Strategic Plan

plan

Established January 2006

 (REVISED AUGUST 2009)

WHAT WE DO: OUR CORE PURPOSE

To support the business interests of engineering companies by promoting legislative advocacy and providing business services

 

WHAT WE ARE COMMITTED TO: OUR CORE VALUE

 

Creating a better future through:
Ø Improving the quality of life through the application of science and technology
Ø Protecting the health, safety, and welfare of the public in the built environment
Ø Adhering to a high level of ethical conduct in business practices

WHERE ARE WE GOING: OUR VISION

 

To be the lead organization promoting the business interests of companies providing professional knowledge and services for the built environment.

 

STRATEGIES

To achieve its mission, ACEC/A has identified four major strategies of the organization:

1. Governmental Affairs


Maintain a strong governmental affairs program consisting of:Ø Promotion of a Legislative Program including Long and Short Term Priorities.
Ø Reactive Strategy and Legislative Activity
Ø Provide an ACEC/A Political Action Committee (PAC)
Ø Promote and encourage strong financial support of ACEC/A State PAC and ACEC National PAC

2. Business Affairs


Provide opportunities for member firms to advance their business practice of consulting engineering and associate members through the following:Ø Programs and Seminars on Business Practices
Ø Interaction on Liaison Committees
Ø Promotion of Qualifications Based Selection
Ø Group insurance, retirement plans and other benefit programs
3. Public Affairs
Promote image and effectiveness of ACEC/A and its member firms through the following:Ø Enhanced Public Relations
Ø Engineering Excellence Awards Program/Publicity
Ø Promoting Professional Engineering Continuing Education and Licensure
4. Organizational Affairs
Provide staff and organization that meets the long-term needs of the Council and its member firms through the following committees:Ø Membership
Ø Public Relations
Ø Engineering Excellence
Ø Finance
Ø Governmental Affairs
Ø Professional Conduct and Ethical Standards
Ø Liaison Committees to State and Federal Agencies as well as Professional Organizations
Ø Education/Programs/Seminars

GOALS AND ACTIONS

Specific goals are grouped under the four strategies. Suggested actions for achieving these goals are provided in this plan, which is intended to serve as a framework for the officers and committee chairpersons to conduct the affairs of the Council. The goals and actions should be reviewed by the Board on an annual basis and revised as needed to keep current with the needs of the Council.The goals (and actions to accomplish the goals) are listed below, including the specific ACEC/A committee responsible for carrying out the suggested actions. If no committee assignment is made, the Board will be responsible for that action item.

GOVERNMENTAL AFFAIRS

Strategy: Maintain a strong governmental affairs program.

Goal 1: Strengthen ACEC/A’s position as the principal representative of the business of consulting engineering by improving its recognition and credibility among local, state, and federal officials, legislators and agencies. (Government Affairs Committee)Suggested Actions:

a. Executive Director should maintain an effective governmental affairs program including lobbying and state agency liaisonb. Maintain liaison activity with other trade and professional groups and governmental agencies.

c. Publicize to consulting engineers the benefits of a strong state and national legislative affairs program.

d. Encourage member participation in legislative affairs, and develop effective means of meeting state and federal legislators, including an annual state and federal legislative activity.

e. Encourage members to meet and communicate with their congressional delegates and state legislators.

f. Maintain an ACEC/A State Political Action Committee (PAC) with voluntary assessment based on a percentage (5%) of a firm’s annual ACEC/A dues. Evaluate political candidates and recommend support of ACEC/A State PAC’s goal of $10,000.

g. Encourage support of ACEC National PAC to achieve our state goal

Goal 2. Initiate favorable legislation and respond to adverse legislation in an appropriate manner. (Government Affairs Committee)

Suggested Actions:

a. Encourage member response to ACEC/A and ACEC “Legislative Alerts.”

b. Distribute information on specific legislation and monitor other legislation possibly affecting the profession.

c. Retain an outside legislative consultant to assist with promoting legislative initiatives and tracking legislative activities.

BUSINESS AFFAIRS

Strategy: Provide opportunities for member firms to advance their business practice of consulting engineering.

Goal 1: Assist in improving the efficiency, effectiveness, productivity and profitability of member firms on a continuing basis. (Programs and Seminars Committee)Suggested Actions:

a. Conduct 1 or more business practice seminars annually.b. Encourage member firm employees’ participation in ACEC and ACEC/A programs as part of their continuing education in the business practices of consulting engineering.

c. Conduct an Emerging Leaders program

Goal 2. Promote Qualifications Based Selection. (Board)

Suggested Actions:

a. Monitor and encourage the use of Arkansas’s qualifications based selection law by state agencies and political subdivisions.

b. Recognize clients that use QBS procedures and work with AGC, APWA, Municipal League, etc. (i.e.; QBS Award) to promote QBS.

c. Encourage member firms to report to the Executive Director any proposal requests that do not conform to QBS procedures for follow-up.

d. Continue to distribute information explaining qualifications-based selection and encourage its implementation among all client types including private, institutional and government.

e. Promote value-based fee compensation program to member firms.

f. Monitor trends in alternative project delivery methods that may impact QBS.

