The Constitution and By-Laws of
The Grand Council of New England
Revised May 29, 2004

Article I – Name

Section 1. This Council shall be known as The Grand Council of New England, of the Order of United Commercial Travelers of America; incorporated under the laws of the State of Vermont in the year 1960.

Article II – Fundamental Laws

Section 1. The Constitution, By-Laws, Rules and Edicts of the Supreme Council of the Order of United Commercial Travelers of America, shall at all times take precedence and control in any instance of conflict between the Supreme Council Constitution, By-Laws, Rules and Edicts and this Grand Council’s Constitution, By-Laws, Rules and Edicts.

Article III – Membership

Section 1. Membership in this Grand Council shall be composed of its Past Grand Counselors, its Officers, Standing Committee Members and the Past Counselors and Representatives of its local councils as prescribed in Article III, Section 1 of the Supreme Constitution and By-Laws as approved.

Section 2. Any person not in good standing in his local council shall not be a member of this Grand Council.

Article IV – Grand Executive Committee Meetings

Section 1. The Grand Executive Committee of this Grand Council shall hold regular meetings on the day previous, and the day immediately after the close of each Annual Session of the Grand Council, and at three other times as the Chairperson shall deem necessary, or at the request of a majority of the Grand Executive Committee, for the transaction of such business as may come before it.

Section 2. Special meetings of the Grand Executive Committee shall be held by the Order of the Grand Counselor or the Grand Executive Committee Chairperson, or by written request from no less than three other members of the Grand Executive Committee. All notice of such special meetings shall state the purpose for which such meeting is called and no other business shall be transacted at such meeting.

Article V – Expense Reimbursement

Section 1. All officers receiving an expense allowance shall submit an expense accounting to the Grand Executive Committee by the spring meeting on a form prescribed by the Grand Treasurer.

The expense allowance of the Grand Secretary and the Grand Treasurer shall be based on the membership of the Grand Council as reported by the Supreme Secretary at the end of each quarter. The Grand Secretary will receive two hundred twenty-five ($225) dollars per quarter.

 The Grand Treasurer will receive one hundred ($100) per quarter.

Section 2. Actual expenses, limited to twenty (.20) cents per mile one way, tolls, and single room motel rate, shall be allowed the members of the Grand Executive Committee for attending meetings of the Grand Executive Committee. Also equal expenses shall be allowed to any member who is summoned to a meeting of the Grand Executive Committee in the interest of the Grand Council. In addition, reimbursement shall be paid to any member when summoned to conduct any business for the Grand Council of New England when authorized and approved by the Grand Executive Committee.

Article VI – Representation

Section 1. Each Council in this Jurisdiction shall be entitled to one (1) Representative in this Grand Council for each one hundred twenty-five (125) members or a majority fraction there of. Each Council shall be entitled to at least one (1) Representative regardless of the number of its membership.

Article VII – Credentials

Section 1. The Grand Executive Committee shall serve as the Committee on Credential. Credentials for Representatives and Alternates to the grand Council Annual Session shall be issued and signed by the Secretary-Treasurer of the Local Council to which said Representative and Alternates shall be credited, with the seal of the Council affixed upon blanks furnished by the Supreme Council.

Section 2. The Post Office address of each Representative or Alternate to the Grand Council Session shall be mailed to the Grand Secretary not later than thirty (30) days prior to the Grand Council Session, under the seal of the council upon forms furnished by the Supreme Council, headed “List of Officers” form 6000.

Section 3. The Representative or Alternate, shall answer personally to his/her name at each roll call during the session of the Grand Council, unless such Representative or Alternate, shall be assigned duties of the Grand Council outside of the Council chambers.

