Rules part 3: Structure and Government of the Union

PART III : STRUCTURE AND GOVERNMENT OF THE UNION

14. CONFERENCE

14.1 The Conference shall be the supreme policy making body of the Union.

14.2 Decisions of the Conference shall be binding on the Union.

 
14.3 Meetings of Conference

 
14.3.1 Ordinary meetings of the Conference shall be convened by the National Secretary at a time, date and venue determined by the National Executive provided that the Conference shall meet at least once every two years.

14.3.2 Where special circumstances arise, the National Executive may direct the National Secretary to convene a special meeting of the Conference.

14.3.3 Three months' notice of ordinary meetings of the Conference and one month's notice of special meetings of the Conference shall be given by the National Secretary by way of notice in the Metal magazine.

14.4 The Conference shall consist of:

• The National President
• The Senior Vice-President
• The Junior Vice-President
• The National Secretary
• The Postal and Logistics Industry National Executive member
• Regional Delegates to Conference
• Industry Council representatives
• Such other people (who shall be non-voting) as the National Secretary may from time to time expressly invite.
• The senior paid officials referred to in Rule 15.2.

 
14.5 Regional Delegates to Conference

 
14.5.1 Each region shall be entitled to a total representation of one delegate for each 1000 financial members in the region as at 31 December of the year preceding the conference. For the avoidance of doubt, "financial members" includes all members who are financial, whether they are paying a full subscription or a lesser subscription such as a part-time subscription.

14.5.2 The region's representation shall include:

• The Senior Regional Convener
• The Regional National Executive members
• One delegate elected by each delegates' forum in the region which has met and transacted business at least annually since the last ordinary meeting of the Conference.

14.5.3 The remainder of the region's representation shall be elected biennially by secret postal ballot of all financial members of the region.

14.5.4 If a regional conference delegate is unable to attend a meeting of the Conference a committee of the Regional National Executive members (including the Senior Regional Convener) and two delegate forum conveners from the Region (who shall be appointed by the National Executive), this committee to be known as the Committee of Regional Officers (CRO), may appoint a deputy from among its members.

 
14.6 Industry Council Representatives

Each industry council shall be represented by its convener and up to one other representative elected by that industry council. The entitlement to the other representative shall be determined from time to time by the National Executive having regard to the size and activity of the industry council concerned.

14.7 Conference Business

 
14.7.1 The National Secretary shall prepare an agenda and distribute it to members of Conference at least six weeks before the Conference meets.

14.7.2 Unless the Conference consents, no business other than that listed on the agenda shall be dealt with by the Conference.

14.8 Voting at Conference

14.8.1 All decisions, unless the Rules require otherwise, shall be decided by a majority vote of the voting members of Conference.

14.8.2 Voting shall be by a show of hands; except when:

(a) Two or more voting members of Conference require a secret ballot, which shall be conducted immediately by a returning officer appointed by Conference, unless:

(b) Two or more voting members of Conference require a card vote.

(i) Each region may cast one card vote for each 500 members in its region, the numbers to be calculated on the number of members in the region as at 31 December of the year preceding the Conference. The regional representatives shall decide how the region's card votes will be cast.

(ii) The National President, Senior Vice-President, Junior Vice-President, National Secretary and Regional National Executive members shall be entitled to individual votes when any card vote is taken.

(iii) A card vote may not be taken where these Rules provide for a secret ballot for the election, suspension or removal from office of any officer or position holder.

 

 14.9 Quorum

 The quorum for a meeting of the Conference shall be

• Two of the Principal Officers (other than the National Secretary); and
• Either the National Secretary or one of the senior paid officials referred to in Rule 15.2; and
• 30 other voting delegates and/or representatives.

 
15. NATIONAL EXECUTIVE

15.1 The National Executive is the governing body of the Union and shall have, subject to the decisions of the Conference, control of the general government of the Union, its property and its funds.

15.2 The National Executive shall consist of:

• The National President
• The Senior Vice-President
• The Junior Vice-President
• The National Secretary
• Four Northern Regional National Executive members (one of whom will be the Senior Regional Convener).
• Two Central Regional National Executive members (one of whom will be the Senior Regional Convener).
• Two Southern Regional National Executive members (one of whom will be the Senior Regional Convener).
• The Postal and Logistics industry National Executive member.
• A number of senior paid officials whose positions are designated by the National Executive to be members of the National Executive, provided that the National Executive may review, no more frequently than every 4 years, which paid positions are designated as National Executive positions, such review following a fair and proper process and observing the principles of natural justice.

 

15.3 Meetings of the National Executive

15.3.1 The National Executive shall meet at the registered office of the Union or any other place determined by the National Executive.

15.3.2 Meetings shall be held at least every 3 months and at such other times as the National Executive considers necessary.

15.3.3 The National Secretary shall, 7 days before an ordinary meeting, send to each National Executive member a notice stating the time and place of the meeting and any business to be transacted.

15.3.4 Any member of the National Executive who fails to attend three successive meetings of the National Executive shall be deemed to have resigned from the National Executive; provided that the remaining members of the National Executive may vote to continue that person's membership if they are satisfied that he/she had a valid reason to be absent.

 
15.4 Voting

15.4.1 All voting shall be by voice or by show of hands.

 
15.4.2 All members except full-time paid officials occupying a National Executive position shall have a vote.

15.4.3 The National President (or in his/her absence the member who is chairing the meeting) shall have a casting vote which may be used when he/she has cast a deliberative vote and the votes are tied.

