Board Policy - OCSEA

Board Policy 

As Adopted by the 

Board of Directors 

Policy Number: 1 

Policy Name: 

Expense Policy 

Effective Date: January 1, 2012 

I. In State Travel Expenses: 

All members of the Board of Directors shall be reimbursed 

for travel which is authorized and necessary for the conduct 

of official OCSEA Business. 

A. Authorized travel includes, but is not limited to: 

1. Round trip travel for attendance at all Board of 

Directors meetings and special committee meetings. 

2. Round trip travel for attendance at assigned 

chapter, district council and assembly meetings 

and other meetings if requested by the subordinate 

body and/or the OCSEA President. 

3. Round trip travel for attendance at OCSEA’s, 

AFSCME’s and AFL-CIO’s convention. 

4. Round trip travel to any other function when 

properly approved and/or assigned. 

5. If it is discovered that a member of the State 

Board of Directors or any subordinate body member 

is receiving mileage reimbursement from both OCSEA 

and a subordinate body of OCSEA to attend the same 

function, OCSEA will recapture these expenses from 

future mileage reimbursements. All such incidents 

will be referred to the OCSEA Secretary-Treasurer 

who will decide whether or not further action is 

necessary. 

B. Excluding the State Officers and State Board Members 

attending his/her respective Assembly meeting, no 

member of the Board of Directors will be reimbursed for 

travel outside his/her OCSEA district or the state 

without prior approval from the President, followed by 

written approval. Reimbursement will be paid only for

actual expenses incurred for outside district or state 

travel. (State board meetings, specific state 

committee meetings, special recruitment meetings and 

assembly meetings.) 

C. Excluding the state officers, mileage shall be paid to 

any member of the State Board of Directors who is 

required to travel to attend assigned chapter, district 

council, assembly and district grassroots committee 

(DGC) meetings in their district at the current 

allowable IRS rate for mileage. This includes travel 

to his/her own chapter, district councils, assembly and 

district grassroots committee (DGC) meetings in their 

district. 

D. If more than one Board member travels to the same event 

in the same vehicle, only one member shall be entitled 

to mileage reimbursement. Mileage is for the use of a 

personal vehicle or common carrier and payable to only 

one individual in the vehicle on the same trip. 

II. Room and Board expenses shall be reimbursed as follows: 

A. Lodging expenses shall be reimbursed when traveling on 

authorized (approved by the President) OCSEA business. 

Reimbursement will be authorized for reasonable cost of 

lodging provided that receipts are submitted for actual 

lodging costs. The option to stay at a hotel or go home 

is at the individual Board member’s discretion. 

B. When OCSEA makes arrangements to prepay or provide for 

direct billing of hotel accommodations for Board 

members, sufficient notification to cancel must be 

given to either OCSEA or the hotel, to avoid payment of 

such expense. If the Board member fails to timely 

cancel the reservation, he/she will be responsible for 

the reimbursement of any cost to OCSEA. Such expenses 

will be deducted from future expenses, which may 

include mileage, per diem, and/or wages. In the event 

of an emergency, the President shall decide if OCSEA 

will bear the cost of any room reservations made. 

C. Out-of-State Travel Expenses: Whenever the President or 

Board authorizes out-of-state travel by a member of the 

Board of Directors, commuting expenses will be 

reimbursed at the lesser of: (1) the lowest available 

coach air fare at the time travel is authorized; or (2) 

mileage at the current allowable IRS rate for mileage. 

If more than one Board member travels to the same event 

in the same vehicle, only one member shall be entitled

to mileage reimbursement. (The President may authorize 

additional lodging expenses when this will reduce 

airfare costs to the extent that an overall savings in 

travel expense is achieved.) 

D. Members of the Board of Directors will be reimbursed 

for meals away from home, which are necessary in the 

course of official union business and which are 

approved by the Finance Committee and accompanied by 

adequate receipt. Meal expenses will be paid at the 

appropriate IRS rate. No alcoholic beverages are 

reimbursable. Meal eligibility will be determined by 

the period of travel away from home for union business. 

Breakfast allowance will be paid when travel and/or 

conducting union business prior to 8:00 a.m.; lunch 

allowance will be paid when travel and/or union 

business occurs between the hours of 11:00 a.m. and 

2:00 p.m.; dinner allowance will be paid when travel 

and/or union business occurs after 4:00 p.m. Expenses 

shall be paid for Board of Directors members only. If 

the meals are considered taxable by IRS guidelines, the 

meals will be taxed on the next payment of release time 

the Board member receives. 

E. When a per diem check is issued to cover meal expenses 

to an authorized OCSEA function and the Board member 

fails to attend that function, the check or the 

equivalent amount shall be returned/reimbursed to OCSEA 

within five business days from the date of the 

scheduled event. 

III. Miscellaneous expenses shall be reimbursed when authorized 

and provided that appropriate receipts and/or explanation of 

expenses accompany the expense report. 

A. Other activity expenses or expenses due to unforeseen 

circumstances must have approval from the President and 

then presented to the Finance Committee by the 

Comptroller for recommendation to the Board. 

B. Telephone Calls: 

1. Telephone calls shall include the name of the 

person called. Failure to identify the names of 

persons called will result in either delay in the 

payment of the reimbursement or the bill not being 

reimbursed at all. Whenever possible, the 1-800 

line both incoming and outgoing should be used. 

Whenever polling the Board the 1-800 line should 

be used.

2. Board members shall be allowed calls to their 

homes while away on union business. Such expense 

will not exceed $5.00 per day. 

3. Board members shall be reimbursed the cost 

associated with a cell phone (lease and service) 

at a cost not to exceed $50.00 per month, upon 

receipt of a cell phone bill which reflects the 

cell phone number or account number, month of 

billing and the total amount of the bill. 

4. Board members shall be reimbursed the cost of 

internet service at a cost not to exceed $50.00 

per month, upon receipt of an internet bill which 

reflects the month of billing and the total amount 

of the bill. 

5. The President may authorize a higher reimbursement 

rate for the Vice President and/or Secretary- 

Treasurer, if necessary. 

C. Board of Directors members and other affected members 

may be paid release time when on union business. To be 

afforded paid release time, prior approval must be 

given by the President and one or more of the Executive 

Committee members. All members of the Board of 

Directors shall be reimbursed for lost time, which is 

necessary to conduct official OCSEA business of 

subordinate body meetings to which they are assigned. 

1. Release Time – Release time shall include round 

trip travel time to all subordinate body (chapter, 

district and/or assembly) meetings occurring 

during the assigned board member’s regular working 

hours. 

2. Notification – Advance notification to the 

President of OCSEA or his/her designee shall be 

required. Sufficient notice to OCSEA for the 

purpose of securing release time from the Board 

member’s agency shall be the responsibility of the 

Board member attending the meeting. 

Such approval must be in writing to both the 

Executive Director and Comptroller. Pay shall be 

made to the affected member at the member’s 

straight time hourly rate, of their regular 

position for the actual hours employed on union 

business. Pay is not to exceed eight hours per

day, unless the member is normally scheduled for a 

longer work schedule (such as a nine hour workday 

or a 10 hour work day). The use of paid release 

is for exceptional union business and only at the 

request of the Union’s Executive Director and/or 

Officers. 

IV. 

Claim/Voucher Submittal: 

A. Claims for all expenses must be filed in the OCSEA 

office within 180 days after they are incurred. In the 

event a longer period elapses, such claims shall be 

submitted to the Finance Committee for disposition. 

B. Upon receipt of the appropriately signed expense 

voucher, the Comptroller, with the approval of the 

Secretary-Treasurer, is thereby authorized to pay the 

expenses of the Board of Directors. All such expense 

reports shall be subject to review by the Finance 

Committee and Board. 

C. The Comptroller may reduce or disallow any claim for 

reimbursement for lodging, meals or incidentals, which 

is either excessive or in violation of the limitations 

described above. Such actions shall be reported to the 

Finance Committee for their recommendation to the 

Board. 

D. Each Board member is responsible for his/her expense 

only, and is not authorized to sign for any other Board 

member’s expense. 

V. Officer’s Travel Allowance Issues 

A. The President shall receive a travel allowance 

commensurate with that provided to the Executive 

Director by contract. No other reimbursement for 

travel within the State shall be made to the President. 

Other expenses of the President shall be reimbursed in 

the same manner as the other State Board members. 

B. Officers, as defined in the Constitution, other than 

the President may be reimbursed in the same manner as 

the State Board of Directors, except they are allowed 

statewide travel or they may receive a monthly $500.00 

car allowance and a gasoline credit card to be used for 

any OCSEA travel related expenses. The Officers may be 

furnished with credit cards to be utilized for OCSEA 

business expense only. Each officer is also entitled to

e reimbursed for their car insurance not to exceed 

$1,000 annually. These are to be reviewed by the 

Finance Committee in a like manner as are all other 

expenses. 

C. A $50,000 Accidental Death and Dismemberment policy is 

provided for all Officers and State Board of Directors 

members when on authorized OCSEA travel. 

D. Officers and Board of Directors members who are 

authorized to sign checks as intermediate body officers 

and/or corporate officers are bonded through a blanket 

bond from AFSCME International. 

VI. President’s Base Pay Salary Adjustment 

The President works full-time for OCSEA as its Chief 

Executive Officer (CEO). There is no bargaining unit pay 

rate commensurate with such a position. Therefore, the 

President shall be compensated at a total rate no less than 

that shown under Pay Range 36, Step 9 of the current OCSEA 

State Contract. 

VII. All expenses of the Officers, Board of Directors members, 

and regular members who have expenses relating to Board 

activities shall be reviewed at least as often as each 

regularly scheduled Board of Directors meeting by the 

Finance Committee. The Finance Committee shall note any 

discrepancies and recommend approval or disapproval in its 

report to the Board of Directors.





Policy Name: Public Employees Organized to Promote 

Legislative Equality (P.E.O.P.L.E.) 

Effective Date: October 19, 2007 

OCSEA shall encourage all members, Chapters, District Councils 

and Assemblies to participate in P.E.O.P.L.E. It shall be a 

continuing goal of the Union to promote our legislative 

objectives on the local, state and federal level by soliciting 

voluntary financial contributions through dues check-off or any 

other means available.






Use of OCSEA Letterhead 


The use of OCSEA’s letterhead is restricted to official OCSEA 

Business. No official logo or symbol of OCSEA may be used for 

internal or external political purposes, i.e., election and 

campaign material. 

Subordinate Bodies are encouraged to develop their own letterhead 

and stationery for use in conducting their business. 

Prior authorization for any use of OCSEA letterhead must be 

obtained from the Union’s President.






Setting Up and Running an Internal 

Controversy Committee 

Effective Date: August 17, 2008 

This policy is not intended to supersede the constitutional 

provision but to expand upon the provisions. This policy helps 

flesh out the provisions and to incorporate answers to questions 

which often arise. 

1. In the case of any internal controversy, including but not 

limited to, differences in points of view, alleged 

constitutional or parliamentary irregularities, roles and 

duties of officers, propriety of expenditures, etc., that 

directly or indirectly concern the operations of this Body, 

a special committee of Body members shall be elected at a 

Body meeting. 

2. An Internal Controversy Committee should be utilized 

pursuant to this Article prior to charges being filed with 

JIAC. The Chairperson of JIAC may refer any charges filed 

without an attempt at resolution, back to the Body 

concerned. 

3. The Internal Controversy Committee shall be elected pursuant 

to Article VI of the Subordinate Body Constitution. The 

Committee shall be composed of no less than three and no 

more than 5 members. The assigned Board of Directors’ member 

shall be notified of the election of the Committee and 

oversee its activities. 

