Constitutional Duties
“It is solidarity of labor we want. We do not want to find fault with each other, but to solidify our forces and say to each other: ‘We must be together.’”
—Mary Harris “Mother” Jones, union organizer and agitator
Each local union officer has several specific duties, which are described in the local’s constitution. Below is a summary of the standard constitution for local unions, which is found in Appendix C of the International Constitution. (A local union may adopt its own constitution, which must conform to the provisions of the International Constitution and which must be approved in writing by the International president.) Some guidelines covering other responsibilities of each office are also presented below.
The President’s Constitutional Duties
- Preside over all membership and executive board meetings
- Be a member of all local committees, except the election committee
- Countersign checks drawn against the local’s funds
- Appoint all the local’s committees (subject to the executive board’s approval)
- Report periodically to the membership on the “state of the local”
In addition to his or her constitutional duties, the president, as the chief officer in the local, regularly takes on other roles and responsibilities. As the spokesperson of the union leadership to the rank-and-file membership, the president regularly should communicate the union’s vision, direction and goals. The president must also be a good listener and should seek out the views and ideas of fellow officers as well as those of the membership. The president’s role is like that of a team captain, one who can focus on issues and problems and motivate people to work together toward achieving common goals. The president is also the union’s representative to the community. Finally, the president is the union’s ceremonial officer for such occasions as initiation of new members or installation of newly elected officers.
The Vice President’s Constitutional Duties
- Assist the president
- Preside at meetings and perform other duties of the president when the president is unable to do so
- May be authorized (by the executive board) to countersign checks
In many locals the vice president is the chair of a prominent standing committee, such as the stewards committee or the organizing committee. This provides a direct link from the executive board to the work of an important committee. The vice president can serve as a stand-in for the president in such roles as ceremonial officer or representative to the community.
The Secretary-Treasurer’s Constitutional Duties
- Receive and deposit in a bank all the local’s money
- Prepare and co-sign checks for the local’s expenditures
- Submit a monthly membership report to the International Union and see that the monthly per capita tax payment is made (Note: In most councils, these functions are performed for the locals by the council)
- Prepare a written monthly report of the local’s financial transactions
- Act as custodian of the local’s property
- Give a surety bond through the International Union
- Submit any required financial reports to the International Union
The AFSCME Financial Standards Code establishes the minimum standards for keeping local union financial records. The local’s money can be spent only with proper authorization, that is, by a vote of the membership or executive board. (Payments required by law or the union’s constitution require no further authorization.)
The monthly financial report contains a statement of income for the month, expenses paid during the month, the local’s cash assets, and a list of any unpaid obligations as of the end of the month (see Appendix A: Sample Local Monthly Financial Report, page 48). The local union’s annual financial report allows a local officer to review and evaluate the local’s financial practices.
The Constitution requires that all local union officers and employees be bonded through the International Union for no less than 10 percent of the local’s assets. A $2,500 bond is the minimum issued by the International Union. The local’s secretarytreasurer must notify the International secretary-treasurer, on forms provided by the International, of the amount of the local’s annual assets. The International Union then bills the local for thecost of the bond.
The Recording Secretary’s Constitutional Duties
- Keep a record (minutes) of membership and executive board meetings
- Handle the local’s official correspondence
Minutes are a brief record of what occurred at a meeting and should include officer and committee reports, as well as motions that were discussed and those that were passed (see Appendix B: Sample Local Meeting Minutes). A copy of the monthly financial report should be attached to the minutes and kept on file. Correspondence the executive board considers important should be read at the membership meeting.
The Executive Board’s Constitutional Duties
- Be the governing body of the local union — except when membership meetings are in session
- Decide “all matters affecting the policies, aims and means of accomplishing the purposes of the local” not provided for in the Constitution or by action of the membership
- Report on all actions and decisions at the next membership meeting
To accomplish its central goal — building a strong, effective union — the executive board must be able to work together in harmony. The executive board oversees the work of the union’s committees; plans the agenda for membership meetings; and, as the leadership body, determines the goals and objectives of the local and develops plans and strategies to achieve those goals.
The Trustees’ Constitutional Duties
- At least annually, audit the local’s finances (or oversee an audit) and report the audit’s results to the membership
Trustees may arrange for the annual audit to be conducted by a certified public accountant (CPA). Once completed, copies of the audit should be reviewed by the executive board and discussed at the membership meeting. A copy should be sent to the International secretary-treasurer. Because their sole function is to guarantee the members’ “right to a full and clear accounting of all union funds,” the trustees must be independent and are not voting members of the executive board.
