Minnesota
Chief Engineer's Guild

Preamble
Article I - Name
Article II - Objective
Article III - Membership
     Section 1) Eligibility
     Section 2) Establishment of Membership
     Section 3) Retiree
     Section 4) Transfer of Membership
     Section 5) Termination of Membership
Article IV - Dues
Article V - Meetings
     Section 1) Regular Meetings
     Section 2) Annual Meetings
     Section 3) Special Meetings
     Section 4) Order of Meetings
     Section 5) Presiding Officer
     Section 6) Voting
     Section 7) Quorum
     Section 8) Order of Business
Article VI - Fiscal Year
Article VII - Officers
     Section 1) Eligibility
     Section 2) Officers
     Section 3) Election and Terms
     Section 4) Duties
     Section 5) Reimbursements
     Section 6) Vacancies
Article VIII - Committees
     Section 1) Appointment
     Section 2) Quorum
     Section 3) Vacancies
     Section 4) Executive Committee
     Section 5) Standing Committee
Article IX - Amendments
Article X - Contributions
Article XI - Standing Rules
Article XII - General

PREAMBLE

WHEREAS, We believe:

That our first responsibility as Guild members is to contribute to the attainment of the overall objectives of our administration's operation, and that teamwork and cooperation are the most effective means of fulfilling that responsibility as achieving departmental goals;

That participation in programs to enhance the skills of management among ourselves and our subordinates is essential to improve our standards and performance;

That due regard for individual integrity, and the collective interchange of knowledge and experience, can make the organization an effective instrument for elevating the standards and stature of all Guild members.

NOW THEREFORE, with the above declared beliefs and purposes in mind, there is hereby established the Minnesota Chief Engineers Guild.

ARTICLE I – NAME

This organization shall be known as the Minnesota State Chief Engineers Guild, hereinafter referred to as the Guild.

ARTICLE II – OBJECTIVE

The objective of the Guild shall be to advance the development of effective facilities management, operations, maintenance, and engineering in the State Institutions by:

Encouraging and assisting members to develop their competence in the field of facilities management, operations, maintenance, and engineering.

Encouraging and assisting in conducting regular meetings, conferences and educational programs.

Providing a medium for the interchange of ideas among members and dissemination of information to members.

The Guild is organized exclusively for scientific and educational purposes as a not-for-profit organization. Upon dissolution, any assets of the Guild shall be distributed to an organization enjoying an exempt status under Section 501(c) (3) of the Internal Revenue Code or successor authority.

ARTICLE III – MEMBERSHIP

Section 1) Eligibility

Members - Employees of the State of Minnesota who are actively engaged in the field of facilities management, maintenance and engineering who occupy managerial, supervisory or support positions. Guild members as defined effect both the art and the science of efficient planning, management, and maintenance of the physical environment, equipment, and systems of state facilities.

Associate Members - Those who are actively engaged in the field of facilities management, maintenance, and engineering occupations related to the art and the science of efficient planning, engineering, management, and maintenance of the physical environment, equipment, and systems of building operations.

Associate members shall enjoy all the rights and privileges of a member except they shall not have voting rights, or the right to hold an elective office.

Except where noted otherwise herein, the words "member" and "membership" shall be construed to include both members and associate members without distinction.

Section 2) Establishment of Membership

Membership shall be established in the Guild upon payment of the annual dues. Said dues shall entitle the payee to membership from January 1 through December 31.

Section 3) Retiree

All retired members will have a lifetime paid membership, and shall become an associate member of the Guild.

Section 4) Transfer of Membership

Membership in the Guild shall not be transferable to another person. A member who changes institutional affiliation shall retain membership for the full term for which dues have been paid.

Section 5) Termination of Membership

Loss of eligibility - Membership of any person who, because of change of position or leaving state service, is no longer eligible for membership in the Guild and shall be automatically terminated at the end of the term for which dues have been paid.

By action of the Executive Committee may suspend or expel any member for cause after giving such member the opportunity to have a hearing. Any member suspended or expelled may be reinstated by the affirmative vote of a majority of the members of the Guild present and voting at a regular meeting.

Delinquent dues - Any member who is delinquent in the payment of dues after January 1 is no longer considered a member until all dues are paid.

ARTICLE IV – DUES

The annual dues for the guild shall be established by the Executive Committee with the approval of the membership. Dues shall be payable at the annual meeting or no later than January 1 of each year. Any member delinquent in the payment of dues shall be suspended. No portion of the dues paid by any member shall be refundable.