Article VIII – Mileage and Per Diem

Section 1. This Grand Council shall pay to the:

◊        Local Council Representative
◊        Elected Officers of the Grand Council
◊        The Grand Chaplain
◊        Past Supreme Counselors
◊        Supreme Officers and Supreme Committeepersons from New England
◊        Members of the Jurisprudence Committee
◊        Members of the Grand Examining Finance Committee
◊        Members of the Grand State of the Order Committee
◊        The Chairperson of the Grand Retarded Citizens Committee
◊        The Grand Membership Development Director
◊        The Director of Community Affairs
◊        The Grand Publicity Director
◊        The Grand Public Relations Director
◊        The Chairperson of the Grand Cathedral of the Pines Committee
◊        The Chairperson of the Roses for the Living Committee
◊        The Chairperson of the New England Fraternal Congress Committee

in attendance at its current session, such mileage and per diem as approved by the Grand Council in session.

Section 2. To receive mileage and per diem for convention you must be a registered guest at the host hotel. Should the convention meeting take place at a facility other than the host hotel members shall receive mileage and per diem for all meetings attended.

Article IX – Reception of New Members

Section 1. At such times as is most convenient during the session of the grand Council, all Past Counselors and Representatives from the Local Councils entitled to membership in this Grand Council, shall be received and welcomed by the Grand Counselor or by any member of the Grand Council whom he/she may appoint. They shall then be enrolled, provided however that notice of the election of said Representatives has been received under the seal of the Council to which he/she is attached, by the Grand Secretary.

Article X – Penalties

Section 1. Any member of this Grand Council, disclosing any of its secrets to anyone excepting those entitled to the same, shall, upon conviction, be expelled in accordance with the Constitution of the Order.

Article XI – Misdemeanors

Section 1. Whenever the Grand Counselor shall become cognizant of any misdemeanor or dereliction of duty of the Officers of the Grand Council or the Local Councils, he/she shall immediately investigate the matter and act promptly on results of the investigation.

Article XII – Improper Conduct

Section 1. Any member of this Grand Council guilty of improper conduct in or out of the Council chamber, shall, upon conviction, be punished as provided for in the Constitution of the Order.

Article XIII – Rules

Section 1. The Grand Council, at its Annual Session, shall make such rules for the government of the body, and the transaction of business, not provided for in the Constitution of the Order, as they may deem necessary, provided however, that no rules shall be adopted except by a two-thirds (2/3) vote of the members entitled to vote. All meetings shall be governed by the Supreme Constitution and By-Laws. Roberts Rules of Order shall govern anything not specifically covered under the Supreme Constitution and By-Laws.

Article XIV – Duties of Officers

Section 1. The duties of the Officers of the Grand and Local Councils in this jurisdiction shall be in accordance with the duties prescribed in the Constitution and By-Laws of the Order and the Grand and Local Manual of Operations.

Section 2. In addition to the duties prescribed in the Constitution and By-Laws of the Order, the Grand Treasurer shall submit to the Grand Executive Committee at each regular meeting of the Committee (except the meetings held just prior to and immediately following the Annual Session) and such other times as requested by the committee; (1) a financial statement detailing General Fund beginning balance, cash receipts, disbursements, and current balance, covering the period from the beginning of the fiscal year to the last day of the month preceding the meeting. (2) A statement showing transactions and current balances in all other Grand Council funds under his control. In addition to the duties prescribed above, the Grand Treasure shall submit at each Annual Session of the grand Council the following financial reports: (1) A statement of Cash Receipts and Disbursements in the General Fund for the prior fiscal year showing the beginning and ending balances. (2) A statement of the financial condition of the Grand Council at the end of the prior fiscal year showing assets and liabilities, reserves and net worth, including transactions and ending balances in all other Grand Council Funds under his/her control.

Article XV – Committees and Appointments

Section 1. The Grand Counselor, when elected and installed at the regular Annual Session of the Grand Council shall immediately appoint the following:

◊        Grand Chaplain
◊        Grand Jurisprudence Committee (Chairperson and two (2) members)
◊        Grand Examining Finance Committee (Chairperson and two (2) members)
◊        Grand State of the Order Committee (Chairperson and two (2) members)
◊        Chairperson of the Grand Retarded Citizens Committee
◊        Director of Membership Development
◊        Director of Grand Publicity
◊        Director of Grand Public Relations
◊        Director of Grand Community Affairs
◊        Chairperson of New England Fraternal Congress Committee
◊        Chairperson of Roses for the Living Committee
◊        Name the Chairperson of the Cathedral of the Pines Committee and appoint one (1) member for a three (3) year term.

