Our Bylaws

UAW Local 5118, Harvard Graduate Students Union (HGSU-UAW L. 5118) BYLAWS

RATIFIED At A General Membership Meeting 8 11 2020

LAST AMENDED At A General Membership Meeting 8 10 2026

HGSU-UAW Local 5118 Bylaws

Preamble

Undergraduate and graduate student workers at Harvard University came together in 2013 to form a union to exercise workplace democracy, assume our power in numbers, set an example of community within Harvard, and lead a movement of workers dedicated to justice in the house of labor.

Workplace democracy is both the guiding principle and daily practice of this union. Our concept of democracy includes but is not limited to: ensuring fair and open elections in which our membership exercises its right to vote, engaging in critical conversations and open meetings during which our membership votes and directly makes key decisions, regularly reflecting on our decision-making processes and organizational principles, and making this document a living document that accommodates the changing needs of the student workers at Harvard University.

Article 1. Name

This organization shall be known formally as International Union, United Automobile, Aerospace & Agricultural Implement Workers of America, UAW Local 5118. The trade name of this union shall be Harvard Graduate Students Union – UAW, Local 5118 (HGSU-UAW).

Article 2. Principles and Guarantees

A. HGSU supports the struggle of all workers and stands in solidarity with other unions and progressive organizations in their fights for social and economic justice.

B. HGSU strives to be an inclusive union and build broad-based unity among its members. It will actively seek to promote the participation and engagement of oppressed and marginalized groups and underrepresented work sites at all levels of the union.

C. HGSU will continuously address issues related to discrimination, including but not limited to discrimination on the basis of race, sex, gender, sexual orientation, class, ability, nationality, immigration status, religion as well as discrimination at the intersection of such identity categories, by having trainings for HGSU staff, stewards and elected officers, as well as building coalitions with advocacy groups and addressing these issues through our work as a union.

D. HGSU shall not discriminate against or prevent members from participating in the union on the basis of sex, gender, race, color, age, ethnicity, religious creed, national origin, citizenship, immigration or visa status, ancestry, caste, native language or dialect, first-generation status, socioeconomic background and/or status, sexual orientation, gender identity or expression, marital status, parental status, pregnancy status or pregnancy-related condition, HIV status or other health status, genetic information, physical or mental disabilities—including but not limited to learning disabilities, intellectual disabilities, and past/present history of a mental disorder and/or mental illness—veteran status, military service, political affiliation or belief, affiliation with a political party or organization, personal political or criminal history, or membership in other protected classes set forth in federal, Massachusetts, or municipal law.

E. HGSU can only bargain for workers in a recognized bargaining unit, but the changes we seek apply more broadly. We are committed to building coalitions and advocating for justice with students and workers across campus, and advocating for collective bargaining rights for everyone.

F. To protect the privacy of the information HGSU receives from and about its members, HGSU will not share any information about its members with external parties (e.g. Management, government agencies, press, community organizations, or other unions) without explicit consent from individual student workers. The scope of this information is any information the Union is privy to as a result of Union activity or organizing (e.g., contact information, membership status, workers’ role in union actions, workers’ political stances, workers’ membership in any working groups and/or caucuses). HGSU may use external technology platforms to store information members share with them for internal organizing.

Article 3. Membership

A. Membership of this Local Union shall be extended to all graduate students at Harvard University enrolled in programs which have teaching or research work requirements, and all employees in titles that come under the jurisdiction of this Local Union.

B. A member in good standing is entitled to full voice and a single vote on all questions and to hold any elected or appointed position, and accept a nomination, unless otherwise stated in the International Constitution. Each member in good standing of this Local Union has the right to express opinions on all subjects before the Local Union and International Union; attend all membership meetings and express views, arguments and opinions on all matters and business, including candidates for office; to meet and assemble freely with other members; and generally, to participate in the activities of the Local Union and the International.

