The OCTE Constitution, By-Laws and Appendices are living documents which occasionally require updates. Such changes are determined by the Executive, and then approved by the membership at the Annual General Meeting held in May.
Amendments will be made by motion at the AGM by:
a two-thirds vote of the Members and Associate Members qualified to vote, present, and voting, provided that:
1. a notice of the proposed amendments have been given to the Executive in writing at least 35 days prior to the General Meeting, and
2. the proposed amendments have been sent to each voting member by those proposing the amendments at least 21 days prior to the General Meeting;
a nine-tenths vote of the Members and Associate Members qualified to vote, present, and voting, if the previous notifications as in A) have not been given.
The current constitution was ratified in its original form by the Executive and Members of the Ontario Council for Technology Education, at the Annual General Meeting, in May 2010.
You are encouraged to review the “draft changes” of the Constitution and By-laws posted on this website. We draw your attention to the following revisions:
Should you have any questions or concerns regarding the proposed changes please contact: email@example.com
By-laws and Appendices Approved: May 2015
Within each Division, the Chair of each Division will report back to the OCTE Executive seeking support and approval of all directions.
In addition to the duties outlined in Article 5, Section 1, of the Constitution, the Chair of the OCTE Executive will be responsible for monitoring and providing
recommendations to the executive for the following departments:
The Vice-Chair responsible for the Communications Committee will provide a forum for the open and productive interchange of ideas and viewpoints in all aspects of elementary Science and Technology and Secondary Technological Education. The Communications Committee Vice Chair will also be responsible for overseeing and providing direction to Department Leaders for the following:
The Vice-Chair responsible for the Policy and Standards Committee will advocate for the best interests of Elementary Science and Technology and Secondary Technological Education, with Provincial Ministries, the Ontario College of Teachers, Federations, Faculties of Education, Business and Industry partners and affiliate associations. The Policy and Standards Committee Vice-Chair will also oversee and provide direction for the following Departments. Where appropriate, the Vice-Chair may assign Department Leaders responsible for administering each.
The Vice Chair responsible for the Human Resources Committee will provide an opportunity for its membership to assist in shaping the future of technology education in Ontario's Elementary and Secondary schools. The Human Resources Committee Vice-Chair will also be responsible for the management of appointed and hired personnel. This includes recruitment, hiring, reviewing, and the advancement of personal growth of each. The Vice-Chair will also provide support and direction in acknowledging achievements (eg. Awards).
The Vice-Chair responsible for the Education Committee will provide in-service and upgrading opportunities for its members through a schedule of seminars and conferences; establish links with educational vendors and service providers in developing a network of educational benefits to OCTE members. The Vice-Chair of the Education Committee will also oversee, liaise, and provide direction for the following Divisions. Committee Leaders will be appointed or hired as appropriate.
From time to time it may be deemed necessary for the OCTE Executive to establish an Ad Hoc Committee. The purpose of establishing an Ad Hoc committee is for the completion of a specifically mandated goal within an established time frame. It generally signifies a solution designed for a specific problem or task, non generalizable, and not intended to be able to be adapted to other purposes. The committee, upon completion of its work then ceases to exist. Members may be drawn from the existing membership but could also include the recruitment of recruit outsiders if it is covering a new or unfamiliar issue.
The By-Laws and accompanying Appendices are considered to be an addendum to the Constitution for the Ontario Council for Technology Education, hereafter referred to as O.C.T.E. These By-Laws and Appendices are to provide operating procedures to issues, policies, and directions not covered within the body of the Constitution for O.C.T.E. The same directions outlined for the Constitution will guide amendments to the By-Laws.
The O.C.T.E Executive, following written notice to the member or organization, reserves the right to deny or suspend membership to any person or organization who, in a majority consensus of the Executive, is not acting responsibly within the mandate of O.C.T.E. The member or organization has the right to appear in a closed private session before a quorum of the core executive to appeal the decision. A simple majority of votes of those in attendance and/or electronically connected will apply.