Goal 3. Promote and assist member firms in the advancement of quality management procedures.

Suggested Actions:

a. Encourage member firms to have an ACEC organization and/or technical Peer Review.

b. Encourage member firms to develop in-house quality management programs.


Goal 4. Act as a clearinghouse of business practice information for member firms.

Suggested Actions:

a. Promote the use of ACEC member services; i.e., staff assistance on national issues, publications, and workshops.

b. Promote the use of ACEC/A member services; i.e., staff assistance on state and local issues, publications, and seminars.

c. Use ACEC/A Magazine to share business practice experiences.

d. Maintain an active website to share business best practices.


Goal 5. Establish and maintain liaison committees and promote partnering among consulting engineers, architects and other design professionals.

Suggested Actions:

a. Maintain liaison committee with Arkansas State Highway and Transportation Department

b. Maintain liaison committee with Arkansas Natural Resources Commission

c. Maintain liaison committee with Arkansas Department of Health and Human Services

d. Maintain liaison with Arkansas Department of Environmental Quality

e. Maintain liaison committee with American Institute of Architects of Arkansas

f. Maintain liaison committee with Associated General Contractors of Arkansas

g. Maintain liaison committee with Arkansas Society of Professional Land Surveyors (ASPS)

h. Establish liaison committee with University of Arkansas, ASU Jonesboro, Arkansas Tech, UALR (Education Committee)

PUBLIC AFFAIRS

Strategy: Promote image and effectiveness of ACEC/A and its member firms

Goal 1: Enhance the image and promote public awareness of the value of consulting engineers and ACEC/A. (Public Relations Committee)Suggested Actions:

a. Increase contact with organizations whose members are users of engineering services.b. Conduct ACEC/A exhibits at various annual meetings, such as the Arkansas Municipal League, Arkansas Association of Counties, etc.

c. Publish the ACEC/A Directory and distribute it to appropriate individuals in government, industry, and legislators.

d. Publish the Arkansas Professional Engineer magazine for members and prospects.


Goal 2. Obtain broader media coverage of ACEC/A and related member firms’ activities and accomplishments. (Public Relations Committee)

Suggested Actions:

a. Distribute press releases on ACEC/A meetings and other activities.

b. Maintain a list of media contacts for use by ACEC/A and distribute to member firms

c. Set-up press interview and/or write press releases for trade and regional publications.


Goal 3: Conduct and promote an annual Engineering Excellence Program. (Engineering Excellence Committee)


Goal 4. Promote and safeguard the ethical standards of the engineering profession. (Professional Conduct and Ethical Standards Committee)

Suggested Actions:

a. Develop a forum for periodic discussion of ethics among the member firms.


Goal 5. Promote technical and professional education/licensure. (Professional Conduct and Ethical Standards Committee)

Suggested Actions:

a. Establish liaisons with accredited engineering schools in Arkansas.

b. Promote careers in consulting engineering through scholarships, internships, career days, and other activities.

ORGANIZATIONAL AFFAIRS

Strategy: Provide staff and organization that meets the long-term needs of the Council and its member firms.

Goal 1: Annually achieve a net membership increase. (Membership Committee)
Suggested Actions:a. Move ACEC/A meetings around the state so as to allow greater opportunity for member firm attendance and participation in ACEC/A affairs, for purposes of membership retention and recruitment.

b. Establish and maintain a current prospective member firm list. Invite prospective members to attend a meeting when it is nearby for purposes of promoting membership.

c. Through the Membership Committee, assign ACEC/A members to contact, recruit, and visit prospective members, with the help of the Executive Director.

d. Use all available dues incentive programs and membership recruitment programs. Develop additional programs to assist in recruitment.


Goal 2: Provide sufficient staff and office facilities and equipment to carry out the functions of ACEC/A. (Board)

Suggested Actions:

a. Maintain a shared Executive Director and support staff as appropriate with ASPE.

b. Establish annual budget for equipment and facilities to meet the needs of the Council

c. Establish salary, fringe benefits, and provisions for incentive pay to determine annual cost for budget purposes in association with ASPE.


Goal 3: Achieve a balanced annual budget, including any contribution to reserves fund to build and maintain reserves at a goal of 25% of the annual ACEC/A revenue budget. (Finance Committee)

Suggested Actions:

a. Adjust dues, find alternative revenue sources, or reduce expenses as necessary to achieve the stated goal.

b. Use educational programs as an additional revenue source. Price programs to encourage attendance and make a profit.

c. Recruit Associate Members to increase revenues.


