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Membership

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Section 100 - Membership
101. Classes
101.1  The membership of the Canadian Military Engineers Association (herein called the "The Association") shall comprise the following classes: 
a. Inherent Members
b. Regular Members
c. Associate Members
d. Honorary Life Members
e. Honorary Members
101.2  An Inherent Member shall be a person who: 
a. is serving in the Canadian Military Engineers (herein called the "CME"), or

b. is under training in a programme the successful completion of which will qualify them to become a Canadian Military Engineer, or

c. is a cadet or instructor in an authorised Cadet Corps affiliated directly with the CME.

101.3  A Regular Member shall be a person who: 
a. subscribes to the objectives of The Association, and

b. is an inherent member in good standing, or

c. has served in the Canadian Military Engineers (CME), the Corps of Royal Canadian Engineers (RCE) or earlier equivalents, or the Civil or Construction Engineering (CE) components of the Royal Canadian Navy (RCN) or the Royal Canadian Air Force (RCAF); and who was honourably discharged from military service, or

d. is serving, or has served with the Department of National Defence, or a Crown Corporation in a capacity or a function associated directly with Military Engineering,

e. is serving, or has served, in any component equivalent to the CME of the armed forces of an Allied country and is residing in Canada, and, if no longer serving nor no longer resident, was honourably discharged from military service.

101.4  An Associate Member shall be: 
a. a person of good character who subscribes to the objectives of The Association and whose application for membership is sponsored by at least two Regular Members, or

b. an organisation that subscribes to the objectives of The Association and the application for membership of which is sponsored by at least two Regular Members.

101.5  An Honorary Member shall be a person elected at the pleasure of the National Council or a Chapter. Qualifications for Honorary Members shall be: 
a. prominence in national, regional or local affairs, or

b. achievements in fields related directly or indirectly to military engineering, and

c. active support of the Armed Forces of Canada in general and military engineering in particular.

101.6  An Honorary Life Member shall be a person elected by the National Council. Qualifications for Honorary Life Members shall be: 
a. outstanding contributions to military engineering, and

b. meeting the requirements for a Regular or Honorary Member.

102  Rights and Privileges
102.1  A Regular, Honorary, or Honorary Life Member may hold office and may vote on any matter of The Association business at any meeting to which the member is duly accredited and may represent a Chapter as a delegate to the Annual Meeting of the National Council.
102.2  An Associate member may vote in Chapter matters and at any National meeting to which he/she is duly accredited and may hold executive office subject to NEC approval.
102.3  An Associate member organisation (101.4b refers), through its designated representative, has one vote in Chapter matters, or at National meetings to which the organisation is duly accredited by the NEC.
102.4  Any other Member may participate in all activities of The Association and of the Chapter with which he/she is affiliated but may not hold executive office or vote.
103 Applications for Membership
103.1 Applications for admission to membership in The Association shall be: 
a. submitted to any Chapter, or

b. submitted to the National Registrar in the absence of a Chapter; and

c. accompanied by the appropriate annual membership dues or proof of monthly pre-authorised banking assignment.

103.2 Chapters will forward completed application forms to the National Registrar. In the case of Associate membership, the application for membership shall be approved by the applicable Chapter or the National Executive Committee (NEC).
103.3 Where entitlement to membership is in doubt, the matter shall be determined by a ruling from the NEC.
104  Certificates of Membership
104.1  The form of Membership certificate shall show the class of membership and shall be approved by or on behalf of the NEC.
104.2 Membership certificates, when requested, shall be prepared by the National Registrar on receipt of the necessary information from a Member or a Chapter.
105  Membership Dues
105.1 Every Regular, and Associate Member of the Association will pay monthly or annual dues. Members under training, the successful completion of which will qualify them to become a Canadian Military Engineer, will be charged a reduced membership.
105.2  The dues to be paid by each class of member, or by each type of member within a class, and the amount to be remitted to the appropriate Chapter in regard thereto, shall be determined by the NEC and shall be ratified by the National Council either by formal ballot or at an Annual or Special Meeting.
105.3  The NEC may establish joint dues with other organisations, or waive all or a portion of the dues in favour of dues paid to another organisation, subject to the procedures shown in 105.2.
105.4  All monthly membership dues are payable in advance, by pre-authorised banking assignments.
105.5  All annual membership dues for the ensuing year are payable on 1 October and shall be forwarded as specified in the annual notice for membership dues.
105.6 Remittance will be made to Chapters by the National Treasurer as follows: 
a. on or about the 1st of Feb each year, an interim amount based on the Chapter assessment and the number of paid members affiliated with the Chapter at the time; and

b. by 30 September each year a final amount based on the Chapter assessment and the number of affiliated members paid up after payment of the aforementioned interim amount.