Any person(s) or organization(s) that is in dispute with the decisions of the Executive, if requested, shall be given an audience with a quorum of the Executive in attendance and/or electronically connected to appeal the decision. The results of a secret ballot, conducted in the presence of the person(s) or organization, shall be binding.
No one person or persons from the Executive or membership of O.C.T.E. shall be a spokesperson for policies and issues specific to operations and directions of the Council unless so directed by a majority consensus of the Executive. All inquiries about operations and directions, unless established as policy, shall be directed to the Chair, who will seek direction from a majority consensus of the Executive for appropriate answers to the inquiry.
No District School Board, school, or outside organization, will be granted use of the O.C.T.E. Logo in any publication that might be deemed as lending support to the directions of the Board, school, or organization, unless in receipt of written permission from the Executive of O.C.T.E. In addition, written permission must be obtained from the O.C.T.E. Executive for any person, group, or organization to place their logo on any publication deemed the property of O.C.T.E. Permissions will be determined by majority consensus of the Executive.
All publications (curriculum documents, resources, etc.), written by the O.C.T.E. membership shall, unless funded through personal or outside sources, be deemed to be the property of O.C.T.E. Documentation funded solely by O.C.T.E. sourcing will be subject to copyright statements within each document and must not be distributed, sold, or in any other means, provide profit to persons or organizations both within and outside the O.C.T.E. membership.
The O.C.T.E. Chair will strive to set meeting dates to coincide with the schedules of the Core Executive. The Core Executive includes: Chair, Past Chair (Consultant), Industry and Business Consultant, 4 Vice-Chairs, Secretary, and Treasurer. O.C.T.E. takes the position that attendance of the Core Executive at Executive meetings, either through attendance or electronic connection, as mandatory for a professional and constructive facilitation of O.C.T.E. business. Standing Committee Leaders may be invited by Vice-Chairs responsible for the committee. Standing Committee Leaders are not mandated to attend each Executive meeting but in lieu of an invited attendance, a written, oral, or nil report should be provided to the Vice-Chair responsible for that Committee (with a copy to the Secretary), prior to the meeting. In circumstances where a member of the Core Executive is through conflict, distance of travel, or personal reasons, not able to attend or be electronically connected for three consecutive scheduled meetings, without prior executive approval in a calendar year, he/she may be asked to resign.
Because of the nature, importance, and continuity required of the Planning Retreat process, participants must, unless extenuating circumstances with executive approval prevent it, commit to the full duration of the retreat. Participants must also be made aware that OCTE commits 2 nights of accommodation for each participant. Unless through prior approval of the executive, any participant leaving early and not using the second night’s accommodations will be subject to a credit card charge.
A member of the O.C.T.E. Executive has a conflict of interest when the member(s), through the performance of his/her Executive duties, at the same time identifies that in the performance of these duties there is the opportunity, either directly or by association, to:
By definition, “personal information” is that recorded information about each OCTE member as an individual Technology Educator, Associate Member, Student Member, or Partner Organization that is not available in a telephone or business directory.
Only information that is required to fulfill the Membership and Registration requirements for OCTE will be collected.
Personal information will not be used for any other purposes than for which it was collected.
OCTE membership will have the assurances that the information collected and stored in the OCTE Member’s database will be protected and only used for purposes for which it was collected or for purposes as individual members or Partner Organizations allow.
Personal information will be kept secure at all times. OCTE, as collectors of personal information, and the assigned Privacy Officer of this information, will respect the privacy wishes of its members.
A privacy breach occurs when personal information, either purposely or inadvertently, is disclosed without permission. A privacy breach must be brought to the attention of the Chair of OCTE immediately. On identification of a breach, the OCTE Chair must contact the party(s) to explain the circumstances and attempt to resolve any issues. Failure to resolve the issue can result in the party(s), if requested, to be granted a hearing before a quorum of executive members in attendance or electronically connected to provide appropriate language within the Constitution and/or By-laws satisfactory to the party(s) that will avoid future issues.
OCTE will not retain personal information for any individual or partner organization who ceases to be a member or associate member. OCTE will honour any request from the membership of the Council to review his/her data currently within the database and revise as necessary.
