Federal Executive Board :: Honolulu Pacific

SCOPE: The Council will act on behalf of the Secretary of Labor (or designee) on occupational safety and health issues within the Hawaii Area. The scope of activity will include professional development, training, consultation, recognition and awards, and dissemination of applicable information to agencies within the Council's geographic jurisdiction.

Authority. Executive Order 12196 calls for the Secretary of Labor to facilitate the exchange of ideas and information throughout the Government regarding occupational safety and health. Accordingly, the Secretary sponsors field federal safety and health councils. Guidance directing councils is established in title 29, Code of Federal Regulations, Subpart K. Functions conducted by the Council shall follow the requirements described in this standards.

ARTICLE III

FUNCTION: The Council will assist in establishing and developing regular occupational safety and health programs and criteria to meet the needs of the various federal agencies and establishments represented from within the geographical area. Additionally, the Council will promote and encourage closer working relationships among safety and health representatives from recognized federal labor organizations, state and private agencies, and the Honolulu-Pacific Federal Executive Board. The Council shall also carry out directives from the Secretary of Labor (or designee) and th Federal Advisory Council on special issues, problems, and programs relating to occupational safety and health.

ARTICLE IV

OBJECTIVES: The basic objectives of the Council is to assist the Secretary of Labor (or designee) in facilitating the exchange of ideas, information, and current data to assist agencies with their occupational safety and health programs and issues. To meet this objective, the Council will engage in the following functions to the best of its ability:

Adhere to guidelines set forth in Executive Order 12196, 29 CFR 1960. Promote the intent of 29 CFR and all other applicable occupational safety and health standards. Assist in the reduction of the incidence, severity, and cost of injuries and illnesses and losses to government property, equipment, and the general public while in the parameters of federally leased or owned properties. The Council should cooperate and collaborate with local and national safety and health societies and associations.
Act as a clearinghouse on information, data, and directives on occupational injury and illness prevention, industrial hygiene, hazardous material, health maintenance and promotion, employee assistance programs, safety training, and other appropriate specialties as needed.
Plan, organize, and conduct Council meetings or programs which will offer advice and information on occupational safety and health issues to representatives of participating agencies and employee organizations.
Promote coordination, cooperation, and sharing of resources and expertise to aid agencies with inadequate or limited resources. For example, this Council may organize and conduct training programs for collateral duty safety personnel, coordinate or promote programs for courtesy inspections, or (on request) conduct evaluations of an activities' safety and health programs.
Plan and implement joint safety and health projects and training with other federal and non-federal agencies and organizations. Encourage participation of labor organizations representing federal employees.
Provide the Honolulu Federal Executive Board, Federal Executive Association, labor union organizations, and other employee representatives with information on the administrative and technical aspects of safety and health.
Evaluate safety and health problems peculiar to local conditions and facilitate solutions to these problems through Council activities.
Develop a cooperative relationship with local community leaders by informing them of the existing functions and objectives of the Council and by calling on them for support and participation in Council meetings and activities.

ARTICLE V

MEMBERSHIP: The Council shall consist of:

Civilian or military representatives of local federal activities (designated in writing, via membership application, by their respective activity head, as members or alternatives) to represent their activity on the Council. Designated representatives shall be professionals in this field of safety and health, collateral duty personnel, and those employed in allied health and safety fields. Each activity head shall appoint an equal number of officially designated representatives (with designated alternates), from management and from nonmanagement employees, consistent with applicable collective bargaining arrangements.
Individuals employed by non-federal agencies in professions or occupations related to or concerned with safety and health of employees. Persons in this category will be an associate member and will not have voting rights or hold office, but are encouraged to serve on committees.
Representatives of recognized federal local labor organizations, which represent bargaining units, or other employee organizations representing federal civilian employees.

All officially designated members and representatives or their alternates, shall have voting privileges and serve without compensation.
In order to effectively facilitate the exchange of ideas and information with respect to occupational safety and health, there shall be no limit on the number of individuals that may become members and/or attend meetings and/or participate in Council activities.
An annual membership fee is not authorized per Department of Labor.

ARTICLE VI

ORGANIZATION:

COUNCIL OFFICERS

Officers shall include, as a minimum, a chairperson, vice chairperson, recording secretary, and treasurer.
Officers shall be elected from the ranks of current council membership for one year terms on a calendar year basis by majority vote of the (voting) members of the Council.

