BY-LAW 1. MEMBERSHIP

Section 1. Requirements

Member organizations of the Central Pennsylvania Engineers Week Council shall be non-profit engineering or technical societies, with members located in the greater Harrisburg area and the surrounding communities.

Section 2. Approval

All prospective member organizations shall submit in writing a request for admission to the Council for approval, demonstrating the membership requirements.

Section 3. Representation

Member organizations shall designate two representatives to the Council, one primary representative and one alternate representative.

Section 4. Term of Service

Term of representatives on the Council or on its committees is nominally one year, April 1 through March 31. Representatives may serve more than one term.

Section 5. Removal

Any member organization demonstrating lack of participation may result in that organization’s removal from membership by the Council.

BY-LAW 2. MANAGEMENT AND ADMINISTRATION

Section 1. Administrative Year

The administrative fiscal year is April 1 to March 31.

The transfer of duties will occur at the April meeting, and will convene by the outgoing Council Chair and adjourn by the incoming Council Chair.

Section 2. Council Leadership

The leadership of the Council will consist of the Officers and Standing Committee Chairs, whereas the Officers will be comprised of a Chair, a Vice Chair, a Treasurer, and a Secretary. The Standing Committees will be comprised of the Operations, Elections, Events and Public Affairs committees.

The elected term of officers and committee chairs will be one Administrative Year, April 1 to March 31. Should the Council Chair fall vacant during the term of office, the Vice Chair will assume the duties of the Council Chair for the unexpired term.

Section 3. ELECTIONS OF OFFICERS AND APPOINTMENT OF COMMITTEE CHAIRS

Effective April 1 of each year, the preceding year’s Vice Chair will assume the Council Chair.

Officers shall be elected at the first meeting of the fiscal year, where the new Council Chair shall request nominations for Vice Chair, Secretary and Treasurer. A ballot shall be prepared, and voting shall be by secret ballot. Candidates receiving a majority vote of the representatives of the member organizations shall immediately be inducted into their position, and complete the business of the meeting. The outgoing Council Chair shall decide the result of the votes.

The new Council Chair at the first meeting of the fiscal year shall appoint standing Committee Chairs.

Section 4. Advisory Committee

The Advisory Committee will be appointed by the Council Chair to provide continuity to the Council operations and to assist the Council Chair.

The Advisory Committee will consist of no more than five members; at least one of which is a past Council Chair.

The member of the Advisory Committee shall be appointed to serve during the current Administrative Year.

Current representatives of the member organizations to the Council shall not serve on the Advisory Committee.

Section 5. Sub-Committees and Task Forces

The Council Chair may organize sub-committees, task forces and "ad hoc" committees in addition to the Standing Committees.

Section 6. Committee Duties and Vacancies

The duties and responsibilities of all Standing Committees and sub-committees will be detailed in the Standard Operating Procedures. For ad hoc committees and task forces, the Council Chair, when making the appointment, shall specify the duties and designate the length of the assignment. Unless otherwise approved by the Council, all such committees and task forces will terminate at the end of the administrative year.

Vacancies in any Vice Chair or Standing Committee Chairs' position shall be filled by appointment of the Council Chair with approval of the Council by majority vote.

BY-LAW 3. MEETINGS

Section 1. Frequency

The Council shall hold regular meetings at a predetermined central location. Meeting dates shall normally be predetermined and notices sent to all members at least one week prior to the meeting. Meeting reports shall be kept by the Secretary and distributed promptly to the membership.

Committee and Sub-Committee meetings shall be on an as-needed basis and shall be reported at the next meeting of the Council.

Section 2. Quorum and Voting

For meetings of the Council, a quorum for the transaction of business will consist of 50 percent representation of the member organization.

Each member organization will have one vote to be cast by the primary representative, or in absence of the primary representative, by the alternate representative

Mail, e-mail or fax ballots are permitted provided that three-fourths of the members eligible to vote return ballots by the prescribed date.

Majority for or against an issue will be the ruling decision.

BY-LAW 4. FINANCES AND SUPPORT

Section 1. Income

No annual dues will be assessed member organizations of the Council with the exception of a one time only initiation fee of $100. Member Organizations of Council will be suitably recognized for their contributions.