C. Members shall have full and clear accounting of HGSU’s funds at all levels. Such accounting shall include, but not be limited to, periodic reports to the membership by appropriate fiscal officers and annual audits of all financial records by independent auditors not otherwise connected with HGSU upon petition of ten (10) percent of the membership or in order to satisfy the requirements of law or when required by labor federations with which this Local Union may be affiliated. The Executive Board will prepare and present financial reports at every general membership meeting and make such reports available to membership as well as present an annual budget to the general membership vote at the first general membership meeting every year.

D. Union dues are payable by members who are employed in positions represented by the Local. Union dues shall be 1.44% of gross pay per month.

E. The initiation fee shall be set at ten dollars ($10).

F. Membership shall be defined as members in good standing as defined in the International Constitution. Any member employed in the unit whose dues are not paid by the end of one (1) calendar month shall automatically be suspended, consistent with Article 16 of the International Constitution. Reinstatement will be granted to members in good standing and will require a reinstatement fee equivalent to the initiation fee, consistent with Article 16 of the International Constitution.

G. A member in exercising the foregoing rights and privileges shall not take irresponsible actions which would tend to jeopardize or destroy, or be detrimental to, either the Local or International Unions as organizations, or their free and democratic heritage, or which would interfere with the performance by this Local Union or the International Union of its legal or contractual obligations as a collective bargaining agent, or interfere with the legal or contractual obligations of this Local Union as an affiliate of the International Union. Violation or abuse of these rights and privileges of membership, or engaging in conduct prohibited by this section shall be considered conduct unbecoming a union member and will be processed in accordance with Article 31 of the International Constitution.

H. Members of units that are affiliated with Local 5118, but have not yet secured their first contract, shall be allowed to attend membership meetings until they have secured their contract, but will not have voting rights in such meetings.

Article 4. Meetings

A. The official meetings of this Local Union are general membership meetings and steward meetings. Official meetings are open to all members.

B. Notice: Meeting times and locations shall be announced to the membership by email and by posting on the Local Union website at least 48 hours in advance of special general membership meetings and seven (7) days in advance for regular general membership meetings. The notice shall include the agenda of the upcoming meeting and the minutes of the previous meeting.

C. Schedule: A general membership meeting shall be called every month, with additional meetings called as required, in compliance with the International Constitution. There shall be at least one stewards meeting every month. The schedule of official meetings for each semester shall be announced by the Executive Board at the first monthly meeting of the semester and posted on the Local Union website.

D. Special general membership meetings may be called by order of the Executive Board.

E. Any member who attends a meeting and creates a disturbance or becomes unruly shall lose their voice and their right to vote at said meeting. When necessary to maintain order, the member may be evicted from the meeting by order of the Chair subject to the challenge of the membership. Flagrant or persistent violation of this section by any member shall be considered conduct unbecoming a union member.

F. Quorum: A quorum for general membership meetings shall consist of eighteen (18) members of the Local Union in attendance at the meeting. A quorum of stewards shall consist of those stewards present at stewards meetings.

G. Unless otherwise specified by the International Constitution, these bylaws, or by a standing rule, decisions shall be made by simple majority vote.

H. Rules of Order: Per Article 42 of the International Constitution, questions of a parliamentary nature shall be decided by Robert’s Rules Order.

I. Open Discussion: The chair of the meeting will ensure broad participation and open discussion. Members who have not spoken will be given priority. The chair may set a time limit for the duration of speeches.

J. Order of Business: The following Order of Business will be conducted, unless modification is necessary:

I. Call to order

II. Introduction of participants

III. Committee reports, including Executive Board report

IV. Agenda business

V. New business

VI. Does anyone know of members out of work or in distress?

VII. Good and welfare

VII. Solidarity clap (or Solidarity Forever).

Article 5. Powers of Administration

A. The membership is the highest authority of this Local Union and shall be empowered to take or direct any action not inconsistent with the International Constitution or these Bylaws. Membership reserves the right to override decisions of the Executive Board and any elected bodies or committees and to originate directives at any time via a membership-wide vote laid out in Article 11. Local officers and elected bodies shall not make any decisions which contradict those made by the membership.