Goal 4: Revise Long Range Plan annually.

Suggested Actions:

a. Review Long Range Plan at least annually and recommend changes in strategies, goals and suggested actions.

 

ACEC/A Bylaws

th

BYLAWS

of

AMERICAN COUNCIL OF ENGINEERING COMPANIES

OF ARKANSAS

(Adopted June 5, 2009)

INDEX

 

ARTICLE                TITLE PAGE

 

I        The Council                                                                                2

II       Requirements for Membership                                                      2

III      Admission and Separation                                                           4

IV      Responsibility of Membership                                                      5

V        Dues                                                                                         6

VI      Government of the Council                                                          7

VII     Duties of the Officers                                                                  8

VIII    Election of Officers                                                                     10

IX       Terms and Eligibility to Office                                                      10

X        State Index Number                                                                    11

XI       Voting Privileges                                                                        12

XII     Committees                                                                               12

XIII    Quorums                                                                                    13

XIV     Yearly Budget                                                                             14

XV      Fiscal Year                                                                                 14

XVI     Amendments                                                                              14

XVIII  Code of Ethics                                                                            15

 

 

ARTICLE I. THE COUNCIL

A.      Definition. American Council of Engineering Companies of Arkansas is a state organization of independent consulting engineers in private practice, incorporated under the laws of the State of Arkansas as a nonprofit corporation with purposes as set forth in this constitution.  Where used herein the term “Council” shall mean the American Council of Engineering Companies of Arkansas.

 

B. Abbreviations.

1.       The approved abbreviation of the name of the Council, where an abbreviation is proper, shall be ACEC/A.

2.       The approved abbreviation of the American Council of Engineering Companies, where an abbreviation is proper, shall be ACEC.

 

C. Emblem.  The design and specification of the emblem of the Council shall be as prescribed by the Board of Directors.

 

D. Seal.  The Board of Directors has prepared a suitable corporation seal.  This seal shall be in the charge of the Secretary, who shall be responsible for affixing the seal to appropriate official documents.

 

E. Engineering Company.  An engineering company is the business organization owned by one or more consulting engineers who perform one or more of the disciplines of professional engineering services for clients on a fee basis.  Consulting engineers are qualified by education, ability and experience to provide competent engineering services and must be registered as professional engineers in the state where they practice.  Consulting engineers have no commercial affiliations with manufacturers, material suppliers, contractors, or others which bias their judgment.

 

F. Land Surveyor.  A land surveyor is an independent professional who performs land surveying for clients on a fee basis.  Land surveyors are qualified by education, ability, and experience to provide competent land surveying services and must be registered in each state where they practice.  Wherever the words “consulting engineer” or “consulting engineering” appear herein it is intended that the words “land surveyor” or “land surveying” may be substituted.

 

ARTICLE II.  REQUIREMENTS FOR MEMBERSHIP

A.      The classes of membership of the Council shall be Member Firm, Associate Member Firm, Affiliate Member Firm, and Supplier Member Firm.  Each class shall have the qualifications described below.

 

.         Member Firms shall be limited to those whose proprietors, partners, or officers (hereinafter referred to as principals) furnish full-time independent consulting engineering services, and they shall:

 

1.       Maintain and have established offices within the State of Arkansas for the practice of consulting engineering, either as (i) sole proprietorships, or (ii) as partnerships, or (iii) as corporations rendering consulting engineering services, provided that their offices act for them on engineering policies and activities;

2.       have a minimum of one Arkansas resident who is principal and is a registered Professional Engineer in accordance with the laws of the State of Arkansas and has responsibility for the engineering policies and practices of the firm;

3.       have high professional repute and ethical standards;

4.       practice consulting engineering in accordance with the Code of Ethics and Standards of Professional Conduct of the Council and not be connected with any organization that does not fully support such code and standards.

5.         have at least one principal who has been in the active practice of

consulting engineering for not less than 8 years.  Of these 8 years not less than 3 years shall have been in a position of responsible charge of engineering work of a type satisfactory to the Board of Directors and not less than one year shall have been as a principal in a consulting engineering firm.

 

Associate Member Firms shall be limited to those firms who provide complementary professional services, technical services or scientific services to Member Firms but are not otherwise qualified to be a Member Firm.  Associate Member Firms shall:

1.       Provide services which are complementary to the services provided by Member Firms;

2.       maintain and have established at least one office in the State of Arkansas;

3.         be managed by at least one individual who is

licensed/certified/registered in the State of Arkansas in each field for which professional services are offered to Member Firms.

4.       have purposes which are consistent with those of the Council and which support the goals and policies of the Council.