4. The sole purpose of this Committee shall be determining the 

fair and reasonable solution to the controversy. The 

Internal Controversy Committee shall not have authority over 

election protests. 

5. The Committee shall present a written report containing 

recommendation(s) and solution(s) to the full Body within 

thirty (30) days of their election. The Body shall vote on 

the recommendations. The report and the vote shall be made 

part of the minutes.

6. Should the Internal Controversy Committee be unable to 

recommend a solution to the controversy to the Body, or the 

Body is unable to reach agreement on the recommendations, 

the matter or matters shall be referred in writing and in 

detail, to the Judicial and Internal Affairs Committee 

within fifteen (15) days of the Body’s meeting. 

7. The recommendations of JIAC on the issue shall be presented 

to the State Board of Directors for adoption. The ruling of 

the State Board of Directors shall be final.





Policy Name: Judicial and Internal Affairs Committee 

(JIAC) 

Effective Date: February 23, 2008 

1. The deadline for agenda items is 15 days prior to the 

Judicial Internal Affairs Committee meeting. A request to 

waive the deadline must be directed to the JIAC Chairperson 

with specific reason(s) for lateness. The Chairperson’s 

decision is final. 

2. The Chairperson reserves the right to order an investigation 

prior to a hearing being scheduled. 

3. Letters or e-mails (jiac@ocsea.org) submitted requesting 

hearings must include specific charges and the basis of such 

violations. The signature of the charging party must be on 

the letter. 

4. A schedule of hearing dates will be available on an annual 

basis by the December board meeting. Requests for hearings 

must be received by the Chairperson 15 days prior to the 

hearing date. Late requests may be considered by the 

Chairperson upon proof of exceptional circumstances, 

preferably in writing. Notification of the hearing time and 

date will be sent to all involved parties by certified mail. 

A request to reschedule a hearing must be received by the 

Chairperson before the day of the hearing, preferably in 

writing. 

5. Hearings are open to the membership unless either party is 

granted a closed session. 

6. Agenda items and hearing requests may be withdrawn upon 

request of the originating party.






Finance Committee Procedures 

Review Date: April 26, 2008 

1. The deadline for agenda items is Friday of the week 

preceding the State Board of Directors’ meeting. A request 

to waive the deadline must be directed to the Secretary- 

Treasurer, Chairperson of the Finance Committee, with 

specific reason(s) for lateness. 

2. No financial item may be brought before the Board of 

Directors without going through the Finance Committee first. 

Expenditures having a long range effect may require further 

study at the discretion of the Finance Committee and may not 

be acted upon until completion of such study. The Finance 

Committee’s recommendation shall be presented to the Board 

prior to consideration of the item. 

3. The Board Expense Report and Comptroller’s Report shall 

always be included as part of the Finance Report. Any and 

all extreme variances shall be reported to the Board of 

Directors. 

4. Audits of all Chapters’, District Councils’, and Assemblies’ 

books, when completed, shall be reported to the Finance 

Committee noting any and all irregularities. The Finance 

Committee may conduct investigations where deemed necessary 

concerning any and all intermediate body finances. Where 

deemed necessary, the Finance Committee may refer, with 

recommendation, any gross discrepancies found to the 

Judicial and Internal Affairs Committee for action under the 

Union Constitution and By-laws.






Clarification of Executive Session 


In implementing Article XI, Section 2, the Board shall observe 

the following procedures: 

1. Once executive session is called, the President will extend 

an invitation to one Chapter, District Council or Assembly 

President to remain during the executive session. 

2. The Secretary-Treasurer shall ask all Chapter, Assembly and 

District Council Presidents in attendance, who are not 

voting members of the Board, to identify themselves. The 

Secretary-Treasurer will then ask those presidents to select 

from among themselves one president to remain during the 

executive session. 

3. The Chapter, District Council or Assembly President selected 

shall have the right to participate in the deliberations.






Subordinate Body Election Procedure 


The OCSEA State Board of Directors has adopted the AFSCME Local 

Union Election Manual procedures for mail elections, when 

utilized. In all other respects, Subordinate Bodies are required 

to follow the OCSEA AFSCME Local 11 Election Procedures.






AFL-CIO Central Body Rebate Procedure 


OCSEA will rebate to each OCSEA Chapter 100% of the per capita 

tax for membership in its local AFL-CIO Central Body. To obtain 

this rebate, the chapter must submit proof of payment (i.e., the 

receipt from the AFL-CIO Central Body or a photocopy of both the 

front and back of the canceled check) to OCSEA Comptroller within 

180 days of the date the per capita tax was due. Any proof of 

payment submitted later than 180 days will not be approved for a 

rebate.





Policy Name: Procedure for Member’s Review of Staff 

Expense Records 


In accordance with the OCSEA Constitution and By-laws, the 

following procedure is established to provide for membership 

review of staff expense records: 

1. All requests to review staff expense records shall be made 

in writing to the Executive Director. Such request shall 

specify the particular records, time period to be examined, 

and the reason why the request is being made. The request 

should also state the times and dates during normal business 

hours in which the member can be available. 

2. The Executive Director shall notify the Secretary-Treasurer 

of the receipt of the written request. The Executive 

Director shall arrange for a time to review the requested 

records. 

3. No examination will take place without the attendance of the 

Executive Director and/or the specified staff member who 

shall have the opportunity to be in attendance in order to 

answer any question which may arise. Both the Executive 

Director and the staff member may also have a representative 

present. 

4. Members may copy records only with permission of both the 

Executive Director and the Secretary-Treasurer. No records 

may be removed from the union office.





Policy Name: Procedure for Requesting Chargeable 

Items/Services from the OCSEA Central Office 

Information Technology Department 

Review Date: June 21, 2008 

Chapter, Assemblies or District Councils may request from the 

OCSEA Information Technology (IT) Department such chargeable 

services as outlined on the attached form. 

All requests must be in writing, preferably on the attached form.






Signature Cards 


The Comptroller shall be a signature on every Subordinate Body 

account along with the Subordinate Body President and Treasurer. 

The Comptroller’s signature shall not be required to conduct the 

regular financial business of the body. Rebates to Subordinate 

Bodies shall be withheld if they fail to comply with this 

procedure. 

The Comptroller shall be the last person to sign any bank 

signature card(s) for all Subordinate Bodies’ account(s). The 

Comptroller will submit the card(s) to the bank directly.






Grievance Review and Processing 


Once the chapter is notified that a grievance has been filed, the 

chapter shall contact each grievant in order to determine if 

he/she continues to desire to have his/her grievance pursued. 

The chapter shall maintain records of its actions and the 

disposition of all its grievances. The staff representative 

assigned to the chapter shall participate in the evaluation(s) of 

all grievances. All evaluations shall be subject to the regular 

grievance timelines and procedures absent mutual agreement of all 

parties to the contrary. Notification of the chapter’s decision 

to withdraw a grievance at any step of the review shall be 

provided in writing to the grievant. 

The grievant shall be given a reasonable opportunity to respond 

to the inquiry. However, said response time shall not extend any 

grievance timelines without written agreement of labor and 

management. Failure to respond in a timely manner may result in 

the withdrawal of the grievant. 

If continued interest to pursue the grievance is expressed by the 

grievant, the grievance file shall be reviewed by the chapter 

president and/or chief steward and staff representative to 

determine if enough information exists to evaluate the grievance. 

If additional information is required, the steward shall contact 

the grievant to provide the information. Failure to provide the 

information in a timely manner, subject to the grievance 

timelines, may result in the withdrawal of the grievance. 

In the event a chapter declines to file a requested grievance, 

the member must be notified within a time period which would 

allow the member to timely file on his/her own behalf. The member 

should be informed of the chapter’s reason for its refusal as 

well as his/her right to file the grievance. If the member 

decides to pursue the grievance outside the union, a chapter 

representative must be present at each step of the process in 

order to maintain the integrity of the contract. The individual 

involved, and management, should be informed of the SOLE purpose 

of the union’s presence. The chapter should follow its normal

procedures to decide whether the grievance should be forwarded to 

Step 4 of the grievance procedure. 

Where possible, the chapter should utilize a committee made up of 

stewards for the purpose of reviewing and evaluating all 

grievances assigned to the chapter. In the case of conglomerate 

chapters, the review may be accomplished by electronic means. In 

the event no steward is available from the agency, the chapter 

president and the staff representative shall function as the 

committee for the purpose of review. Where the steward(s) and/or 

chapter president agree with the staff representative that a nonremoval 

grievance lacks merit, it shall be withdrawn with 

notification to the grievant(s). Grievances that should be 

pursued include undisputed violations of the contract, 

disciplines that are not commensurate with the offense or where 

clear violations exist concerning progressive discipline. 

Removal grievances shall not be withdrawn by the chapter. The 

chapter shall provide a written recommendation to the Office of 

General Counsel (OGC), Attn: Grievance Manager, with a copy to 

the assigned staff representative. The grievance, along with the 

chapter’s recommendation, shall be presented to the Discharge 

Review Committee by the staff representative.






Stewards’ Policy 


The role of the steward is to act in concert with and under the 

guidance of the chief steward and/or president. A steward must 

be willing to properly and timely investigate and file grievances 

and communicate the status of each to the chief steward and/or 

president. 

Stewards shall be appointed by the Chapter president. The 

Chapter president shall respond to requests for appointment, in 

writing, within fifteen (15) calendar days. A member may 

petition the Chapter executive board, in writing, within fifteen 

(15) calendar days, if not appointed. The executive board shall 

respond, in writing, to a petition from a member within fifteen 

(15) calendar days of receipt. There will be no further appeal 

rights to any other level of OCSEA or AFSCME. 

The term of office for stewards shall run concurrently with the 

term of office of the appointing Chapter president. Stewards must 

be appointed or reappointed by each Chapter president at the 

beginning of his/her term. Stewards should not represent a 

grievant until he/she qualifies as a certified steward through 

the OCSEA Education Department. 

It is recommended that stewards specialize when possible. 

Stewards can be specialized by topic, i.e., overtime or 

discipline, by work area or by shift. 

Stewards serving in a management/exempt positions on a temporary 

basis shall not represent employees for the length of time the 

steward is out of the bargaining unit. Stewards shall not use 

information gained by virtue of their stewardship to the 

detriment of other bargaining unit members. 

To become a certified steward, members must attend basic stewards 

training and advanced stewards training initially. Thereafter, 

stewards must attend at least one “OCSEA Continuing Education” 

course per year and be actively involved in problem solving or 

grievance handling with management. Stewards are encouraged to

attend and to participate in chapter meetings and the chapter 

grievance review committee. 

Stewards may be removed by written notice from the Chapter 

president. The removal may be appealed, in writing, to the 

Chapter executive board within fifteen (15) calendar days of 

receipt of the notice of removal. Appeals to the Chapter 

executive board shall be heard within sixty (60) days of receipt. 

Appeals shall be forwarded to the Chapter secretary. 

The decision of the executive board shall be forwarded to the 

member in writing and shall be final. No further appeal shall be 

made to OCSEA and/or AFSCME. The results of the appeal(s) shall 

be made part of the minutes of the executive board. 

Chief Steward 

The role of the Chief Steward is (1) to ensure that grievances 

are properly filed, (2) coordinate activities by chapter 

stewards, (3) to ensure that all chapter stewards comply with 

training and education requirements established by the State 

Board, (4) to monitor training needs on the part of the stewards 

and recommend appropriate actions to the Education Department, 

and (5) to chair the Grievance Review Committee. 

