By-Laws and Policies of Structural Engineers of New Hampshire, Inc.
Adopted: January 26, 1995 Amended: May 12, 1998 Amended: May 16, 2000 Amended: May 29, 2008
Note: Revisions to the Bylaws amended on May 12, 1998 are marked by a single vertical line in the right margin. Revisions to the Bylaws amended on May 16, 2000 are marked by a double vertical line in the right margin. Revisions to the Bylaws amended on May 29, 2008 are marked by a single vertical line in the left margin.
LOCATION AND GENERAL INFORMATION
SECTION 1: The principal office of the Corporation shall be located at the office of the Secretary of the Board of Directors.
SECTION 2: The Corporation shall have and will continuously maintain in the State of New Hampshire a registered office and a registered agent whose office is identical with such registered office.
SECTION 1: Members: Individuals who are licensed in the State of New Hampshire as professional engineers and practice structural engineering shall, upon application and approval, be admitted as Members of the Structural Engineers of New Hampshire.
a) Member applications shall be reviewed by the Board of Directors of the Corporation. A majority vote by the Board in favor of each applicant shall be required for admission.
b) Members have full voting privileges.
SECTION 2: Associate Members: Individuals who are not otherwise eligible for membership and share an interest in the activities of structural engineers and this Corporation shall, upon application and approval, become participants in the communications and activities of this Corporation.
a) Associate Member applications shall be reviewed by the Board of Directors of the Corporation. A majority vote by the Board in favor of each applicant shall be required for admission.
b) Associate members shall neither have voting privileges nor be eligible for election as an Officer or Director.
SECTION 3: Student Members: Individuals who are enrolled full-time in an accredited two-year or four-year engineering or technical program at a school located within New Hampshire or attending a school outside New Hampshire with permanent residence in New Hampshire.
a) Student Member applications shall be reviewed by the Board of Directors of the Corporation. A majority vote by the Board in favor of each applicant shall be required for admission.
b) Student members shall neither have voting privileges nor be eligible for election as an Officer or Director.
SECTION 4: Retired Members: Individuals, Members or Associate Members who have retired from practicing or working in the Engineering or technical field, and share an interest in the activities of structural engineers and this Corporation may, upon application and approval, become participants in the communications and activities of this Corporation.
a) Retired Member applications shall be reviewed by the Board of Directors of the Corporation. A majority vote by the Board in favor of each applicant shall be required for admission or change of membership status.
b) Retired members shall neither have voting privileges nor be eligible for election as an Officer or Director.
REMOVAL AND SUSPENSION
SECTION 1: Removal of Members: Members no longer meeting the requirements of Article II, Section 1 shall be removed from membership. The removed member may apply for Associate Member status.
SECTION 2: Members, Associate Members, Student Members, and Retired Members are subject to suspension or removal for activity blatantly and knowingly contrary to the purpose of this Corporation by the petition of at least five Members. The Board of Directors shall consider such petitions, and if the circumstances appear to warrant, notify the individual concerned, and offer the individual the opportunity to defend himself or herself against the claim at a subsequent Board Meeting. After such a hearing, or the rejection of the offer of the hearing, the Board shall vote on the matter. A majority vote of the Board is necessary for the suspension or removal of a Member, Associate Member, Student Member or Retired Member.
SECTION 3: Members, Associate Members, Student Members or Retired Members removed from membership shall not again be entitled to membership unless the Board of Directors, by a majority vote, decides that circumstances favor such consideration.
SECTION 4: A Member, Associate Member, Student Member or Retired Member may resign his or her membership in this Corporation by written communication to the Board of Directors.
SECTION 5: Neglect or dereliction in the performance of the duties of an Officer or Director, may be grounds for removal from the Board. A hearing on removal of an Officer or Director shall be held if a petition for removal is presented with the signatures of three Board members or ten members in good standing. The hearing shall be held at a membership meeting within 90 days of receipt of the petition; the decision on removal will be by a majority vote of those present at the meeting. A notice of a hearing on removal of a Board member shall be sent to the membership at least 30 days in advance of the meeting.
DUES AND FINANCIAL ACCOUNTING
SECTION 1: Application fees for Members, Associate Members, Student Member, Retired Member and categories subsequently created by this Corporation, will be established by the Board of Directors of this Corporation.
SECTION 2: The annual dues for this Corporation shall be set by the Board of Directors for all categories of membership, and shall be paid in advance by all members in accordance with a schedule approved by the Board.
SECTION 3: Any member whose Corporation dues are more than two months in arrears shall be suspended and thereby shall forfeit all privileges of membership. However, the Board of Directors at its discretion, may extend the time of payment and privileges.
SECTION 4: The Board of Directors, at its discretion, may remit or waive part or all of the dues of any member.
SECTION 5: Any additional moneys required to carry on the activities of this Corporation shall be raised through assessments. Any assessments levied by the Board of Directors shall be referred to the Members by a letter ballot or electronic ballot. If two-thirds of those voting vote favorably, provided at least 50% of the Members vote, the assessment shall be declared carried.
SECTION 6: The fiscal year shall begin on January 1, and end on December 31.
SECTION 7: The Treasurer of the Corporation shall submit a budget for the following year to the Board of Directors on or before December 15 each year and the budget, as approved by the Board, shall be published and transmitted to the membership by January 31.
SECTION 8: A treasurer’s report for the prior fiscal year corresponding in form to the approved budget shall be published and transmitted to the membership before March 1.
