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Union of Taxation Employees
By-Law 6

ADMINISTRATIVE STRUCTURE

Section 1 - Executive Council

(1) Composition of the Executive Council

The Executive Council shall consist of:   

(a) President;
(b) 1st Vice-President;
(c) 2nd Vice-President; and
(d) Ten regional vice-presidents permanently employed in and representing regions as provided by Regulation.

(2) Duties and Responsibilities

The Executive Council shall: 

(a) exercise all the powers and perform all the duties vested in it by these By-Laws; 

(b) be vested with the authority to deal with all matters  affecting the business and objects of UTE between conventions; 

(c) discharge all duties and obligations imposed upon it by Convention; 

(d) have the power to spend UTE funds for the benefit of the members, in keeping with these By-laws and Regulations adopted by the Convention;

(e) approve all expenditures of UTE.  Notwithstanding any other By-Law and Regulations when any expenditure in excess of the adopted budgeted amounts is to be funded from the surplus, a two-third's (2/3) majority vote of the Executive Council is required; 

(f) approve separate amounts paid to each National Officer. Each approved amount shall be reported separately in the minutes of each meeting as well as the activity report of the said officers; 

(g) approve the reallocation of budgeted amounts between Conventions as required;

(h) appoint the representatives of UTE to any organization to which UTE may send representatives;

(i) make, amend or delete such Regulations as deemed necessary, consistent with the Constitution and these By-laws, provided that such Regulations are sent in writing to all Locals and are submitted to the first succeeding Convention for ratification; and        

(j) may call into conference or consultation and invite to attend the Convention or a meeting of the Executive Council any person who may be able to assist UTE in carrying out its objectives or provide its members with information.

(3) Meetings

(a) The Executive Council shall meet at the call of the President or at the request of a two-third's (2/3) majority of its members.  The Executive Council shall meet no less than four (4) times in each fiscal year. 

(b) Meetings of the Executive Council shall normally be held in the National Capital Region between Conventions.  

(4) Restrictions

A member of the Executive Council shall not be permitted to hold an elected office at the local level.

Section 2 - Executive Committee

(1) Composition of the Executive Committee

The Executive Committee shall consist of:

(a) President;
(b) two (2) Vice-Presidents; and
(c) one (1) Regional Vice-President selected by the Regional Vice-Presidents to serve for a period of time determined by the Regional Vice-Presidents.

(2) Duties and Responsibilities

The Executive Committee:

(a) deals with all matters affecting the business of UTE between Executive Council meetings, and

(b) shall discharge all duties and obligations imposed upon it by the Executive Council. 

(3) Meetings

(a) The Executive Committee shall meet at the call of the President or at the request of two (2) members of the Executive Committee;

(b) the President may, instead of convening a meeting at a specified place and date, hold a telephone conference if the subject matters can be so dealt with; and 

(c) when a subject matter is referred by a Regional Vice-President,  the President shall ensure the matter is well understood by the Executive Committee.  If necessary, the President shall invite the Regional Vice-President concerned to the next meeting of the Executive Committee where the subject is to be discussed.

Section 3 - Committees

(1) There shall be committees as established by regulation. 

(2) The President is empowered to appoint any other committees as are necessary subject to the approval of the Executive Council. 

(3) The President is empowered to appoint the Chairperson of all committees subject to the approval of the Executive Council. 

(4) All committees shall submit a written report on their activities to each Executive Council meeting. 

Section 4 - Vacancies

(1) (a)If the office of the President or 1st Vice-President or 2nd  Vice-President becomes vacant or if the incumbent becomes unable to perform the duties of the position, six months or more prior to the Convention, an election shall be held to fill the vacancy.  Subject to the limitations in By-Law 9 Section 1 (4) nominations shall be called by the Executive Committee.  A period of not more than thirty (30) days shall elapse from the date of notice of vacancy to the date of the nomination call and the Executive Committee shall ensure that the nominees are members in good standing and are prepared to stand for office. If an election is necessary, it shall be conducted by mail by the Executive Committee.
(b) Only those delegates from the last Convention still in good standing shall be eligible to vote.