Chief Stewards may be elected by the stewards in a chapter or, 

alternatively, may be appointed by the chapter president, as 

specified in the chapter by-laws. If the by-laws are silent or 

there are no chapter by-laws, the chief steward shall be 

appointed by the chapter president. Whether elected or 

appointed, a chief steward’s term(s) of office shall be the same 

as that of the chapter president. The chief steward may be 

removed by the chapter president at any time, subject only to a 

final appeal to the chapter executive board. The action of the 

chapter president shall be effective until and unless reversed by 

the chapter executive board. There will be no further appeal 

rights to any other level of OCSEA or AFSCME. 

Lead Stewards 

In multi-agency chapters or, at the discretion of the chapter, in 

multi-work site chapters, lead stewards will coordinate the 

steward activity in a specific agency or work site. He/She will 

report to the chapter chief steward. He/She will be designated 

by the chapter president.

ODOT District Stewards 

The ODOT stewards in each ODOT district will elect an ODOT 

District Steward, from among their ranks. The term of such 

District Steward will be three (3) years. A steward must be in 

good standing, in accordance with this Board Policy to run for 

District Steward and vote to elect a District Steward. All 

District Stewards are voting members of the ODOT Assembly. 

An OCSEA State Board member shall conduct the ODOT District 

Steward nominations and elections each May of every third year 

for the ODOT district(s) whose headquarters is located within 

their OCSEA district. If the board member is a candidate for the 

ODOT District Steward position, or is unavailable, then the 

election shall be conducted by another board member. 

The ODOT District Steward may represent ODOT grievances at the 

second and third steps, within the district. The District 

Stewards will keep the appropriate chapter presidents informed of 

the progress of each grievance. Any final settlements must be 

signed off by at least one of the following: District Steward or 

Chapter President (of the chapter where the grievance originated) 

or Grievant and the Staff Representative. It is recommended that 

non-ODOT Chapter Presidents consult with the ODOT District 

Steward before signing off on ODOT grievances. 

District Stewards who incur expenses for postage, mileage, lost 

time, etc. during the representation of a member from his/her 

respective ODOT district, may seek reimbursement from that 

member’s chapter, whether or not the district steward is a member 

of that chapter. 

Removal of a District Steward 

• No Chapter President has the authority to remove an ODOT 

District Steward from his/her position as a district 

steward. 

• A District Steward can only be removed from his/her position 

as District Steward by the conditions set forth in “Article 

IX – Charges” of the OCSEA State By-laws or “Article XII – 

Removal from Office” of the OCSEA Subordinate Body 

Constitution. 

* The term ODOT District Steward is used to prevent confusion 

with the term chief steward, which may exist in the same 

chapter where there are ODOT employees.

Stewards serving in a management/exempt positions on a temporary 

basis shall not represent employees for the time the steward is 

in the temporary work level. 

Updating of Steward List 

Included with the quarterly membership mailing list will be a 

list of stewards. It is the responsibility of the chapter 

president to update the list, indicating the respective phone 

number(s) and agency, and return it to OCSEA Headquarters. 

Article 3.02 of the State contract states that the union will 

notify management, in writing, of the names of all stewards 

before they assume duties. Each chapter president is responsible 

for that task for all agencies that the chapter covers. Local 

government contracts may have similar provisions. 

The following are guidelines for removal of a name from the 

steward list: 

1. Death of the member; 

2. Lose of member status (promotion into exempt position, 

separation from state service) 

If a person on the steward list is not known to the chapter 

president, that chapter president must send a letter by certified 

and regular mail, requesting that the person contact the chapter 

president in order to discuss his/her steward status. If there 

is no response within fifteen (15) calendar days, a letter shall 

be sent to that person and to the labor relations officer or 

agency designee notifying them that the person is no longer 

serving as a steward. 

Chapter Grievance Review Committee and Accountability 

Either the grievant or the chapter president (or his/her designee 

on each grievance) and the staff representative must sign off on 

a grievance for settlement or withdrawal at any level of the 

grievance procedure. 

Every State grievance should be reviewed by the Chapter Grievance 

Review Committee prior to forwarding the grievance to step four 

of the grievance procedure. 

The Chapter Grievance Review Committee does not have the right to 

turn down a removal grievance. However, the Chapter’s 

recommendation is given great weight by the OCSEA Discharge 

Review Committee.

- IMPORTANT – 

All removal grievances must be filed directly to Step 3 AND a 

copy of the grievance form forwarded to OCSEA Central Office, 

Attn: Office of General Counsel. 

The OCSEA Steward Recognition Program 

The purpose of the Steward Recognition Program is to show 

appreciation for the dedication, commitment and effort put forth 

by our stewards in serving rank and file members. Additional 

goals are to recruit more stewards and retain those that we now 

have. 

Under this program, Chapter presidents recommend stewards for 

awards. The awards are then presented to the steward during a 

chapter event. A record of each award is maintained by OCSEA.






Internal Processing of Unfair Labor Practice 

Charges 


Chapter should contact their assigned staff representative when 

it is suspected the Employer has committed an unfair labor 

practice. If the staff representative believes that an unfair 

labor practice has been committed by the Employer, the staff 

representative prepares a draft of the charge with attachments of 

all relevant documentation. 

This information is submitted to the appropriate Operations 

Director within fifteen (15) days for review and further action. 

If, after discussing the matter with the staff representative, 

the Operations Director believes the matter should be processed 

as an unfair labor practice charge, the Operations Director 

submits the draft charge, supporting documentation, along with 

the Operations Director’s recommendation and rationale to the 

Executive Director within seven (7) days. 

The Executive Director will have the final authority to determine 

whether a charge should be filed. Subordinate bodies will be 

notified within seven (7) days if charges are filed. 

Individuals should be aware that there is no guarantee that OCSEA 

will provide representation on charges that are not filed through 

the Union.






Clarification of Arbitration Costs 

Effective Date: June 21, 2008 

Historically, the General Counsel’s Office is responsible for 

paying the following bills related to arbitration: 

1. Payment of arbitrator; 

2. Expert witnesses and expenses, and other related evidence; 

3. Video tapes; 

4. Payment for court records; 

5. Transcripts of criminal trials and administrative hearings; 

6. Cost of hearing room (if required); 

7. Fifty percent (50%) of consultant’s fee. 

Local chapters and/or grievants shall be responsible for the 

following expenses. Chapter expenses must be approved by the 

body. 

1. Mileage; 

2. Parking; 

3. Meals; 

4. Medical examinations (if required); 

5. Lodging for grievant and witnesses (if required) 

6. Pay (both straight time and overtime) for non-bargaining 

unit witnesses; 

7. Fifty percent (50%) of consultant’s fee.






Arbitration Committee Grievance Review 


Purpose: To place responsibility for initial grievance review and 

evaluation at the local chapter level as already required by the 

OCSEA board policy, to accelerate the evaluation of grievances so 

that the Arbitration and Discharge Review Committees can identify 

the most important grievances that should be arbitrated. 

Background: The proper evaluation of contract grievances is 

greatly assisted by the investigation and evaluation of 

grievances by the local chapter. In the absence of any formal 

review of grievances by the local chapter, the Arbitration and 

Discharge Review Committees spends significant time and resources 

reviewing grievances that lack merit or it spends considerable 

time trying to identify important facts that are needed to make a 

decision. 

Existing board policy requires local chapters to use stewards 

committee to evaluate grievances. In practice however, a majority 

of the chapters fail to take any position regarding grievances 

that are reviewed by the Arbitration and Discharge Review 

Committees. This practice in effect shifts the responsibility to 

the statewide level when the clear objective of the board policy 

is to strengthen local ownership of grievances at the level where 

stewards know the most about the grievances. 

Ultimately, a timely review at the local and statewide level will 

not be possible without accountable stewards committees. The 

high volume of unprepared grievances and their prioritization 

requires a selection process, which must include effective 

chapter participation. Adding more central office staff resources 

for this purpose is counterproductive. 

Recommendation: Chapter’s stewards committee should review all 

grievances that are being sent to the OCSEA Arbitration and 

Discharge Review Committees. The chapter should forward its 

recommendations and position as to whether or not it supports the 

grievance it is reviewed by the Arbitration and Discharge Review 

Committees. A written recommendation by the chapter stewards 

committee shall be forwarded to the OCSEA Arbitration and 

Discharge Review Committees.






Gallery Participation at Board Meeting 


It is the policy of the Board of Directors that its meetings 

shall be open to all members and that a gallery shall be set 

aside in the Board’s meeting room to provide seating for such 

members who wish to observe the meeting as can reasonably be 

accommodated in the room. 

Observers who wish their views and opinions to be considered by 

the Board should communicate those views and opinions to their 

representative Board members prior to the meeting, during breaks 

or in another non-disruptive manner. This policy shall not 

prevent the President, the presiding officer of the meeting, or 

the committee chair from requesting and arranging for noncommittee 

or non-Board members to speak at the meeting or to be 

questioned by meeting participants. 

Observers of the meeting shall be orderly and must restrain their 

conversation and movement so as to not interfere with the Board 

meeting. Observers who speak out on matters being discussed 

without being called upon by the President, the presiding officer 

of the meeting, or the committee chair, or who leave the gallery 

area in order to cause a disturbance, or who cause any other 

disturbance shall be warned and asked to stop immediately by the 

meeting chair. Any observer who refuses this request or creates 

a second disturbance in the same meeting shall be removed from 

the meeting. 

If a Board member wishes to defer to one member in the gallery 

for specific information or expertise on an issue, he or she may 

do so.






Board Agenda Topics 


The Board of Directors recognizes the right of members to request 

that a particular matter be discussed by the Board or its 

committees. However, any mechanism for placing topics on the 

agenda of a Board or committee meeting must also recognize the 

need of the President, committee chairs and the Board to receive 

adequate notice that such topics will be discussed. In 

particular, attention must be paid to the meeting the deadlines 

for the mailing containing the reports and agenda sent to Board 

members prior to each Board meeting. 

Therefore, except in the case of emergencies, requests for topics 

to be placed on the Board’s agenda must be received in writing no 

less than 15 days prior to the Board meeting. In the case of an 

emergency issue, received less than 15 days prior to the Board 

meeting shall be included in the agenda at the discretion of the 

President or committee chairs. Emergencies defined for the 

purpose of this policy as an abnormal or reasonably unforeseeable 

occurrence. 

Furthermore, the President shall send an official notice of Board 

meetings to all chapters at least 30 days prior to each regular 

Board of Directors meeting. This notice shall remind the 

chapters of the agenda policy and shall state the deadlines for 

receiving agenda items.






Corrections Captivity Insurance Plan 


Purpose: To establish a members-only benefit for OCSEA members 

within the Department of Rehabilitation and Corrections (and 

other appropriate departments or chapters, after approval by 

their assemblies, if any) to be financed out of the chapter 

rebates for such members. This Captivity Insurance Plan provides 

a lump-sum payment equal to one-half the employee’s annual salary 

in the event an employee is taken captive (12-hours during 1 st 

year; 8-hours thereafter) or two year’s salary in the event of 

total disability or death. Additionally, the plan provides a 

$10,000 accidental death benefit for employees killed on the job. 

Background: As is all too frequently reported in the local and 

national news, employees of correctional facilities are at 

continual risk of being taken hostage by the inmates of such 

facilities. Even when such captivity does not lead to serious 

injury or death, the trauma of such events is extreme and 

employees often are unable to resume full duties and 

effectiveness. 

New York Council 82 and other AFSCME affiliates round the country 

are beginning to respond to this unusual risk on the part of 

Corrections employees by offering a special insurance plan 

underwritten by Lloyds of London and offered through Jardine 

Group Services Corporation. 

The Plan has been discussed with the Correction Assembly and is 

reported to have widespread support among corrections chapters. 

It can be offered as a members-only benefit, which will be of 

benefit to membership recruitment within corrections. 