Funds, from whatever source derived for Engineers Week activities, are the property of the Engineers Week Council.

Section 2. Expenses

The Treasurer shall submit a balanced budget at the start of the fiscal year for approval by the Council.

The Treasurer at each meeting of the Council shall provide a financial report.

Funds not required for current use shall be invested by the Treasurer in a safe manner as to earn optimal interest, and as approved by the Council.

In addition to the Treasurer, the Council Chair and the Vice Chair shall be authorized to sign disbursement checks for approved expenditures. Two signatures of any three of these officers are required in the signing of check.

Section 3. Accounting

Funds shall not be used for purposes other than fulfilling the designated purposes and activities charged to the Council.

Section 4. Audit

Thirty (30) days after the beginning of the fiscal year an audit of the record of accounts maintained by the Treasurer shall be performed annually by a special audit committee independent of the Treasurer. This committee will prepare and submit an audit report to the council for its approval.

BY-LAW 5. ACTIVITIES

Section 1.    The Council shall plan and schedule an Engineers Week program consistent with the    objectives stated herein and encourage maximum participation on the part of the member organizations, the sponsors, the public and the media.

Section 2. Engineering recognition programs may include, but are not limited to, technical and professional meetings, science and math workshops, career planning seminars, awards and other related recognition’s, Engineer of the Year and Young Engineer of the Year presentations, engineering exhibits, and all types of public affairs and public relations programs attuned to the objectives.

Section 3. Affiliations, co-sponsorships and other liaisons with appropriate organizations may be developed to enhance the effectiveness of the programs so long as the Council's pre-eminent role in Engineers Week affairs is maintained.

BY-LAW 6. ENGINEER OF THE YEAR RECOGNITION

Section 1. All member organizations and sponsors are encouraged to participate in the selection of an Engineer of the Year and Young Engineer of the Year by nominating individuals qualified to meet the selection criteria and who desires to be a candidate.

Section 2. Each organization shall submit nominations to the Elections Committee by August 30.

Section 3. The Elections Committee shall request each candidate to provide his or her biography to the committee by the second week in December. It shall be written in the sequence and in accordance with set guidelines provided by the committee.

Section 4. The Elections Committee shall select the Engineer of the Year and Young Engineer of the Year based on the screening and rating criteria developed in the Standard Operating Procedures.

Section 5. Upon selection of the Engineer of the Year and Young Engineer of the Year, the Chair of Elections Committee shall make the announcement to the Council at the November meeting.

BY-LAW 7. PUBLICITY, PUBLIC RELATIONS AND PUBLIC AFFAIRS

Section 1. Every effort shall be made to create a coordinated focus on the activities of Engineers Week and on the Engineer of the Year and Young Engineer of the Year through the sponsoring organizations and the media.

Section 2. Efforts should be extended to utilize the facilities of member or sponsoring organizations that have media connections to publicize internally the various planned activities and to similarly enlist their "good offices" to assist in securing coverage elsewhere. Academic institutions should be pursued with respect to publicizing career activities.

Section 3. When, in the opinion of the Council, the services of professionals are required to properly promote media and other coverage of these activities, such services should be properly investigated on a cost/benefit basis, properly budgeted and covered by formal agreement detailing the expected services and liability to the Council.

Section 4. Although the objective of Engineers Week is to highlight the events of this period, the Council activities as planned and implemented, and the sponsors should recognize and utilize all opportunities existing throughout the year for promoting engineering and the role of the profession. Specifically, the incumbent Engineer of the Year and Young Engineer of the Year should be provided opportunity to emphasize this role particularly in the educational institutions, the sponsoring organizations and to the public at large.

Section 5. The Council should develop and utilize a newsletter or bulletin for the purpose of disseminating information on Council activities, giving wide distribution as a means of informing the sponsors and the public of Council and relevant activities throughout the year.

BY-LAW 8. INDEMNIFICATION

Unless otherwise identified or provided herein, responsibility for planning and implementing Engineers Week activities is that of the Council. By affording financial or "in kind" support for Engineers Week activities, the member organizations and sponsors do not incur liability individually or collectively. Events shall be scheduled only at locations where adequate liability coverage is recognized, available and formally assumed by agreement.