105.7  The NEC may establish that annual dues may be pro rated on a case by case basis for a member joining after the end of a fiscal year
105.8  A member's dues may be waived by a Chapter for good cause in which case the Chapter will notify the National Registrar and assume the assessment on the Member's behalf.
106 Changes, Transfers, Resignations, Reinstatements
106.1 On transfer from one Chapter to another the Secretary of the sending Chapter shall notify the National Registrar and the Secretary of the receiving Chapter regarding the transferring member's particulars.
106.2  A member in good standing may resign by submitting a written resignation to the Chapter secretary. Such a member may resume membership at a later date on payment of current dues.
106.3  Members, other than Inherent and Honorary Members, who do not pay their required dues for a period longer than one calendar year may have their names removed from the register of members.
106.4 Members shall advise their Chapters and the National Registrar promptly of any changes in their postal or electronic mailing addresses. Chapters shall advise the National Registrar of any such changes in mailing addresses of which the Chapter becomes aware.
107 Discipline
107.1

 

Discipline of a member may be initiated by a signed complaint transmitted in confidence by a Chapter or a member of the National Council to the NEC. The National Secretary shall notify the member by registered letter of the charges and of the place and date of the hearing before a Board of five members appointed by the NEC to hear the complaint. The member may present a defence in person, in writing or by an authorised representative. Suspension or expulsion of a member shall be by unanimous vote, with right of appeal to an extraordinary meeting of the NEC.
Section 200. - Meetings
201  Annual Meetings
201.1  An Annual Meeting for the Association is a meeting of the National Council for the purposes specified in 201.2.
201.2  At each Annual Meeting, the Minutes of the previous Annual Meeting shall be reviewed and action taken as necessary; the Meeting shall receive the reports of the President and the other National Officers; the Meeting shall receive such other reports including reports of chairmen of standing and other committees as may be requested by the President or the Executive Director; the Meeting shall elect National and Divisional officers; and the Meeting shall deal with such other matters as shall be the proper business of the Meeting.
201.3  The NEC may formally authorise any item or items that would normally be reviewed and action taken at an Annual Meeting, to be conducted by Special Balloting provided that detailed notice of such Special Balloting is sent to every member of National Council at least four months in advance of the Special Balloting date, and also provided that at least two-thirds of the National Council formally consent to the Special Balloting at least three months before the Special Balloting date.
202 Special Meetings or Balloting
202.1  A Special Meeting of the Association is a meeting of the National Council called in accordance with 202.2. A Special Balloting is a formal canvassing of the National Council in accordance with 202.2.
202.2  A Special Meeting or Special Balloting may be called upon a determination by the NEC and shall be so called upon receipt by the National Secretary of a written request for such a meeting or balloting signed by twenty-five Regular Members not more than one-fifth of whom may be from any one Chapter, nor one-half from any one Division. The determination or request shall state the reasons for the meeting or balloting. Chapter secretaries shall be advised by registered letter or electronically acknowledged correspondence at least thirty days prior to the date of the Special Meeting.
203  General Meetings
203.1 It may be deemed expedient from time to time to arrange, in conjunction with a meeting of the National Council, a General Meeting of the membership in full convention at which resolutions may be passed for the guidance of the National Council, papers may be read on engineering and related scientific topics relevant to The Association and social functions held. The decision to arrange such a meeting shall rest with the NEC.
204 Procedures at Meetings
204.1  Any matter put before an Annual, Special or General Meeting or by Special Balloting shall, except as may be otherwise specified in the Constitution or these By-laws, be carried by majority vote; provided that such majority or any extraordinary majority otherwise specified shall include a majority of the votes cast by Chapters voting on the matter. The President shall vote only to break a tie.
204.2  One third of the potential voting strength of the National Council shall be a quorum. In determining this strength, each regularly authorised Chapter or Chapter delegate shall have one vote for each 50 paid-up members in the Chapter or fraction thereof, as determined by the National Registrar from the register of members for the previous fiscal year. The vote of any National and Divisional officers and Officers-at-Large shall not constitute a Chapter vote.
204.3  When National funds permit, the NEC may authorise the reimbursement of delegates, including one appointed delegate for each Chapter and/or Division, for all or a lesser part of their out-of-pocket travelling expenses based on verifiably economical means and: 
a. it shall be appropriate for the National Secretary to devise a formula, taking account of the previous year's Chapter strengths and the differing air fares from Chapter location to the place of the Annual Meeting, such that Chapters may be in a position to volunteer on an equal basis to share the expenses which cannot be borne by National funds; and