Additionally, we can become the exclusive source for such 

insurance from Lloyds, giving us some advantage in competition 

with FOP. It is possible that such a plan will also be 

attractive to other OCSEA groups, such as DYS. 

The cost of the Plan is very modest on an employee-per-year 

basis. Premiums can be paid on a quarterly basis. The

Corrections Assembly agrees that the cost of this Plan could be 

deducted from chapter rebates. 

1. Initial and subsequent premium payments for this membersonly 

benefit will be paid out of the regular Chapter rebate 

on a quarterly basis. 

2. The Executive Director is authorized, as directed by the 

State Board of Directors, to obtain captivity insurance 

coverage as outlined above. 

3. In the event a chapter objects to the premium payment above, 

a mail ballot referendum shall be conducted among all 

eligible members within the chapter, with a majority of the 

votes cast determining the outcome. 

4. Any proposed change in the plan shall be brought before the 

Board for approval.






Subordinate Body Fair Share Fee Calculations 

and Rebates to Dissenting Fair Share Fee 

Payers 


Purpose: To ensure compliance with legal standards and AFSCME 

procedures relative to the calculation of and challenges to fair 

share fee payments made by fair share fee payers within OCSEA 

bargaining units. 

Background: The courts have continued to develop stringent 

standards for the assessment of fair share type fees against fair 

share fee payers, insisting upon full and adequate advance notice 

to the fair share fee payer, as well as guarantees that such fair 

share fee payers will not have to contribute financially to 

political or ideological union activities to which they object. 

We are now required to provide detailed financial information and 

calculations to fair share fee payers prior to assessing a fair 

share fee, and to provide a prompt and impartial appeal system 

for fair share fee payers. 

Under the most recent U.S. Supreme Court decision on this 

subject, the court severely restricted the chargeability of 

legislative, public affairs and legal activities, which may be 

charged to a dissenting fair share fee payer. This decision, 

coupled with the Hudson case of a few years ago, means that OCSEA 

subordinate bodies would have to adopt very detailed and complex 

accounting procedures, subject to independent audit, in order for 

our fees to remain legal. Further, under these legal standards, 

we would have to calculate a separate fair share fee amount for 

each of the about 180 subordinate bodies – an unduly burdensome 

and expensive prospect. 

Therefore, subordinate body fair share fee payments shall be 

fully refunded to dissenting fair share fee payers.






Sexual Harassment Policy 


Sexual and Other Forms of Harassment 

The Ohio Civil Services Employees Association, AFSCME Local 11, 

AFL-CIO, is committed to maintaining a work environment which is 

free from all forms of harassment and intimidation, including but 

not limited to sexual harassment and intimidation. Harassment 

and intimidation of whatever nature undermines the integrity of 

the employment relationship and all employees are entitled to 

work in an environment free from behaviors on the part of coworkers, 

supervisors and members which create a hostile or 

offensive work climate, debilitates morale, involves unwelcome 

sexual comments or overtures, or otherwise interferes with work 

effectiveness of OCSEA employees. Sexual harassment is a 

particularly unwelcome and illegal behavior on the part of 

employee, supervisor or member. 

“Sexual harassment” means unwelcome sexual attention, whether 

verbal or physical that affects an employee’s job conditions or 

creates a hostile working environment. This includes sex 

oriented verbal “kidding,” or telling of lewd jokes, the display 

of sexuality suggestive or explicit materials, as well as subtle 

or over sexual advances such as patting, touching, brushing 

against another’s body, and requests for sexual involvement, 

especially when accompanied by implied or over promises of 

preferential treatment or threats related to an individual’s 

employment status or conditions. 

Other forms of harassment include the display of behavior by one 

person toward another, which has the purpose of effect of 

unreasonably interfering with an individual’s job performance or 

creates an intimidating, hostile or offensive work environment. 

Behaviors of a harassing or intimidating nature have no sanction 

within OCSA AFSCME Local 11. 

To ensure that all employees and leaders are aware of OCSEA 

policy in this area, a copy of this Policy Statement shall be 

distributed to all employees, officers and members of the Board

of Directors. New employees shall receive a copy of this policy 

as part of their orientation and a copy shall be included in the 

Board Policies book for the benefit of new Board members. 

Responsibilities 

The responsibility for eliminating harassment in the work place 

rests with the employer and its supervisors, including the 

Executive Director, Officers, and Board of Directors. However, 

because such harassment would not be the result of formal or 

official action on the part of the employer or its agents, 

persons who find themselves the target of such harassment should 

notify their supervisor or file a formal complaint in accordance 

with the procedures set forth below in order to protect their 

rights and ensure that the employer has an opportunity to correct 

the offensive situation. The following procedures are 

recommended. 

Harassed Employee 

1. Clearly explain to the person(s) harassing you what behavior 

you find objectionable and ask that it cease. 

2. If the behavior does not cease, keep written record of the 

instances of harassment and the names of any persons who 

witnessed the situation. 

3. Concurrently, if the behavior has not ceased, follow the 

complaint procedures set forth below. 

Officer or Board Member 

1. Promptly advise the Executive Director of the circumstances 

made known to you. 

2. Assist in the investigation of each complaint as requested 

by the Executive Director. 

3. If the matter is not resolved, ensure that a formal 

complaint is initiated pursuant to the following procedures. 

Supervisors 

1. Promptly investigate each complaint or notice of harassment. 

2. Notify the Executive Director of the nature of the complaint 

and the results of your investigation. 

3. Ensure that prompt action is taken to eliminate the 

harassment.

Complaint Procedure 

Informal. Any employee who has complaint about harassment may 

bring it to the attention of his/her supervisor or any Department 

Head or member of the Executive Staff in an attempt to reach a 

satisfactory resolution of the situation without further action. 

Formal. If informal efforts to resolve the situation are not 

satisfactory, any employee may submit a written complaint to the 

Executive Director. The written complaint should set forth the 

nature of the harassment, the fact surrounding it, and the remedy 

requested. Complaints must be submitted within a reasonable 

period of time after the occurrence of the harassment, but not 

later than 45 days after the incident(s). 

Investigation Procedure 

Within three days of receipt of a complaint, the Executive 

Director shall commence or cause an investigation of the 

situation. Within 20 working days of the complaint, the Executive 

Director shall provide a written response to the complainant 

outlining the results of the investigation and the nature of 

action(s) taken as a result of those findings. 

Employees may utilize the attached form or other written format 

to file a formal complaint. 

Basis for Disciplinary Action 

All forms of harassment may be a basis for disciplinary action 

against an employee of the union, up to and including discharge. 

Harassment on the part of an officer, board member or member may 

be referred to the Judicial and Internal Affairs Committee for 

appropriate action.






Affirmative Action Policy 


The Ohio Civil Service Employees Association, AFSCME Local 11, 

AFL-CIO, is committed to the elimination of discriminatory 

barriers in employment and to the premise that all workers should 

be permitted to fairly compete for employment and promotions 

without regard to race, color, religion, sex, sexual preference, 

national origin or age (40 years or more) or veterans status 

(Vietnam era, desert storm/shield or disabled). In order to 

fulfill this commitment, OCSEA establishes the following 

Affirmative Action Policy with respect to its internal employment 

practices and will maintain effective vigilance with respect to 

similar Affirmative Action Plans, which affect its members. 

Objective It is the objective of the OCSEA, AFSCME Local 11, AFL- 

CIO Affirmative Action Policy to promote the achievement of 

race/gender balances within the regular full-time OCSEA work 

force, which are closely comparable to the race/gender balance of 

the general Ohio work force, at all levels of the table of 

organization. 

All OCSEA postings or solicitations of employment shall include 

an “equal opportunity employer” statement and use nondiscriminatory, 

non-sexist language. Additionally, all OCSEA 

publications and materials shall endeavor to portray protected 

class persons in a positive, balanced manner. 

Procedure The Executive Director of OCSEA will develop an 

Affirmative Action Plan. Specific goals and timetables to 

achieve this plan will be adopted. When a vacancy occurs in a 

permanent position, recruitment efforts and selection procedures 

shall include an examination of the existing and potential 

race/gender balance within the work unit or employment level 

involved. Where an imbalance exists or is likely to result, 

OCSEA shall make direct efforts to search for qualified protected 

class applicants through the mailing of job announcements to 

targeted populations or organization, such as universities or 

trade schools, small community or ethnic newspapers and community 

organizations such as the Urban League.

The following work units will be utilized in determining 

race/gender balance: 

Managerial – Occupations in which employees set broad policies, 

exercise overall responsibility for execution of these policies, 

or direct individual departments or special phases of the 

agency’s operations or provide specialized consultation on a 

regional, district or area basis. 

Professional – Occupations which require specialized or 

theoretical knowledge, which is usually acquired through college 

training or through work, experience or other training which 

provides comparable knowledge. 

Para-Professional – Occupations in which workers perform some of 

the duties of a professional or technician in a supportive role, 

which usually require less formal training and/or experience 

normally required for professional or technical status. Such 

positions may fall within an identified pattern of staff 

development and promotion under a “New Careers” concept. 

Technical – Occupations which require a combination of basic 

scientific or technical knowledge and manual skill which can be 

obtained through specialized post secondary school education or 

through equivalent on the job training. 

Office/Clerical (Administrative Support) – Occupations in which 

workers are responsible for internal and external communication, 

recording and retrieval of data and/or information and other 

paperwork required in an office. 

Maintenance Services – Occupations in which workers perform 

duties which result in or contribute to the comfort, convenience, 

hygiene or safety of the general public or which contribute to 

the upkeep and care of buildings, facilities or grounds of 

property. 

It is understood that Affirmative Action does not compel the 

hiring of specific numbers of protected class persons, nor does 

it suggest that OCSEA must lower its standards of employment in 

order to achieve balance. Affirmative Action does, however, 

require an employer to aggressively pursue methods for achieving 

desired goals, including recruitment and training efforts. 

Accordingly, whenever a position is filled which does not resolve 

or improve an imbalance, the supervisor make the final 

appointment decision shall provide a written statement to the 

Executive Director and the Affirmative Action Committee as to the 

recruiting methods employed to achieve balance in the case and 

the reason(s) a protected class employee was not selected.

The Executive Director shall report annually to the Board 

regarding progress in achieving Affirmative Action goals. 

Affirmative Action Committee 

The Executive Director shall appoint an Affirmative Action 

Committee for purposes of advising him/her with respect to 

progress in meeting internal affirmative action goals. 

Additionally, this Committee shall review Affirmative Action 

Plans received from state and other employing agencies and 

recommend strategies which the union may pursue to improve the 

attainment of affirmative action goals in the work places of 

OCSEA members.






Subordinate Body’s Failure To File Financial 

Statements Required To Receive Rebates 


The following policy is to be applied to all Subordinate Bodies 

who fail to comply with the OCSEA Constitution and By-laws by 

failing to file quarterly statements with the state headquarters 

in the manner prescribed by the Board. The Comptroller shall 

notify the Secretary-Treasurer, in writing, with copies to the 

Executive Committee, assigned Board member and staff 

representative. The Secretary-Treasurer shall be responsible for 

ensuring compliance with the timeframes and requirements of this 

policy. 

I. Upon the subordinate body’s failure to file the quarterly 

financial statements and comply with the Constitutional 

requirements for two (2) consecutive quarters, the following 

action shall be taken: 

A. The state board member and the staff representative 

assigned to the subordinate body shall be sent a letter 

advising them that the subordinate body has failed to 

file quarterly financial statements necessary to obtain 

rebates for two (2) consecutive quarters. Copies of 

the blank forms required to be completed in order to 

comply with OCSEA’s Constitution are available on the 

OCSEA website and/or can be obtained from the 

Comptroller’s Office. 

