Bylaws of the Union of Taxation Employees (UTE) Local 70001 – Ottawa East
BYLAW 1 – NAME
This Local shall be known as the Union of Taxation Employees (UTE) Local 70001 – Ottawa East, a component of the Public Service Alliance of Canada (PSAC), and will be referred to as “the Local” in these Bylaws.
BYLAW 2 – AIMS AND OBJECTIVES
2.1: The objectives of the Local shall be to support, protect, and represent the rights and interests of the members under its jurisdiction.
2.2: The Local shall support the UTE in furthering its constitutional responsibility for the improvement and protection of wages, salaries, and other terms and conditions of employment of all UTE members.
2.3: The Local shall subscribe to and accept the Constitution of the PSAC and the Bylaws and Regulations of the UTE as its governing documents.
BYLAW 3 – MEMBERSHIP
3.1: The membership of the Local shall be comprised of members of the PSAC who are employed by the CRA and work within the Collections and Verifications Branch or the Human Resources Branch in the National Capital Region.
BYLAW 4 –EXECUTIVE OF THE LOCAL
4.1: The Executive of the Local will be referred to as “the Executive” and shall consist of the following positions: President, Vice-President, Secretary, Treasurer, and Chief Shop Steward. The Executive Officers shall be elected separately by the members in attendance at an Annual General Meeting (AGM).
4.2: Elections shall be held by secret ballot and conducted according to the UTE Bylaws and PSAC Rules of Order.
4.3: The Executive Officers shall be elected on a rotating two (2) year basis as follows:
(a) Odd years: President, Secretary, Chief Shop Steward;
(b) Even years: Vice President, Treasurer.
4.4: Vacant positions on the Executive may be filled by:
(a) An election at an AGM,
(b) An election at a Special Meeting with approval from the UTE President, or
(c) An appointment, on an interim basis by a majority vote of the Executive Officers, until the next election at an AGM.
4.5: Each Executive Officer shall return all Local funds, correspondence, documents and other property to the Local upon vacating their position.
4.6: Any member, as defined by Bylaw 3 of the Local, who is in good standing with the PSAC shall be eligible for nomination to a position on the Executive.
4.7: Nominations for positions on the Executive must be made in writing, acknowledged by the nominee, and signed and seconded by the nominators. The nomination must be presented to the Nominations Committee a minimum of 5 days prior to an AGM or a Special Meeting. Nominations will also be accepted from the floor at an AGM or a Special Meeting.
4.8: Each Executive Officer shall take the PSAC Oath of Office immediately upon assuming office.
4.9: Each Executive Officer must successfully complete the PSAC Talking Union Basics (TUB) course within six months of assuming office, or as soon as reasonably possible thereafter.
BYLAW 5 – DUTIES OF THE EXECUTIVE
(a) The Executive shall uphold the PSAC Constitution and the Bylaws and Regulations of both the UTE and the Local.
(b) Each Executive Officer shall present a written report to the membership at each AGM.
(a) The President shall preside at all meetings and shall be responsible to the Local for the efficient and proper conduct of its affairs.
(b) The President shall work closely with Executive Officers to facilitate the activities of the Local.
(c) The President shall represent the Local as a delegate at all UTE and PSAC events, conferences, and conventions, or name an alternate.
(d) The President shall perform any other duties that pertain to this office.
(a) The Vice-President shall assist the President in the performance of the President’s duties.
(b) The Vice-President, in the absence of the President, shall carry out the duties of the President.
(c) The Vice-President shall perform other duties as assigned by the President and/or the Executive.
(a) The Secretary shall record the proceedings of all meetings of the Local and shall be responsible for the proper maintenance of documents, records, and correspondence of the Local.
(b) The Secretary shall prepare, have translation completed (where applicable), and organize the posting of meeting notices.
(c) The Secretary shall be responsible for the pickup and delivery of the Local’s mail.
(d) In the absence of the Vice-President, the Secretary shall carry out the duties of the Vice President.
