CAETS Operating Procedures

 

CAETS Operating Procedures

Amended June 2010

 

 

1.         Admission of New Member Academies to the Council

Further to CAETS Bylaws, Article 2 - Council Membership, Section 4 - Procedures for Admission of New Members, the following apply.


a. Applications for admission may be submitted to the Secretary/Treasurer and should present information that fully meets the items in Section3 - Criteria for Membership.

b. A Visiting Committee, appointed by the Executive Committee, shall visit the applicant academy before consideration of the application by the Council and report its observations to the Council.

c. Council consideration of applications for membership shall take place only during a regularly scheduled Council meeting and only for those complete applications submitted to the Secretary/Treasurer at least 90 calendar days in advance of the meeting.

d. Applicants elected by the Council shall contribute $2,000 to the CAETS Reserve Fund within three months of election in order to be considered full members of CAETS.


2.         Convocations, Annual Meetings of the Council, and Other Activities

 

Further to CAETS Bylaws, Article 2 - Council Membership, Section 5 - Meetings, the following apply.


a. The member academy providing the president for the year normally shall host the CAETS one-day Symposium and the Annual Meeting of the Council for that year.  That academy shall propose and the Council shall approve the theme of the Symposium at least one year before the event


b. From time to time, upon request of the then scheduled host academy at least two years in advance, the Council may approve a longer time (up to 2 ½ days) for a specific theme-based Convocation.


c. For Convocations, Annual Meetings of the Council, and other meetings the host member academy may, in consultation with the Board of Directors, invite participation as observers by non-member organizations and individuals. Normally, consideration will be given to inviting representatives of engineering academies, particularly those considered potential future CAETS members, to Convocations, Symposia, and Annual Meetings of the Council. In addition, consideration will be given to inviting representatives of other, non-academy, engineering and related organizations. The Council or the Board of Directors may approve the hosting of other CAETS activities by member academies and, if so requested at least 12 months in advance, extend CAETS sponsorship to other activities.
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3.         Rotation Schedule


Further to CAETS Bylaws, Article 3 – Board of Directors, Section 5 - Selection, the following apply.


a. The Rotation Schedule is the basis of the rotation of member academies that nominate officers and members of the Board of Directors and host Convocations, Symposia, and Annual Meetings of the Council. The Secretary, reflecting decisions of the Council and the Board of Directors, updates the Rotation Schedule each January.


b. Normally for each year, the first member academy on the Schedule nominates the President and hosts the Symposium or Convocation and Annual Meeting of the Council. The second member academy on the Schedule nominates the President-elect; each fifth member academy following nominates a Member of the Board of Directors (up to a maximum of four Members). Newly elected member academies will be added to the end of the Schedule effective on the date of election, and in order of the date of receipt of their complete application for membership. On January 1 the member academy nominating the President for the previous year shall be placed at the bottom of the Schedule and nominate the Past President.

4.         Financial Issues


Further to CAETS Bylaws, Article 5 - Expenses, the following apply.


a. An Audit Committee, consisting of two persons (e.g.: an officer and staff person) nominated by the member academy providing the Secretary/Treasurer and a third person, nominated by another member academy, shall be appointed by the CAETS President, for a two-year term, and shall report to the Council in time for its Annual Meetings.


b. At each Annual Meeting the Council shall approve the next year's expense budget and the dues for the year following next year. The dues for each fiscal year are payable in January of that year. Member academies that have not paid dues by the following July 1 (six months later) will have no vote until the dues are paid.


c. For FY 2006 a 3-level annual dues structure of $1,000, $3,000 and $6,000 was introduced with member academies placed at levels approved by the Council, with the understanding that these could be changed for subsequent years by agreement of the Council or by the Board of Directors between Council meetings.


d. Member academies shall not pay dues for the fiscal year in which they were elected to membership.


e. A Member Academy behind in dues payment for an extended period (defined by the Board of Directors) shall be placed on inactive status by majority vote of the Board. Inactive status includes: no vote; removal from the Rotation Schedule; no hard copy mailings; receipt of e-mails sent to all members and invitations to CAETS meetings; not listed as members of CAETS; and should not so list themselves. Once dues payments restart and the Secretary receives the funds, that academy would be placed at the bottom of the Rotation Schedule and considered a full member, subject to e-mail majority vote by the Board of Directors.


f. Projects and activities carried out by CAETS, or a team of experts appointed by CAETS, at the request of governments, international organizations, etc., shall be financially self-supporting and shall not be dependent on CAETS for financial support.


g. The CAETS Reserve Fund shall consist of $2,000 from each newly elected member academy and dues receipts in excess of operating expenses for any fiscal year, plus accrued interest. The Board of Directors may approve specific disbursements from the Fund for special non-recurring activities or events.