15.4.4 All decisions of the National Executive shall be binding on the National Executive members.

 
15.5 Deputies

 
15.5.1 If a Regional National Executive member is unable to attend a National Executive meeting, the relevant Committee of Regional Officers (as provided in Rule 14.5.4) may appoint a deputy.

15.5.2 The deputy shall have all the powers of the member he/she replaces at the National Executive meeting.

15.6 The quorum shall be any two of the Principal Officers and no fewer than six of the Regional National Executive members.

 
15.7 Special meetings of the National Executive may be called by the National Secretary; or by the National President; or by a majority of the National Executive.  As much notice as is reasonably practicable shall be given. No  business other than that in the notice of meeting shall be dealt with.

15.8 The National Executive shall, in addition to any other powers necessary to discharge its duties and obligations, have the power to form such sub-committees as it sees fit and in whatever composition it sees fit, and whether of a standing or ad hoc nature, to which specified functions and roles may be delegated, subject to the following:

1. All minutes of any sub-committee meeting shall be circulated to the whole of the National Executive as soon as practicable after the sub-committee meeting;
2. Any papers prepared for a sub-committee shall be made available to any other National Executive member on his or her request;
3. Decisions, other than procedural decisions and decisions in the nature of a recommendation to the National Executive, may be referred or appealed to the whole of the National Executive by any member of the National Executive providing the decision has not been implemented and it is practical to defer the matter until the next meeting of the National Executive;
4. The chair of any sub-committee shall be a National Executive member other than the National President and any paid official;
5. Lay members of the National Executive shall comprise the majority of the sub-committee.

15.9 When any emergency arises between meetings of the National Executive the Principal Officers shall constitute an emergency sub-committee of the National Executive. Provided at least two of the Principal Officers participate, and provided that all decisions must be unanimous, the sub-committee shall have the authority of National Executive to take action to protect the interests of the Union. All decisions made under this provision must be reported to the National Executive as soon as possible.

15.10 In any year in which the Conference does not meet the National Executive will meet in June to approve the Union's financial accounts. For this purpose it shall have the powers of the Conference.

 
16. REGIONS

16.1 For administrative purposes, and subject to decisions of the Conference, which may amend the number of regions and/or re-define their boundaries, the Union shall be divided into three regions:

• Northern - consisting of that area of the North Island north of a line from Awakino on the west coast to Turangi to Hicks Bay on the east coast, and including Taumarunui and its surrounds.
• Central - the rest of the North Island south of the line referred to above.
• Southern - the South Island.

 
17. DELEGATE FORUMS

17.1 The number and coverage of delegates' forums in each region shall be determined from time to time by the National Executive.

17.2 Every endorsed delegate within the coverage of the delegates' forum shall be entitled to attend, speak and vote at meetings of the forum.

17.3 Other members of the Union within the coverage of the delegates' forum may attend meetings of the forum at the discretion of the delegate members of the forum. Speaking rights at a meeting may be accorded at the discretion of the delegate members of the forum.

17.4 The functions of the delegates' forums shall be:

17.4.1 To provide a forum for delegates to bring relevant issues from their workplaces to share them with other delegates and, where applicable, seek broader solutions;

 
17.4.2 To provide relevant education;

17.4.3 To receive information from and provide feedback to the relevant industry councils and the National Executive;

17.4.4 To elect a representative to the Conference as provided in rule 14.5.2;

 
17.4.5 To assist with relevant regional or national industrial and other campaigns.

 
17.5 Each delegates' forum shall elect a convener and deputy convener, neither of whom shall be a paid official of the Union, and shall meet as required.

 

18. INDUSTRY COUNCILS

 
18.1 The National Executive shall from time to time establish industry councils, and determine the coverage and size of each council and its composition, in order to advance the Union's organising objectives in various industries and with the objective that every member is covered by an industry council. In exercising these powers the National Executive shall have regard to the union membership density and distribution in the particular industry.

18.2 The members of each industry council apart from those provided for in Rule 18.3 shall be appointed by the National Executive every two years following the calling of expressions of interest from members from each industry.  Expressions of interest shall be called in Metal, and any other forum the National Executive thinks fit. Selection of industry council members shall be made on the following criteria:

• Experience, background and knowledge of the industry
• Service and seniority with the union
• Any other criteria the National Executive considers relevant.

 
18.3 In addition to the members appointed by the National Executive under Rule 18.2, each industry council shall have elected to it under Rule 22 a member of each region employed within the coverage of the respective industry council.

 
18.4 Each industry council shall meet at least once in each year.

18.5 The functions of the industry councils shall be:

18.5.1 To consider issues relevant to its industry and advise the National Executive accordingly;

18.5.2 To confirm (subject to National Executive approval) an organising and strategic plan for the industry and to review the implementation of the previous year's organising and strategic plan;

18.5.3 To appoint, where appropriate, sub-groups relevant to sub-industries within the broader industry group;

18.5.4 To support and assist the Union's representation on relevant industry training organisations;

 
18.5.5 To be a forum for relevant education;

18.5.6 To elect representatives to the Conference as provided in rule 14.6.

18.6 Each industry council shall elect a convener and deputy convener, neither of whom shall be a paid official of the Union.