ARTICLE V – MEETINGS

Section 1) Regular Meetings

The Guild shall meet during the months of September through July on days established by Executive Committee with the approval of the membership.

Guest speakers invited to attend a regular meeting shall have luncheon expenses paid for by the Guild.

Section 2) Annual Meeting

The annual meeting shall be determined by a committee selected by the Guild President.

Retiring dues paid members shall be invited to the annual meeting of the year following retirement. The Guild shall pay banquet expenses for that retired member.

Section 3) Special Meetings

Special meetings of the Guild may be called by the Executive Committee. The secretary of the Guild shall notify the membership by mail no less than ten (10) days prior to the date of the meeting. Special meetings shall be limited to consideration of subjects listed in the official call unless it is otherwise ordered by unanimous consent of the members present and voting.

Section 4) Order of Meeting

The Guild shall adopt regulations for conducting meetings of the organization and may amend them from time to time by a majority vote of those present and voting at a regular meeting. These regulations shall be in accord with Robert's Rules of Order, Revised, when the latter are not in conflict with the By Laws of the Guild.

Section 5) Presiding Office

The President of the Guild shall preside at all meetings. In the absence of the president, the officer present who is next in line shall assume the chair.

Section 6) Voting

Each member of the Guild who is present at the meeting and in good standing shall be entitled to one vote. Proxy voting shall not be permitted.

Section 7) Quorum

A quorum shall consist of any two officers plus five members present at any regular or special meeting.

Section 8) Order of Business

The order of business at all meetings with the exception of special meetings, shall be:

A. Call to order

B. Reading of minutes

C. Reports of officers

D. Reports of standing committees

E. Reports of special committees

F. Unfinished business

G. Communications

H. New business

I. Election of officers

J. Appointment of chairmen of standing committees

The order of business at any special meeting of the Guild shall be that determined by majority vote.

ARTICLE VI - FISCAL YEAR

The fiscal year of the Guild shall be from January 1 through December 31.

ARTICLE VII – OFFICERS

Section 1) Eligibility

Any member of the Guild who is in good standing shall be eligible for elective office in the Guild. Associate members shall not be eligible to hold an elective office in the Guild.

Section 2) Officers

The officers of the Guild shall be a President, 1st Vice President, 2nd Vice President, Secretary, and Treasurer.

Section 3) Election and Terms

The President, 1st Vice President, 2nd Vice President, and Secretary shall serve one year terms beginning after the annual meeting or until their successors are elected. The Secretary shall be nominated by the Nominating Committee. The minimum number of nominees shall be 2. Members shall vote for only one candidate for Secretary. The remaining officers shall advance through the chair as follows:

The Secretary shall become 2nd Vice President.

The 2nd Vice President shall become 1st Vice President.

The 1st Vice President shall become President.

The President shall become Chairperson of the Board of Directors.

The election of the Secretary shall be conducted at the annual meeting.

The Treasurer is a hired position.

The Board of Directors shall consist of the outgoing President, who shall preside as Chair, and the two previous Presidents. Each shall serve a term of three years and shall be responsible to fill all vacancies except that of president. They shall investigate all charges against members, and also select and award a plaque to the most deserving member, or members, for their outstanding contribution to the betterment of the Guild. At least one award is to be given annually at the annual meeting. The Board of Directors shall audit the Guild's annual financial statement and records after January 1, and report its findings to the Guild at the next meeting.

Section 4) Duties

President - Shall preside at all regular meetings, and shall appoint a chairperson for all committees. The President shall be an ex-officio member of all committees.

Vice President - Shall preside at all meetings in the absence of the President, and in case of a vacancy occurring in the Office of President, shall assume the duties of the President until the office if filled as herein provided. The Vice President shall be chairperson of the program committee and shall arrange speakers for the regular meetings.

Secretary - Shall maintain the official minutes and records of the Guild; shall prepare and mail all notices for meetings; at the beginning of the term, prepare and distribute to the membership a listing of all members of the Guild; shall deliver to the successor in office all books, property and records of the Guild; shall send get well cards to members and condolence cards to members of the family for those deceased.

Treasurer - Shall receive all money payable to the Guild and keep an accurate accounting of all monies received and paid; keep the books ready for inspection at all times and prepare a year-end financial statement for the auditing committee at the annual meeting; deliver to the successor in office all monies, bank statements, records and property of the Guild.

Section 5) Reimbursements

The President shall be reimbursed $25.00 per year for time and expenses incurred during the year.

The Secretary and Treasurer shall be reimbursed $250.00 each per year for time and expense incurred during the year.

The Vice President and Board of Directors shall receive no pay during their tenure in office.