 

Affiliate Member Firms shall be limited to those firms who provide professional services other than complementary technical or scientific services to Member Firms.  Affiliate Member Firms shall:

1.            Provide services which are used in the internal operation of Member Firms;

2.            maintain and have established at least one office in the State of Arkansas;

3.            be managed by at least one individual who is licensed/certified/registered in the State of Arkansas, if appropriate, in each field for which services are offered to Member Firms.

4.            have purposes which are consistent with those of the Council and which support the goals and policies of the Council.

 

Supplier Member Firms shall be limited to those firms who provide products to Member Firms.  Supplier Member Firms shall:

1.       Supply products which are specified but which are not supplied by Member Firms;

2.       maintain and have established at least one office in the State of Arkansas;

3.       have purposes which are consistent with those of the Council and which support the goals and policies of the Council.

 

B.      Firms of any class whose practice or business is conducted under an organizational arrangement that involves a conflict of interest for Member Firms shall not be eligible for membership.  Firms offering professional services whose business or practice is conducted under an arrangement that subordinates independent professional judgment to other considerations, shall not be eligible for membership.  Firms or corporations, wholly or partially owned by commercial, or construction contracting, manufacturing, sales, public utility, holding company, or other similar organizations which function as service organizations for the controlling company, shall not be eligible for membership as Member Firms.

 

C. Rights of Member Firms. Member Firms in good standing shall be eligible to vote on Council business and shall be eligible to furnish individuals to serve as officers, committee chairs, and committee members of the Council. The Council shall have no jurisdiction over the internal affairs of a Member Firm except in enforcement of the requirement that its bylaws and policies shall not conflict with those of the Council, except in the case of disciplinary action against a member in any class and then only as provided in Article III, C, 2.

 

D.      Rights of Other Classes of Membership.  Affiliate Member Firms, Associate Member Firms, and Supplier Member Firms shall not be eligible to vote on Council business, nor shall they be eligible to furnish individuals to serve as officers or committee chairs of the Council.  Firms in these classes shall be eligible to furnish individuals to serve as committee members of the Council.  The Council shall have no jurisdiction over the internal affairs of Member Firm except in enforcement of the requirement that its bylaws and policies shall not conflict with those of the Council, except in the case of disciplinary action against a member in any class and then only as provided in Article III, C, 2.

 

ARTICLE III.  ADMISSION AND SEPARATION

A. Firms who are qualified for any class of membership, as defined in Article II. shall only be admitted according to the following rules of policy and procedure for the Council.

B. An application for membership shall be submitted to the Membership Committee who shall investigate the eligibility of the applicant and present the application to the Board of Directors.  The Board of Directors shall review all applications received by the Membership Committee and shall pass on these applications and present them to the Council membership by written notice for vote.  This vote will be by mailed Ballot to be returned to the Council within fifteen (15) days.  A one hundred percent (100%) approval of Ballots returned within the fifteen (15) day time frame shall constitute election.  Applicants that are not elected by the mail ballot procedure shall be presented to the Council Membership by written notice and vote at the next regular membership meeting.  A sixty-six (66%) majority vote of the members present and voting shall constitute election. Ballots authorized for action by mail may be transmitted and received by US Postal Service, express mail services, facsimile, or by electronic mail from authorized representatives.

 

C. Separation from the Council of a firm of any class of membership may come about either through withdrawal or expulsion.

 

1.       Withdrawal.  A firm may withdraw from the Council upon 30 days written notice to the President of the Council.  Upon such withdrawal becoming effective, all financial responsibility of such a firm shall cease, provided, however, that the financial responsibility existing at the effective time of such withdrawal shall continue in full force and effect.

2.       Expulsion.  A firm of any class may be expelled from membership on the grounds that the firm’s conduct or policy is prejudicial to the interests of the Council.  A firm of any class also may be expelled if the firm ceases to fulfill the qualifications for membership as defined in Article II or if the firm neglects or declines to furnish such information as to the firm’s conduct or practices as may be required by the Council to determine whether or not such qualifications are met.

Expulsion shall be by a two-thirds vote of the total membership of the Board of Directors, and only after the firm has had the opportunity to be heard by a three person committee, only one of which may be a member of the Board of Directors, designated by the President of the Council.  The findings and recommendations of the committee shall be forwarded in writing to the Board of Directors, and to the firm concerned.  The action of the Board of Directors shall be final.Each member of any class waives any claim for libel or slander against the Council, the Board of Directors, or any member, officer, or employee of the Council resulting from any action in good faith, hearing or expulsion procedure under this sub-section.

 

3.       Termination.  Upon withdrawal or expulsion from the Council, a member firm shall lose all rights and interest in any funds or other assets of the Council.

 

ARTICLE IV.  RESPONSIBILITY OF MEMBERSHIP

 

A. Responsibility.  Firms of every class are bound by properly enacted rulings of the Council.

 

B. Certification.  Annually, each Member Firm shall certify its number of employees, that it continues to meet membership criteria requirements and that it intends to continue to comply with all lawful provisions of the Code of Ethics and  Standards of Professional Conduct of the Council.  Annual certification shall occur at the time of submitting information for the annual Membership Directory on forms provided by the Council.