B. Between membership meetings or membership votes, the Executive Board shall be the highest authority of the Local Union. and shall exercise general administrative authority and shall be empowered to act on behalf of the membership to the extent urgent business requires prompt and decisive action, subject to subsequent membership approval.

C. Between meetings and votes of the Executive Board, the President and Vice President, in consultation with the appropriate officers and staff, shall jointly exercise general administrative authority and shall be empowered to act on behalf of, and take action permitted, to the Executive Board subject to subsequent approval of the Executive Board.

Article 6. Officers and Executive Board

A. Per Article 38 of the International Constitution, the Local Union’s Executive Board shall consist of the following members:

Ten (10) Executive Officers, to wit, President, Vice President, Recording Secretary, Financial Secretary, Treasurer, three (3) Trustees, Sergeant-at-Arms, and Guide.
Four (4) Members-at-Large.

All officers must be members of the Local Union and shall be elected at-large by a majority of votes cast, for three (3) year terms.

B. In case of a vacancy in the office of President, the Vice President shall fill the vacancy for the unexpired term in accordance with Article 38 of the International Constitution and an election will be held to fill the Vice President position. In all of the other offices the vacancy shall be promptly filled by election. In case of a vacancy, elections for other offices shall be held as stipulated in Article 38 of the International Constitution and Article 12 of these Bylaws.

C. Powers of the Executive Board:

It shall be the duty of the Executive Board to see to it that all policies formulated by the membership or the Executive Board are duly executed. To this end, minutes will be taken of all Executive Board Meetings and the Executive Board shall make reports at every general membership meeting. The Executive Board shall report on these meetings to the steward meetings and at the Membership Meetings.
The Executive Board shall receive the membership lists and share the information with the Stewards, committee members, and other organizers of this Local Union;
The Executive Board shall decide upon requests of the Contract Enforcement and Education Committee, or members whether to advance a grievance to arbitration;
The Executive Board shall appoint members to serve on Union-Management committees and to serve as delegates at broader UAW meetings and conventions in a manner which conforms with the processes outlined in the International Constitution;
The Executive Board shall be empowered to conduct impact bargaining with available members of the Bargaining Committee.
The Executive Board shall schedule, at least once per semester, an extended open period prior to a General Membership meeting to answer questions from membership.
Special Executive Board Meetings may be called by a simple majority of the Executive Board or by the President.

D. Roles of officers:

The Roles of the Executive Board members shall be as defined in the International UAW Constitution. In addition to the duties enumerated in Article 40 of the International Constitution, the President and the Vice-President’s responsibilities will include but are not limited to, unless otherwise noted, acting as official representatives of HGSU to the administration and in all external relations, and signing agreements between HGSU and the University.
All officers will be ex officio members of all standing committees and act in a liaison or advisory capacity, except the Bargaining Committee, the Elections Committee and the Governance and Participation Committee.
In addition to roles explicitly assigned to each Executive Board member in these bylaws and the International Constitution, the Executive Board will lead membership growth and community building efforts in coordination with membership and facilitate, prepare for, set the agendas of, and chair stewards. organizing, and membership meetings.

E. A simple majority of the Executive Board shall constitute a quorum.

Article 7. Stewards

A. The Stewards shall be responsible for:

attending trainings in Article 7.B and attending monthly steward meetings throughout their term,
organizing and mobilizing departments, including recruiting, training, and working with department representatives,
advising on cross-department and union-wide grievances,
assisting union representatives in disseminating all union communications by calling meetings of their districts, distributing literature to members, and recruiting new members,
helping collectively to plan weekly Organizing Meetings,
identifying and leading new organizing initiatives as opportunities arise,
representing their district by bringing workers’ concerns for consideration at Executive Board and General Membership Meetings (see Article 7.C).
designating coordination roles among stewards, in order to achieve the items above.

B. All Stewards must attend a Local Union grievance handling training session prior to being the sole representative on any grievance. Stewards are also required to attend an organizer training at their earliest availability.

