Notice of Chapter Meeting
The Chapter meeting previously scheduled for August 6, 2008, has been rescheduled for Wednesday, September 17, 2008, at 1:00 EST at the Headquarters LL Auditorium, videoconferenced to the Regional Offices. At the meeting, updates will be provided on topics of interest, and members will vote on a proposed amendment to the Chapter 293 Bylaws recommended by the Executive Board which is described below. Members at each office may vote on the Bylaws amendment by delivering a ballot at the September 17, 2008 meeting to a member who has been assigned to collect ballots. You may obtain a copy of the ballot at the meeting, or by clicking here, Bylaws Ballot.
Summary of Proposed Changes to Bylaws
Chapter 293’s Executive Board unanimously voted to recommend that the membership adopt the amended version of the National Treasury Employees Union Chapter 293 Bylaws that is set forth below.
Following is a brief summary of the proposed amended version of the Bylaws. The Executive Board encourages all members to review the Bylaws themselves, which are set forth after the summary.
1. Part V would be changed to reduce the number of national chapter meetings each year from four to one and insert a provision for a meeting at each Regional Office and Headquarters each year. Given that our Chapter, unlike most other NTEU chapters, has numerous offices across the country, from the inception of Chapter 293 it has been impractical to hold a videocast national Chapter meeting of all members every three months. This change would recognize this inherent limitation, while also including a new provision providing for a meeting at each office each year to ensure adequate representation.
2. Part VII would be changed to eliminate term limits for elected Chapter leaders. Currently, all elected officers of Chapter 293 may only serve for two consecutive terms. This includes each of the Headquarters Representatives and Regional Representatives to the Chapter Executive Board, the President, the Vice President, the Secretary and the Treasurer. We have surveyed the bylaws of other NTEU chapters, and also contacted the National Counsel for each NTEU Field Office in the country, and we have been unable to identify any other NTEU chapter that has term limits. We feel that term limits in a small organization such as Chapter 293 tend to unnecessarily limit the pool of available qualified members to serve as leaders, and also to limit Chapter members’ option to maintain leaders whom they feel are doing a good job.
3. Other changes primarily to fix errors in the Bylaws, and to include posting of notices on the Chapter website.
The Chapter 293 Bylaws with the proposed amendments are set forth below. To review a redlined version showing the proposed amendments, click here, Redlined Bylaws.
NATIONAL TREASURY EMPLOYEES UNION
The Constitution of the National Treasury Employees Union as amended at the last National Convention is hereby adopted as the Constitution of this Chapter. The Bylaws of this Chapter contained herein set forth rules for the local administration and functions of this Chapter. No part of these Bylaws shall be in force if they are contrary to or in conflict with the provisions of the NTEU National Constitution and Bylaws.
NAME, HEADQUARTERS, JURISDICTION AND FISCAL YEAR
This organization shall be known as the National Treasury Employees Union (NTEU), Chapter 293.
Headquarters and Jurisdiction
The headquarters of the Chapter shall be maintained in Washington, District of Columbia and have jurisdiction concurrent with the jurisdiction granted in the Charter issued pursuant to the NTEU National Constitution, unless amended by operation of the provisions of the NTEU National Constitution.
The fiscal year of the Chapter shall be from October 1 to September 30.
Any person who is presently employed by the Federal Government within the Chapter’s jurisdiction as defined in Part II, Section 2, or any former employee, or any retired employee of the Federal Government is eligible for membership in this Chapter, regardless of race, color, religion, sex, national origin, age, disability, marital status or sexual orientation.
A member of the Chapter is defined as one who is eligible for membership pursuant to Article V, Section 1 of the NTEU National Constitution and who has remitted to the Chapter and for whom the Chapter has remitted to the National Headquarters Office, within sixty (60) days following the beginning of the fiscal year, the total amount of Chapter and national per capita dues payable as a cash payment, or one who has notified the Chapter and for whom the Chapter has notified the National Headquarters Office of an intention to remit the total amount of Chapter and national per capita dues payable pursuant to the dues withholding program.
Classification of membership in the Chapter shall mean:
(A) Active employee member – any member presently employed by the Federal Government whose current post of duty is in the jurisdiction of the chapter.
(B) Retired member – any member who is a former employee of the Federal Government whose last assigned post of duty was in the jurisdiction of the chapter and who is drawing an annuity under the U. S. Civil Service Retirement System or the Federal Employees Retirement System.
