Texas Postal Workers Union, AFL-CIO CARLTON WILLIAMS TPWU PRESIDENT 2010 Postal Way Dallas, Texas 75212-6318 WORK: 214-678-0523, (CBLL: 214.213.7657, PHO 214-631-3184 Executive Board Meet g Minutes and Audit Committee Report San Antonio, TX TO: Executive Committee, Executive Board Members, and Local State Presidents Date: June 16, 2016 in compliance with the TPWU Constitution and By — Laws, Executive Board Meeting June 1, 2016 (San Antonio, TX) In accordance with Article 7 Section 3, C. ‘The Secretary-Treasurer shall keep a record of the proceedings of all Executive Committee and Executive Board Meetings and conventions held during his/her tenure and other records of the council. The Secretary-Treasurer shall furnish the proceedings to the Executive Committee, Executive Board and Local State Presidents within 30 days of said meeting. Audit Committee Report June 3, 2016 (San Antonio, TX) In accordance with Article 7 Section 3, C, (13). ‘The Secretary-Treasurer’s records shall be audited every six (6) months by a three (3) member Audit Board selected, from other than State Officers by the District Vice-Presidents and the results of the ‘Audit will be mailed to the Local Presidents, no more than fifteen (15) days after the Audit is complete. ‘A.copy of the report shall be given to the Executive Committee, published in the TPWU newspaper and ‘made available to the TPWU Convention Delegates. Lytton Willeasme Carlton Williams TPWU President © oRTEXAS POSTAL WORKERS UNION EXECUTIVE BOARD MEETING LaQuinta Inn & Suites 303 Blum St. San Antonio, TX 78205 JUNE 1, 2016 President Carlton Williams called the meeting to order at 5:11 p.m. Motor Vehicle Craft Director Lee Nelson led the prayer. Officers present were: Carlton Williams, President Ruben Campos, Vice-President Wanda Coleman-Gordon, Sec. /Treas. Tonya Brooks, Director of Inf,/News Robert Wentzel, Maintenance Director Lee Nelson, Motor Vehicle Director Bernadette Baker, Legislative Director Eric Flores, District VP #1 David Estrada, District VP #2 Norma Impallari, District VP #4 Deanna Newsome, District VP #5 Jesse Benavides, District VP #7 Cindy Martinez, District VP #8 Billy Jones, District VP #9 Earl Vaughns, District VP #10 Sterling Ricks, SAAAL VP Janice Anderson, Temple President Troy Bigham, Amarillo President Elida Paz-Garcia, Corpus President Silvia Reyna, McAllen Clerk Craft Vermon Chatmon, Tyler President Gary Glazebrook, Houston Pres. Debbie Barrett-Wiltz, Houston Sec,/Treasurer Officers Judy Glossup and Mike Holloway were absent. 1. COPA - Bernadette Baker made a motion to allocate $1500 for a COPA raffle. The motion was seconded by Ruben Campos. The motion was adopted. 2. Per Capita Dues Payment - Wanda Coleman reported that most locals are not paying their dues as required by the Constitution, A few locals are paying okay. The locals that are not paying, when they do send ina payment it is fora year or more and they do not send the last page of the DCO so it is impossible to know how many members they are paying for or how much they are paying for each pay period. The Secretary needs to get with each local and get everyone on the same page. Discussion was held on how we can get the locals to comply with the constitution.Cindy Martinez inquired about National putting AO’s into locals without having to go through the proper merger process. Ruben Campos stated that he received a letter from Elizabeth Powell stating that they were going to Place the small offices into surrounding Area Locals without going through the merger guidelines. He further stated that if this was to happen it will affect our dues. 3. Expense/Travel Reimbursement Vouchers - Wanda Coleman stated that she had sent out a letter informing everyone on the procedure for submitting their vouchers. The vouchers need to be sent to the President for his approval first. This will speed up the time it takes for you to get your check. If you send the vouchers to the Secretary, she then has to mail them to the President for his signature. If you mail them to the President, he can approve them and then scan them to the Secretary in the same day. Then the checks can be written and mailed to the President for his signature which will speed up the time it takes for you to get your check. Mileage and per diem can be paid when received but LWOP is only paid on the pay period. 