C. Each elected steward will be entitled to one vote on any proposal put to a vote at any steward meeting. Votes taken at steward meetings shall inform the actions of the Executive Board as may be compliant with Article 5 of this Local’s Bylaws and the International UAW Constitution.

D. Elected stewards are responsible for disseminating all union communications and bringing issues in their districts to the attention of the stewards.

E. There will be up to 51 elected Stewards responsible for organizing across their respective districts, specifically, and across the unit, as a whole.

The districting will build on the district model of the election of bargaining committee representatives, with flexibility allowed so that members may run for Steward positions for any districts that they work in or are in close relationship with. The following number of Steward positions are proportional to the number of workers plus members out of work at the time of adoption:

College, Law, Professional Schools: 16 stewards
- HGSE + DCE [2]
- GSD [2]
- HBS & HKS [3]
- HLS [5]
- College [4]
SEAS and Cambridge Sciences: 12 stewards
- Cambridge Sciences [7]
- SEAS [5]
Social sciences/Humanities: 10 stewards
- Humanities + HDS [5]
- Social Sciences [5]
DMS: 10 stewards
Public Health: 3 stewards

F. Steward districts will be revisited from time to time at a General Membership Meeting to keep the structure up-to-date with unit fluctuation or restructuring.

Article 8. Committees and Caucuses

A. The Local Union shall have the following standing committees:

1) Constitution and Bylaws Committee (which may be referred to as the Governance and Participation Committee),

2) Organizing Committee (which may include the Base-building committee),

3) Education Committee,

4) Contract Enforcement and Grievance Committee (which may be referred to as the Contract Enforcement and Education Committee),

5) Community Services Committee (which may be referred to as the Solidarity Committee) ,

6) Bargaining Committee,

7) Elections Committee

8) Finance and Benefits Committee,

9) Communications Committee (which may include the Press Team),

10) Women’s Committee (which may be referred to as the Feminist Working Group),

11) Civil and Human Rights Committee (includes the Racial Justice Working Group),

12) International Scholars Working Group,

13) Health and Safety Committee,

14) Parents Committee,

15) Consumer Affairs Committee,

16) Veterans Committee,

17) Union Label Committee,

18) Conservation and Recreation Committee, and

19) Citizenship and Legislative Committee (which may.

B. Committees shall elect their co-chairs unless otherwise specified by further rules adopted by the membership.

C. All committees shall have attendance records and written minutes. These records shall be submitted to the Executive Board after each meeting. The chair of each committee shall be responsible by keeping the records and minutes. Committees are not required to advertise their meeting locations and times, but are required to include contact information so that interested members can participate.

D. These committees shall perform all duties assigned to them by the UAW Constitution and Bylaws and such additional duties as they may be directed to perform from time to time by the Executive Board or the membership.

E. Ad-hoc committees can be established by application and can become standing committees after a motion to approve at a general membership meeting. The recommendation will be reviewed by the Executive Board, and the general membership shall vote to establish a committee. A committee application should have:

1) 5 signatories who are willing to be members of the committee;

2) Eligibility requirements;

3) Description of the committee work.

F. All committees must work to ensure that they are representative of the diversity of HGSU and foster an inclusive environment. To that end, committees will collaborate with other campus unions and student organizations on campus as well as coalitional allies at large. Committees can democratically sign petitions and endorse petitions by coalitional allies, but their signatures do not reflect the views of HGSU’s general membership. The Executive Board retains the right to put statements or petitions up for a vote at the General Membership Meeting to gain endorsement of this Local Union.

G. The Union recognizes that members may choose to form groups to organize around particular political, religious, socioeconomic, ethical, or moral aims within or outside of the Union. Such groups, commonly known as caucuses within labor unions, can legitimately exist without any official affiliation with HGSU. Caucus members can choose to pursue a more official affiliation with the Union by submitting an application to the Executive Board. Once the Executive Board has reviewed the application, it will be brought to a vote at a General Membership Meeting. Motions brought before a GMM to establish an affiliation with a caucus can pass with a one-third vote in favor. A caucus application should have:

5 signatories who are willing to be members of the caucus;
Eligibility requirements for caucus membership;
Description of caucus politics.