Section 2. The Grand Counselor may appoint such other committees as he/she deems advisable, or which may have been voted by the Representatives at the Annual Session.

Section 3. All appointees shall submit to the Grand Council at its next Annual Session, a complete report of their activities, clearly stated in printed form, and in triplicate copies. All reports shall be made available to the Grand Secretary 30 days prior to the Grand Convention.

Article XVI – Term of Office

Section 1. The term of office for the Grand Secretary and the Grand Treasurer shall not exceed six (6) years.

Article XVII – Proposed Amendments

Section 1. Proposed amendments to this Constitution and By-Laws must be submitted to the Grand Secretary, signed by a member in good standing, dated and clearly stated, no later that the first day of March preceding the Annual Session. The Grand Secretary shall mail each Local Council copies of all proposed amendments or revisions no later than the first day of April proceeding the Annual Session.

Section 2. Proposed amendments, or revisions, can only be adopted by a two-third (2/3) vote of the members present and entitled to vote at the Annual Session.

Section 3. All amendments voted on and passed at a Grand Convention are effective July 1^st of the year it is voted on and passed.

Article XVIII – Order of Business for the Grand Council

Section 1.

◊        Call to Order
◊        Invocation by Grand Chaplain
◊        Determine that all present are Counselors
◊        Welcome Supreme Officers and other Dignitaries present
◊        Roll Call of Officers and Representatives
◊        Report of Committee on Credentials
◊        Reception of New Members
◊        Appointment of Sessions Committees
a.       Mileage and Per Diem
b.      Charters and Dispensations
c.       Necrology
d.      Resolutions
e.       Tellers
◊        Reading of the Minutes of Last Annual Session
◊        Reading of Communications
◊        Report of Grand Counselor
◊        Report of Grand Secretary
◊        Report of Grand Treasurer
◊        Report of Grand Executive Committee
◊        Report of Mileage and Per Diem Committee
◊        Report of Grand Jurisprudence Committee
◊        Report of Grand Examining Finance Committee
◊        Report of Grand Publicity Director
◊        Report of Grand Public Relations Director
◊        Report of Grand Membership Development Director
◊        Report of Grand Community Affairs Director
◊        Report of Grand Cathedral of the Pines Committee
◊        Report of Grand Retarded Citizens Committee
◊        Report of Grand Fraternal Congress Committee
◊        Report of Past Grand Counselors Association
◊        Report of Secretary-Treasurers Association
◊        Report of Oriental Guild AMOB
◊        Report of Mecca Guild AMOB
◊        Report of Grand Youth Committee
◊        Report of Grand Safety Committee
◊        Report of Grand Cancer Committee
◊        Report of Grand Charters and Dispensations Committee
◊        Report of Grand Necrology Committee
◊        Report of Grand Resolutions Committee
◊        Report of Supreme Council Representative
◊        Report of Special Committees
◊        Report of Grand State of Order Committee
◊        New Business
a.       Election of Officers
b.      Election of Representatives
c.       Other New Business
◊        Presentations
◊        Announcements
◊        Installation of Officers
◊        Budget Approval
◊        Appointment of Committees
◊        Appointment of Special Committees
◊        Dates and Location of next Annual Session
◊        Good of the Order
◊        Adjournment

Article XIX – Per Capita Assessments

Section 1. The assessment quarters shall end on June 30, September 30, December 31, and March 31.

Section 2. The per capita assessment, in accordance with Article V, section 2 of the Supreme Constitution and by-laws, shall be computed on the basis of membership reports issued by the Supreme Office for the Grand Council, and shall be billed to each Local Council by the Grand Secretary. The per capita assessment shall be one dollar  ($1.00) per member per assessment quarter, for a total annual assessment of five dollars ($4) per member. (Revised June 2007)

Section 3. Local Councils whose Per Capita Assessments are not received by the Grand Secretary within sixty (60) calendar days following the end of an assessment quarter will be subject to a fine in the amount of ten dollars ($10), plus fifty cents (.50) per day for each succeeding day of delinquency. The Grand Secretary shall bill such fines to the Local Council when applicable.