 

ARTICLE V. DUES

A. Determination of Annual Dues and Assessments

 

1.            Annual Dues – Member Firms

a.  Annual state dues per Index Number shall be payable only by Member Firms.  The dues shall be determined only by the budget approved by the Council Membership for the coming year divided by the total Index Numbers of the Council.  The Annual state dues shall not exceed 150% of the annual national dues per Index Number.

b.    The annual dues for Member Firms may be revised by an affirmative mail vote of sixty-six percent (66%) of the total voting power of Council Member Firms. . Ballots authorized for action by mail may be transmitted and received by US Postal Service, express mail services, facsimile, or by electronic mail from authorized representatives.

c.    Dues of each Member Firm shall be determined annually by multiplying the firm’s dues, adjusted to reflect the current number of employees, times the Consumer Price Index (CPI) adjusted Dues Factor.  The CPI adjusted Dues Factor for the succeeding year shall be determined by multiplying the current Dues Factor by one plus the percentage change of the U.S. Department of Labor’s Bureau of Labor Statistics CPI for the State of Arkansas.

 

2.            Annual Dues – Other Classes of Membership

Annual dues for each of the various classes of membership other than Member Firm will be set annually by the Board of Directors. Upon determining the dues for each class of membership and for any subcategories of any or all classes that may seem appropriate to the Board of Directors, the Council will publish a schedule of dues.  This schedule will apply uniformly to all firms in any class or subcategory of any class.

 

3.            Special Assessments

a.       Special assessments shall be levied only by an affirmative mail vote of sixty-six (66%) of the total voting power of the Council Voting Member Firms. . Ballots authorized for action by mail may be transmitted and received by US Postal Service, express mail services, facsimile, or by electronic mail from authorized representatives.

 

B. Payment

 

1.       Dues of Firms of any class of membership shall be payable annually or in equal quarterly payments.  All dues shall be paid in advance of the period covered.

2.       A firm elected to membership in the Council in any one quarter shall pay dues starting with the next following quarter.

3.       Special Assessments shall be payable by the date due announced in the Notice of Special Assessment which will be sent to all firms. Such notice shall give notice of the amount per index number for Member Firms and total amount assessed for each firms.

4.       Every firm elected to membership in the Council shall be liable for the payment of all dues until membership is terminated.

 

C.      Annual Certification

 

Each member firm with its payment-in-full or first part-payment of annual dues shall certify its index number, that it continues to meet all membership criteria, and its intent to continue to comply with the professional standards established by the Council.

 

D.      Delinquency of Payment

 

1.       30 days after initial dues or assessments statement, the Treasurer shall send a reminder and a final notice after an additional 30 days.   The final notice shall contain notification of potential membership termination date and set forth provisions for appeal to the Board of Directors for a time extension.

2.       Failure on the part of any member firm to pay dues or assessments within 90 days shall be accepted as notice of withdrawal in accordance with Article III C.1 unless a prior written appeal by the member firm for a time extension is approved by the Board of Directors.

 

ARTICLE VI.  GOVERNMENT OF THE COUNCIL

A. The governing authority of the Council shall be vested in the Board of Directors.  The Board of Directors shall consist of the President, the Vice-President, the Secretary, the Treasurer, the immediate Past President, the National Director and two (2) State Directors.  Ex-officio member of the Board of Directors shall be the Executive Director who shall be without voting power.

B. Except as herein otherwise provided, the decision of the Board of Directors on all Council matters shall be final, subject only to an appeal by the Council membership.

C.      The Council membership shall be responsible for:

 

1.       directions to the National Director on predetermined matters which will be voted upon at meetings of the American Council of Engineering Companies;

2.       the election of officers and members of the Board of Directors;

3.       the adoption of a yearly budget;

4.       any amendments to the Constitution or Bylaws;

5.       any appeals of action by the Board of Directors initiated by a written petition of ten (10) or more member firms;

6.       the election of Member Firms to the Council;

7.       the revision of the annual dues structure of the Council and the levying of special assessments.

D. The Board of Directors shall be responsible for the selection and dismissal of the Executive Director.  Any remuneration for the Office of the Executive Director shall be determined by the Board.

ARTICLE VII.  DUTIES OF BOARD OF DIRECTORS

 

A. President

The President shall preside over all meetings of the Council and the Board of Directors, except in his absence the Vice-President shall preside.  The President shall also serve in the position of Alternate National Director in the absence of the National Director.  At the President’s discretion, the President may appoint an Alternate National Director to serve on the President’s behalf.