B. The staff representative shall be responsible for the 

following: 

1. Obtaining the necessary forms to use in applying 

for rebates; 

2. Assisting the subordinate body in completing the 

rebate forms; and 

3. Contact the Comptroller and advise the subordinate 

body’s failure to meet any other criteria set 

forth in the OCSEA Constitution and By-laws, which

will keep the subordinate body from maintaining 

active status. 

C. The state board member shall be responsible for the 

following: 

1. Contact the subordinate body officers to verify 

that steps are being taken to bring the 

subordinate body back into compliance with the 

Constitution and the potential consequences of 

continued non-compliance; 

2. Contact the Comptroller and advise of the 

subordinate body’s failure to meet any other 

criteria set forth in the OCSEA Constitution and 

By-laws which keeps the subordinate body from 

maintaining active status; and 

3. Ensure that the Comptroller’s signature is on the 

subordinate body’s bank account(s). 

II. 

Upon the subordinate body’s failure to file the quarterly 

financial statements to comply with the Constitutional 

requirements for three (3) consecutive quarters, the 

following action shall be taken: 

A. Written notice of such failure will be provided to the 

assigned state board member, staff representative and 

Executive Director. 

B. After 30 days, if the issues have not been resolved, 

the subordinate body will be recommended for oversight 

or possible trusteeship. 

C. If necessary, all funds and assets of the subordinate 

body will be placed under the control of the OCSEA 

Secretary-Treasurer. 

D. The State President shall: 

1. Review the situation to determine if trusteeship 

would contribute to the resolution of underlying 

problems. If such action is required, action will 

be taken in accordance with the Constitution. 

2. Assign a state board member or officer to assist 

and advise in the conduct of any elections, the 

filing of any vacancies and the resolution of any 

structural problems that are hindering the 

operation of the subordinate body.

3. Coordinate the mailing of written notice to all 

current members of the subordinate body to advise 

the members that trusteeship or oversight of the 

subordinate body is possible. The notice will 

state the date the subordinate body could possibly 

be deactivated if appropriate. The cost of such 

mailing shall be borne by the subordinate body. 

III. Upon the subordinate body’s failure to file the quarterly 

financial statements and comply with the Constitutional 

requirements for four (4) consecutive quarters, the 

following action shall be taken unless the trusteeship has 

already been imposed pursuant to the OCSEA Constitution: 

A. The subordinate body shall be deactivated, members of 

the deactivated subordinate bodies will be reassigned 

pursuant to the OCSEA Constitution and By-laws. Each 

member of the deactivated subordinate body shall be 

assigned to an active subordinate body whose members 

most closely have a community of interest with the 

department, work location or working conditions of the 

employee. 

B. All documents and property of the subordinate body 

shall become and remain the property of OCSEA. Any 

funds to the credit of or in the possession of the 

subordinate body shall be transferred on a prorated 

basis to the subordinate body to which the members have 

been assigned. 

C. The subordinate body may be reactivated at a future 

date pursuant to OCSEA’s By-laws. 

D. Per the OCSEA State Constitution Article XII, Section 

3, a request for subordinate body refunds more than 

four (4) quarters in arrears shall not be honored. 

IV. Disputes concerning timelines shall be referred to the 

Judicial and Internal Affairs Committee (JIAC) for 

recommendation to the Board of Directors, whose decisions in 

the matter are final.






Term of Labor-Management Committee 

Appointments 


Background: Historically, appointments to statewide labormanagement 

committees have been made for an indefinite period and 

without regard to the relationship between the statewide 

committee and district-level committees within the same agency. 

This has led to individual resentment when changes have been made 

to the committee membership in an effort to involve additional 

union activities or because of changing issues and leadership. 

Additionally, the lack of direct linkage between statewide and 

district committees has resulted in erratic sharing of 

information and ineffective utilization of union power and 

resources. 

Discussion: Labor-Management committees exist to promote improved 

communication, working relationships and problem-solving 

effectiveness between labor and management at the agency level. 

Where agencies have a district or regional structure, the 

contract provides for balanced committees at that level too. 

Given the fact that district committees are mandated to meet at 

least four times per year, while the statewide committee is 

mandated to meet only twice per year, it can be argued that the 

district-level committee is the “working” level of the current 

LMC structure. The need for effective communication and linkage 

between district and statewide committees is obvious. 

No committee appointment should be regarded as a lifetime 

appointment. It is often appropriate to change membership on a 

committee, whether to accommodate the interests of the members, 

meet a policy objective of the union or merely to involve 

additional union activists in a meaningful way. The absence of a 

definite “term” for committee appointments requires the “removal” 

of a current committee member in order to involve a new member. 

This sense of “removal” understandably can lead to hurt feelings 

and adverse reactions. 

By establishing a time certain for the end of a committee 

appointment at the time it is made, we can reduce the notion of

proprietorship (or politics) with regard to changes in committee 

make up. Additionally, by establishing a structural relationship 

between the statewide and district or regional committees, we 

will strengthen continuity in union objectives and communication. 

Recommendation: Statewide labor-management committee appointments 

shall expire upon expiration of the contract under which the 

appointment was made or upon the appointment of a successor, 

whichever occurs later. 

When establishing a statewide committee where district or 

regional committees for the same purpose exist, to the extent 

practicable and permitted by committee size limits, the statewide 

committee shall include a representative from each district or 

regional committee. In appointment a statewide committee under 

these situations, an effort will be made to select persons 

recommended by the district or regional committee, with 

appropriate consideration for gender, race, sex, occupational and 

geographic balance on the statewide committee with approval of 

the OCSEA President.






Contracts 


I. Contracts 

A. All OCSEA contractual agreements involving financial 

obligations or services must be approved and signed by 

the President or Executive Director and the Secretary- 

Treasurer or Comptroller. At least two signatures must 

be placed on all contracts. 

B. All contracts will be maintained in the office of the 

Comptroller. 

C. Copies of any contracts, significant in nature, 

negotiated between State Board of Directors’ meetings, 

will be provided at the request of the Board Member.






New OCSEA Board Member Orientation 

Effective Date: December 6, 2008 

After the annual board elections, but prior to the first board 

meeting thereafter, all newly-elected board members will receive 

a one-day orientation at the expense of OCSEA for the purpose of 

familiarizing them with the role of a board member at the 

chapter, district council, assembly and board level meetings. 

The new board members will also be introduced to pertinent 

paperwork including, but not limited to, board reports, expense 

forms, swearing in forms, etc. They will also review current 

Board Policies, the AFSCME Election Manual, OCSEA Election 

Procedures and the OCSEA Constitution. Additionally, new board 

members will receive training in Robert’s Rules of Order 

(Parliamentary Procedure), problem solving and OCSEA’s internal 

structure. 

New board member orientation will be held annually as stated 

above with board members elected in special elections receiving 

their orientation at the next regularly scheduled orientation 

session. 

New Board Member Orientation – A One Day Training 

Suggested Agenda 

• Discuss the Board of Directors roles 

• Discuss governing and policy making 

• Discuss serving subordinate bodies 

• Discuss board expenses 

• OCSEA Staff Structure 

• Define legal requirements for Board of Directors 

• Discuss relationship between Board of Directors and OCSEA 

staff 

• OCSEA’s Table of Organization 

• OCSEA Structure

• Board Policies 

• Strategic Plan 

• OCSEA Mobilizing Model 

• Election Procedures Fact Sheets 

• Labor History 

• Agreement between OCSEA and PERU 

• OCSEA Telephone Rosters 

• Forms – Oath of Office; Officers information, visitation 

report, quarterly rebate request, forms and guidelines, etc. 

• Union Power 

• QSTP 

• Privatization 

• Workforce Development






Work Experience Programs 


OCSEA AFSCME Local 11 supports realistic and meaningful work 

experience opportunities for young people and adults enrolled in 

WIA, SYETP or similar formal job training programs, provided that 

such work experience participants do not displace, replace or 

substitute for bargaining unit employees. 

Requests for utilization of work experience positions must be 

approved by the OCSEA Executive Director. In assessing whether or 

not to approve such requests, the Executive Director will consult 

with the affected chapter and assembly president(s). Requests for 

utilization of work experience positions will not be approved if 

significant layoffs, displacements or job abolishments have 

occurred in the same agency or geographic jurisdiction set forth 

in Appendix J of the OCSEA agreement, or if such positions result 

in the layoff or displacement of current bargaining unit 

employees. Conversely, requests will be approved where no 

employees have been laid off, displaced or abolished in the 

geographic jurisdiction; or minimal layoff, displacement or job 

abolishments have occurred and it is determined that the use of 

work experience positions will not adversely affect the recall 

rights and opportunities for such individuals. 

As a condition of approval and participation, OCSEA shall require 

that all applicable EEO, ADA, Affirmative Action and Health and 

Safety laws, rules, regulations and guidelines are adhered to in 

participant selection, director and administration of the job 

training program.






Budget Policy 


The proposed budget for the following fiscal year will be 

provided to the Board of Directors within one week prior to the 

December board meeting. 

Prior to the December board meeting, the Executive Committee, 

department heads and the Finance Committee will make themselves 

available for the Friday board training, at which time the board 

may ask questions regarding the budget. Board members will be 

allowed sufficient travel time to attend the special board 

training.






Conferences, Seminars and Conventions 


Based upon past practice and future intent, the OCSEA annual 

budget will continue to allocate funds for wages and other 

related expenses to attend the following conventions: 

The AFSCME International Convention 

The Ohio AFL-CIO Biennial Convention 

The Ohio AFSCME Legislative Convention 

The OCSEA Biennial Convention is not listed above because all 

expenses are charged against the Convention Fund Reserve. Since 

the point eight five (.85%) percent of dues is a constitutional 

requirement; no other funds need be set aside for this function. 

Additionally, Board members who wish to attend other one day 

conferences sponsored by OCSEA, which do not include an overnight 

stay, will continue to be reimbursed for mileage and meals to 

attend those conferences by submitting the requests on the State 

Board of Directors Expense Vouchers. Conferences of this nature 

include, but are not limited to, the following: 

Stewards Conferences 

Leadership Conferences 

Building Union Power Conferences 

As with the OCSEA Biennial Convention, the President’s Conference 

is not included since these expenses are also charged against the 

Convention Fund Reserve, thereby eliminating the need for 

funding. 

The activity must be related to OCSEA concerns and may include 

such training and conferences such as: 

CMCA Conference 

WAC Conference 

AFL-CIO Workers Compensation School 

CBTU Convention 

Corrections United Conference

Any other Union related conference/seminar 

The following is an extension of these practices to allow board 

members to attend other educational seminars/conferences, the 

parameters of which are considered to be fair and equitable. 

I. Members of the OCSEA Board of Directors Standing Committees 

such as the CMCA and the WAC and those committees that have 

been established with overnight conferences will not have 

the attendance to their respective conferences counted 

against them towards the Board Education Fund. 

II. The Board member attending the conference must have a vested 

interest, purpose, or have constituents who have a vested 

interest or purpose in the conference. 

III. Requests to use education funds must be: 

A. Submitted to the Finance Committee for review to 

determine if the conference qualifies for the education 

fund monies. 

B. The request must be, in writing, with information which 

includes the name of the function, who is sponsoring 

the function, the total cost of the function, the cost 

of lost wages, the cost of meals/per diem, a summary of 

benefits to the Union, and the date and length of the 

function. 

IV. Actual expenses will not be paid from the request form. Any 

expense requested must have documentation presented. The 

Board Members can make their own travel arrangements and 

submit the receipts and other expenses on the proper forms. 