b. The reimbursement sum arrived at by equalisation formula shall be notified to all concerned four months before the Annual Meeting.

204.4 In addition to its authorised delegate, any Chapter may send one or more additional delegates to any Annual, Special or General Meeting, but the expenses of such delegates shall not be a charge against the National funds. Additional Chapter delegates shall not be entitled to vote.
Section 300. - Management
301 National Council
301.1  The composition of the National Council and the procedures for its election are prescribed in the Constitution.
301.2 The term office of the President shall be for one year, renewable for one additional year.
301.3  Upon the expiration of the term of office of the President, or vacancy, the said office shall normally be filled by the Senior Vice-President.
302  National Executive Committee
302.1 The composition of the NEC is prescribed in the Constitution.
302.2  This NEC shall assemble on the call of the President or the Executive Director on behalf of the President as often as the business of The Association may require and shall report its proceedings to the National Council. If so arranged in advance, any such meeting may be held by means of such conference telephone or other electronic communications facilities as permit all persons participating in the meeting to communicate with each other, effectively.
302.3  Five members shall be required to form a quorum except that one member must be either the President or Senior Vice-President and one must be the National Secretary or the Executive Director.
302.4  This NEC may appoint chairmen and members of Standing or Ad Hoc committees as required; the National President and National Secretary will be ex-officio members of all such committees.
302.5  This NEC shall have the authority to expend monies as it may consider necessary in conducting the affairs of The Association, but it shall not make expenditures for extraordinary purposes without authorisation by the National Council.
303 President
303.1  The President shall be the chief executive officer and, subject to the authority of the National Council, shall have general supervision of the concerns and affairs of The Association. The President shall have such other powers and duties as the National Council may specify.
303.2 The President may not be a serving member of the Canadian Forces.
304 Operations and Administration
304.1 The Senior Vice-President
304.1.1  The Senior Vice-President shall assist the President and deputise for him/her as circumstances warrant.
304.1.2 The Senior Vice-President may concurrently hold a second portfolio as a Divisional Vice-President, but shall have only one vote.
   
304.2 Executive Director
304.2.1 The Executive Director shall be a Regular Member resident in or close to Ottawa who shall serve at the pleasure of the National Council, and shall:
a. represent in Ottawa the President and other National Officers if located elsewhere;

b. co-ordinate the activities of the National Secretary, the National Registrar and the National Treasurer;

c. co-ordinate the planning and arrangements for all Annual, Special and General Meetings, for Special Balloting, and for NEC Meetings;

d. liaise with the Conference of Defence Associations/Institute (CDA/CDAI) offices in Ottawa; and

e. perform such other duties as the NEC prescribes.

304.2.2 The office of Executive Director shall carry such honorarium as may, from time to time, be determined by the NEC.
   
304.3 National Secretary
304.3.1  The National Secretary shall:
a. maintain the central office and address of The Association;

b. maintain the current files of The Association and be responsible for the safe custody of its records and archives;

c. be the custodian of the charters, Constitution and By-laws of The Association and be responsible for advising the President and NEC on matters relating to the Constitution and By-laws;

d. be the custodian of The Association corporate seal and apply the same to such documents as may be required from time to time.

e. be responsible for:

(1) conducting official, routine and authorised correspondence in the name of The Association;
(2) preparing and issuing minutes and records of decisions in respect of meetings of the National Council, the NEC and Annual, Special or General Meetings of members;
(3) circulating to all members such documents as shall from time to time be required by the NEC.
f. perform such other duties as the NEC may deem necessary;
g. have authority to hire additional secretarial/clerical help on a piecework basis for over-load work in respect to any of the above functions.
304.3.2  The office of National Secretary shall carry such honorarium as may, from time to time, be determined by the NEC.
   