(e) The Secretary shall perform other duties as assigned by the President and/or the Executive.
(a) The Treasurer shall be responsible for all financial records and transactions of the Local, including making bank deposits at the Local’s banking institution.
(b) The Treasurer shall submit a financial statement to the Executive at all regular executive meetings of the Local, and to any member upon request.
(c) The Treasurer shall submit the completed and reviewed annual financial statements of the Local for approval at the AGM.
(d) The Treasurer shall submit a copy of the annual financial statements to UTE National Office following the AGM.
(e) The Treasurer shall perform other duties as assigned by the President and/or the Executive.
5.7: CHIEF SHOP STEWARD
(a) The Chief Shop Steward shall coordinate the work of stewards in the Local, and shall ensure that members receive advice and assistance on grievances, appeals, and related issues.
(b) The Chief Shop Steward shall initiate recruitment of stewards, including making recommendations to the Executive, and organize regular meetings for the stewards.
(c) The Chief Shop Steward shall be responsible for maintaining an active steward network.
(d) The Chief Shop Steward shall regularly inform stewards and members of the education and training offered by the PSAC and UTE, including their rights and reimbursement allowances.
(e) The Chief Shop Steward shall perform other duties as assigned by the President and/or the Executive.
BYLAW 6 – STEWARDS
6.1: A steward shall be confirmed by a simple majority vote of the Executive Officers to a term of two years. A steward may remain in their position until such time as they resign or their term is not renewed.
6.2: A steward’s term ends upon the date of the next executive meeting, two (2) years after the steward’s appointment, unless their term is renewed by a simple majority vote of the Executive.
6.2: A steward is responsible for:
(a) Representing members in informal and formal dispute resolution processes, and
(b) Disseminating and collecting information to and from the members and the Executive.
BYLAW 7 – COMMITTEES
7.1: The Executive may establish Ad Hoc Committees and Standing Committees as needed.
7.2: All Standing Committees will include a member of the Local Executive who will act as a liaison.
7.3: Any member in good standing shall be considered for representation on all committees.
7.4: All committees must submit a written/oral report on their activities at each executive meeting.
7.5: All committees shall submit a written report thirty (30) days prior to the AGM, which shall be brought to the attention of the members at least seven (7) days prior to the AGM.
BYLAW 8 – MEETINGS
8.1: EXECUTIVE MEETINGS
(a) The elected officers of the Local shall hold executive meetings a minimum of eight times a year in order to ensure that the Local properly conducts its business.
(b) A quorum at an executive meeting shall be no less than a simple majority of Executive Officers.
(c) Stewards may attend executive meetings; however, voting is restricted to Executive Officers.
8.2: ANNUAL GENERAL MEETINGS
(a) The AGM of the Local shall be held on or before February 15, with notice posted thirty (30) days prior.
(b) The AGM shall be held in accordance with the UTE Bylaws for the purpose of receiving annual reports, the consideration of business, and the election of Executive Officers.
(c) A quorum at the AGM shall be ten (10) members and the majority of the Executive Officers, including either the President or the Vice-President.
8.3: SPECIAL MEETINGS
(a) A Special Meeting may be called by the President, the majority of the Executive Officers, or upon petition of ten (10) or more members. Only the matter(s) for which the Special Meeting was called shall be dealt with at the meeting.
(b) Written notice of the Special Meeting shall be posted thirty (30) days prior.
(c) A quorum at a Special Meeting shall be ten (10) members and the majority of the Executive Officers, including either the President or the Vice-President.
BYLAW 9 – DISCIPLINE
9.1: Disciplinary actions shall be governed by the UTE Bylaw 12, and the PSAC Constitution.
BYLAW 10 – DUES
10.1: The membership dues shall be the amount of dues established by the delegates attending the UTE and PSAC Conventions, with an additional amount of Local dues as established at an AGM or Special Meeting.
10.2: The Local dues may be amended once per year at an AGM or Special Meeting if authorized by a two-thirds (2/3) majority of the members in attendance.
