Shop Steward shall:

a. chair the Shop Stewards’ Committee and sit on the Grievance Committee;

b. direct the gathering of all pertinent information relative to Grievances and process the Grievances through the initial stages of the procedure contained in the appropriate Collective Agreement;

c. work in liaison with the Second Vice-President regarding all Steward and grievance matters; and

d. perform such duties and carry out such functions as the Executive Board may direct.

SHOP STEWARDS: The Shop Stewards shall:

a. gather all pertinent information relative to Grievances and process the Grievances through the initial stages of the procedure contained in the appropriate Collective Agreement;

b. take those measures necessary to ensure that the provisions and conditions of the Collective Agreement are upheld, and notify the Executive Committee of any apparent violations;

c. familiarize the members of their rights, privileges and obligations, as such matters relate both to this Constitution and By-Laws and the Collective Agreement(s);

d. know thoroughly the Collective Agreement(s), Constitution and By-Laws, Rules of Order, and work for their enforcement both on the job and at meetings of the Union;

e. whenever possible, meet with all new members in their department or section and keep all members advised of the time, date and place of all Union meetings; and

f. actively encourage all members to attend meetings of the Union.

MEMBERSHIP OFFICER: The Membership Officer shall:

a. chair the Membership Officer Committee;

b. take charge of the door of the General and Special Meetings of the Local Union and shall prevent members not in good standing and other unauthorized persons from entering the meeting; and

c. shall perform such other duties and carry out such functions as the Executive Board may direct.

COMMUNICATIONS EXECUTIVE: The Communications Executive shall:

a. compile, edit, and produce the Local’s newsletter;

b. maintain the Local’s website;

c. ensure that there are union bulletin boards on all worksites and ensure that all information on the bulletin boards is current;

d. produce leaflets or other informational material as required from time to time by the Local;

e. chair the Communications Committee; and

f. perform such duties and carry out such functions as the Executive Board may direct.

MEMBERS-AT-LARGE: The Members-at-Large shall:

a. sit on a minimum of two committees, serving as the Chair of one committee; and

b. perform such duties and carry out such functions as the Executive Board may direct.