Reimbursements shall be made at the end of each fiscal year and shall be recorded on the yearly financial statement.

Section 6) Vacancies

If the office of the President becomes vacant, the 1^st Vice President shall immediately accede to the Presidency for the duration of the unexpired term and shall continue to serve as President for the subsequent term.

If the office of the 2nd Vice President becomes vacant, the Secretary shall immediately accede to 2nd Vice President for the duration of the unexpired term and shall continue to serve as 2nd Vice President for the subsequent term.

If the office of the Secretary becomes vacant the nominating committee shall nominate two candidates of which one shall be elected by the voting membership at a regular or special meeting. The elected party shall fill the vacancy for the duration of the unexpired term and shall continue to serve as Secretary for the subsequent term.

ARTICLE VIII – COMMITTEES

Section 1) Appointment

The Chair and members of committee shall be appointed by the President.

Section 2) Quorum

A majority of any committee shall constitute a quorum.

Section 3) Vacancies

The President of the Guild shall have the power to fill vacancies on any committee.

Section 4) Executive Committee

The Executive Committee shall consist of the officers and members of the Board of Directors of the Guild. The Executive Committee shall consist of the officers and members of the Board of Directors of the Guild. The Executive Committee shall have the power to act on behalf of the Guild between regular meetings when, in the judgment of the Committee, necessity requires action. In addition, matters that might require special consideration shall be referred to the Committee and their recommendation shall be submitted to the membership at the next regular meeting.

Section 5) Standing Committee

There shall be at least four standing committees of not less than three members each; they should be concerned with: programs, nominations, revisions, and scholarship.

The program committee's responsibilities shall include, but not limited, to the following:

A. Developing and conducting educational programs at the regular and annual meetings of the Guild.

B. Developing and scheduling educational programs through educational institutions, agencies, etc., aimed at encouraging and assisting members to increase their knowledge and competence.

C. Serving as a liaison between the Guild and other allied organizations at the local, state and regional level in developing and conducting educational programs and opportunities.

The nomination committee shall prepare a ballot for nomination consisting of two or more names for each office to be filled and who have consented to serve if elected. They shall present the ballot at the annual meeting. If indicated, opportunity shall be provided for nominations from the floor at the time of the election.

The revisions committee shall receive all proposed amendments to the Constitution or By Laws in writing at least two weeks prior to the meeting at which they are to be presented. The committee shall be responsible for the inclusion of all approved changes or additions into the Guild handbook.

The Scholarship Committee shall set guidelines and criteria for awarding annual scholarship’s to post secondary education students. The scholarships shall be determined by the Committee and voted upon at the next regular meeting.

There shall be such additional standing and ad hoc committees as may be established and appointed by the president from among the membership.

ARTICLE IX – AMENDMENTS

This Constitution and its By Laws may be amended, upon recommendation of the Executive Committee, by a two-thirds vote of the membership present and voting at a regular meeting, or have been discussed at the preceding meeting.

Any changes to the Constitution and By Laws suggested by any member or group of members must be fully defined in writing to prevent legal or constitutional error. This applies to the review and revision of the present forming of the Constitution.

ARTICLE X – CONTRIBUTIONS

Contributions not to exceed 5% of the total treasury fund can be donated to one or more charities designated by the membership.

ARTICLE XI - STANDING RULES

Standing Rules can be adopted by the majority vote at any meeting. After they have been adopted, they cannot be modified at the same session except by reconsideration. At any future session they can be suspended, modified, or rescinded by a majority vote. No standing rule (or other resolution can be adopted which conflicts with the constitution, by laws, or rules of order.

Ibid - Robert's Rules of Order (1983 Edition)

ARTICLE XII – GENERAL

Any advanced payment to the Guild for such items as meals, tours, etc., will not be refunded without unanimous approval of the Executive Committee.

The annual membership dues are $30.00.

Exhibitors, company representatives, solicitors, etc., who wish to represent and/or are presenting their company products at a regular or annual meeting shall be charged a nominal fee, to be determined by the Public Relations Committee and the Executive Board.

A guest speaker or designee for a regular or annual meeting shall be paid an amount to be determined by the Program Committee and the Executive Board.

Spouse/Childrens annual program fund dollars are to be determined by the Executive Board.

A newsletter is established; meeting minutes will be incorporated as well as other articles of interest that are submitted by the general membership.

Flower fund annual dollar amount is to be determined by the Executive Board.

Date organization originally established: 1943

Constitution and By Laws revised: 6/2005

Members

TABLE OF CONTENTS

PREAMBLE