(2) If the position of Regional Vice- President becomes vacant, the Alternate Regional Vice-President for that region shall assume the position. 

(3) (a) If the position of Alternate Regional Vice-President becomes vacant or if the incumbent becomes unable to perform the duties of the position an election shall be held to fill the vacancy.  Subject to the limitations in By-Law 9 Section 9 nominations shall be called by the Regional Vice-President.  A period of not more than thirty (30) days shall elapse from the date of notice of vacancy to the date of the nomination call and the Regional Vice-President shall ensure that the nominees are members in good standing and have indicated in writing that they are prepared to stand for office.  The election shall be conducted by mail by the Regional Vice-President.
(b) Delegates from the region still in good standing from the last Convention shall be eligible to vote.
(c) Locals shall have the authority to replace delegates who are no longer in their region or who are no longer in good standing.

(4) In the event that both the position of Regional Vice-President and Alternate Regional Vice-President are vacant at the same time the Executive Committee shall proceed with the election of a Regional Vice-President for that region. 

(5) Positions filled under sub-sections (1), (2) or (3) of this Section shall have the same force and effect as an election at a Convention. 

(6) An Alternate Regional Vice-President who temporarily replaces a Regional Vice‑President shall have full voting rights. 

Section 5 - Presidents Conference

(1)There shall be a Presidents' Conference constituted in the following manner: 

(a) the President or their alternate shall be the Chairperson; 

(b) the delegates shall be the President or alternate of all Locals as defined in Regulation; 

(c) the Presidents' Conference shall meet at the call of the Executive Council, not less than two (2) times in a year;  

(d) the Presidents' Conference shall be vested with the authority to discuss all the business transacted by the  Executive Council between Conventions;

(e) the Presidents' Conference by a simple majority vote of those in attendance may make recommendations by means of motions to Executive Council; 

(f) it will be the responsibility of the chairperson to prepare an agenda dealing with the following items: 

(i) business conducted by the Executive Council,
(ii) those items Executive Council wishes to have discussed; 
(iii) items submitted in writing by the Local Presidents; and 
(iv) the election of the Presidents representative(s) on UTE standing committees every two years (2) at  the September Presidents’ Conference.

(g) each sitting of a Presidents' Conference will normally be for a maximum of two and one-half (2 1/2) days; 

(h) all expenditures for a sitting of a Presidents' Conference will be an expenditure of UTE;

(i) the discussion of the business transacted by the Executive Council may not normally extend past one-half (1/2) day sitting; 

(j) members of UTE in good standing may attend as observers at their own expense or by the approval of the Executive Council at UTE’s expense;

(k) observers shall have no vote but with the approval of the chairperson and a simple majority vote may have voice once during the full sitting; and

(l)  Executive Council shall attend as fully funded observers.

Section 6 – Equal Opportunities Conferences

(1) There shall be Equal Opportunities Conferences constituted in the following manner:

(a) a National Conference shall normally be held in Ottawa the calendar year prior to the Convention;

(b) Regional Conferences held prior to the National Equal Opportunities Conference with the locations to be decided by the Equal Opportunities Committee;

(c) the Chairperson of the Equal Opportunities Committee or their alternate shall be the Chairperson of the National and Regional Conferences;

(d) UTE shall fund two (2) members per Local as defined in Regulation;

(e) members of the Equal Opportunities Committee shall be funded to attend the National Conference and the one Regional Conference in which their home local has been assigned to attend;

(f) it will be the responsibility of the Equal Opportunities Committee to set the agenda and workshops for the conferences;

(g) each Regional Conference shall normally be scheduled for one and a half (1½) days on a Saturday and Sunday;

(h) the National Conference shall normally be scheduled for two and a half (2 ½) days on a Thursday, Friday and Saturday;

(i) members of the Executive Council shall be funded to attend the National Conference and the Regional Conferences in which their home local has been assigned or to which locals in their region have been assigned to attend; and

(j) notwithstanding (d), members of UTE in good standing may attend at their own expense.

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