If the Board Member would like to have OCSEA make the 

arrangements for items such as airfare and lodging, this can 

be done through the President’s assistant and the cost will 

be charged against your education fund.






Petty Cash Fund 


It is recommended that OCSEA subordinate bodies avoid 

establishing a petty cash fund. However, this is not always 

possible because of the growing need for funds by stewards, 

subordinate body officers and members to file grievances and/or 

other relevant materials by certified mail or fax. Therefore, 

when a genuine need exists to ease these kinds of financial 

burdens, which could become significant over a short period of 

time, this type of fund may be created. 

If a subordinate body must have a petty cash fund, the following 

recommendations and procedures, which are in accordance with the 

AFSCME Financial Standards Code and the OCSEA Treasurer’s Manual, 

should be implemented. 

1. Petty cash funds should only be used to pay for items that 

have been approved by either the Executive Board or the 

general membership of the body. 

2. The Petty Cash Fund is to be maintained by the body’s 

treasurer. 

3. The Petty Cash Fund shall not exceed $50.00. 

4. All checks written to petty cash should be written to the 

person in charge of the Petty Cash Fund. 

5. All expenditures from petty cash funds shall be supported by 

receipts. The person in charge of the Petty Cash Fund shall 

maintain all petty cash receipts in the same manner as 

receipts are kept for other expenditures. 

6. When the Petty Cash Fund needs replenishing, all petty cash 

receipts should be added together, attached to a voucher and 

presented for payment like all other subordinate body 

expenses. A check should be issued to the Petty Cash Fund 

for the total amount of the receipts. In other words, do 

not write another check for $50.00 unless the $50.00 Petty 

Cash Fund has been totally depleted. Please refer to the

example of a petty cash record. The object is to bring the 

fund back to its original amount. There should never be 

more receipts and/or cash than the original start up amount 

of the petty cash. 

7. The Petty Cash Fund should only be funded by checks issued 

by the subordinate body. Miscellaneous cash refunds or 

change should be deposited back into the subordinate body’s 

accounts and properly identified on the treasurer’s report 

and financial statements. 

Example of Petty Cash Fund Record 

Transaction 

Receipt 

Description Date Amount Paid To Attached 

Balance 

Petty Cash Start Up 3/15/95 $50.00 Petty Cash Yes 

$50.00 

Stp. 3 Grievance Postage 4/4/95 - 2.39 John Brown Yes 

$47.61 

Certified Mail to OCB 4/12/95 - 10.91 Rachel Evans Yes 

$36.70 

Paper for Newsletter 4/14/95 - 8.76 Mary Smith Yes 

$27.94 

50 Stamps 4/20/95 - 16.00 Roy Rogers Yes 

$11.94 

Reimbursement of Petty Cash 

Petty Cash Fund 4/30/95 $38.06 Fund 

Check #1840 N/A $50.00 

Attached for your use is a copy of a Petty Cash Fund Record to 

assist you in keeping track of the body’s Petty Cash Fund. If 

you have any questions regarding petty cash funds, please contact 

either Geri Kaparos or Karla Cobel at 614/865-4700 or at the toll 

free number 1-800-969-4702.

OCSEA PETTY CASH FUND RECORD FOR SUBORDINATE BODIES 

Subordinate 

Body 

Identification______________________________________ 

(chapter, district council or assembly 

name and number) 

Petty Cash Record for the Period __________________ through 

__________ 

(beginning date) 

(ending date) 

Receipt Petty Cash 

Description Date Amount Paid To Attached 

Balance 

When the Petty Cash Fund needs replenishing, all petty cash 

receipts should be added together, attached to a voucher and 

presented for payment like any other subordinate body expenses. 

A check should be issued to the petty cash fund for the total 

amount of the receipts. In other words, do not write another 

check for $50.00, unless the $50.00 of the fund has been totally 

depleted. If the petty cash fund has been depleted to $5.00 then 

a check should be written for $45.00 to bring the account back to 

the original start up amount of $50.00. The object is to bring 

the fund back to its original amount. There should never be more 

receipts and/or cash than the original start up amount of the 

petty cash. If you have any questions regarding petty cash 

funds, please contact either Geri Kaparos or Karla Cobel at 

614/865-4700 or at the toll free number 1-800-969-4702.






Impact Bargaining Negotiating Teams 

Effective Date: April 11, 2009 

Background: With the increase in impact bargaining 

circumstances, staff have asked that we confirm procedures being 

used to establish the rank and file bargaining teams who are 

responsible for decision-making during the course of impact 

negotiations. In almost every circumstance, impact bargaining 

realities are such that there is little opportunity to engage in 

the extensive Union Pride notification and input solicitation 

which precedes regular negotiations. Further, these 

circumstances make the election of negotiating team members 

almost impossible to achieve. 

In the situations which have occurred to date, impact bargaining 

teams have been spontaneously created by the agency assembly or 

Labor-Management Committee, or appointed by the Executive 

Director. 

Recommendation: All impact bargaining (e.g., mid-term 

negotiations with an employer which may result in a modification 

to existing terms of the collective bargaining agreement and/or 

implementation of new collective bargaining terms) shall be under 

the direction of a Chief Spokesperson and rank and file 

negotiating team appointed by the Executive Director. 

Negotiating team appointments shall be subject to final approval 

by the OCSEA Executive Committee. The Chief Spokesperson shall 

be responsible for all administrative and technical details of 

the bargaining, the negotiating team shall be responsible for 

approving overall strategy and tentative agreements and ensuring 

good two-way communication with the membership, whether or not 

ratification will be required. 

In appointing members to the negotiating team, the Executive 

Director and the Executive Committee will be guided by the scope 

and complexity of the issues to be addressed, advice from the 

elected leadership of the agency assembly, if any, affected 

chapter leadership (to be provided in writing when practicable), 

and statewide labor-management committee members, as well as the 

recommendations of the staff and operations director assigned to

that agency. The following factors will be considered in making 

such appointments: 

Leadership position and experience 

Negotiations experience 

Ability to participate 

Whether personally impacted by issue 

Representation factors like – 

Geography 

Assembly 

Chapters 

Classification 

Race, Gender






Reporting of Leave Usage and Leave Conversion 

of State Officers 


This policy has been developed to keep an accurate record of 

leave usage and leave conversion for OCSEA State Officers who are 

in either a full-time or part-time leave status for the Union. 

In the event an officer who is not an employee of the State of 

Ohio is elected to office, language should be modified to reflect 

the employer of the officer. 

Article 3.10 (of the Contract between the State of Ohio and the 

Ohio Civil Service Employees Association) – Union Leave, 

paragraph 2 reads: The President of OCSEA, AFSCME LOCAL 11, shall 

be placed on full-time administrative leave with pay to conduct 

union business. One additional officer, designated by the 

president may also be released and placed on full-time 

administrative leave with pay. 

However, Article III, Section 1 of the OCSEA Constitution 

currently reads: . . .“At the discretion of the State Officers 

and with the approval of the Board, the President may work up to 

full time for the union and the Vice President and Secretary- 

Treasurer may work up to one-half time for the union. 

I. General Reporting Requirements 

Any state officer who is in a full or part-time leave status 

from the state and is working in a part or full-time status 

for the Union shall complete and submit written reports on 

a bi-weekly basis to the Comptroller on the same schedule 

as the employer’s payroll. 

To assure leave balances are maintained properly, the 

officer will report to the Comptroller all leave used during 

a bi-weekly period. Regardless of the number of leave hours 

used or not used at the end of a pay period, the Comptroller 

will inform the state agency/employer in writing of all 

necessary deductions to leave balances.

It is the objective of the Union that a state officer in a 

full or part-time status will continue to accrue their 

normal vacation, sick leave, personal leave balances and 

maintain all other State benefits while working for the 

Union. 

II. 

Vacation Conversion 

If maximum accrual of vacation occurs and the officer is 

faced with a “use it or lose it” situation, the officer will 

instruct the Comptroller to inform the State in writing of 

the number of maximum accrued vacation hours the officer is 

to be reimbursed. OCSEA will reimburse the employer for the 

payment of maximum accrued vacation hours. 

If an officer on full-time release separates from state 

service, the officer will request the Comptroller to secure 

payment to the officer of any unused vacation leave by the 

State. If applicable, OCSEA will request the State to 

calculate the number of hours of vacation leave accrued 

while the officer was in a full-time release status for the 

Union. It is recommended that OCSEA reimburse the State the 

equivalent of the vacation leave conversion balance that was 

accrued during the time the officer was on full-time release 

for OCSEA. OCSEA will reimburse the employer for the 

payment of converted vacation balances received by the 

officer at the point of separation from state service. 

III. Personal Time Conversion 

During the pay period including December 1, the officer will 

inform the Comptroller of the intent to either be paid for 

or to carry forward personal leave balances. The 

Comptroller will then inform the State in writing this 

specific pay period of the intent of the officer. 

If an officer on full-time release separates from state 

service the officer will request the Comptroller to secure 

payment from the State, to the officer, of any unused 

personal time. OCSEA will reimburse the State for 

compensation made to the officer. 

IV. 

Sick Leave Conversion 

During the pay period including December 1, the officer will 

inform the Comptroller of his/her intent to either be paid 

any or all of sick leave balances at the proper rate or to 

carry forward sick leave balances. The Comptroller will 

then inform the State, in writing, during this specific pay 

period of the intent of the officer.





Policy Name: Deactivation of Chapter(s) and/or Assembly 

Based Upon the Abolishment of an Agency or 

Institution 


1. The chapter consisting of the employees of the abolished 

agency shall be immediately deactivated, as of the date the 

abolishment of the agency becomes effective. 

2. All members of the deactivated chapter shall be reassigned 

to another chapter in accordance with the OCSEA Constitution 

and By-laws. 

3. Any funds in the possession of such deactivated chapter 

shall be transferred on a prorated basis to the chapter(s) 

to which the members have been assigned in accordance with 

OCSEA’s Constitution and By-laws. 

4. In conjunction with the order of the deactivation, of the 

chapter, all officer positions in the deactivated chapter 

are vacated.






Nepotism 


No employee, contract or non-contract, shall be directly 

supervised by a member of his/her immediate family. “Immediate 

family” is defined for this purpose to include: spouse or 

significant other (“significant other” as used in this policy is 

defined to mean one who stands in place of a spouse and who 

resides with the employee), child, step-child, grandchild, 

parent, step-parent, grandparent, great-grandparent, brother, 

sister, step-sibling, mother-in-law, father-in-law, son-in-law, 

daughter-in-law, brother-in-law, sister-in-law or legal guardian 

or other person who stands in the place of a parent.






Media Contact 


The following guidelines will be followed when selecting persons 

to serve as spokespersons or contacts for media outreach or 

response activities or as models for union leaflets and 

materials. 

1 All activities related to contact with news media regarding 

union-related issues or strategies should be coordinated 

with the OCSEA Communications Office whenever possible. 

Advance contact with the Communications Office permits 

coordination of the union’s activities related to the issue 

or strategy at stake, and maximizes our opportunities for 

successful communication of the union’s perspective. 

2. No individual is authorized to speak on behalf of OCSEA 

without the express authorization of the OCSEA President, 

Board of Directors, and/or Executive Director. Similarly, 

no person is authorized to speak on behalf of an OCSEA 

subordinate body unless they have been authorized to do so 

by the President or Executive Board of the subordinate body. 

3. When OCSEA media training has been offered to the chapter, 

assembly or district council involved in a media outreach or 

response activity, preference will be given by the OCSEA 

Communications Office to using trained persons as rank-andfile 

spokespersons or contacts. Thus, persons designated by 

subordinate bodies for participation in media training are 

presumed to be able to serve in this capacity when the 

Communications Office needs such spokesperson(s). No fair 

share fee payer may be a spokesperson. 

