Constitution For IEEE WIE SRI LANAKA Section AG
In all instances, the Institute of Electrical and Electronics Engineers (IEEE) Bylaws, Constitution, Regional Activities Board(RAB) Operations Manual and IEEE Policy and Procedures will prevail when there is a conflict between these documents and
- Name and Purpose,
- Nomination and Election of Officers,
- Membership Dues
- Functions of the Committee,
SECTION 1: NAME AND PURPOSE
Sec. 1.1: This organization shall be known as the IEEE WIE Sri Lanka Section Affinity Group, hereinafter called the WIE SL.
Sec. 1.2: The purpose shall be the following:
- To provide an avenue for women engineers to network with peers.
- To organise activities to help women in their career development.
- To bring its members in closer contact to each other thus sharing knowledge and experience.
- To provide guidance to the student branch WIE affinity groups.
Sec. 1.3: The organization and operation of the WIE SL shall be in accordance with the Constitution and Bylaws of the IEEE and IEEE WIE.
SECTION 2: OFFICERS
Sec. 2.1: The governing body of the WIE SL that is the elected executive officers of the WIE SL shall be
- Vice Chair
- Assistant Secretary
- Assistant Treasurer
- Immediate Past Chair
Sec. 2.2: Any vacancy occurring during the terms of office shall be filled by a majority vote of the IEEE WIE SL section Executive Committee.
Sec. 2.3: Terms of office will begin on 1 January. Outgoing officers will continue until their successors are duly elected and take office. The terms of office of the elected officers shall be for a period of one year. The consecutive period in service in any office shall not exceed two years.
Sec. 2.4: The duties of the elected officers will be available from Regional Activities Department (RAD) in the RAB Operations Manual and IEEE Bylaws.
Sec. 2.5: Committee members
Sec. 2.5.1: Committee members will be appointed by the WIE SL Chair with the approval of the WIE SL Executive Committee, and their terms will expire on the 31 December of respective year. A committee member shall attend committee meetings and carry out all work decided by the committee. The committee members shall:
- Keep the WIE SL executive council informed of any concerns/issues regarding assigned tasks.
- Actively participate in the solution of any issues identified above.
Sec. 2.5.2: The term of office of the committee members shall be one year and shall begin from January 1st of each year and ends on 31st December or till they handover the office to the proceeding committee. Outgoing officers will continue until their successors are duly elected and take office.
SECTION 3: NOMINATION AND ELECTION OF OFFICERS
Sec. 3.1: Only IEEE WIE members of graduate-student or higher grade, who are in good standing are eligible to vote for executive positions. Further, to be appointed as a committee member, holding the membership of IEEE WIE of graduate-student or higher grade is compulsory.
Sec. 3.2: If only one nomination is made for the post/office then the respective nominee is duly elected for the office. If two or more nominations are made for the post/office, then the election will be carried out by ballot. The vote shall be counted by the Election Committee.
Sec. 3.3: All the office bearers of the WIE SL should attend the meetings and in case of any difficulty in attending meetings, the office bearer must get excused from the chair before the meeting is held.
SECTION 4: MEMBERSHIP DUES
Sec. 4.1: Non-payment of membership dues will automatically result in suspension of membership in IEEE. Non-payment of membership dues will therefore result in suspension of membership of WIE SL.
Sec. 4.2: To have a membership of WIE SL, an active IEEE membership above Student Grade with WIE affiliation is a must. Also, she/he must be a member of the Sri Lanka Section.
Section 5- MANAGEMENT
Sec 5.1: The management of the IEEE WIE SL section shall be by the IEEE WIE SL section Executive Committee which shall consist of the elected officers, the Past Section Chair and the five appointed committee members.
Sec 5.2: When and if the officers of the IEEE WIE SL section couldn’t reach unanimous decision (or in the situation/case of divided in opinion), a majority of the IEEE WIE SL section Executive Committee shall constitute a quorum, provided that delegates elected by the section membership are at least one greater in number than delegates appointed to the Committee.
Sec. 5.3: A one third (1/3) of the IEEE WIE SL section officers present shall be necessary in the conduct of its business excluding those excused.
Sec. 5.4: Meetings of the IEEE WIE SL section Executive Committee ordinarily will be held bi-monthly and will be called by the IEEE WIE SL section Chair or by a request of any five members of the IEEE WIE SL section Executive Committee.
Sec 5.5: Any officer can request excuses on attending the committee meetings to the Chair or Secretary by any mode of communication.
Sec 5.6: Any officer who does not attend and does not request an excuse for three consecutive meetings will be treated as vacated the post. In those situations the vacancy should be filled at the committee meeting.
Sec.5.7: The fiscal year of the Section shall be 1 January – 31 December.
SECTION 6: FINANCIAL ACCOUNTS
Sec. 6.1: With the prior authorization of the IEEE WIE SL Executive Committee, The WIE SL funds can be used only for normal operations of the IEEE WIE SL section affinity group.
Sec. 6.2: The WIE SL will have its own bank account and all the withdrawals from the account require the signature of the treasurer and the signature of either the secretary or the chairman of the WIE SL. Proper maintenance of the account is the responsibility of the Treasurer.
Sec. 6.3: Under the emergency situations, the IEEE WIE SL section funds can be used with the approval of the Chair and the Sectary and the Treasurer. The respective expenditure must be approved at the subsequent committee meeting.
SECTION 7: FUNCTIONS OF THE COMMITTEE
Sec. 7.1: The committee shall be the back bone for WIE SL for achieving its objectives. The Committee will administer the WIE SL with according to the regulations of the IEEE WIE AG and shall appoint sub-committees from the members to assist the committee.
Sec. 7.2: The committee shall call for meetings in regular intervals and there should be at least two meetings per year.
Sec. 7.3: A one third (1/3) of the WIE SL section officers present shall be necessary in the conduct of its business excluding those excused. The quorum of a meeting is three ExCom members.
Sec. 7.4: At least two weeks’ notice should be given to the membership to call for The Annual General Meeting (AGM). In order to transact business at a WIE SL meeting (AGM), at least 15 members (or 30% of the WIE SL section membership, whichever is fewer) must be present to constitute a quorum.
Sec. 7.5: Special General Meetings shall be called at the request of the committee or 1/3rd of the membership.
SECTION 8: AMENDMENTS
Section 8.1: Proposals for amendments to these Bylaws may originate in the WIE SL Executive Committee or by a petition signed by 10 or more voting members or 2% of the WIE SL section membership, whichever is fewer.
Sec. 8.2: Amendments to or revocation of these Bylaws shall be in accordance with the IEEE Bylaws, RAB Bylaws and RAB Operations Manual.