Elections of officers may be conducted at a regularly scheduled Council meeting or by letter ballot.
Should a vacancy occur, during the elected term, an appointment shall be made by the Executive Committee for the completion of the elected term.

Election of officers shall be held before 31 October. Officers will take office the following January.
The OSHA Regional Office and Office of Federal Agency Safety and Health Programs shall be notified of newly elected officers.

2. COUNCIL COMMITTEES

EXECUTIVE COMMITTEE

The Council shall have an Executive Committee consisting of all elected Council officers, chairpersons of other appointed committees, and the immediate past chairperson of the Council. The Executive Committee is appointed by the Council chairperson from Council membership. Any member of the general Council membership is welcome to attend Executive Committee meetings, but in a non-voting status.

The following shall apply:

Meet at least 45 days before the beginning of the calendar year to approve/plan an annual program designed to meet the objectives and functions stated in these articles.
Establish and direct necessary committees in order to maintain continued success of Council activities and goals.
Serve as an advisory committee to the Council chairperson.
The time served on the Executive Council shall be at the discretion of the Council chairperson.
The committee shall consist of not more than twelve appointed members. An Executive Committee member shall belong to at least one of the Special Interest Committees.
Associate members (as described under Membership, Article V) may be appointed to serve on the Executive Committee. Consideration will be given only if the member has been active in Council activities for a period of five years or more. "Active" is defined as participating in 75% or more of Council activities. No more than two associate members may serve at the same time. Associate members shall not impress any special interest upon membership for personal gain. Voting rights are limited to the Committee functions to which they are appointed.
At least one member shall be a federal union representative.
The Executive Committee shall have the authority to ask for the resignation of one of its members when it has been established that such member has been derelict in his or her duties to the Committee or Council. The Committee may request resignation only after a majority of the Committee has agreed.
An individual from OSHA, DOL, shall serve as an Advisor to the Committee.
The Committee will meet not less than three times in one calendar year.
A Committee member may send an alternate to the meeting. This person shall have voting privileges.

In order for the Executive Committee to be properly representative of the membership, this committee shall not have more than two representatives from the same federal agency. More than one member from an activity sharing the same geographical location shall be discouraged.

OTHER SPECIAL INTEREST COMMITTEES

Committees, in addition to ones listed in Article VII, section B. (but not limited to) such as Training/Education, Property, Fund Raising, Technology Assistance, Management and Administrative Assistance may be established by the Chairperson as warranted to accomplish the goals of the Council.

ARTICLE VII

DUTIES OF COUNCIL OFFICERS

THE CHAIRPERSON WILL:

Preside at regular and special Council meetings.
Call and preside at meetings of the Executive Committee.
Appoint committees as deemed necessary to implement and enhance the objectives and functions of the Council.
Provide leadership for Council programs and activities during term in office.
Represent the Council at meetings of other organizations where official representation is desirable.
Submit an annual report to the Secretary of Labor by 15 March of each year, describing the activities and programs of the previous year and plans for he future. This report should be prepared by the outgoing officers, with input from the incoming officers covering goals and milestones for the coming year(s).
Establish effective lines of communication with officials of federal agencies, the Honolulu-Pacific Federal Executive Board, recognized federal labor and other employee organizations, state and nonfederal organizations and individuals in the local area who have demonstrated an interest in occupational safety and health.
Be responsible for assigning Council members to existing and newly created committees.

THE VICE-CHAIRPRSON WILL:

Attend Executive meetings and Council programs.
Assume and carry out the duties of the chairperson as assigned if he/she is unable to serve.
Assist with the work of committees and other duties as assigned by the chairperson.
Assist with Council correspondence as requested by chairman.
Prepare and report information pertaining to meetings of the Council and Executive Committee at each regular Council meeting as directed by chairperson.

THE RECORDING SECRETARY WILL:

Attend Executive meetings and Council programs.
Keep minutes of the Council and Executive Committee meetings and arrange for reporting and distribution of these to all Council members and a copy to the Department of Labor Regional Agency Coordinator, and the Office of Federal Agency Safety and Health Programs (DOL, OSHA), Washington, DC.
Maintain Council files, including the records of Council and committee membership, and rosters of participation in Council programs (unless task is assigned to a Special Interest Committee).

