Duties
of the Council
The Council shall manage the
property and affairs of The Institution in accordance with the provisions of
the Constitution and the Bylaws. It shall direct investment and care of the
funds of The Institution; purchase any property movable or immovable and to
take, accept and hold such property which may become vested in it by virtue of
such purchase, or by any exchange, grant, donation, lease, testamentary
disposition or otherwise; sell, mortgage, lease, exchange or otherwise dispose
of any such property; make appropriations for specific purposes; act upon applications
for membership or transfer; take measures to advance the objects and interests
of The Institution.
If an Officer of The
Institution is not able, or neglects to perform his duties, the Council shall
have the power to declare the office vacant. An Officer, whose office has been
so declared vacant, shall not thereafter be eligible to hold any office in The
Institution for at least two (2) sessions. Neglect to perform his duties will
include absence without reasonable cause, at three (3) consecutive meetings of
the Council, Executive Committee of the Council or Standing Committees as
applicable.
The Council shall be
responsible for the proper conduct of all elections and for this purpose shall make
regulations as are necessary.
The fiscal year of The
Institution shall be from January 1st to December 31st. An annual budget of
estimated incomes and expenditures shall be adopted by the Council at its first
meeting after January 1st of each year.
The Council shall table an
Annual Report at the Annual General Meeting. The Annual Report shall include
the reports of the Honorary Secretary for the preceding session and of the
Honorary Treasurer for the preceding fiscal year, and such other information as
may be deemed by the Council to be appropriate.
Duties
of the President
The President, as the Chief
Executive Officer of The Institution, shall have general supervision over the
affairs of The Institution. He shall preside at the Annual General Meeting and
Special General Meetings of The Institution, meetings of the Council and of the
Executive Committee. He shall be an ex-officio member of all Standing
Committees of The Institution.
Duties
of the Deputy President
The Deputy President shall act
for the President in his absence. He shall succeed the President in the event
of the latter’s office falling vacant.
Duties of the Honorary Secretary
Under the direction of the
President, the Honorary Secretary shall be responsible for carrying out the decisions
of the Council of The Institution. He shall serve as the Secretary of the
Council. He shall attend the Annual General Meeting and Special General
Meetings of The Institution and meetings of the Council and Executive Committee
and cause to be prepared agenda therefor, and record the proceedings thereat.
He shall prepare the Annual
Report of The Institution on activities of the Institution in consultation with
the different Standing Committees, and circulate it to all members of The
Institution.
He shall supervise the work of
all employees of The Institution and shall ensure that all records of The
Institution including the Register are updated and maintained.
In the absence of the Honorary
Secretary, the Executive Committee shall appoint an Acting Honorary Secretary
from among current serving Council members to perform the duties of the
Honorary Secretary.
Duties
of the Honorary Treasurer
Under the direction of the
President and Deputy President, the Honorary Treasurer shall be responsible for
all financial affairs of The Institution. He shall ensure that all monies due
to The Institution are duly collected and that appropriate bank accounts are
properly maintained.
He shall have charge of the
books of account of The Institution and shall exercise all customary managerial
functions with regard to the financial transactions of The Institution. He shall
also prepare a Statement of Account and Financial Report at the end of the
session for the period from 1st January to the date of the Annual General
Meeting.
He shall, in conjunction with
the Honorary Secretary, or Deputy President or the President sign all cheques
drawn on the General and Trust funds of The Institution, and all documents
relating to transactions of securities. In his absence, or his inability to
sign, the Executive Committee may delegate this power to a member of the Council.
On the recommendation of the
Standing Committee on Finance or that of the Trustees of The Institution, the Honorary
Treasurer shall invest on Securities, funds not needed for current
disbursements; purchase any property, movable or immovable, sell, mortgage,
lease, and exchange or otherwise dispose of any such property.
He shall present annually to
the Council a Balance Sheet of The Institution’s account, as of 31st December,
and shall furnish from time to time such other financial statements as may be
required of him. Such financial statement of account as of 31st December shall
be circulated to all members before the Annual General Meeting.
The Honorary Treasurer shall
formulate for the approval of the Council, regulations governing procedure in
connection with all financial matters for which the Committees are held responsible
under these Bylaws, including inter alia the compilation of a record of the
subscriptions and fees payable, of accounts, and the preparation of periodical
returns and annual audited statements.
In the absence of the Honorary
Treasurer, the Executive Committee shall appoint an Acting Honorary Treasurer
to perform the duties of the Honorary Treasurer.
