Constitution

CONSTITUTION OF THE

WATERLOO TECHNICAL SOCIETY

Article I -- Name and Object

Section 1. The Name of this Society shall be the Waterloo Technical Society.
Section 2.The objectives of this Society are the sharing and advancement of technical, engineering and scientific knowledge and practice.
Section 3.The Society shall be a non-profit and non-philanthropic organization.
 

Article II -- Membership

Section 1.The membership of this Society shall be composed of Members and Honorary Members.
Section 2.(Members.) Members shall be those engaged in or interested in any recognized branch of industrial technology, engineering or allied sciences who are eighteen years of age or over.
Section 3.(Honorary Members.) Honorary Members shall be chosen from the membership on a basis of their loyal and understanding service to the Society. They shall be elected as provided in the By-Laws.
 

Article III -- Officers and Their Duties

Section 1.The officers of this Society shall be a President, a Vice-President, a Secretary, a Treasurer, a Sergeant-at-Arms, and a Chairman of the Membership Committee.
Section 2.(Election.) Officers shall be elected at the regular scheduled meeting in May and shall be installed at the next Annual Meeting. The incoming officers shall assume the obligations of their offices on the first of July. Officers shall be ineligible to succeed themselves.
Section 3.The President shall:
3.1 preside at all meetings;
3.2be Chairperson of the Board of Directors;
3.3appoint and be ex-officio member of the Auditing and Publicity Committees and any other necessary committees unless otherwise directed;
3.4transmit a letter of appreciation to each program speaker and provide a copy of each letter of appreciation to the Secretary for permanent filing.
Section 4.The Vice President shall:
4.1promote attendance and good will;
4.2assume the duties of the President in the event the President is absent or unable to act;
4.3be responsible for the coordination and arrangement of the programs and program facilities;
4.4provide the Sergeant-at-Arms and the Publicity Chair-person with program information approximately ten days prior to each program;
4.5insure that program bulletins are posted;
4.6provide to the local news agencies a news release and photographs (optional) announcing the new officers seven days prior to the annual meeting;
4.7be an ex-officio member of any appointed program committee,
4.8become President-elect.
Section 5.The Secretary shall:
5.1 be responsible for the minutes of the Society and the Board of Directors meetings;
5.2conduct the general correspondence of the Society, receive communications addressed thereto, and present the same to the committees or meetings;
5.3be responsible for informing committees of their appointments and officers of their election;
5.4maintain a record of all member's names and addresses, programs library books, officers, the constitution, all active committees, honorary members and new member applications;
5.5arrange with a printer for a printing schedule;
5.6act as a recorder for the Society;
5.7deliver to his/her successor a brief summary of the activities of the Society during the past fiscal year;
5.8prepare news paper and television releases other than program notices;
5.9perform such other duties as may be imposed by the Society or the Board of Directors.
Section 6.The Treasurer shall:
6.1 collect all the funds of the Society and deposit the same to the credit of the Society in such depository as may be designated by the Board of Directors;
6.2pay by check all bills of a recurring nature such as speakers' meals, special guests' meals, mailings and printing as due,
6.3pay for all other expenditures which have had prior approval by the Board of Directors;
6.4keep book accounts of receipts, expenditures and postal costs which shall at all times be open to the inspection of the members;
6.5have the up-coming membership cards printed by March 1,
6.6inform the Secretary of all changes in the status of members and addresses;
6.7make a duly audited itemized report of the annual meeting;
6.8send statements and bill delinquents as necessary;
6.9maintain a postal account.
Section 7.The Sergeant-at-Arms shall:
7.1 care for the property of the Society and make arrangements. for meetings;
7.2have the monthly meeting notices printed and mailed five days prior to each meetings;
7.3arrange for the meeting place, make reservations, provide name tags for members and guests and be responsible for the lighting and equipment required by the speakers;
7.4insure that the printer has his name and address duly recorded as the sender of the meeting notices:
7.5inform the Treasurer of the names of members whose meeting notices are returned.
Section 8.The Chairperson of the Membership Committee shall:
8.1 promote membership into the Society;
8.2distribute applications for membership in the Society;
8.8be responsible for reviewing all applications presented to the Society;
8.4forward all applications to the Board of Directors for review and to the new Chairperson for the succeeding year;
8.5file and keep all applications;
8.6notify new members of their election by letter, induct and welcome them, and present them with the program, directory and membership card.
 

Article IV -- Board of Directors

Section 1. The Board of Directors shall consist of the President, Vice-President, Secretary, Treasurer, Chairman of the Membership Committee, Sergeant-at-Arms, and the immediate Past President.
Section 2.The Board of Directors shall be the governing body of the Society. They shall govern in accordance with the constitution and By-Laws.
Section 3.The Board of Directors shall be responsible for reviewing the Auditing Committee report. The Treasurer's books shall be audited following the close of the fiscal year and prior to the annual meeting. The Treasurer shall have no vote on any action taken by the Board of Directors on the Auditing Committee report. A summary of the Auditing Committee report shall be given at the Annual Meeting.
Section 4.The Board of Directors shall, prior to the Annual Meeting, appoint two or more Society members to the Membership Committee to serve until adjournment of the next succeeding annual meeting.
 