During the normal functioning of OCTE, persons within the organization may be hired to perform a necessary service requiring extraordinary time consuming workloads. The process will be the responsibility of the Hiring Committee and recommendations be subject to approval by the OCTE Executive.
Persons within the organization may be asked to provide above-and-beyond short-term duties. These will not require a direct remuneration rather, may be paid a honourarium plus incurred costs. The remuneration will be established by the Hiring Committee and recommendations be subject to Executive approval.
OCTE is in a position to recognize the attributes of its members. With this knowledge, it may be appropriate to appoint a member to the position rather than following a “hiring process” outlined below.
Similarly, OCTE recognizes that from time-to-time, constraints of time may require an appointment of a position rather than following the hiring process. The Chair of OCTE, in consultation with the Executive and Chair of the Hiring Committee, will facilitate the appointment. Remuneration will be determined as outlined in “Appointed Positions” above. The decision to appoint or to follow the hiring process is at the discretion of the Executive.
The Hiring Committee is the responsibility of the Human Resources Division. The Human Resources Division will appoint a Committee Leader and together will identify an appropriate
number of hiring committee members. Hiring committee members will be selected from among the executive and/or, if required, Leaders of standing committees.
The Hiring Committee will:
1. Clearly identify the parameters that identifies the need for the position and determine the process required to complete the task. Develop and prioritize the key attributes needed from the position and the special qualifications, traits, characteristics, and experience required in the candidate.
2. Establish a scoring matrix of attributes/qualifications to be used in the selection process. Develop a job description and create a Position Application Form. Create a posting with instructions to return to the Hiring Committee Leader.
3. Determine the scope and salary range for the position and post the position. (eg. OCTE website and/or beyond)
4. Committee members will individually review the applications and rank each according to the established matrix. Select a candidate based on a simple majority consensus. Create a contract and establish a salary range for the position. Solicit approval of the candidate from the OCTE Executive.
5. Meet with the successful candidate and outline the parameters and remuneration for the position. Have the candidate sign the contract and be witnessed by at least two committee members.
Honourary Life Membership is a designation established to honour individuals who, through their service to the Executive of the Ontario Council for Technology Education (OCTE), have made significant contributions to the Council and Technological Education.
Honourary Life Membership (HLM) is considered for an individual in accordance with the following criteria:
a) the candidate has been an active member of the OCTE Executive and/or Standing Committee for a minimum of ten (10) years;
b) the candidate’s contributions have demonstrably and positively assisted with the advancement of OCTE;
c) the HLM can be bestowed on an individual at any appropriate time and is not linked necessarily with that person’s retirement from OCTE or from education.
a) any OCTE Executive member may nominate any other Executive or Standing Committee member;
b) the nomination must be forwarded to the Chair of OCTE in writing at least two months prior to the AGM;
c) the nomination will be discussed by the Executive at a meeting following receipt of the nomination and prior to the AGM. (If present, the nominee should be excluded from the
discussions) The nomination must be supported by a 3/4 majority of Executive members;
d) the Chair of OCTE, or designate, will introduce the HLM’s at the AGM and provide words of acknowledgement of his/her achievements;
e) Honorary Life Members do not pay membership fees but, enjoy all the privileges of members.
The OCTE Executive takes the position that recruitment and succession planning should be an integrated approach to ensure that the Council is effectively positioned to provide a training ground for new executive members to succeed current ones. A structure with Standing Committees, chaired by current executive members selected with specific expertise matched to the committee role, will provide an opportunity not only for the Committee Chairs, but for appointed Committee Leaders and committee members to get a greater insight into the workings of OCTE and to provide a potential pool of executive personnel.
Currently, the OCTE Executive consists of the following elected positions: a Chair, a Past Chair (consultant), 4 Vice Chairs (2 Secondary and 2 Elementary), Secretary, and Treasurer. There is no distinction between each of the Vice Chair positions other than seniority and the background expertise they bring to the role.
OCTE appointed members of the executive consist of: Business and Industry Representatives (2) and a Representative from the Provincial Technological Education Board Leads.