The
Executive Committee
The Executive Committee,
authorised under Article 6.10 of the Constitution shall comprise the President,
the Deputy President, the seven (7) Vice Presidents, the Hon. Secretary, the
Hon. Treasurer and not more than eight (8) other Members of the Council.
The Executive Committee shall
have immediate supervision of all affairs of The Institution and shall advise
the Council on all matters.
Where in any session, the
Budget for that session has not been approved by the Council, the Executive
Committee shall have that power to authorise payments of a routine nature.
Between meetings of the
Council, the Executive Committee shall exercise the full powers of the Council
in matters which in the judgement of the Executive Committee must be acted upon
before the next regular meeting of the Council subject to the provisions of
Article 6.10 of the Constitution and all actions taken by the Executive
Committee shall be in accordance with the general policies of the Council and
shall be reported to Council at its next meeting.
At any meeting of the
Executive Committee not less than half (½) of the members shall constitute a
quorum.
Standing
Committee and other Committees
The Council
shall at the
first meeting of
the session appoint
the Executive Committee and the Standing Committees on :
Finance
Admissions and Practical Training
Examinations and Qualifications
Professional Practice
Information and Publications
Activities
Welfare and Service Matters
Corporate Affairs
The Council may at any time
appoint such other Committees as it deems necessary or fill any vacancy that
may arise therein in accordance with the Bylaws. A casual vacancy in any
Standing Committees or other Committees of the Council shal1 be filled by a new
Council member for the un-expired portion of the term of office of the person
whom he replaces.
Each Committee shall perform
its duties in accordance with its terms of reference and the policy of the
Council and may appoint SubCommittee(s) at its discretion. It shall keep an
adequate record of its proceedings and shall normally report thereon at each
meeting of the Council.
The President and Honorary
Secretary shall be ex-officio members of all Committees subject to the
provisions in the Constitution and Bylaws. The Executive Committee of the Council
shall appoint the Chairman and Vice Chairman of each Standing Committee from
the Members of the Executive Committee. Every member of the Standing Committees
or other Committees of Council except Ad Hoc Committees shall hold office until
his successor has been appointed.
At the
first meeting of
the Standing Committee,
the Chairman shall appoint a member to serve as the Secretary
of the Committee. The Vice Chairman shall chair meetings of the Standing
Committee in the absence of the Chairman.
At meetings of any Committee,
one- third (⅓) of its number but in any case not less than three (3) shall
constitute a quorum. In the absence of the Chairman or Vice-Chairman where
applicable, a member of the Committee shall be elected amongst those present to
chair the meeting.
The
Standing Committee on Finance
The Standing Committee on Finance
shall comprise the Deputy President as Chairman, the Honorary Treasurer, who
shall be the Secretary; not less than two (2) members from the outgoing
Standing Committee on Finance
and not less
than five (5) members from
the Council of the current session.
The principal duties of the
Standing Committee on Finance shall be:
to keep the financial position of The
Institution under continual review and to report thereon to the Executive
Committee and the Council as necessary from time to time.
to make recommendations as and when necessary
for the approval of the Council relating to the subscription and other fees.
to take responsibility for the sound investment
of The Institution’s liquid assets;
to prepare the annual budget and submit it to
the Council;
to keep a record of the movable and immovable
assets of The Institution which shall show their value and to adjust this value
from time to time to allow for depreciation;
to arrange for all necessary and desirable
insurance to cover both staff and assets and to ensure that such insurances are
renewed at the appropriate times;
to examine the monthly statements of receipts
and payments and submit them in writing to the Executive Committee together
with recommendations thereon;
to make recommendations as and when necessary
for the approval of the Executive Committee, the procedure to be followed in
conducting the financial affairs of The Institution;
to review the Auditor’s Report and Statements
of Accounts and make recommendations thereon to the Council.
The
Standing Committee on Admissions and Practical Training
The Standing Committee on
Admissions and Practical Training shall comprise a Vice President, who shall be
the Chairman, and not less than six (6) other members including the Vice
Chairman, who shall normally be
appointed for a
term of three
(3) sessions, with
one-third (⅓) of them retiring at the end of each session.
A member of the Standing Committee shall be appointed by the Chairman to serve
as the Secretary of the Committee.
The principal duties of the
Standing Committee on Admissions and Practical Training shall be to consider
the suitability of candidates for admission, election or transfer to the grades
of Fellow, Senior Member, Member, Companion, Graduate Member, Incorporated Member,
Affiliate Member, Associate Member or Student Member and make recommendations
thereon to the Council and to monitor the practical training from time to time.
