It’s been an exciting year for our union as we begin to accomplish the goals that we outlined last year.
Major purchases of goods and services are now competitively bid.
This year we have achieved substantial savings by bidding out our long distance telephone services. Many other purchases, from computer equipment to furniture, to office supplies, and copier paper were bid and the savings were substantial.
The purchasing agent has been hired to ensure that your dues money is spent wisely.
Purchasing Agent Richard Taras started in July 1998, and immediately began saving us money on various items. The burden of negotiating for the lowest price, and shopping around for bargains has been lifted from our department personnel, so that they can concentrate on their core functions.
Our field offices have been computerized.
Last year, we began the computerization of all our regional offices. All offices now have a local area network or a peer-to-peer network. We provided training to all our staff in Word 97 and Windows 95. Our goal for this year will be to create the Wide Area Network, enabling our union to function as a modern organization with the ability to share data, have affordable internet access and enterprise e-mail.
The web site has been expanded.
An initiative to update the web site, and enable our members to directly e-mail and send comments to PEF officers and staff, began in July 1998. The contract survey was included in the web site and new links were included. People all over the United States have accessed our web site. Visit the web site at www.nyspef.org to view the new features. We will continue to provide additional information and include more features including an interactive contract negotiations link.
A physical inventory of furniture in the regional offices was completed.
As we deployed the new computer equipment in the regional office, we took physical inventory of furniture and machines. New computer equipment was inventoried as received and serial numbers noted.
We have provided an unprecedented amount of fiscal information to the Executive Board and members at their request.
We now provide nine financial reports to the Board at each quarterly Board meeting and provide periodic reports to Labor/Management and Committee chairs, department directors, and regional coordinators to ensure fiscal responsibility. The statewide officers’ reimbursed union-related expenses are reported to Executive Board representatives and Council Leaders.
We have taken a proactive role in assisting Divisions to ensure adherence to fiscal policies.
Our Divisions Accounting Office has assisted Division Treasurers in reconciling their accounts and processing their payments. We have actively contacted Divisions who are delinquent and have offered our assistance. We have enlisted our vice presidents and regional coordinators to assist Divisions that have been inactive to help them become active, functioning Divisions once again. As a last resort, we have written the members of Divisions that have been forfeiting their dues to make the members aware that they are entitled to funding for their Division.
We have implemented several fiscal controls and will continue to implement recommendations from our auditors for sound fiscal practices.
The Accounting Department has begun work on an Accounting Procedures Manual. The accounting software was upgraded and all staff will be trained in its use.
Various contracts were reviewed and the heating and air conditioning maintenance contracts were re-bid and combined into one contract for the same price as the air-conditioning alone. An analysis of renting rather than owning electronic metering equipment was performed as our rental contracts for the obsolete machines expire.
The Trustees have taken on new roles in their oversight functions and now provide an internal auditing function within PEF.
The Trustees participated in selecting the PEF auditor for the annual audit and are knowledgeable of PEF’s fiscal processes. They serve as the Secretary-Treasurer’s fiscal advisory committee, to ensure fairness in determination of allowable expenses. Periodically, they audit expense vouchers and other payments.
Other accomplishments
At the close of fiscal year 1997-1998, we were able to add over half a million dollars to the contingency fund (the reserve) bringing the balance to over four million dollars. We have upgraded the computers in central office and identified funding in the budget for a professional negotiator, political director, and political organizer. We funded a nurse organizer from an SEIU grant and hired a systems analyst to redesign our database. We have set up an automated phone bank for political action.
Future directions
Although much has been accomplished, we still have a long way to go. We need to use current technology to enable us to share vital information freely between field offices. We can improve on our document storage and retrieval, our mailroom operations and our fiscal practices. It’s been a challenge and a pleasure to serve the members of PEF in the capacity of Secretary-Treasurer.