304.4  Administrative Support to the President
304.4.1 When the President and National Secretary are not located in the same area, the NEC may authorise reimbursement on a case-by-case basis of expenses incurred by the President to obtain essential secretarial or administrative support on behalf of the Association.
   
304.5 National Registrar
304.5.1 The National Registrar shall:
a. maintain the register of each class of Association members, and each year note those who pass away;

b. maintain master copies of the composite membership lists required by the NEC;

c. issue annual notices and receipts for membership dues and other charges authorised under these By-laws for the next year and arrears;

d. issue membership cards and certificates as appropriate; and

e. perform such other related duties as the NEC may deem necessary.

304.5.2 The office of National Registrar shall carry such honorarium as may, from time to time, be determined by the NEC.
   
304.6 National Treasurer
304.6.1  The National Treasurer shall:
a. receive all monies due to The Association, ensure that issue receipts are issued for monies received, and pay such sums as may be authorised by NEC;

b. keep account of all receipts and expenditures and produce these records at any meeting of the NEC as required;

c. close accounts on the end of each fiscal year and submit them to the auditors appointed by the NEC; and

d. perform such other related duties as the NEC may deem necessary.

304.6.2  All cheques shall be signed by the National Treasurer and counter-signed by the Executive Director or such other officer as may be appointed by the NEC to act in the absence of the Executive Director.
304.6.3  The office of National Treasurer shall carry such honorarium as may, from time to time, be determined by the NEC.
   
304.7  Divisional Vice-Presidents
304.7.1 Divisional Vice-Presidents shall either be resident within their respective Divisions (if defined geographically) or qualified to represent their Divisional jurisdictions (if defined professionally, technically or functionally), and shall: 
a. become acquainted promptly with the current activities, programs, projects and tasks of The Association;

b. ensure that the Chapters, units, components or members within their Division are aware of such tasks and projects and have taken appropriate steps to participate therein;

c. encourage their Chapters, units, components or members to plan and execute a meaningful and active programme which, while meeting their own needs, will support the requirements of The Association as a whole;

d. stimulate and encourage their Chapters, units, components or members to develop an inquiring attitude to current problems (and potential solutions thereof) in military engineering;

e. interpret to their Chapters, units, components or members, as required, decisions taken at the Annual, Special or General Meetings or communications sent out by the NEC;

f. remind their Chapters, units, components or members as deadlines approach for submission of projects or for returns of any form;

g. ensure communications are maintained:

(1) amongst the Chapters, units, components or members within their Division, and
(2) between the Division and the NEC as required; and 
h. submit a written report at each Annual Meeting.
304.7.2  Divisional Vice-Presidents may hold up to two portfolios, including both a geographical and a jurisdictional portfolio concurrently. A DVP may not also serve as National President, Secretary, Treasurer, or Executive Director at the same time. A dual portfolio DVP shall have one vote for each portfolio, and during controlled debate, may speak to a motion or topic once for each portfolio.
   
304.8 Officers-at-Large
304.8.1 The Officers-at-Large shall have such designation, and shall assume such duties, as may from time to time to determined by the President or the NEC.
304.8.2 When the duties to be performed by any Officer-at-Large are completed or no longer required, the appointment shall terminate.
304.8.3 Serving Officers-at-Large shall from time to time submit reports as required by the NEC.
304.9 Fiscal Year and Auditor
304.9.1 The fiscal year for all The Association business including Chapter business shall end on the last day in September in each year.
304.9.2 The Auditor shall make such examination of the financial statements of the Association for a fiscal year as is reasonable in the circumstances and is necessary to enable the auditor to report in writing to the National Council that such statements present fairly the financial position of the Association. Notice of the Annual Meeting shall be given to the Auditor who shall not be required to attend the Annual Meeting.
   