H. Caucuses are responsible for forming their own Steering Committees, which will make decisions regarding caucus by-laws, membership eligibility, and structure. Affiliated caucus eligibility requirements will not preclude members from joining on the basis of identity, and will conform to Article 2, Section D of HGSU’s bylaws. After being approved for affiliation, any changes or updates made to the eligibility requirements listed in the original application can be made by an internal caucus vote, and the updated criteria for membership will then be submitted to the Executive Board of the Union. As with committees, affiliated caucuses can democratically sign and/or endorse statements, petitions, or movements, but their signatures do not reflect the views of HGSU’s general membership. Affiliated caucuses may collaborate with other campus unions and student organizations as well as coalitional allies at large. Twice per calendar year, or by a two-thirds vote, the Executive Board may conduct a review of any formal structures, procedures, or activities of affiliated caucuses. For the purpose of these reviews, caucus materials may be anonymized. In cases where caucuses are acting in a manner inconsistent with Union by-laws, the Executive Board may make recommendations for necessary changes. If a caucus has been found by the Executive Board to repeatedly violate the bylaws without adjustment, the Union’s affiliation with the caucus may be dissolved by a greater than two-third vote of the Executive Board or General Membership Meeting. The dissolution of the affiliation does not preclude that caucus from re-affiliating once it has rectified inconsistencies with HGSU’s bylaws.

I. Caucuses are not de facto eligible to use the Local Union’s committee funds, but may motion at GMM or with the Executive Board to access a given amount of those funds for specific purposes. As groups of Union members that organize towards particular goals within the Union, caucuses are able to make use of Union resources. During election periods, caucuses will adhere to the entirety of the rules and regulations put forward by the Elections Committee.

J. Caucuses shall not be required to keep attendance records and written minutes, nor do existing caucus records need to be shared with the Executive Board, although such documents may be reviewed by the Executive Board twice per year, per Article 8, Section H. Caucuses are not required to advertise their meeting locations and times, but are required to make available contact information (anonymous or otherwise) so that interested members can become involved.

K. The Bargaining Committee has the sole authority to bargain with the University, engage in any negotiation, meeting, and correspondence with the employer while contract negotiations are in progress. It shall always endeavor to do so with the utmost commitment to achieve the fullest possible set of rights and benefits for student workers, a transparent and democratic spirit, and the understanding that our fundamental power comes from membership.

1. Bargaining Committee Composition

a. The Bargaining Committee shall be composed of:

10 District Representatives and 2 At-large Representatives, who are charged with representing the interests of workers in their respective districts across all aspects of contract negotiation. The representatives shall be split as follows:
1. Division of Medical Sciences: 2
2. School of Public Health: 2
3. Harvard College/Law/Professional Schools: 2
4. Social Sciences/Humanities: 2
5. SEAS/Cambridge Sciences: 2
6. At-Large: 2
The President and Vice President of the Union, who will both serve as ex officio members

b. There shall be an additional six (6) elected Alternate Bargaining Committee members, one per district and one at-large) who will assume a position on the Bargaining Committee if there is a vacancy.

c. No members of the elected Bargaining Committee, with the exception of the President and Vice President, shall hold other union offices (i.e., steward, CEEC chair, Executive Board member) or staff positions with the Union. Alternate Bargaining Committee members can hold other union offices but must vacate these positions if seated. Existing union officials may run for the bargaining committee, with the understanding that if elected they will vacate their previous positions to serve on the bargaining committee

2. Bargaining Committee Elections

a. Elections for the entire Bargaining Committee and their Alternates shall occur at the same time.
b. Bargaining Team District Representatives will be elected by members in their respective districts
c. Elections for all Bargaining Committee members shall occur no later than six weeks before negotiations with the employer are scheduled to commence, or six months before the expiration of the contract (whichever is sooner)
d. Alternates shall be seated promptly if there is a vacancy of the appropriate Bargaining Committee members
e. Shall all Alternates be seated and new vacancies occur, elections shall occur promptly (within a week) for new Alternates