 

The President shall exercise general supervision over all business and activities of the Council.  The President shall appoint the Committee Chairmen and Committee Members and shall be an ex-officio member of all committees, but the President shall not be counted in determining the presence of a quorum for the transaction of business by any committee.  The President shall be responsible for suitable liaison with presiding officials of other organizations with which the Council shall maintain rapport.  The President shall represent the Council at appropriate ceremonies, conferences and advisory meetings held by private industry, municipal, state and federal government agencies.

 

B.      Vice-President

The Vice-President shall be the President-Elect.  The Vice-President shall be assistant to the President and in such a capacity the Vice-President shall be prepared at all times to assume supervision of Council affairs and fulfill the duties of President in the absence of the latter.  The Vice-President shall not be counted in determining the presence of a quorum for the transaction of business by any committee.

 

C.      Secretary

The Secretary shall be responsible for keeping all official records of the Council, minutes of the Board of Directors meetings, and minutes of the Council meetings.  The Secretary shall be responsible for maintaining the membership roster, mailing directory, and shall have charge of communications to all members of the Council, except as otherwise specified herein.  All publications and mailings of meeting notices, and the preparation of agenda, under the President’s direction for all meetings shall be the duty and responsibility of the Secretary.  Any of the above duties may be assigned to an employee of the Council as directed by the Board of Directors.

D.      Treasurer

The Treasurer shall have charge of all funds and financial records of the Council.  The Treasurer shall be responsible for collections of admission fees, annual dues, and special assessments from Member firms of all member classes.  The Treasurer shall pay all bills which represent an approved item in the budget and which are either the result of action taken by the Board of Directors or are approved by the Board of Directors.  The Treasurer shall be responsible for making all dues payments to the American Council of Engineering Companies.  The Treasurer shall pay all bills which are the result of action by the Council membership. Any of the above duties may be assigned to an employee of the Council as directed by the Board of Directors.

 

The Treasurer shall present financial reports including delinquencies to the Board of Directors at each regular meeting of the Board and annual report to the Council membership at least 15 days prior to the Annual Meeting.  The Treasurer shall additionally perform the duties usually assigned to a treasurer and shall handle special financial situations as directed by the Board of Directors.  The Treasurer shall be bonded in the amount prescribed by the Board of Directors.  An annual audit of the books shall be made at the discretion of the Board of Directors.

 

The Treasurer shall serve as chairman of the Finance Committee.

 

E.       State Directors

The State Directors shall guide and direct the activities of the various committees designated by the President to serve under their guidance.  They shall report on the activities of these committees to the President.

 

F.       Immediate Past President

The Immediate Past President of the Council shall serve as chairman of the Professional Conduct and Ethical Standards Committee.

 

G.      National Director

The National Director and Alternate Director shall be instructed by, and be responsible to, the Council membership.  It shall be the duty of the National Director or in the National Director’s absence, the Alternate National Director, to represent the Council at all National Board of Director meetings of the ACEC.  The National Director shall make a report of the National Board of Director meetings to the Council, and to the Board of Directors at their next meetings following the National Board meeting.  In addition, the National Director shall furnish the Secretary with a written report to be circulated to all members.

 

H.      Executive Director

The Executive Director shall maintain liaison with the officers and Board of Directors concerning the activities of this Council and the material received from the American Council of Engineering Companies in order that all of it is acted upon when appropriate.  The Executive Director may sit as ex-officio member of committees within this Council when so directed by the President or by the Board of Directors.  The Executive Director may perform such additional duties to supplement the duties of the officers as determined by the Board of Directors.    The Executive Director shall serve without voting privileges on any matter.

 

ARTICLE VIII.  ELECTION OF OFFICERS

 

A. At least 90 days prior to the Annual Meeting, the President shall appoint four members of the five member Nominating and Election committee.  The appointees shall include at least two past Officers of the Council and the two remaining appointees shall be members-at-large who are not members of the Board of Directors.  The fifth member of the Nominating and Election committee shall be the National Director, and the National Director shall serve as chairman.

 

B. The Nominating and Election shall nominate a complete slate of Officers and submit the nominees to the Council membership at least sixty (60) days prior to the Annual meeting.  The Committee shall accept nominations from the Council membership for a period of not less than 15 days thereafter.  Nominees from the Council membership shall have indicated a willingness to serve if elected and shall be endorsed by three member firms in good standing.  The Nominating and Election Committee shall prepare ballots including all nominees and a provision for write-in votes.  Ballots shall be mailed not less than thirty (30) days prior to the Annual meeting with the appropriate number of ballots to each member firm depending upon the voting privileges afforded by that firm’s index number.  The ballots shall be returned not less than ten (10) days prior to the Annual Meeting and the ballots opened and counted at that time.  Not less than seven (7) days prior to the Annual meeting, the results of the election shall be mailed to all member firms. Ballots authorized for action by mail may be transmitted and received by US Postal Service, express mail services, facsimile, or by electronic mail from authorized representatives..  In the event of a tie vote for any office, a re-vote shall be taken at the Annual Meeting.  Proxy votes which are written and signed will be permitted and voting will be in accordance with the State Index numbers as provided in Article X.

