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CAETS Operating Procedures

Operating Procedures Dec05.doc

CAETS OPERATING PROCEDURES

Amended: July 2005

1. Admission of New Member Academies to the Council

Further to 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 Article 2 - Council Membership, Section 5 - Meetings, the following apply.
a. The member academy providing the president for an odd-numbered year normally shall host the CAETS biennial Convocation, the major Council forum for discussion of engineering, technology, and other matters related to the objectives and purposes of CAETS. That academy shall propose and the Council shall approve the theme about two years before the event. The Annual Meetings of the Council for those years shall be held in conjunction with these Convocations.
b. The member academy providing the president for an even-numbered year normally shall host that year’s Annual Meeting, preferably in conjunction with an engineering-related seminar or similar meeting.
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 and Annual Meetings of the Council. In addition, consideration will be given to inviting representatives of engineering and related organizations to Convocations and that year’s Annual Meeting of the Council. 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 Article 3 – Board of Directors, Section 5 - Selection, the following apply.
a. The Rotation Schedule has evolved during the existence of CAETS. It is the basis of the rotation of member academies that nominate officers and members of the Board of Directors and host Convocations 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 Convocation (odd numbered years) and Annual Meeting of the Council (every year). 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 its 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 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.




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