THE TREASURER WILL:

Attend Executive Committee meetings and Council programs.
Collect, deposit, and dispense funds as required to carry out the needs of the council. Assist officers and committee heads in expenditure needs as requested.
Prepare, with the assistance of the Executive and other committees, the Council's annual budget requests and justifications for expenditure of funds. These requests will be submitted to the appropriate OSHA Regional Office coordinator for review and approval.
Prepare and report a financial statement of income and expenditures to all Council membership at each regular Council meeting and to Executive Committee members during additional meetings. Additionally, provide an annual financial report to Council Chairperson.

DUTIES OF SPECIAL INTEREST COMMITTEES.

The success and effectiveness of the Council depends on the action and perseverance of all members and in particular on the performance of Special Interest Committees. The following list of duties, may be changed according to the direction of the Council chairperson and Executive Committee decisions.

MEMBERSHIP COMMITTEE. The Council chairperson shall appoint a Membership Committee. It shall be the task of this committee to:

Analyze the membership and attendance records in order to identify and provide solutions to any problems that may exist with membership and participation.
Develop and carry out plans to greatly increase Council membership.
Develop strategies that will continually produce increased interest and participation at meetings.
Establish such subcommittees as may be needed to fulfill the obligations of the Membership Committee.
Maintain sufficient copies of these Articles so that each new member can be provide with a copy.
Prepare and report Committee information at each regular Council meeting.
Distribute or display a coy of current membership at each Council meeting.
Clarify voting and non-voting Council members.

NOMINATING COMMITTEE. The Council chairperson shall appoint a Nominating Committee to serve for his/her term. This committee shall consist of at least three members of the Council, one of whom should be a union or other employee representative. This Committee shall present a slate of officers to the Executive Committee, and in writing to the Recording Secretary, prior to the annual election. If a term of office is to be extended for an additional year, it must first have had a two-thirds majority approval of the Executive Committee before presentation to the general membership. Note: The general membership must approve the extension by a simple majority vote to confirm the Executive Committee recommendation.

Once a slate of officers has been presented by the Nominating Committee, the general membership shall have the opportunity to make nominations from the floor. If there are no nominations from the floor, and there are no contested officers, confirmation of the slate may be by voice vote. If there is more than one candidate for an office, election shall be by secret written ballot in accordance with procedures established by the Nominating Committee. Officers shall be elected by a simple majority of the votes cast. Elections must be conducted no later than October 31. Officers shall be installed in January.

Additional tasks of this committee are to:

Consider not only the qualifications of the members, but their willingness to serve if elected.
Develop election procedures. Such procedures shall permit nominations from the membership. If there is only one candidate for an office, election may be by voice vote; other wise, elections should be by secret written ballot in accordance with the procedures developed by the Nominating Committee.
Prepare and report Committee information at each regular Council meeting.

THE PROGRAM COMMITTEE. The Chairperson shall appoint a Program Committee. This committee is of prime importance. It's operation impact directly on the substance and success of the Council. It shall be the task of this committee to:

Prepare and coordinate the annual agenda programs and activities consistent with the objectives and functions of these Articles.
Assist with the annual budget issues and recommend ways to cover program expenses.
Arrange for program speakers.
Handle arrangements for meeting facilities and any necessary equipment or supplies needed.
Prepare and report Program Committee information, strategies and goals at next regular Council meeting.
Provide all necessary information to the Council Recording Secretary for inclusion in special reports and announcements.
Develop appropriate mechanisms for evaluating each year's program in order to determine the growing effectiveness of the Council's programming efforts.

ARTICLE VIII

These Articles of Organization shall be effective when approved by the majority of the members present and voting at a general meeting. The approved Articles will be submitted to the Assistant Regional Administrator, (OSHA) regional Office, Department of Labor, for review and file.

ARTICLE IX

Any proposed amendment to these Articles of Organization shall be acted upon at a meeting of the Council members and, before becoming effective, shall be approved by a majority vote on the Council members present. Proposed changes shall be submitted to the Chairperson, in writing, at least thirty (30) days prior to the date of the meeting at which they are to be voted upon.

END

ADOPTED BY MAJORITY VOTE OF THE FORMED HAWAII AREA FEDERAL SAFETY AND HEALTH COUNCIL ON __________________________________.

_________________________________ _______________________________

Chairperson

_________________________________ _______________________________

Secretary

FSHC web support provided by Gerry Reese, FEB Assistant, Honolulu-Pacific Federal Executive Board

Reviewed: 5/1/06

Hawaii Safety and Health Council