(C) Former employee member – any member formerly employed by the Federal Government whose last assigned post of duty was in the jurisdiction of the chapter who left before he/she was eligible for retirement.
(D) New member – any employee of the Federal Government who has never been a member of NTEU or who has not been a member during the twelve months prior to submitting an application whose current assigned post of duty was in the jurisdiction of the chapter.
(E) Member-at-Large – any person who meets the definition as set out in Part VII(E) of the NTEU National Bylaws.
DUES AND FUNDS
(A) How prescribed – The revenue of the Chapter shall be obtained from the membership dues paid by each member and from other activities as may be determined by the members of the Chapter Executive Board.
(B) Amount of dues – Unless modified by Section 3(A) below, the per capita payment from each active employee member and new member shall be the national per capita plus local dues in the amount of fifteen percent (15%) of the national per capita, and from each retired member, former member or member-at-large, as prescribed by the NTEU National Bylaws.
(C) Proration of funds – In the case of a new employee, or a former NTEU member whose membership has lapsed for a period of more than one year, who elects to pay the annual dues on a cash basis, the annual per capita dues will be prorated for the fiscal year in which the employee becomes a member so that the member will pay dues for only those months (a fraction of a month will be counted as a full month) remaining in the fiscal year.
Method of Payment
(A) The per capita payments shall be made to the National Headquarters Office at the beginning of each fiscal year except for those members who are on dues withholding. The National Headquarters Office shall issue renewal bills to all members who are not on dues withholding at the beginning of each fiscal year. Retired or former employees will be permitted to pay dues on an annual basis with payment due on October 1. All other members will be permitted to pay dues on an annual basis with payment due on October 1 or on a quarterly basis, with payment due on October 1, January 1, April 1 and July 1 of each fiscal year. Per capita payments collected by the Chapter shall be forwarded to the National Headquarters
(B) Dues withheld for members on a dues withholding program will be paid directly to the National Headquarters Office, which will then remit to the Chapter its share within ten (10) days.
Increase in Dues
(A) For each increase in the National per capita dues, the Chapter shall automatically increase at a rate of 50% of the National per capita increase, and become effective on October 1 of the year in question.
(B) An increase in Chapter dues, which is not tied to an increase in National per capita dues, shall occur only by secret ballot in an Annual or Special Chapter Meeting for which at least fifteen (15) days notice has been given to all members. The Chapter President shall issue the notice for an Annual or Special Chapter Meeting, which may be called pursuant to Part V, Section 2 and 3 of these Bylaws. The meeting notice shall state the amount and the effective date of the proposed increase. Notice shall be either by letter to all members, or publication in a Chapter newspaper, which is mailed to all members’ last known address, or publication in a special message, which is mailed to all members’ last known address. The dues increase shall be levied after a majority vote of the members of the Chapter at an Annual or Special Chapter Meeting as described above.
(A) Chapter Meetings. The Chapter shall hold an Annual Chapter Meeting each year. The Chapter may hold one or more Special Chapter Meetings each year.
(B) Office Meetings. Upon the request of a majority of the Executive Board members and stewards at one Regional Office or at Headquarters, the Chapter President will attend one Office Meeting at the requesting office each year, in person or via telephone or video conference. An Office Meeting may also be convened by written call by the President.
The meeting place for any Annual or Special Chapter Meeting will be designated by the President and notice given to the members at least fifteen (15) days prior to the meeting date. The meeting place for any Office Meeting at a Regional Office or at Headquarters will be designated by the President and notice given to the members at that office at least ten (10) days prior to the meeting date.
A meeting notice shall be by letter to all members which is mailed to each member’s last known address, and/or by publication in a Chapter newspaper, which is mailed to all members’ last known address, and/or by posting the meeting notice on all official bulletin boards and/or on the Chapter website and/or via e-mail.
Special Chapter Meetings may be convened by:
(A) Written call by the President;
(B) Written call by a majority of the Executive Board; or
(C) Written call signed by 50 of the members of this Chapter.
(A) All members of the Chapter shall have equal rights to attend and participate in all Annual or Special Chapter Meetings. All members at a Regional Office or Headquarters shall have equal rights to attend and participate in an Office Meeting at their office.
(B) Each member shall be entitled to one (1) vote at any Annual or Special Chapter Meeting, and in the election of officers.