3. Duties and Obligations of the Bargaining Committee.

a. Internal Decision-Making. The Bargaining Committee shall make its decisions democratically, including but not limited to: who will act as chief negotiator(s) in a given session, which members will provide testimony in bargaining meetings, who will facilitate the shuttling of proposals. For any decisions that rely on assessments of our union’s power to undertake various actions, the Bargaining Committee shall confer with the Contract Action Team.

i. The Bargaining Committee shall observe a quorum of a simple majority of its members to make decisions

b. Commitments to Membership Transparency.
i. Before agreeing to a plan that contains any closed bargaining sessions with the university, the Bargaining Committee must get consent from membership via a vote in a GMM, SMM or asynchronous membership-wide vote.
ii. Members shall be allowed to observe internal Bargaining Committee meetings, but only the Bargaining Committee may make decisions about how the meeting is run

c. Communication. The Bargaining Committee shall engage in regular communication with the membership, including but not limited to: holding regular town halls and meetings, issuing reports of each bargaining session with information about proposals exchanged announcing the schedule of future sessions, providing the text of any tentative agreements reached, and presenting the final contract

d. Member Surveys.

The Bargaining Committee shall ensure that a bargaining survey of the membership has been or is conducted prior to negotiations.
Contract Proposals.
1. The Bargaining Committee shall present initial contract proposals in full to the membership for discussion and approval before negotiating with the University on behalf of the membership
2. If significant changes or concessions seem like they must be made on any contract article, these changes should be discussed and presented for approval by membership before being presented to Management either through a special/general membership meeting and/or by unit-wide asynchronous vote (which shall be open for at least 24 hours)
Strike Authorization. The Bargaining Committee reserves the authority to call for a strike authorization vote. The Bargaining Committee shall consult with membership about the timing of any possible strike action.

Article 9. Staff

A. HGSU Staff are represented by their union. HGSU shall abide by the terms and conditions of the collective bargaining agreement between the Local and their union.

B. Candidates for paid staff positions will be identified, interviewed and approved by a hiring committee. The hiring committee shall be composed of up to 9 members, including members of the Executive Board and any members in good standing appointed by the Executive Board. The hiring committee shall solicit advisory feedback from stewards and other organizers to guide its decisions. The Executive Board will oversee and review the performance of staff at least once per year on a regular schedule to be determined by the executive board.

C. No member shall hold two or more paid positions simultaneously from any combination of funding structures, including the Local, Regional, and the International Levels of the UAW.

D. HGSU will remain neutral with respect to any efforts by paid staff to unionize, and will recognize and bargain in good faith with the staff union.

E. No member of the Executive Board or of the Bargaining Committee may serve as organizing or administrative staff for this Local unless specifically approved by the membership at a meeting or by membership-wide vote.

F. No member of the Executive Board or of the Bargaining Committee will be compensated for performing the duties of their elected office unless approved by the membership at a meeting or by membership-wide vote.

Article 10. Elections and Membership-wide Votes

A. Method: Elections and membership-wide votes shall be held by secret ballot.

B. Nomination: All members in good standing shall be nominated automatically for all Local union offices. Any member may accept nomination by submitting in writing a statement of acceptance to the Elections Committee, at which time they can also submit a candidate statement. The membership shall be duly notified at least seven (7) days in advance of the time and place of nominations. A notice containing both the time and place of elections and the time and place of any possible run-off election, shall be given at least fifteen (15) days in advance of the election. At least seven (7) days shall elapse between the time of nominations and the date the election shall take place.

C. Election of the Executive Board: No member may hold more than one elected office simultaneously on the Executive Board. All Local Union executive officers and members-at-large shall be elected at-large, by a majority of votes cast, for three (3) year terms. In the event of a perfect tie between candidates, a coin toss or other random method of determining a winner shall be carried out by the Elections Committee.