Within the recruitment process;
To develop a succession plan which will guarantee leadership continuity, a process for ensuring a suitable supply of candidates for current and future key roles within the organization while optimizing the organization's needs. This plan should include a course of action for identifying talent throughout the organization. The Committee will select a chair at its first meeting. The Chair will provide monthly updates to the Executive
The committee should be dissolved no later than April 1st of the year of or following the committee completion. This will ensure appropriate timelines for posting the Succession Plan on the OCTE website prior to the upcoming May Conference as per OCTE Bylaws.
The OCTE Chair, in consultation with the Executive, is responsible for the management of the organization’s funds. It is the function of OCTE to procure equipment, supplies and services necessary to complete the goals of the organization in an efficient and cost-effective manner.
The following premises apply to all members acting in a position of responsibility which require conducts of sourcing, contracting and purchasing activities. These premises include:
The Executive will determine the need for Standing Committees to provide necessary services and functions as part of the on-going work of OCTE. Standing Committees will be divided into Divisions with each having several Departments within that Division. Each Division will be allocated by the Chair (in consultation with the executive) as an overseeing responsibility of a Vice Chair. With the exception of Division 1 (Management/Chairmanship), the Vice Chair shall appoint a Standing Committee Leader who may solicit supporting members for the following Committees.
In addition to the duties of the Chair identified within the Constitution, the OCTE Chair will be responsible for liaising, overseeing and providing direction for the management of the following Divisions:
OCTE will continue to position itself, with its knowledgeable membership in both the Elementary and Secondary panels, to develop resources to benefit its membership.
Beyond the Professional Development initiatives outlined below, OCTE will continue to be in search of additional PD opportunities. These initiatives would include the facilitation and coordination of initiatives such as web-seminars, group seminars and workshops.
Proposed Revisions to the Constitution May 2016
The wording in Sections 4 and 5 of our current Constitution shown below (with suggested revisions shown in red), provides the necessary requirements of incorporation. Currently, wording (shown in yellow), the OCTE Executive is identified as the Board of Directors. It has been suggested that a separate Board of Directors is needed to provide a level of transparency (a level of checks and balances) to ensure the Council is proceeding in directions that are legal, fiscally responsible, and aligned with the OCTE mandate. Following the Sections shown below are discussion points of a Board of Directors structure, qualifications, responsibilities, and a selection process.
4.1 The affairs of the Council shall be managed by a board of directors (the “Board”) of three directors, who may exercise all such powers and do all such acts and things as may be exercised or done by the Council and are not by the by-laws or any resolution of the Council or by statute expressly directed or required to be done by the Council at a meeting of members. When appropriate or possible, the board should be comprised of a balance of education and industry members.
4.2 Qualification of directors. Directors shall be individuals, eighteen or more years of age and shall, at the time of their election or within ten days thereafter and throughout the term of their office, be members of the Council. No un-discharged bankrupt shall become a Director.
4.3 Term of office.
(1) The directors' term of office (subject to the provisions, if any, of the letters patent or any supplementary letters patent issued to the Council) shall be from the date of the meeting at which they are elected or appointed until the second annual meeting next following or until their successors shall have been duly elected or appointed whichever comes first.
(2) Directors shall be elected by the membership at the AGM on a show of hands unless a poll is demanded and if a poll is demanded such election shall be by ballot. Subject to the provisions of this by-law, directors shall be eligible for re-election.
(3) From time to time in the event of any vacancy however caused occurring in the Board (except through an increase in the number of directors), such vacancy may, as long as there is a quorum of directors then in office, be filled by the directors from among the members of the Council if they shall see fit to do so; otherwise such vacancy may be filled at the next meeting of members; and any director appointed or elected to fill any such vacancy shall hold office for the un-expired term of the director who ceased to be a director and who caused such vacancy.
(4) Directors shall serve a two year term but, no more than two consecutive terms (4 years) in that elected position. Directors can be-elected for further consecutive terms if no new member stands for election in that post. Former directors can stand for re-election in that post after they have been out of it for one term (2 years).