(C) In case a member’s right to vote is challenged, the Chapter President shall rule on the member’s right to vote at said meeting. The member shall have a right to challenge this decision to the Chapter Executive Board, and then may make an appeal pursuant to the applicable provisions of the NTEU National Constitution and Bylaws.
A quorum at any Annual or Special Chapter Meeting shall consist of 15 of the members, including at least five members from the Regional Offices, present and in good standing.
Each member shall be entitled to full discussion at any meeting of the Chapter on those matters relating to the national or local organization.
CHAPTER EXECUTIVE BOARD
The Chapter Executive Board shall be composed of the President, Vice President, Secretary and Treasurer, NINE (9) Headquarter Representatives and ELEVEN (11) Regional Representatives. The Headquarter Representatives will be elected as follows: THREE (3) members from the professional staff at the Headquarters Building, THREE (3) members from the non-professional staff at the Headquarters Building, ONE (1) AT LARGE POSITION AT THE HEADQUARTERS BUILDING and TWO (2) members from the Virginia Operations Center.
The ELEVEN (11) Regional Representatives shall consist of one (1) member elected from each OF THE SEC OFFICES IN BOSTON MA, PHILADELPHIA PA, CHICAGO IL, DENVER CO, MIAMI FL, LOS ANGELES CA, ATLANTA GA, FORT WORTH TX, AND SAN FRANCISCO CA, and two (2) members elected from the SEC OFFICES IN NEW YORK, NY.
The Chapter Executive Board shall have jurisdiction over all matters not specifically reserved to the members, and shall have authority to:
(A) Authorize necessary Chapter expenditures over $500 and establish procedures for payment of authorized Chapter expenditures over $500; and
(B) Fill an office vacancy by a majority vote of the Board.
A quorum for the purpose of an Executive Board meeting shall consist of a majority of its members.
The Chapter Executive Board shall convene for regular meetings quarterly at a time and place designated by the President.
Special meetings of the Executive Board may be convened by:
(A) Written call of President; or
(B) Written call of a majority of the Executive Board. Such special meeting must be convened within thirty (30) days after receipt of the request by the President.
All actions and minutes of the Executive Board will be reported by the Secretary at the next Annual Chapter Meeting.
The officers of this Chapter shall be those designated in Part VI, Section 1, of these Bylaws.
Any member of this Chapter, excluding those members who are not in the bargaining unit, may be elected to any office.
(A) Terms of office for the Chapter officers shall be three (3) years. The election to office of all Chapter officers shall follow the procedures provided for in the NTEU National Constitution and Bylaws. The election process shall begin on or about August 1, and the officers will assume their elected positions at the beginning of the Chapter’s fiscal year.
(B) The Chapter President and Vice President, by their election, are considered ex officio delegates to the NTEU National Conventions conducted during their terms of office.
(C) The election of any additional delegates to the NTEU National Convention shall be conducted pursuant to the NTEU National Constitution and Bylaws.
(A) The President’s duties shall be:
(1) to appoint and remove stewards, including a Chief Steward, after consultation with the members of the Executive Board;
(2) to issue proper notice calling meetings of the Chapter and the Executive Board pursuant to Part IV, Section 3 and Part V, Sections 2 and 3 of these Bylaws;
(3) to preside at all regular and special meetings of the Chapter and Executive Board;
(4) to appoint chairpersons of all standing and special committees pursuant to Part IX of these Bylaws;
(5) to appoint all committee members and maintain ex officio membership of each;
(6) to represent and act as spokesperson for the Chapter in all matters;
(7) to sign all documents pertaining to official business of the Chapter;
(8) to name a Chairperson of the Membership Committee;
(9) to name a Chairperson of the Legislative Committee;
(10) to appoint an Editor of the Chapter newsletter; and
(11) to perform all other duties as are necessary to protect and advance the interests of the membership.
(B) The Vice President’s duties shall be:
(1) to perform the duties of the President during the President’s absence or inability to serve; and
(2) to serve as an assistant to the President.
(C) In addition to the responsibility as a member of the Executive Board, the Vice President’s duties shall be:
(1) to contribute information and articles to the Chapter newsletter editor;
(2) to coordinate the activities of the membership committee under the direction of the President, and to build membership to the highest possible level;
(3) to report directly to the President any and all problems of the members and to keep the President informed as to the progress in solving these problems; and
(4) to distribute information and assist the President as his/her spokesperson.