4. In selecting individuals to act as union spokespersons, or 

for use in union promotional material, the OCSEA 

Communications Office shall consult with the appropriate 

chapter, assembly, or district council president and staff 

representative to minimize the potential for unanticipated 

reactions or results. No individual who has claimed a 

rebate for dissenters in the preceding year shall be 

considered for such role in the absence of unusual

circumstances. In the event the Communications Office cannot 

make timely contact with the appropriate subordinate body 

president or staff representative, the Operations Director 

or Executive Director may approve the selection of 

individuals for these purposes. 

5. Whenever a media event or press conference is arranged, the 

Communications Office will provide reasonable advance notice 

to: 

• The OCSEA Executive Committee 

• Affected chapter and assembly presidents 

• Board members and district council presidents in the area 

where the media contact is occurring 

• Affected Operations Directors and Staff Representatives





Policy Name: Procedure for Appeals Filed Pursuant to 

Article X, Section 4 of the OCSEA 

Constitution 


1. The committee shall be composed of nine (9) Board members 

mutually agreed upon by the involved staff member(s) and the 

OCSEA President. 

2. The President shall establish a panel consisting of fifteen 

(15) Board members. From this panel each party shall 

alternately strike names of the members of said panel until 

nine (9) names remain who shall constitute the committee to 

hear and decide the appeal(s). 

3. The OCSEA President shall appoint a chair from among the 

members of the committee. 

4. The location, time and date of the proceedings shall be set 

by the OCSEA President. 

5. Any party may be represented by counsel. 

6. The committee shall have the authority to conduct the 

proceedings in an orderly and professional manner. The 

committee shall have the right to appoint Sergeants at Arms 

for the duration of the proceedings, if necessary. 

Executive Session may be called by the committee in 

accordance with Robert’s Rules of Order at any time 

throughout the proceedings for the purpose of deliberations 

only. 

7. The appealing party(ies) shall first present witnesses, 

documents and other evidence and shall have the opportunity 

to cross-examine witnesses and rebut the evidence presented 

in opposition to the appeal(s). The committee shall afford 

full and equal opportunity to the Executive Director for the 

presentation of witnesses, documents and other evidence and 

to have the opportunity to cross-examine witnesses.

8. The parties may offer such evidence as is relevant and 

material to the appeal and shall produce such additional 

evidence, as the committee may deem necessary to an 

understanding and determination of the appeal(s). The 

committee shall be the judge of the relevance and 

materiality of the evidence offered. Conformity to legal 

rules of evidence shall not be necessary. All evidence 

shall be taken in the presence of the entire committee and 

all of the parties, except where any of the parties is 

absent, and therefore in default or has waived the right to 

be present. Exhibits may, when offered by either party, be 

received in evidence by the committee. 

9. Witnesses may be called by either party and shall be subject 

to cross-examination. The committee may receive and 

consider the evidence of witnesses by affidavit, giving it 

only such weight as deemed proper after consideration of any 

objection made to its admission. 

10. Upon completion of the proceedings, either party may request 

the opportunity to submit briefs. Briefs must be received 

at OCSEA within seven (7) calendar days of the close of the 

proceedings in order to be considered. Upon receipt of the 

briefs, if any, the committee shall meet in order to 

consider the evidence as presented and render a decision 

within fifteen (15) calendar days. The committee shall 

issue a final decision to the appealing party(ies) and the 

Executive Director. The final decision shall be reached by 

majority vote of the committee members to either deny or 

sustain the appeal. The decision shall be issued in writing 

by the chair. This decision shall be the final step in the 

grievance procedure, with no further appeal available.






Paid Release Time for Meetings 


1. All members of the Board of Directors shall be reimbursed 

for lost time, which is necessary to conduct official OCSEA 

business of subordinate body meetings to which they are 

assigned. 

A. Release Time 

Release time shall include round trip travel for all 

subordinate body (chapter, district and/or assembly) 

meetings occurring during the assigned board member’s 

regular working hours. 

B. Notification 

Advance notification to the President of OCSEA or 

his/her designee shall be required. Sufficient notice 

to OCSEA for the purpose of securing release time from 

the Board member’s agency shall be the responsibility 

of the Board member attending the meeting.






Minutes 


All subordinate bodies shall submit a copy of the minutes of all 

meetings held during the quarter with their Quarterly Financial 

Statement. General membership meeting, special meeting and 

executive board meeting minutes must be submitted. If a 

Treasurer’s Report was given at the meeting, a copy of this 

report shall also be included. If any minutes are not submitted, 

no rebate will be paid for that quarter until all the minutes are 

received. 

Minutes do not have to be typed. If the subordinate body’s 

secretary is not present to take the minutes, the president shall 

appoint someone to take the minutes in his/her absence.






Memorandums of Understanding 


Background: During the term of the collective bargaining 

agreement with the State of Ohio, OCSEA enters into a multitude 

of agreements with the State in order to protect the interests 

and rights of the employees included in the State Bargaining 

Units represented by OCSEA. 

It is the interest of OCSEA and its membership that a policy be 

developed so that a consistent and uniform procedure is in place 

for the approval of memorandum of understanding agreed to by the 

Union between negotiations for successor collective bargaining 

agreements. 

Policy 

Non-Applicability of Policy. 

the following circumstances: 

This policy is not applicable to 

1. Agreements applicable to day-to-day operations; 

2. Agreements that pertain to any bargaining units not covered 

by the state-wide collective bargaining agreement; 

3. Any of the following: 

a. Last chance agreements; 

b. Any agreements entered into pursuant to Section 18.14 

of the collective bargaining agreement; 

c. Grievance settlements and grievance processing 

generally; 

d. Memorandum of understandings required by the collective 

bargaining agreement; 

e. Agreements specifically authorized by Article 35;

f. Agreements resulting form working out of classification 

grievances. 

Communication Plan. In every instance that a memorandum of 

understanding is approved pursuant to this policy, a 

communication plan shall be developed to insure that information 

is properly disseminated to and collected from all interested 

parties. 

The plan shall include the following elements at a minimum: 

1. Notice to affected employees; 

2. The opportunity for all affected employees to give input and 

feedback prior to the conclusion of negotiations; 

3. The means by which information shall be shared with 

applicable leadership; 

4. Specific assignment of responsibilities for execution of the 

plan. 

Standard for Ratification. Ratification by the affected 

bargaining unit membership will only be required when agreements 

are entered into by OCSEA that decrease rights under the 

collective bargaining agreement. 

Application of the Standard. The determination of whether the 

collective bargaining agreement has been modified and whether a 

ratification vote will be taken will be made by the following 

individuals: 

1. Ranking Leadership – If the issue involves a statewide 

issue, the assembly president shall serve as the ranking 

leadership representative. If the issue originates from a 

chapter or small number of chapters, the chapter 

president(s) shall serve as the representatives. If an 

assembly does not exist for a particular agency when a 

statewide issue is involved, the statewide labor/management 

committee members will serve as the ranking leadership 

representatives. If a statewide labor/management committee 

does not exist with respect to the agency involved, a 

special committee shall be appointed by the Executive 

Director and the Executive Committee for purposes of 

participating in the application of the standard and the 

formation of the ratification plan as set forth in this 

policy; 

2. Assigned staff representative;

3. Assigned Operations Director; 

4. General Counsel; 

5. Executive Director; 

6. Executive Committee. 

This group of individuals has the authority to call meetings with 

the affected bargaining unit membership. 

Ratification Plan. The ratification plan will be established by 

the individuals listed above who were involved in the 

determination that the ratification vote was required. The 

ratification plan will include documentation of the following: 

1. Who will vote; 

2. How the vote will be taken; 

3. How information will be provided to those voting prior to 

the vote.






OCSEA Hosted Assembly Web-Sites 


Background: It is recognized that web sites are an effective, 

quick, broad based and relatively inexpensive means of 

communication. It is also recognized that subordinate bodies are 

made up of members from across the State who could benefit from 

the opportunity to have the immediate access to information that 

could be provided by subordinate body leadership through a web 

site. Making web sites available offers subordinate bodies 

another tool that allows the sharing of information and the more 

effective utilization of collective power and resources that 

comes from timely and adequate communication. The OCSEA Internet 

server has the capacity to act as an Internet web page host for 

subordinate bodies if they want to establish a web page through 

OCSEA’s servers. 

This policy is only applicable to subordinate bodies. OCSEA 

shall establish a web-site in accordance with this policy for any 

subordinate body that submits a written request. After a written 

request is received, OCSEA and the subordinate body president 

shall sign a written agreement setting forth the terms of the 

service and the rights and obligations of the parties. After the 

paperwork is complete, OCSEA shall inform the subordinate body 

presidents of the time frame it deems will be necessary to set up 

the web-sites, based upon prioritization of its work. A copy of 

the minutes containing the motion to authorize expenditures for a 

website shall be provided to OCSEA. All costs associated with the 

website should be discussed prior to implementation. 

The subordinate body shall include a disclaimer on each web page 

indicating that the content is not necessarily reflective of 

OCSEA’s policy or opinion. 

The subordinate body shall be responsible for maintenance, set up 

and update of the pages placed on the web-site. OCSEA shall 

cover external costs associated with establishment of a domain 

name and maintenance of the server. OCSEA will review costs of 

this operation and will determine if it can continue to bear any 

costs associated with hosting web pages on behalf of the 

subordinate bodies. Thirty (30) days notice shall be provided to

the assembly president prior to charging the assembly for any 

services provided pursuant to this policy. Said charge shall be 

deducted from the Assembly’s rebate by the Comptroller. 

OCSEA shall maintain the right and discretion to terminate 

services without prior notice to the subordinate body. However, 

notice of the reason and date of termination shall be provided to 

the subordinate body president and designated administrator 

within ten (10) days of such termination. 

The subordinate body president shall designate to OCSEA, in 

writing, a subordinate body designee who shall be in charge of 

maintenance of the subordinate body’s web page with rights of 

exclusive access on behalf of the subordinate body, 

notwithstanding OCSEA’s rights to access the site as it deems 

necessary. Any changes in designee shall be communicated to 

OCSEA on a forthwith basis.






District Representatives 


1) In the event a district fails to elect the number of Board of 

Director’s members to which it is entitled, a non-voting 

“District Representative” shall be authorized by the Board of 

Directors to meet the requirements of Article IV, §1(A) of the 

OCSEA State Constitution. 

2) The Representative shall fulfill all the duties of a member of 

the State Board as outlined in Article II of the State By-Laws 

and elsewhere within the Constitution. All appropriate 

expenses shall be paid pursuant to Board Policy #1 and OCSEA 

State By-Laws Article II, Section 1 (E). 

3) Notice of this position shall be given to all active chapters 

within the affected district at least thirty (30) days prior 

to the board meeting at which the representative will be 

selected. 

4) Any active chapter within the affected District may provide an 

endorsement in writing, from a regular or special meeting, for 

any and all applicants. 

5) Any member interested in the position must meet the 

qualifications of Article IV, Section 3 of the OCSEA State 

Constitution, and any other applicable sections. 

6) Applicants must submit to the Judicial and Internal Affairs 

Committee the following items: 

A. A chapter endorsement obtained after notification of the 

position’s availability; and 

B. A short, signed narrative, indicating a willingness to 

serve and outlining his/her qualifications, experience 

and background in OCSEA activities.

7) The Judicial and Internal Affairs Committee will examine all 

applications and report to the Board of Directors the names of 

all qualified applicants. The Board of Directors will, by 

secret ballot, select an applicant to the position. Each Board 

Member present may cast one vote and the applicant receiving 

the highest number of the votes cast shall be selected. In the 

event there is a tie among applicants with the highest number, 

a second vote shall be held. A second tie will be broken by 

the flip of a coin. 