BYLAW 11 – FINANCES
(a) The fiscal year end of the Local shall be December 31 of each calendar year.
(b) The Local shall not borrow money without prior approval by the National Executive.
(c) The Local may incur expenses up to $2,000 with the approval of the Executive. The Local shall only incur expenses in excess of $2,000 if authorized in the annual budget with the approval of a majority of members present at an AGM or Special Meeting.
11.2 FINANCIAL CONTROL
(a) Signing Authorities
i. The Treasurer, the President, the Vice President, and one other Executive Officer shall have the authority to sign cheques on the Local’s behalf.
ii. Each cheque must be signed by two of the four Executive Officers in 10.2(a)(i) in order to be valid.
iii. The signing authorities must be updated at the Local’s banking institution after an election of new Executive Officers.
(b) Advances and Expense Claims
i. Executive Officers, stewards, and members shall be reimbursed for expenses incurred while performing authorized duties on behalf of the membership of the Local.
ii. All claims for expenses will be approved by the President. Expense claims submitted by the President will be approved by the Vice-President.
iii. Advances made to Executive Officers, stewards, and members will be repaid no later than the due date for filing the expense claim related to the advance.
iv. Advances will not be made to cover the loss of wages.
v. Advances that are not repaid according to 10.2(b)(i) will be considered an appropriation of Local funds and seen as an act of malfeasance.
vi. Executive Officers, stewards, and members will submit expense claims to the President for approval for payment within 30 days of incurring the expense. For expense claims incurred within November and December, every effort will be made to submit them for approval prior to the year end.
vii. Every effort will be made to reimburse expense claims within 20 days of receipt.
viii. Expense claims will be reimbursed at UTE rates as set out in the UTE Regulation 13.
(a) The Executive will appoint a reviewer to conduct an independent review of the annual financial statements.
(b) The reviewer shall express an opinion on the financial statements for the fiscal year reviewed, and include the opinion as part of the report attached to the financial statements.
BYLAW 12 – AMENDMENTS
(a) The Local may amend the Bylaws at an AGM or Special Meeting if authorized by a two-thirds (2/3) majority of the members in attendance.
(b) Any proposed changes to the Bylaws must be posted a minimum of ten days prior to the meeting.
BYLAW 13 – PARTICIPATION
13.1: The Local encourages participation in union activities. With prior approval of the Executive, the Local will ensure that expenses are reimbursed for participation in activities such as: sitting on a committee; attending executive meetings; taking union training and education courses, or; acting as a delegate or observer at union conferences or conventions, unless the expenses are paid or reimbursed by the UTE, PSAC, or other organization.
13.2: The President shall be given priority in attending any function or activity to represent the Local or to act as a participant, delegate, observer, etc. on behalf of the Local.
13.3: DELEGATES AND OBSERVERS TO CONFERENCES AND CONVENTIONS
(a) The Executive will choose delegates and observers to conferences and conventions.
(b) Executive Officers and stewards will receive priority consideration for attendance at conferences and conventions.
(c) The Executive will ensure as many local activists as possible have opportunities to attend a conference or convention.
BYLAW 14 – DISSOLUTION AND SPLIT
14.1: The Local may only be dissolved by the passage of a motion to dissolve made at an AGM or Special Meeting if authorized by a two-thirds (2/3) majority of the members in attendance.
14.2: Notice of any motion to dissolve shall be posted at least sixty (60) days prior to the date of the meeting at which such motion will be considered.
14.3: Upon dissolution, the assets of the Local become the property of the UTE.
14.4: In the event a group of members of Local 70001 succeeds in splitting off and forming a new local according to the UTE Regulation 2, the new local that is created shall be entitled to a pro-rata share of Local 70001’s liquid assets at the time of split. The pro-rata share will be based on the number of members within the new Local.
amended January 24, 2017
last updated: February 7, 2017
last updated by: Laura Kaeding