4. T-Shirts and Pins for National Convention - Discussion on T-shirts and pins for the National Convention in Orlando. Deanna Newsome stated that she had used a company out of lowa that had excellent customer service and she would like to give them business for the t-shirts. Ruben asked if we could make them Polo shirts instead of t-shirts. Debbie Barrett-Wiltz made a motion to spend up to $3200 on T-shirts and Pins for TPWU Officers seconded by Earl Vaughns. Cindy Martinez requested that TPWU be on the shirts and not individual names. The motion was adopted. 5. Attire for Parade of States - Deanna Newsome suggested that we wear our favorite sports team from Texas (i.e. Cowboys, Spurs, Astros, Texans, etc). The other option was Western wear. Carlton polled the members to see who wanted to wear sportswear or western wear. Only four votes for sportswear and majority vote for western wear. Deanna Newsome made a motion to spend up to $1000 second by Debbie Barrett- Wiltz to purchase items to hand out at the parade of states and to wear, Motion adopted, 6. Organizing Non Members - Norma had requested a copy of the Non- Member list. We are 49% organized and 51% non-organized. Carlton will get with Tammy Armstrong, Norma Impallari and Sterling Ricks to see about how to go about doing a mail out. Sterling stated that we are lucky because Anna 2Jun 15 16 12:07 Smith, National Organizer is here and only two people is signed up for her class. To say that the State is only 49% organized is an embarrassment. Maybe more people need to sign up for the class. Open Forum Cyndi started by asking Carlton about the LM-2 report, that there was an amount of $70,498. She stated that there is a difference of $4,417. We had 27 pay periods this year. Art Zeno - Wanda has talked to Zeno. We will meet with Paul Delaine on tomorrow and get this taken care of Tammy Armstrong ~ Vermon Chatmon made a motion to pay Tammy 56 hours at Level 6 Step 0 for transcription at Trial Board second by Sylvia Reyna for a total of $1528.80. Motion adopted. Articles for TPWU Lone Star Paper - Ruben stated the reason she had put this as an agenda item was to limit the number of words per article. Sterling Ricks made a motion to change the constitution to read the number of words per article for the TPWU Lone Star not to exceed 500 second by many. Motion adopted. Debra Stewart District 4 President for the TPWU Auxiliary would like for us to donate $500 to the backpack program. Syivia Reyna made a motion seconded by Bric Flores to donate $500 to the backpack program, Motion adopted. Earl Vaughn made a motion to adjourn. The motion was seconded by Lee Nelson. The motion carried. The meeting adjourned at 6:52 p.m. Yours in Union Solidarity : Ott Gee Cte RECEIVED Wanda Coleman-Gordon YUN 15 20g Secretary-Treasurer DALLAS ane, AMERICAN POStaL GptAL =‘Texas Postal Workers Union Audit Committee June 3, 2016 The Audit Committee met on Wednesday, 6/01/16 thru Friday, 6/03/16 at the La Quinta Inns and Suites, in San Antonia, Texas. Members Present: Reshanda S. Tatum, Chairpersor Brenda White-~ Sylvia Reyna-~ ‘The Audit covered the months of October 2015 through Apri 2016. ‘The committee checked for: 1. Correct amounts on cleared checks and when voided, the voided check. 2. Vouchers for expenses with proper authorization. 3. Receipts for expenses. 4, Bank Statement reconciliation deficiencies or problems. 5. Taxes being paid and Reports being filed. 6. Latest LM Report and Bonding Coverage confirmed. 7. Compliance with constitution and by-law mandates in general. 8. Overpayments and underpayment of expenses. The following discrepancies were found during the current audit. (1) Need receipt for the Standard Mail/Permit Annual Fee. (2) When VP's are travel to meet with grievant or management call to make sure the person you're meeting with is available.‘The Committee recommends the following: ‘When submitting vouchers for lost leave, pay stubs must be submitted before voucher is paid, 2, When submitting vouchers for mileage, a MapQuest printout with mileage or Odometer reading must be submitted before voucher is paid. 3. As per TPWU Constitution Article 8.1 when submitting vouchers for reimbursement an original receipt must be submitted before the voucher will be paid. Auriliary Report ‘The Auxiliary records for June 2015 through April 2016 were check. No disctepancies were found, however; the April and May of 2015 were still not available. Respectfully submitted, Bisuds white Brenda White Sylvie Reyrk