8) A “District Representative” shall be eligible to serve the 

entire term unfilled by the District. 

9) In the event a “District Representative” shall be unable or 

unwilling to complete the term of office or shall become 

ineligible, the position shall be offered to the appropriate 

applicant with the next highest number of votes. In the event 

no other applicants remain, the procedure outlined in Items #1 

through #8 shall be invoked. 

10) A “District Representative” may be removed by a majority 

vote of the State Board of Directors present and voting.






Member’s Political Rebate 


Background: The conscientious objector rebate problem has 

emphasized that many of our members are concerned that dues money 

is spent on partisan political activities. Even though we have 

expended considerable effort in the past communicating that S.B. 

8, passed in 1995, prohibits the spending of dues money on 

partisan political activities, significant confusion remains. 

Anger about the perceived spending of dues money is accentuated 

when OCSEA AFSCME endorsements are published. 

The Internal Organizing Committee feels it is important to 

continually to educate our members and leaders about this issue 

to reduce the number of people requesting rebates. 

Therefore, the following Board policy is proposed: 

Every time political endorsements are published, a disclaimer is 

issued that says that no dues money is spent on partisan 

political activities. The following language shall be used: 

“Pursuant to Senate Bill 8, passed in April 1995, OCSEA/AFSCME is 

not allowed to utilize dues money for partisan political 

campaigns. The information contained in this publication is 

intended solely for the education of members.” 

If appropriate, a second sentence should be added: 

information is not considered “partisan.” 

The above






Subordinate Body Quarterly Rebates 


Background: In 1974, AFSCME adopted Section IX, Article 10 as 

part of its International Constitution. Under this section, 

members who conscientiously objected to AFSCME’s partisan 

political or ideological activities were permitted to request the 

return of a proportionate amount of their dues paid. By virtue 

of our affiliation with AFSCME, this right was extended to 

members of OCSEA. 

The number of rebate requests from OCSEA members has steadily 

risen culminating in the payout of more than a quarter million 

dollars to more than 4,400 members in 1997. The Internal 

Organizing Committee was directed to examine avenues to decrease 

both the number of requests and the outflow of cash. 

A review of Article XIV, Section 5 of the OCSEA Constitution 

notes that “…all active members’ dues monies received…” are to be 

distributed according to the formula shown. In practice, the 

dues monies are actually reduced by the amount of rebates 

received by the individual member. Previously, this reduction 

was borne entirely by the general fund. However, given the 

substantial increase in the amounts involved, it has become 

necessary to adjust the calculations in order to reflect the 

overpayment to the subordinate bodies and to equitably distribute 

the losses. 

Therefore the following Board Policy was created. 

The following policy applies to all subordinate bodies of OCSEA 

in regards to the quarterly rebates or dues distributions as 

provided for under Article XII, Sections 2 through 5 of the OCSEA 

State Constitution. 

Quarterly rebates to all Subordinate Bodies shall be calculated 

as the total of all dues and fees paid (as already defined in 

Article XII, Section 2 (A) and (B)) minus the sum of the 

proportionate share of the last annual rebates paid by OCSEA to 

each bargaining unit member of that body, with percentages 

provided for in Article XII, Section 5 then applied to this 

total, effective January 1, 1999.






24/7 Operations – Chapter Meetings 


The chapter meeting will be held on a designated day with ten 

(10) days prior notice to the staff representative and state 

board member as required by the Constitution. 

Where a chapter elects to have two (2) or more sessions, the 

following recommendations are given to assure consistency in 

conducting business: 

1. When multiple sessions are held, the quorum is declared when 

the total number of individual Chapter Officers and 

Executive Board members attending any session constitutes a 

majority, and; 

2. A member can only vote once on a motion, and; 

3. If a motion is introduced at the first session, it will be 

carried over to the second session, and; 

4. If a new motion is introduced at the second (or third) 

session, either the motion is held until the next meeting’sfirst 

session or, if action is required prior to the next 

scheduled meeting, the motion will be referred to the 

executive board for appropriate action.






24/7 Operations – Nominations and Election 

Procedures 


Background: In order to ensure a fair election where everyone 

has the opportunity to vote or to be nominated, these procedures 

were developed to help the 24/7 chapters. 24/7 means twenty-four 

hours a day seven days a week. 

Election of all subordinate body officers, executive board, 

delegates to the OCSEA Convention, Assemblies and Districts 

Councils require a 15-day notice of nominations and elections. 

The notice should indicate what offices are to be filled, and 

should state the date, times and places of both the nominations 

meeting and election. Nominations and elections cannot take 

place at the same meeting in a 24/7 operation. This is to insure 

that every member has an equal opportunity to cast a ballot or 

make a nomination. 

Procedure: 

1. Notice 

Nomination and election information may be included as part of a 

regular meeting notice. It may be given by printing the notice in 

a newsletter or any publication that is mailed to the entire 

membership, provided it is prominently displayed and not buried 

in the middle of an article or some other subject. 

The important thing is that the notice be mailed to all members 

with sufficient time to be received at least 15 days before the 

meeting at which nominations are to be made. Because no mailing 

list is ever one hundred percent accurate, it is usually wise to 

post notices on bulletin boards concerning the nominations and 

election in addition to the mailed notice. 

2. Term of Office 

Elections must be held in the regularly scheduled month even 

though the previous election and/or installment of officers was

delayed. Such a delay might have come about because of a run-off 

election, a valid protest that resulted in a re-run of the 

election or perhaps because of an “Act of God”. The three year 

term will start in the same specific month every third year. 

3. Times and Locations for Holding Election 

Nominations/Elections must be held at set times and locations in 

order to insure a fair chance for every member to make a 

nomination or vote. 

Suggested hours: These are suggested hours only, each chapter 

should select hours that are most reasonable for their members 

and shift changes. 

a. 6:00 a.m. – 4:00 p.m. The purpose of this is to allow 

members of the third shift an opportunity to vote when 

getting off their shift. It also allows members of the 

first shift coming in an opportunity to vote and all 

members on staggered shifts to vote as well. 

b. 6:15 a.m. – 7:15 a.m. and 11:15 a.m. – 12:15 p.m. and 

2:15 p.m. – 4:15 p.m. This makes the ballot box 

available during shift changes. 

All provisions of the AFSCME Election Code (unless specifically 

modified by the OCSEA Constitution and By-laws) and the OCSEA 

Constitution, By-laws and Subordinate Body Constitution apply. 

The OCSEA Election Manual should be used as a resource.






Emergency Subordinate Body Meeting 


Authorization for subordinate body meetings, including 

executive board meetings, is contained within the Subordinate 

Body Constitution, Article XI – Meetings. 

Per “Roberts Rules of Order Newly Revised”, an “emergency 

meeting”, (or “called meeting”) is held at a time different from 

that of any regular meeting and is usually convened only to 

consider one or more items of specific business. The reason for 

an emergency meeting is to deal with important matters that may 

arise between regular meetings and that urgently require action 

by the Body before the next regular meeting. 

Calling an emergency meeting does not negate the 

requirements for a quorum (See Article X – Business) or for 

accurate meeting minutes.






Permanent Seasonal Elected Officials 


Issue: OCSEA has permanent, full-time bargaining unit members in 

the Ohio Department of Natural Resources (ODNR) whose positions 

are seasonal in nature and do not function year round. These 

members work a standard forty (40) hour week. They usually have 

starting and ending dates based on the previous season’s work, 

with flexibility to extend or reduce their employment by four (4) 

weeks depending upon weather or other conditions. Employment 

interruptions must last a minimum of two (2) consecutive pay 

periods per OCSEA contract. Recall rights are based on seniority. 

Several long term members are currently participating in OCSEA in 

elected positions. Due to the nature of their employment, they 

have been placed on the “Officers in Arrearage” reports. Further, 

these arrearages will render them ineligible for any upcoming 

elections. 

Rationale: These ODNR positions have been in existence for more 

than a decade. The members in these classifications have been 

accorded full rights of membership. During their winter lay-offs, 

they have continued their union activities. Literal enforcement 

of Article XII – Dues, would result in the loss of valued leaders 

and have a chilling effect upon OCSEA’s efforts to increase 

membership participation. 

Therefore, the affected classifications are grandfathered in as 

follows: 

Where a bargaining unit member is in a permanent, full-time 

seasonal position, he/she shall be eligible to run for and hold 

an elected office under the following conditions: 

1. They have been an OCSEA member for at least two continuous 

calendar years; 

2. All membership dues have been made properly during their 

employment; and

3. During the seasonal interruptions, dues at the current 

amount and payment schedule established by the AFSCME 

International Constitution for member-at-large shall be paid 

for each month or portion thereof until the month of their 

reinstatement/recall. 

4. In the event the member is not reinstated/recalled, payments 

shall continue to be made at the members-at-large rate, 

subject to the rights and obligations in Article 18 of the 

Collective Bargaining Agreement and Article XII of the OCSEA 

State Constitution.






Removal of Officers under Trusteeship 


Where a trustee of a subordinate body has found it necessary to 

remove officer(s) and/or executive board pursuant to the powers 

conveyed by Article XV – Trusteeships, said member(s) shall not 

be eligible to run for office in the election immediately 

following the termination of the trusteeship. Such a removal 

shall be construed as a violation of Article XIII, §A(1) of the 

OCSEA State Constitution. 

The decision of a trustee to suspend, remove or replace elected 

officers and/or representatives of the affected chapter, district 

council or assembly may be appealed to the State President. The 

decision of State President shall be final.






Agency Stewards 


An assembly may petition the OCSEA Board of directors in order to 

form an Agency Steward program. In agencies where there is an 

absence of an assembly, a member – steward may petition the state 

board of directors for assistance in setting up such a program. 

The agency members would be responsible for drafting and 

submitting a plan for approval that is tailored to meet the needs 

of their particular agency. 

The purpose of such program would be restricted to representation 

of agency members in conglomerate chapters where a chapter 

appointed steward is not on record with the appropriate agency. 

Additionally, an Agency Steward may represent agency members if 

the presidentially appointed steward is unavailable or unable to 

participate because of their involvement in the employer 

initiated action. 

The Agency steward may represent agency members across district 

and chapter lines. Duties may include representation of a member 

at investigatory interviews, pre-disciplinary conferences, and 

step two and three grievance hearings. However, it shall be the 

responsibility of the Agency steward to notify the chapter 

presidents and/ or staff representative of the progress of any 

grievances and dispositions. 

Agency Stewards working within the terms of the Board of 

Directors approved steward plan shall be reimbursed for mileage, 

parking, postage and lost wages, if any, due in accordance of the 

approved Agency Steward plan by the appropriate chapter.






Removal from Office 


In order to begin the process, a petition signed by a minimum of 

thirty-five percent (35%) of the active members of a chapter or 

thirty-five percent (35%) of the delegates of an assembly or 

district council shall be forwarded to the Judicial and Internal 

Affairs Committee (JIAC). The petition shall list: (1) the 

name(s) and office(s) of the person(s) they wish to remove; (2) 

the reason(s) for the request; and (3) the proposed date(s), 

time(s) and location(s) for the vote on the matter. One member or 

delegate shall be identified as the contact person. 

Upon review of the petition, JIAC shall authorize, by majority 

vote, the appropriate mailing. The cost of the mailing shall be 

deducted from any forthcoming rebate. 

A board member shall be assigned by the State President to 

oversee the matter. No board member or district representative 

shall be assigned to monitor a removal under this article in 

his/her home chapter.

Board Policy - OCSEA

Create successful ePaper yourself

Delete template?

Save as template?