Article V -- Election of Officers and Members

Section 1. At the regularly scheduled May Meeting the Society shall elect by ballot a Vice-President, a Secretary, a Treasurer, Chairman of the Membership Committee and a Sergeant-at-Arms to serve one year. In the event an appointment is made by the Board of Directors to fill a vacancy in the office of Vice-President, the next President shall be elected by ballot.
Section 2.(Nominations). A Nominating Committee, appointed by the President and approved by the Board of Directors, shall select a minimum of two candidates for office membership for each of the elective offices to be filled. Nominations shall be read at the April Meeting. Additional nominations may be made from the floor following the reading of the report of the Nominating Committee. Each Nominee shall give his consent to being a candidate for office before his name is placed on the ballot.
Section 3.(Election). Election shall be by ballot prepared by the Nominating Committee. The ballot is to be mailed by the Secretary to the last known address of each member no later than fifteen (15) calendar days prior to the May meeting. A return postage paid envelope shall be included for member's convenience in returning the ballot The ballots, in order to be recorded, must be returned to the secretary prior to the start of the May business meeting.
Section 4.(Vacancies). Vacancies in any office, occurring for any cause, shall be filled by appointment by the Board of Directors.
Section 5.(Members). Each applicant for membership in this Society shall petition the Secretary of the Society upon a form approved by the Board of Directors. This application shall be accompanied by current dues applicable for the fiscal year. Applications shall be reviewed by the Membership Committee and, if approved by the signature of three members of this Committee, application will be referred to the Board of Directors for approval or disapproval; If unanimously approved by the Board of Directors, the applicant will be declared a member of the society. The Chairman of the Membership Committee shall notify each new member of his acceptance by letter. The applicant shall be inducted and welcomed into the Society at the first regular meeting at which he is in attendance.
Section 6.Nominations for Honorary Membership shall be presented in writing to the Membership Committee by the Honorary Membership Committee. The Membership Committee recommendations for election must be presented to the Society by formal resolution at any regular meeting. The resolution may be discussed at the meeting when presented, but may not be voted upon.
Section 7.At any regular meeting following its presentation, such a resolution may be voted upon as provided in the By-Laws.
Section 8.Not more than two Honorary Members may be elected during any fiscal year.
 

Article VI -- Meetings

Section 1. (Annual Meeting). There shall be a regular Annual Meeting to be held at a time designated in the By-Laws. The place of the meeting shall be determined by the Board of Directors, and the Sergeant-at-Arms shall give each member due notice.
Section 2.(Regular). A regular meeting shall be held once each month, except during June, July and August.
Section 3.(Special). Special meetings may be called by the President at any time deemed necessary by the Board of Directors and must be called within seven (7) days (Sunday excluded) after written request by ten percent (10%) of the membership in good standing is filed with the Secretary. Notice of such meetings shall be mailed by the Sergeant-at-Arms to the last known address of each member at least three (3) days before such meetings shall be held.
Section 4.(Quorum). Ten percent (10%) of the membership shall constitute a quorum for the transaction of business excepting election of officers and of voting upon amendment to the constitution or By-Laws. Four members of the Board of Directors shall constitute a quorum for the transaction of business by the Board.
 

Article VII -- Dues, Resignations, Reinstatements

Section 1. The annual dues of this Society shall be established by the Board of Directors in accordance with Article 1, Section 3 payable in advance at the Annual Meeting.
Section 2.The fiscal year shall begin on July 1st.
Section 3.Honorary members shall be exempt from all dues and assessments of the Society.
Section 4.Assessments for special purposes may be made by the Board of Directors; however, the total amount of the assessments in any fiscal year may not exceed sixty percent (60%) of the annual dues for each member assessable, unless authorized by vote of the Society.
Section 5.The Board of Directors may drop from the Society any member for any just cause. His dues for the year and any assessments shall be remitted.
Section 6.Any member whose dues and assessments have been fully paid may resign from the Society by sending to the Secretary a written resignation.
Section 7.A member who has resigned may be reinstated by the Board of Directors if approved by the Membership Committee.
Section 8.Any member whose dues and assessments have not been paid within six months of the beginning of the fiscal year shall be notified in writing by the Treasurer by March 1st that his dues and assessments have not been paid. He will also be notified that if they are not paid by July 1st, he will be dropped from the roll. If he has not paid by July 1st he will be dropped.
Section 9.A member dropped from the roll for the non-payment of dues and assessments may be reinstated if approved by the Board of Directors upon the payment of all delinquencies at the time of being dropped together with dues for the fiscal year.
Section 10.A member in good standing, who is on active duty in any branch of the military service of the U.S. shall be exempt from dues and assessments of the Society.
 