(D) The duties of the Secretary will be:
(1) to record and keep minutes on all meetings of the Chapter and the Executive Board;
(2) to conduct such correspondence as may be necessary or as the President shall direct; and maintain copies in a permanent file;
(3) to maintain custody of all books, records, papers and effects of the Chapter, and transfer these items to his/her successor at termination of his/her tenure of office;
(4) to distribute literature, copies of documents and other communications to the Chapter members; and
(5) to maintain the address and dues status of each member.
(E) The duties of the Treasurer shall be:
(1) to receive and deposit all funds of the Chapter in a depository approved by the Executive Board;
(2) to make payments from funds as authorized by the President or Executive Board, and to maintain a petty cash fund in an amount as determined by the Executive Board;
(3) to remit promptly to the Administrative Controller of the National Headquarters Office, as provided by the National Constitution, per capita dues collected from the members of the Chapter and to send an accompanying list of those members;
(4) to submit monthly financial reports and other reports as requested by the Executive Board;
(5) to provide the Secretary with dues information necessary for the Secretary to maintain an updated membership roster;
(6) to submit the Chapter books and accounts for audit on the demand of the Executive Board;
(7) to furnish a surety bond to the Chapter, the premium of such bond to be paid by the Chapter;
(8) to prepare and file Internal Revenue Form 990 and Department of Labor LM forms; and
(9) to keep an accurate and current record of all receipts and expenditures of the Chapter, according to accepted accounting procedures.
Candidates for Election
Any candidate for election to any office of the Chapter must be a member of the Chapter.
Eligibility to Vote
All members of the Chapter and within election guidelines are eligible to vote in all Chapter elections and to nominate candidates for Chapter office.
Elections of Chapter Officers
All elected Chapter officers shall be selected in the following manner:
(A) No less than thirty (30) days prior to the scheduled election, the Chapter must mail to each member at his/her last known address, and post on the Chapter website, a Notice of Nominations and Notice of Election, which shall:
(1) Identify the offices to be filled;
(2) Specify the date, time and place for any special meeting for the purpose of nominations for office or state that nominations must be submitted to the Chairperson of the Election and Nominations Committee in writing fifteen (15) days prior to the scheduled election date; and
(3) The Chairperson of the Elections and Nominations Committee shall notify all nominees of their nominations for office in writing.
(B) A member otherwise eligible to run for office shall become a bona fide candidate only upon his/her nomination for office and acceptance of the nomination. Acceptance of a nomination must be made in writing no later than five (5) days prior to the scheduled election date, unless the Chapter’s Executive Board has authorized nominations from the floor on the date of the election.
(C) The election shall be held on the date, time and place specified in the Notice of Election. The election shall be by secret ballot to be placed in boxes in each SEC Office where the election is held, unless the Chapter Executive Board has authorized the use of a mail ballot election or some standard type of election mechanical device insuring secret ballot by machine vote.
(D) The candidate for each office who receives a plurality of members’ votes cast for that office shall be selected thereto. Where the nominee is unopposed, there shall be no necessity for the election of such nominee, and he/she shall be declared duly elected, effective as of the conclusion of the term of the previous incumbent.
(E) The Chapter Secretary shall maintain for one (1) year all used, unused, and challenged ballots, envelopes used to mail marked ballots in the case of a mail ballot election, tally sheets and related documents.
Challenges to Elections
Any Member of the Chapter who wishes to challenge an election conducted under these Bylaws must do so pursuant to Part IV of the NTEU National Bylaws.
The President shall appoint, within thirty (30) days after assuming office, a Chairperson and the members of the following standing committees, and the President shall publish for the information of the membership the names of the Chairpersons and the members of each committee. These appointees shall serve for one (1) year.
Classification and Responsibilities
(A) Committee on Election and Nominations – shall consist of three (3) members and a Chairperson for the purpose of conducting a democratic election of officers as provided in the NTEU Constitution.
(1) This Committee shall conduct the election of Chapter officers pursuant to Part IV, Section 2, of the NTEU National Bylaws.
(2) This Committee shall count the ballots, and post the results of the election and mail results to all posts of duty. The newly elected officers shall be notified in writing by the Chairperson of the Election and Nominations Committee of their election.
(3) The Chairperson shall immediately make a written report on the results of the election to the NTEU National Headquarters Office.