Article XX – Grand Council Conventions

Section 1. The Grand Council Convention Committee, with the approval of the Grand Executive Committee, shall submit a proposal to the Grand Council in session respecting the site for the next Annual Session. Upon acceptance by the Grand Council in Session, the Chairperson of the Grand Council Convention Committee, and the incoming Chairperson of the Grand Executive Committee shall be empowered to execute a contract with the management of the selected site for specific dates and rates.

Section 2. A Grand Council Convention Fund shall be established by the allocation of sixteen cents (.16) from each per capita tax annual payment. Any amount in excess of two thousand ($2,000) dollars in said fund is to be returned to the Grand Council General Fund each year. The Convention Fund shall be used to assist any Local Council acting in the capacity of host for a Grand Council Convention. Such Local Council may make a request in writing for funds to assist its members in the conduct of the Convention. In no case shall the request exceed the amount of two thousand ($2,000) dollars. Actual grants shall be governed by the decision of the Grand Executive Committee, after reviewing a detailed statement of estimated income and expenses submitted by the Local Council Convention Committee. Such statement must be submitted to the Grand Executive Committee at or before the regularly scheduled March meeting preceding the Annual Meeting. Approval of such grant shall require a majority vote of the Grand Executive Committee and payment of the grant shall be made at the Annual Session. (This section to be deleted following the 2005 Grand Convention.)

Section 2A. Any Local Council wishing to have the Grand Council assist them in running their convention must declare, in writing, to the Grand Executive Committee, when their candidate is installed Grand Page. The declaration must include their commitment to contribute an amount of not less than $1,500 toward a convention account; funds to be payable in the following manner:

◊        $500 when their candidate is installed as Grand Conductor
◊        $500 when their candidate is installed as Grand Junior Counselor
◊        $500 when their candidate is installed as Grand Counselor

All monies received from the Local Council will be used to establish a convention account for the designated year the convention will be hosted. Each succeeding Local Council will have a separate account for their designated year. The Grand Executive Committee will provide, in the budget for the year in which the Grand Council is to assist any Local Council in running a convention, matching funds not to exceed $1,500. If the Local Council is delinquent in their obligation, the Grand Executive Committee will match only those funds actually on deposit in the care of the Grand Treasurer. (The Local Council will not be eligible to receive the usual host council allowance). When the Local Council candidate is Grand Junior Counselor, the Grand Executive Committee will name him/her as co-chair along with an appointment of their choice for that convention year. The Local Council will be expected to provide as much assistance as their members can reasonably give to this endeavor. The Co-Chairpersons will appoint all committees. The Committee will be required to have their appointments ratified. The Committee will be expected to operate with a break-even budget. All usual requirements which are incumbent on the Local Council will apply to this Committee. The contract for the site and the ratification of the site by the Grand Executive Committee and the Grand Council will not be waived.(This section to be deleted following the 2005 Grand Convention.)

Section 2B. The Grand Executive Committee shall appoint at it’s first meeting following the convention a Grand Council Convention Committee consisting of a facilitator who must be a PGC in good standing, Grand Counselor appointee and Grand Junior Counselor appointee.

Section 3. A final detailed report of all income and expenses shall be submitted to the Grand Executive Committee by the Grand Council Convention Committee acting in the capacity of convention host. Such report must be submitted at the regularly scheduled fall meeting of the Grand Executive Committee. All actual convention expenses, excluding convention committee expenses, may be charged to receipts derived from the Grand Council and registration fees. Excess funds from such sources must be returned to the Grand Council General Funds.

Article XXI – Registration Fees

Section 1. The registration fee for all Grand Council of New England Conventions shall be limited to a maximum of ten ($10) dollars per person. Local Councils acting in the capacity of the host for the Grand Council Convention shall not be required to make refunds.

Above constitution and by-laws revised and adopted May 29, 2004