October 11, 2012 Executive Board Meeting

AFGE Local 2718 Executive Board Meeting

Minutes                             October 11, 2012                               1:30 p.m.  1^st floor Union Office

MEETING CALLED BY:     President Andre Jones

TYPE OF MEETING:          Executive Board monthly meeting

NOTE TAKER:                     Brenda Treml

ATTENDEES:                       President Andre Jones, Executive Vice President Michael Ortiz, Secretary Brenda Treml, and Treasurer Bruce Allen joined the meeting at about 2:40 p.m.

Opening

Call to Order at 1:54 p.m.

Reading of the Previous Minutes

There are no previous minutes, as this is the initial meeting of a new executive board.

Reports

ICE Report from Executive Vice President Michael Ortiz         

·         Will provide a list of ICE union reps to the board – there are 12 now.

·         Will be getting bulletin boards in the near future.

·         Will send a list of ICE management hierarchy to all executive board members.

·         Will send a count of pending grievances, ULPs, and EEOs to the executive board members.

o   Will keep electronic and paper records on all actions.

·         Looking at getting new office space as the basement union office is inadequate.

o   Michael will submit a meeting request, and Andre and Michael will meet with FOD Wong to discuss moving to a new office space.

     Financial Report from Treasurer Bruce Allen

·         Dept. of Labor OLMS is doing an audit of our books.

·         Money was allocated and approved in this year’s budget for a laptop.  Once the books are returned from OLMS, we will purchase the laptop with Quicken Pro to keep financial records.

·         Will also get a prepaid debit card for incidental union expenses by the end of 2012.

·         Will create an expense report template for recordkeeping of any expense reimbursements.

Agenda Items

Transparency

·         Will set up a website to post information for the local’s members.  Options are to create a site through AFGE’s national website, create a blog, or create a stand-alone website for the local.

o   Decided a blog is free to create and maintain, so Brenda will look into creating one within the next month. 

Quarterly Meetings

·         The by-laws obligate us to hold regular quarterly meetings in January, April, July, and October of each year. 

·         The next quarterly meeting will be on Thursday, October 25, 2012 from 12:30-1:30 p.m.

·         Bruce will look into reserving the 7^th floor conference room for the quarterly meeting.

·         Brenda will send an email on the official mail systems (under Article 8) to inform dues-paying members of the meeting location, date and time.

·         The agenda for the quarterly meeting will be set one week ahead.

Business Cards for Union Reps

·         Andre would like all reps to have business cards.

·         All board members will send information to be printed on the cards to Brenda before the next executive board meeting.

Executive Board Member Duties

·         Monthly Executive Board meetings will normally be held on the second Thursday of each month at 1:30 p.m.

·         All correspondence going out on AFGE letterhead will go through Secretary Brenda Treml.

The meeting was adjourned at 4:22 p.m.