Article VIII - - Amendments to Constitution

Section 1.Proposed amendments to this Constitution shall be presented in writing at a regular business meeting of the Society and signed by at least three (3) members. Amendments so presented shall be read at the meeting and a copy filed with the Secretary at the same time. At the meeting when it is presented the proposed amendment may be discussed and amended but not adopted. Not later than 15 calendar days prior to the following regular business meeting, the secretary shall mail a ballot stating the proposed amendment to the last known address of each member. A return postage paid envelope shall be included for member's convenience returning the ballot. The ballot, in order to be recorded, must be returned to the secretary prior to the start of the next business meeting. Two thirds of the ballots cast must be in the affirmative to adopt the amendment.
Section 2.The Board of Directors is authorized to number the Articles and Sections of the Constitution to correspond to any changes that may be made.
 

Article IX -- By--Laws

Section 1.The Society may at any regular business meeting adopt By-Laws for its guidance or for furthering its aims and purposes consonant with this Constitution. A copy of the proposed By-Laws, signed by the sponsor or sponsors, must be filed with the secretary before taken up for consideration.
Section 2.By-Laws may be amended or repealed at any regular business meeting following their adoption. The proposed amendment must be presented in writing at the previous meeting. A two thirds vote of members in attendance shall be required for adoption.
 

BY-LAWS OF THE


WATERLOO TECHNICAL SOCIETY

 

Article I

Section 1.The Annual Meeting of the Society shall be the regularly scheduled meeting in September.
Section 2.Regular meetings of the Society shall be held at a time and place designated by the Board of Directors.
 

Article II

Section 1.The following order of business shall be observed at the Annual Meeting:
1. Installation of new officers.
2.Introduction of guests.
3.Presentation of and action upon minutes of last meeting.
4.Report of Standing Committees.
5.Introduction of new member.
6.Report of Special Committees.
7.Report of Treasurer.
8.Report of Secretary, including report of audit of Treasurer's accounts.
9.Unfinished business.
10.New Business.
11.Papers, lectures, addresses, announcements or other stated business.
12.Adjournment.
Section 2.The following is the recommended order of business to be observed at regular meetings.:
1. Introduction of guests.
2.Presentation of and action upon minutes of last meeting.
3.Report of Standing Committees.
4.Introduction of new members.
5.Report of Special Committees.
6.Unfinished business.
7.New business.
8.Papers, lectures, addresses or other stated business.
9.Adjournment.
 

Article III -- Program

Section 1.The Board of Directors or a Program Committee appointed by them shall be responsible for the arrangements of a program for the annual meeting and for each of the regular monthly meetings of the society during the fiscal year. The program for each meeting must be prepared sufficiently in advance to permit proper notification of the membership.
 

Article IV -- Expenses

Section 1.Expenses for any one program or for any special activity of the Society during a fiscal year, not exceeding twenty percent (20%) of total annual dues, may be paid by the Treasurer upon approval of the Board of Directors.
Section 2.Expenses for any one program or for any special activity of the Society during a fiscal year, in excess of the amount stipulated in Section 1 above, must have a majority approval at any business meeting.
 

Article V -- Election of Honorary Members

Section 1.Honorary Member must be elected by letter ballot, and an affirmative vote of ninety percent of the ballots returned shall be necessary to elect them.
 

Article VI - Committees

Section 1.A Constitution Committee, an Honorary Membership Committee and a Library Committee, each consisting of three members, shall be appointed by the Board of Directors. Each committee member will serve a term of three years. Appointments shall be made in such a manner that the term of only one member of each committee shall expire during any fiscal year. Committee vacancies resulting from resignation of any other reason shall be filled by the Board of Directors.
Section 2.The Constitution and Honorary Membership Committees shall review their respective fields of interest for such action as may be deemed appropriate. They shall report to the Board of Directors at least once each year in writing regarding their recommendations in the field of their committee interest.
Section 3.It shall be the duty of the Library Committee to formulate plans and make recommendations to the society for the purpose of increasing and improving the available library facilities for technical, engineering or scientific work through cooperation with any suitable agency.
Section 4.The Library Committee shall place an appropriate book in the library in memory of each honorary member, past president and member in good standing who passed away during the year. The secretary shall notify the committee of those deceased.
 

Article VII -- Parliamentary Procedure

Section 1.In all questions arising at any meeting involving parliamentary rules not provided for in these By-Law, Roberts Rules of Order shall be the governing authority.
 

Article VIII Visitors

Section 1.Visitors shall be admitted and welcomed except at certain times when the Board of Directors may determine that the nature of the business of the Society is for the membership only. Meeting notices shall state whether or not visitors are welcome.
 

Article IX

Section 1.All forms such as Application for Memberships, Ballots on Amendments to the Constitution and By-Laws, and all other necessary forms for the conduct of the business of the Society shall be prepared by the Secretary and approved by the Board of Directors.
 
Note:The By-Laws were revised September 1934; May 1951; May 1953; May 1958; April 1969; May 1976.
The Constitution was revised March 1948; May 1951; May 1953; May 1955; May 1959; May 1962; May 1968; April 1969; May 1976.
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