The
Standing Committee on Examinations and Qualifications
The Standing Committee on Examinations
and Qualifications shall comprise a Vice President, who shall be the Chairman,
and not less than six (6) other members including the Vice Chairman, who shall
normally be appointed for
a term of
three (3) sessions,
with one-third (⅓) of
them retiring at the end of each session. A member of the Standing Committee
shall be appointed by the Chairman to serve as the Secretary of the Committee.
The principal duties of the
Standing Committee on Examinations and Qualifications shall be to arrange for
the conduct of all examinations of
The Institution and to assess
qualifications or institutions of learning of applicants as may be required
from time to time.
The
Standing Committee on Professional Practice
The Standing Committee on
Professional Practice shall comprise a Vice President, who shall be the
Chairman, and not less than six (6) other members including the Vice Chairman,
who shall normally be appointed for a term of three (3) sessions, with one-third
(⅓) of them retiring at the end of each session. A member of the Standing
Committee shall be appointed by the Chairman to serve as Secretary of the
Committee.
The principal duties of the
Standing Committee on Professional Practice shall be:
To review, co-ordinate and formulate policies
on all aspects of professional practice among members of The Institution including
the conduct, ethics, discipline and good technical practice.
To liase with other Professional Bodies, Public
and Statutory Authorities in respect of professional practice only.
To examine and report to the Executive
Committee on any complaint made against a member of The Institution.
The
Standing Committee on Information and Publications
The Standing Committee on Information
and Publications shall comprise a Vice President, who shall be the Chairman,
and not less than six (6) other members including the Vice Chairman, who shall
normally be appointed for
a term of
three (3) sessions,
with one-third (⅓) of
them retiring at the end of each session. A member of the Standing Committee
shall be appointed by the Chairman to serve as the Secretary of the Committee.
The principal duties of the
Standing Committee on Information and Publications shall be:
to take responsibility for the regular publication
of The Institution Journal, monthly Bulletin and other publications, and
to supervise the efficient operation of The Institution Library including the acquisition, accession and disposal of publications.
To take responsibility for the maintaining,
monitoring and to oversee the IEM Web-portal, Website and Web-pages and to monitor
all online submissions solely for publications.
The
Standing Committee on Activities
The Standing Committee on
Activities shall comprise a Vice President, who shall be the Chairman, and not
less than six (6) other members including the Vice Chairman, who shall normally
be appointed for a term of three (3) sessions, with one-third (⅓) of them
retiring at the end of each session. A member of the Standing Committee shall
be appointed by the Chairman to serve as the Secretary of the Committee.
The principal duties of the
Standing Committee on Activities shall be to organise all socials, visits, talks
and other activities for the furtherance of the aims and objects of The Institution.
The Committee shall also be responsible for co-ordinating the activities of
Technical Divisions, Special Interest Groups and Sections of The Institution.
The
Standing Committee on Welfare and Service Matters
The Standing Committee on Welfare
and Service Matters shall comprise a Vice President, who shall be the Chairman
and not less than six (6) other members including the Vice Chairman, who shall
normally be appointed for
a term of
three (3) sessions,
with one-third (⅓) of
them retiring at the end of each session. A member of the Standing Committee
shall be appointed by the Chairman to serve as Secretary of the Committee.
The principal duties of the
Standing Committee on Welfare and Service Matters shall be to look into welfare
and service matters for the betterment of those in the engineering profession
and their dependents.
For this purpose, the
Committee may, from time to time, carry out such survey as necessary to access
the remuneration and working condition of engineers in order to propose
measures for improvement.
The
Standing Committee on Corporate Affairs
The Standing Committee on Corporate
Affairs shall comprise a Vice President, who shall be the Chairman and not less
than six (6) other members including the Vice Chairman, who shall normally be
appointed for a term of three (3) sessions, with one-third (⅓) of them retiring
at the end of each session. A member of the Standing Committee shall be
appointed by the Chairman to serve as the Secretary of the Committee.
The principal duties of the
Standing Committee on Corporate Affairs shall be:
to forge ties with other professional bodies
locally and overseas;
to look into the representation of The
Institution in public and statutory authorities and other relevant
organisations;
to foster closer rapport with them in order to
enhance the public image and status of The Institution.
Other
Committees of Council
The Council may appoint from
time to time, other Committees of Council or Ad Hoc Committees chosen from
amongst members of the Council and where special circumstances prevail, from
amongst other members of The Institution. The appointment of the aforesaid Committee
members shall be for such period and with such terms of reference as may be
determined by the Council.