 

C. Newly elected officers shall be installed in office at the Annual meeting and shall assume their respective duties immediately upon the adjournment of the Annual meeting.

 

D. Vacancies in any elected office of the Council for whatever reason, shall be filled by a majority vote of the Board of Directors, except the Vice-President (President-Elect) shall assume the office of President and shall continue to hold the office of President-Elect.  Appointees by the Board of Directors by any vacated office shall assume the duties of the office until the annual election and installation of officers.

 

ARTICLE IX.  TERMS AND ELIGIBILITY TO OFFICE

A. No member firm shall have more than two members of the firm elected to office in any one year.

 

B. The President shall be the Vice-President from the preceding year.  The President shall serve one (1) year in each office and when elected as Vice-President, the Vice=President shall automatically become the President-Elect.  The office of the President shall therefore be limited to one (1) consecutive term.

 

C. The Vice-President (President-Elect) shall be limited to one (1) consecutive term as Vice-President and shall automatically ascend to the office of President in the succeeding year.  The Vice-President shall have previously served as an officer on the Board of Directors for a minimum of one (1) year.

 

D. The Secretary shall be elected to a one year term and shall be limited to two (2) consecutive terms.

 

E.       The Treasurer shall be elected to a one year term and shall be limited to two (2) consecutive terms.

 

F. The National Director shall be elected to a two year term and shall be limited to two (2) consecutive terms.  The National Director shall be a past president of the Council.

 

G. The State Directors shall each be elected to a one year term and shall be limited to two (2) consecutive terms.

 

ARTICLE X.  STATE INDEX NUMBER

 

A. Each Member Firm shall have a State Index Number as determined by its average annual total personnel strength for the prior calendar year, as indicated in the following schedule:

 

 

State Index

Number

1

2

3

4

5

6

7

8

9

10

 

Range number of personnel

1

2-3

4-7

8-12

13-18

19-25

26-33

34-42

43-52

53-63

 

State Index

Number

11

12

13

14

15

16

17

18

19

20

 

Range number of personnel

64-75

76-88

89-101

102-116

117-131

132-147

148-164

165-182

183-200

201-220

 

 

 

B. The State Index Number shall be based upon the total average number of all personnel including principals, engineers, designers, stenographic, clerical, surveying, and all other employees on the firm’s payroll for the last calendar year.  In the case of an Engineer-Architect Firm, and Architect-Engineer Firm, or an Engineer-Planner Firm, the prorated portion of the personnel concerned with, or in general support of the engineering function shall be counted.  Firms which also have offices in states other than Arkansas shall count those personnel who are located in an Arkansas office or who report directly to an Arkansas office.  (Member Firms who have employees engaged in work other than engineering may pay dues based upon a “National” index number and a “State” index number.  The National Index Number is determined by counting the total average annual number of principals and employees.)

 

ARTICLE XI.  VOTING PRIVILEGES

A. Each Member Firm in good standing shall have voting privileges based upon their State Index Number.  The relationship of Votes to State Index Number shall be as follows:

 

VOTES                                      STATE INDEX NUMBER

1                                                   1 to 4

2                                                   5 to 10

3                                                   11 to 80

 

B. Voting privileges as related to the member firm’s State Index Number shall apply to all main ballots on any issue, to all issues for which proxy votes are permitted, and shall apply to any vote taken of the Council in a duly called regular or special meeting of the Council membership.  Voting privileges shall be limited to principals only.

 

C. The Secretary or the Nominating and Election Committee, as appropriate, shall mail the number of ballots consistent with the number of votes allowed on all issues or items utilizing mailed ballots.

 

ARTICLE XII.  COMMITTEES

A. Standing Committees

The following committees shall be standing committees:

 

1.       Nominating and Election

2.       Finance

3.       Governmental Affairs

4.       Membership

5.       Professional Conduct and Ethical Standards

 

B. Responsibilities

 

1.       Nominating and Election

The Nominating and Election Committee under the chairmanship of the National Director shall be charged with the responsibility of selecting qualified members of the Council to submit to the general membership as a slate of Officers for the succeeding year.  The Committee shall be responsible for distributing, collecting, and counting ballots and publishing the results of ballots.

 

2.       Finance

The Finance Committee under the chairmanship of the Treasurer shall be responsible for preparing the budget for the succeeding year and submitting it to the Board of Directors prior to submission of the proposed budget to the Council membership for action at the Annual meeting.  The Committee shall also advise the Board of Directors on financial matters including securities and investments.

