Trade union documents

By LPSK lawyer Jolanta Cinaitienė

Legal basis Record-keeping rules confirmed by Order No

. 88 of the Lithuania’s archives department at the Government of the Republic of Lithuania of 28 December 2001;

The rules of the documents preparation and forming confirmed by Order No. 19 of the Lithuania’s archives department at the Government of the Republic of Lithuania of 30 March 2001;

Official form Information that should be indicated on the

top of the official form (Civil Code Art.2.44): Trade union name and logo; Legal form – trade union or unification; Headquarters; Enterprise code; Register where the data about trade union is

accumulated; Contact phones, email address.

Minutes

Activities of the collegial governing bodies during the sittings are fixed;

It should be indicated in the minutes: Time and place of the sitting; Number of the participants; Quorum; Voting results and decisions; The list of the participants attached.

Minutes The line “DISCUSSED” shortly describes the

essence of speeches; The decisions are formulated under the

each discussed issue; The minutes should be written within 30

days from the date of the sitting; The minutes are signed by the chairperson

and the secretary; The minutes are filed and kept for 10 years.

ACT (I) The collegial body decision:

Written additionally to the minutes; Signed by all members instead of the

minutes. Signed by the chairperson; The same data should be indicated as in

the minutes; Printed on the trade union official form; The act consist of the introductory and

the main parts;

ACT (II) Introductory part:

Indicates the topic of the act; Usually starts with the words „Observing “,

„Implementing“. Main part:

The words meaning the action of the act „D e c i d e“ (in the decision), „d e c i d e“ (in the act) are written in small letters with gaps in present tense third person form of the verb, then goes colon if the main part is divided into the parts;

The part starts with the infinitive form of the verbs, e.g.: „1. To confirm……. .“, „2. To establish ……..“

Decree (order) The documents of internal usage adopted by one-

person governing body and intended for internal work organising;

The introductory and main parts: The introductory part is the same as in the decision; The main part

From the new line beginning with the word meaning order action,

In the present tense singular and first person form of the verb,

In small font with the gaps: “S e t u p t h e c o - m m i s s i o n...”

Rules, orders

Internal document, the norm local act designed to be used more than once and addressed not to the concrete person;

Confimed by the order or decision; The rules are printed not on the trade

union form. Job description.

Letter

The document to correspond with other enterprises, establishments and organisations;

Letter is the document of the informative character written on the trade union official form;

Signed by the Head of the establishment but not SEALED.

Registration of the documents Internal documents journal; Sent documents journal; Received documents journal; The following data is written into the

Registration journal and the document: Registration number of the document and the

date of the registration; Data identifying the document: title of the

document (title and summary description), compiler of the received document; in case the document is sent – the addressee.

Thank you!