D. Eligibility

In accordance with Article 38, Section 3 of the International Constitution, members must be in continuous good standing for one year immediately prior to nomination to be eligible for election as Executive Officers.
Any member in good standing at the time of nomination shall be eligible for election to the Executive Board as a Member-at-Large.
Expected date of academic program completion does not affect eligibility for elected office. Members of the Executive Board can continue to serve their terms and remain in good standing for the remainder of their term after they graduate.

E. Election of Stewards: Each elected Steward will be elected by single transferable vote of the members in their district. All members in good standing within each district shall be eligible to run for Steward and vote for the Stewards in that district. Pursuant to Article 45 of the International Constitution, Stewards shall be elected for two (2) year terms. In case of a vacancy, an interim steward may be appointed by the Executive Board, and the vacancy will be filled by election during the next elections period or by special election according to Section H of this Article, whichever is sooner. Steward elections will take place in November or December. Stewards will take office at the General Membership Meeting following the conclusion of the election. If stewards fail to fulfill their duties they can be recalled as per Article 12 of these bylaws.

F. Election of UAW Convention delegates: UAW Convention delegates shall be elected by membership as provided for in Article 8 of the International UAW Constitution.

G. Election of all other officers: The chairs of the standing committees will be elected by the committees themselves, unless otherwise specified by further rules adopted by the membership.

H. Timing: Triennial Executive Board elections shall take place in May or June beginning in 2023. All other elections will take place biannually, in November or December and in May or June of every year, so long as there are vacancies.

I. Protest of Election: UAW Constitution Article 38 specifies the provisions for protest of election. Protests of election results must be raised within seven days of the closing of the polls or membership meeting, whichever is latest.

J. Vacancy:

If any elected office other than President shall become vacant, that office shall be filled promptly by election in accordance with Article 38, Section 14 of the International UAW Constitution. In general, vacancies will be filled at the next election as provided by Section H above, although if a position becomes vacant after nominations for the next election have been announced, the position will not be filled until the following election. The Executive Board can appoint a member to fill a vacant position on an interim basis.
If the office of President is vacated, then the Vice President shall serve as President for the unexpired term, in accordance with Article 38, Section 14 of the International UAW Constitution. As in the case of other vacancies, the Executive Board may then appoint an interim Vice President, who will serve in that capacity until the position is filled at the next election.

K. Significant Membership-wide Votes: Strike Authorization (called by the Bargaining Committee), ending a strike, and Contract Ratification, require a membership-wide vote in accordance with the International UAW Constitution. In the case of Strike Authorization, strike ending, or Contract Ratification votes, a membership meeting must be scheduled, in order to discuss and possibly amend the question prior to any vote occurring. Any vote should be open for at least 24 hours.

In the particular case of a membership-wide vote to end a strike, the Executive Board or the Bargaining Committee can call an expedited special general membership meeting with reasonable notice.

L. Routine membership-wide votes: At any membership meeting of the union, members may resolve to put a question not related to ending a strike, strike authorization, or contract ratification to a membership-wide vote.

M. The Elections Committee shall oversee the election of officers and votes on bylaws and membership-wide votes. This committee:

must be composed of at least three members, none of whom are seeking office or, in the case of a bylaws vote, are members of the Bylaws Committee,
is responsible for facilitating and preserving democratic processes within HGSU, including organizing staffing and oversight of ballots, coordinating secure voting with the Trustees and Communications Committee, and working with the Communications Committee to enforce and publicize nominations, candidates, and proposals in a timeline that is in accordance with these Bylaws.

Article 11. Recall

A. If an elected officer is to be absent from the bodies they are required to attend, prior notification must be given to the chair of the body they will be absent from. After more than three (3) consecutive unexcused absences, negligent officers are subject to automatic recall. It is the responsibility of the Executive Board to notify officers of unexcused absences after every such absence. It is the responsibility of the Executive Board to coordinate interim appointments for approval by the membership and initiate vacancy elections as a result of any recall as provided for in Article 10.