4.4 Vacation of office. A person ceases to be a director of the Council:
(a) if he or she becomes bankrupt;
(b) if he or she is found by a court to be mentally incompetent or of unsound mind;
(c) if by notice in writing to the Secretary of the Council he or she resigns his or her office; or
(d) if he or she ceases to be a member of the Council.
4.5 Removal of directors. The members of the Council may, by resolution passed by at least two-thirds of the votes cast at a general meeting of which notice specifying the intention to pass such resolution has been given, remove any director before the expiration of his or her term of office and may, by majority of the votes cast at such meeting, elect any member in his or her stead for the remainder of his or her term.
4.6 The directors of the Council are entitled to fix reasonable levels of remuneration for the directors, officers and employees of the Council, unless the Council's articles or by-laws provide for a different arrangement. The Not-For Profit Corporations Act (NFP Act) also specifically permits a director, officer or member to receive reasonable remuneration and expenses for any services to the Council that are performed in any other capacity (e.g., in the capacity of a consultant to the Council).
5.1 Place of Meeting and Notice.
(1) Meetings of the Board may be held either at the Council head office of the or at any place within Canada. A meeting of the Board may be convened by the Chair/President of the Board or any two directors at any time and the Secretary by direction of the Chair/President of the Board or any two directors shall convene a meeting of directors.
(2) Notice of any meeting of the Board shall be delivered or mailed or sent by email or otherwise communicated to each director not less than seven days if mailed and not less than two days if delivered, sent by email or otherwise communicated (exclusive of the day on which the notice is delivered or mailed or sent by email or otherwise communicated but inclusive of the day for which notice is given) before the meeting is to take place; provided always that meetings of the Board may be held at any time without formal notice if all the directors are present or electronically connected or those absent have waived notice or have signified their assent in writing to such meeting being held in their absence. Notice of any meeting, or any irregularity in any meeting, or in the notice thereof, may be waived by any director.
(3) For the first meeting of the Board to be held immediately following the election of directors at an annual or general meeting of the members or for a meeting of the Board at which a director is appointed to fill a vacancy in the Board, no notice of such meeting need be given to the director or directors so elected or appointed in order for the meeting to be duly constituted, provided that a quorum of the directors is present or electronically connected.
5.2 Quorum. A simple majority of the Board shall constitute a quorum
(1) Questions arising at any meeting of the Board shall be decided by a majority of votes. In case of an equality of votes, the Chair of the meeting, in addition to his or her original vote, shall have a second or casting vote.
(2) At any meeting unless a poll is demanded a declaration by the Chair that a resolution has been carried or carried unanimously or by a particular majority or lost or not carried by a particular majority shall be conclusive evidence of the fact without proof of the number of proportion of votes recorded in favour of or against the motion.
5.4 Board of Directors Structure
The Board will be structured to have an odd number of members to avoid ties or other voting deadlocks. Within the scope of OCTE’s mandate, it will be sufficient that we begin with three (3) members. This will include a chair and two members with specific assigned duties. The Board will support the duties of the Council Chair and the core executive with mission-based leadership and strategic governance. The day-to-day operations of OCTE are led by the OCTE Chair and core executive. To strengthen the working partnership between the Council and the Board, the OCTE Chair will be an ex-officio (non-voting) member of the Board. Assigned duties for Board members include:
It will be the purview of the Board Chair, in consultation with the members, to determine if the assigned duties are member specific or dealt with in concert.
Board members are expected to have an intimate knowledge of OCTE and its mandate. Each should have extensive professional experience with leadership accomplishments in business ans/or education. Members should have a good mix of skills that include financial, marketing, technical, entrepreneurial, legal, and social skills.
5.6 Overall Responsibilities
5.7 Appointing/Electing Board Members
In consultation with the Chair of OCTE, Human Resources will initially be responsible for the selection of Board members. Human Resources will seek input from the executive to develop a roster of potential Board members. The OCTE Chair and Human Resources will approach and appoint Board members identifies as having the requisite skills.
Thereafter, it will be the responsibility of the Board and Council Chairs in consultation with Human Resources to recommend and appoint Board candidates.