304.10 Divisional Boundaries
304.10.1  The Geographical divisions are:
a. Pacific Division - British Columbia, & the Yukon Territory;

b. Prairie Division - Alberta, Saskatchewan, Manitoba, the Thunder Bay and Lakehead District of Northern Ontario and the North West Territories;

c. Central Division; Ontario (East of the Lakehead) and the National Capital Region

d. Québec Division - Québec (less the Québec portion of National Capital Region) and Nunavut; and

e. Atlantic Division - Nova Scotia, New Brunswick, Prince Edward Island, Newfoundland (including Labrador).

304.10.2 The Functional divisions are: 
a. National Security - The DVP NS shall promote good relations between The Association and the Conference of Defence Associations (CDA) and the CDA Institute and their constituent member organisations; and will assist the National President with the Association advocacy functions. The DVP NS may not be a serving member of the Canadian Forces.

b. Policy Development - The DVP PD shall be responsible for general and specific research or studies, and the development of policy for the Association at the direction of the NEC.

c. Engineer Intelligence - The DVP EI shall be responsible for military engineering intelligence and defence geomatics, and for the member practitioners of these functions.

d. Fire Services - The DVP FS shall be responsible for all aspects of fire protection, fire fighting, and related operations and for the member practitioners of these functions.

e. Communications and Information Systems - The DVP CIS shall be responsible for communications with the Association and between the Association and the global CME Family and its international affiliates. 

f. History and Heritage - The DVP HH shall be responsible for the preservation of Military Engineering history, the archive of Association records and/or memorabilia, and the commemoration of CME accomplishments.

g. Competitions, Honours and Awards - The DVP CHA shall be responsible for the co-ordination of competitions amongst units, for the recognition of excellence throughout the Association, and for the co-ordination of Association honours and awards, both internally and externally. 

h. Standards and Certification - The DVP SC shall be responsible to promote the formal recognition of professional and technical qualifications of Association members, including facilitating trade certification, professional registration, and the portability of such qualifications throughout Canada.

i. Reunions and Special Events - The DVP RSE shall be responsible for to promote events, which unite members of the Association and the CME Family, to encourage and assist other sponsors of such events or celebrations, and to publicise such activities.

j. Member Services - The DVP MS shall be responsible for the co-ordination of Association assistance and support to members with respect to employment searches, trauma, personal hardship, bereavement and related situations, and also the co-ordination of the Association acknowledgement of members' family milestones such as births, graduations, promotions, marriages, and honours. 

Section 400. - Chapters
401 Formation
401.1 Application for the formation of a new Chapter or the reinstatement of a dormant Chapter shall be made by letter to the National Secretary signed by three or more Regular members or potential Regular members.
401.2  On receipt of such a letter, the National Secretary shall provide full information including copies of the Constitution and By-laws and a form (approved by the NEC) of Affiliation Agreement in which the founding members agree to carry on the Chapter in accordance with the Constitution and By-laws.
401.3 On receipt of the signed form of Affiliation Agreement, the National Secretary shall place the matter before the NEC at a meeting or by letter or electronic ballot.
401.4 When the application is approved, the National Secretary shall so notify the petitioners, and in conjunction with the National registrar, advise them of all known members, past members and potential members in the new Chapter area. The National Secretary shall also provide all relevant information including the names and addresses of the members of other Chapters across the country, the addresses of local Canadian Forces Units, and in addition, such material as membership applications.
402  Chapter Officers
402.1  Each Chapter of The Association will be governed by an Executive Committee consisting at least of the following Chapter officers:
a. President;
b. Vice-President; and
c. Secretary-Treasurer or Secretary and Treasurer.
402.2 Each Chapter will elect the officers for the forthcoming year at an Annual or Special Meeting, and such officers will take office immediately. Each Chapter may have such other officers as the circumstances may require, including one or more directors, to provide counsel and advice.
402.3 Secretaries will notify the Registrar of the names, addresses and business and private telephone numbers (where feasible) of all Chapter officers as soon as possible after their election.
403 Chapter Annual Meetings
403.1  The Annual Meeting for a Chapter of the Association is a general meeting of the members of the Chapter.
403.2 Each Chapter shall hold an Annual Meeting, or contact all Chapter members in good standing by correspondence or by electronic means at least twice annually.
403.3 On receipt of a notice of a National Annual or Special Meeting, or an agenda item or ballot from the NEC which requires formal Chapter endorsement, the Chapter shall in good faith try to contact as many of its members as practicable prior to exercising the Chapter franchise.