B. Stewards may also be recalled by the members they represent for failure to perform the duties of the office.

In order to recall a Steward, at least twenty five percent (25%) of HGSU members they represent must sign a valid recall petition, setting forth specific complaints of the Steward’s failure to perform the duties of the office, and must file such petition with the Recording Secretary.
A special meeting for the recall of a Steward shall be held within 10 days of the filing of such a petition. Such a meeting will be chaired by the President and be only for members in good standing within the voting district of the Steward named in the petition. The members shall be properly notified of the place, date, and time of any special meeting for recall at least seven (7) days prior to the meeting.
A two-thirds (2/3) vote of the members present at such a meeting for recall of a Steward shall be required to recall. Quorum for such a meeting shall be twenty-five percent (25%) of the members in good standing eligible to vote for the office in question.

C. An officer, including members of the Executive Board against whom charges have been filed, in accordance with the procedure established by Article 31 of the International Constitution, may be suspended from office pending the outcome of the trial, by a two-thirds vote at a membership meeting.

Article 12. Fiscal Year and Budgets

A. The fiscal year of this Local Union shall begin on January 1 and end on December 31.

B. The annual budget will be voted on by the membership at a general membership meeting as provided by Article 3 of these bylaws.

C. Advance approval of the Executive Board is required for reimbursement of travel and related expenses. If approval is required before the next Executive Board meeting, the President shall have authority to approve.

D. Reimbursement for per diem expenses when traveling on Union business shall be provided to elected Local Union officials as follows:

Hotel/Motel: when authorized to stay overnight and with hotel receipt, the reimbursement shall be the single room occupancy rate, or ½ of a double room if shared with another member. All hotel/motel rates must be approved by the Executive Board in advance.
Meals: when authorized to travel more than 100 miles from home the reimbursement shall be the current per diem rate established by the International Executive Board.
Transportation: all air travel must be approved by the Executive Board or President in advance; the actual cost of airfare not to exceed coach fare, or the IRS business rate when driven, whichever is more economical. Expense for transportation is to be paid for the actual mode of transportation used. Mileage expense can only be paid to the driver of the automobile. A maximum of $50 per round trip for transportation to, or parking at, an airport will be reimbursed with receipt when traveling on Union business.
Lost time: this will be paid in cases where prior approval, including amount of wages and dates lost time, has been granted by the Executive Board. The Local Union shall pay a representative or member lost time only when that representative or member is performing necessary duties for and on behalf of the Local Union during a time for which they would otherwise be compensated by the employer. The amount of lost time should never exceed the amount which the Local Union representative or member would otherwise have received from their employer for the same period of time for which they are being compensated by the Local Union.

E. No agent or official of the Local Union is authorized to execute a real estate lease, deed, service or maintenance contract or other long term agreement unless the proposed agreement has been reviewed by an outside expert or attorney and has been approved by the Executive Board.

Article 13. Constitution and Bylaws

A. The Constitution of this Local Union shall be the Constitution of the International Union, UAW, and these bylaws shall be in all respects subordinate to said Constitution and interpretations thereof.

B. These bylaws shall in all respects be covered by and conform to the Constitution of the International Union, UAW (herein International Constitution). These Bylaws may be amended by presenting a motion in writing setting forth the amendments sought to a membership meeting. The motion shall be read to that meeting and referred to the Constitution and Bylaws Committee which will report to the succeeding membership meeting, the notice of which must contain a notice of the particular Bylaw amendments that will be considered. Prior to this succeeding membership meeting, the Constitution and Bylaws Committee shall solicit feedback from the membership, who may review the proposed amendments and provide comments and suggestions. If approved by two-thirds of the membership vote thereon at this succeeding meeting, the amendment shall be considered adopted by the membership. If the amendment is amended, it shall be again sent to the membership for feedback and comment, unless this requirement is waived by a majority vote.

B. Prior to securing a collective bargaining agreement, units affiliated with Local 5118 shall not be bound by these bylaws excepting articles containing specific accommodations for pre-contract units, and Article 2D. In no way shall units use this provision to undermine worker democracy.