(B) Committee on Membership – shall consist of a Chairperson and no less than two (2) additional members, for the purpose of increasing and retaining the number of active employee members eligible for membership in the Chapter, and shall:
(1) devise a program of membership recruitment of all employees in the Chapter’s jurisdiction in order for an effective membership program to be conducted on a continual basis;
(2) accept and promptly forward to the Treasurer the dues collected along with the applications for cash dues paying membership;
(3) report to the President the format of the membership program and its status; and
(4) distribute and accept membership applications, requests for transfers of memberships from other Chapters or to other Chapters, assist with execution of Form 1187 for dues withholding and promptly forward such items to the Treasurer.
(C) Legislative Committee – shall consist of no less than two (2) members and a Chairperson for the purpose of ensuring Chapter participation in ongoing legislative efforts being conducted by the National Headquarters Office.
(1) This Committee shall keep abreast of all legislative issues as they apply to Federal employees;
(2) Coordinate lobbying efforts designed to inform Members of Congress of the Chapter’s views on an issue of legislative proposal. These lobbying efforts should included, but are not limited to:
(a) Personal visits;
(b) Community group meetings;
(c) Personal letters;
(d) Telephone calls.
(3) Conduct two (2) "legislative seminars" annually in an effort to educate the membership about the importance of legislative activity;
(4) Organize any informational picketing to be engaged in by the Chapter.
(D) Newsletter/Publicity Committee – shall consist of an Editor-in-Chief and additional editors as required, and a necessary number of writers and assistants.
(E) Other such committees as are deemed necessary to accomplish the aims of the Chapter may be appointed by
the President. The number of members shall be the number considered practical and necessary by the President. Such appointed committees shall serve until discharged by the President or until the end of the fiscal year.
DELEGATES AND PROXIES
Delegates to National Convention
(A) The Executive Board at a meeting not less than thirty (30) days prior to the National Convention shall determine the amount of delegate expense that will be paid by Chapter funds. Each delegate must receive an equal amount of reimbursement.
(B) The President and Vice President respectively shall serve as delegates unless unable to attend. If the Executive Board determines that additional delegates may attend at Chapter expense, such delegates will be elected pursuant to the NTEU National Constitution and Bylaws.
(C) Any member who wishes to attend the National Convention as a delegate at his/her own expense must be elected pursuant to the NTEU Constitution and Bylaws.
(D) The Chairperson of the delegation will be the President or in his/her absence, the highest ranking officer who is a delegate.
(E) If no Chapter officer is a delegate, the Executive Board will appoint the Chairperson and define the succession of authority in the delegation.
For the purpose of representation at the National Convention, the Chapter may designate by proxy any member or members of NTEU elected pursuant to Part IV of the NTEU National Bylaws on a form prescribed by the Administrative Controller of NTEU. There shall be the statement made that the authority to issue and assign a proxy is given pursuant to a motion duly passed at a regular or special Chapter meeting. The member of NTEU to whom the proxy is assigned shall be named therein and it shall be signed by the President and Secretary of the Chapter.
Executive Board – Order of Business
(A) At each annual or general meeting of the Executive Board as provided by Part VII, Section 4, the following order of business shall be observed:
(1) call to order;
(2) roll call;
(3) report of President;
(4) report of Treasurer;
(5) report of Chairpersons of standing committees, as needed;
(6) reports by the Vice President as requested by the President;
(7) unfinished business;
(8) new business; and
(B) The above order of business may be suspended at any time by a majority vote of the Executive Board members presented at the meeting. In case of a special meeting of the Board, the President’s call for the meeting shall set forth the business to be transacted and the order of it.
Rules of Order
In the absence of any provisions to the contrary in the NTEU National Constitution and these Bylaws, all meetings of the Executive Board, Committees and Chapter meetings shall be governed by the parliamentary rules and usages contained in the then current edition of Robert’s Rules of Order, Revised.
Copies of these Bylaws shall be distributed to all members of the Chapter and to the National Headquarters Office, via posting on the Chapter website.
(A) Amendments to these Bylaws shall be submitted in writing to the Chapter Executive Board for their recommendations and consideration. The President will then report the recommendations of the Executive Board to the next Annual or Special Chapter Meeting which may adopt such amendments by a majority vote, provided notice of the proposed amendment was given in writing at a previous meeting and/or all members were notified at least fifteen (15) days before such meeting.
(B) These Bylaws shall become effective at midnight on the day on which they are approved.