 

3.       Governmental Affairs

The Governmental Affairs Committee shall have the responsibility of advising the Council and coordinating the activities of the Council with regard to either pending or needed legislation and/or policy changes of governmental agencies (local, state, and federal) which affect the practice of private enterprise or the Engineering profession.

 

4.       Membership

The Membership Committee shall acquaint eligible firm with the advantages of membership in the Council and by proper means endeavor to secure their application for membership.  This Committee shall investigate the eligibility of applicants and shall submit their recommendations to the Board of Directors.

 

5.       Professional Conduct and Ethical Standards

The Professional Conduct and Ethical Standards Committee under the chairmanship of the Immediate Past President shall develop and conduct a program upholding the Arkansas State Laws and high professional standards as they apply to consulting engineers; and shall investigate all reports of violations.  This Committee shall investigate all allegations of malpractice and unethical activities, and shall recommend appropriate action to be taken by the Board of Directors.

 

C. Special Committees

The President shall appoint any special committees that the President deems necessary.

 

ARTICLE XIII. QUORUMS

A. Board of Directors

A majority of the Board of Directors shall constitute a quorum.  Passage of action on any matter by the Board of Directors shall require a majority vote of the total membership of the Board of Directors.  At the request of the President, electronic votes are permitted for special actions unless a Board Member objects.

 

B. Annual Meeting

The Annual Meeting shall require the presence of twenty percent of the Council membership including at least two members of the Board of Directors to constitute a quorum for the transaction of business.  Written and signed proxy votes will be permitted for voting on the election of officer run-offs resulting from tie votes in the regular election, proposed constitutional amendments, and proposed bylaw amendments.

 

C. Membership Meeting

Regularly scheduled or special meetings of the Council membership shall require the presence of twenty percent (20%) of the Council membership, including at least one member of the Board of Directors, to constitute a quorum for the transaction of business

D. Parliamentary Procedures

At all Board of Director, Annual and Membership meetings the procedures for conducting business of the body shall be as set forth by Roberts Rules of Order.

 

ARTICLE XIV.  YEARLY BUDGET

A. The yearly operating budget as approved by the Council membership at the annual meeting shall guide the Board of Directors in financial matters and shall not be exceeded without a majority vote of the Council membership at a Council membership meeting for which due written notice was provided to all member firms.

 

B. The proposed yearly budget as approved by the Board of Directors shall be mailed to all member firms not less than fifteen (15) days prior to the annual meeting.

 

C. The budget as presented or as amended shall be approved at the annual meeting.  Passage of the budget will be by a sixty-six percent (66%) affirmative vote of the total of members present.  Proxy votes will not be permitted.

 

D. The yearly operating budget shall include a reserve fund.  Annual contributions to the reserve fund shall be determined by the Board of Directors during the budgeting process.  Use of the reserve fund will require the majority vote of the Board of Directors.

 

ARTICLE XV.  FISCAL YEAR

A. The fiscal year of the Council shall be from July 1 to June 30.

 

ARTICLE XVI.  AMENDMENTS

A. Proposed amendments to the Constitution or Bylaws of the Council shall be reviewed by the Board of Directors and their recommendations shall be transmitted to the Council membership along with the proposed amendments a minimum of thirty (30) days prior to the Annual meeting.  The Secretary shall mail the appropriate number of proxy ballots based upon the State Index Number to each members firm.  Voting on proposed amendments shall only be permitted at the Annual Meeting.  Votes cast may be by members present or by written and signed proxy.

 

 

ARTICLE XVIII.  CODE OF ETHICS

 

A. With high regard for the engineering profession and recognizing in the Code of Ethics a set of dynamic principles to guide services to mankind, and with full knowledge of the responsibility of consulting engineers to safeguard health, safety, and public welfare, a member of the American Council of Engineering Companies of Arkansas…

 

1.       Brings credit, honor and dignity to the engineering profession in his dealings with clients, other engineers, and the public.

 

2.       Acts for his clients as a faithful agent or trustee and accepts remuneration only in accordance with his stated charges for services rendered.

 

3.       Exchanges non-confidential engineering information with other engineers, students and the engineering press, encourages the public knowledge of engineering, and assures proper credit for engineering work done.

 

4.       Upholds the principle of appropriate and adequate compensation for consulting engineers and those in their employ.

 

5.       Upholds the professional reputation of other consulting engineers and respects their engineer-client agreements.

 

6.       Solicits engineering work assignments according to high professional standards, without advertising in a self-laudatory manner, offering commissions, or using undue influence.

 

7.       Upholds and promotes the principle of selection of consulting engineers for assignments on the basis of qualifications, including training, skill, experience, personnel, work loads, and availability.

 

8.       Associates as a consulting engineer only with engineers and other professionals who conform to ethical practices.

 

9.       Reviews the work of another consulting engineer only after proper prior notification of the other consulting engineer.