BOARD OF DIRECTORS
SECTION 1: The powers of the Corporation shall be exercised, its property controlled, and its affairs conducted by the Board of Directors, except as limited by these bylaws.
SECTION 2: The Board of Directors of this Corporation shall consist of five persons, all of whom shall be Members as described in Article II, Section 1.
SECTION 3: The term of office for Directors shall be two years; provided that for the first election two Directors shall be elected for terms of one year, two Directors shall be elected for terms of two years, and one Director shall be elected for a term of three years. No Director shall be elected to serve for more than three consecutive terms.
SECTION 4: The election of Directors shall be as set forth in Article VII. In the absence of elections, each Director shall continue until a successor is duly elected.
SECTION 5: Terms of office shall commence on June 1, except in the case of appointments to unexpired terms as hereinafter provided.
SECTION 6: A vacancy in any Officer or Director position caused by death, disability, removal or resignation shall be filled by the Board of Directors, and the person so appointed shall hold office for the remainder of the unexpired term.
POWERS AND DUTIES OF OFFICERS AND BOARD OF DIRECTORS
SECTION 1: The officers of this Corporation shall be selected by the Board of Directors from the members within their group. The officers shall be a President, a Vice President, a Secretary, and a Treasurer. Officers shall be selected by August 1.
SECTION 2: The Powers and Duties of the President:
(a) The President shall be the chief governing officer and shall be the Chairperson at all meetings of the Corporation and of the Board of Directors.
(b) The President shall serve as spokesperson for the Corporation and the Board of Directors.
SECTION 3: The Powers and Duties of the Vice President:
(a) The Vice President shall fulfill the duties of the Chairperson in absence of the President.
(b) In the event that the office of President is vacated, as hereinbefore provided, the Vice President shall fulfill the duties of the President, and appoint another Director to fulfill the duties of Vice President, both for the remainder of the term.
SECTION 4: The Powers and Duties of the Secretary:
(a) The Secretary shall keep an accurate record of all meetings of the Corporation and the Board of Directors. A copy of such minutes shall be preserved in the Corporation’s offices.
(b) The Secretary shall preserve the Articles of Agreement, the Bylaws, membership lists and all other Corporation records and have charge of communications to members.
SECTION 5: The Powers and Duties of the Treasurer:
(a) The Treasurer shall be custodian of all funds and financial records of the Corporation. The Treasurer may make disbursements, and shall be accountable to the Board of Directors.
(b) The Treasurer shall prepare budgets and financial reports as specified in Article IV.
SECTION 6: The Powers and Duties of the Board of Directors
(a) The Board of Directors shall appoint all committees and committee members. Each committee shall have a Director as a liaison.
(b) The Board shall prepare and maintain an appropriate form for Member, Associate Member, Student Member and Retired Member membership applications and any other membership categories subsequently created by this Corporation.
(c) The Board may appoint delegates, liaisons, or representatives as needed to fulfill the objectives of the Corporation.
(d) The Board may appoint special committees as needed.
(e) Committees, delegates, liaisons, and representatives shall report to the Board and shall not represent the Corporation except as specifically permitted by the Board.
(f) The Board has the right to dissolve any special committee and to remove appointed delegates, liaisons, representatives, or committee members that the Board deems are not acting in the best interest of the Corporation.
NOMINATIONS AND ELECTION OF DIRECTORS
SECTION 1: The Board of Directors shall appoint a Nomination Committee who shall select a nominee for each expiring position of Director, and submit nominations to the Board for approval. The Board shall publish their nominations to the membership by March 15. Additional nominations may be submitted in writing, signed by representatives of no fewer than three Members, on or before March 31.
SECTION 2: The nominees shall be submitted to all members for consideration, on or before April 15. Voting shall be by a hand vote at the annual meeting.
SECTION 3: The Director vacancies shall be filled by those attaining the highest number of votes. Ties for the last vacant position shall be immediately decided by a hand vote of the Board of Directors to select one of the candidates for whom the vote is a tie.
SECTION 4: In the event a candidate receiving a majority of the votes is unable to take office, the Board of Directors shall appoint, within thirty days, one or more Members to fill the vacancy. The appointment to fill such vacancy shall be for the remainder of the unexpired term.
SECTION 1: Eligible voters must have all dues and assessments, if any, paid.
SECTION 2: Each Member in good standing shall have one vote.
SECTION 3: A majority vote shall be sufficient to take any action except as otherwise provided.
SECTION 1: Regular meetings shall be held at times and places hereafter determined by the President, with the approval of the Board of Directors. Special meetings may be held either at the call of the President, or of three other members of the Board of Directors.
SECTION 2: An Annual Meeting shall be held in May of each year. Notice shall be given at least thirty days in advance.
SECTION 3: Quorums:
(a) Representation by twenty percent of the Members in good standing shall constitute a quorum at any meeting of this Corporation.
(b) Three-fifths of the Members of the Board of Directors shall constitute a quorum of the Board.
(c) A majority shall constitute a quorum of all committees.
SECTION 1: The Standing Committees of this Corporation shall be:
(a) Professional Development
SECTION 2: Responsibilities and Activities of Standing Committees:
(a) The Professional Development Committee shall be responsible for educational activities directed toward advancing the technical and business practice knowledge of structural engineers. The committee shall monitor research and development in these fields, and organize at least one Corporation meeting each year, focused on a technical subject or a business practice of interest and importance to the membership.
(b) The Nominating Committee shall be responsible for finding and soliciting Members who, following approval by the board, shall be put before the membership for election to the position of Director.
SECTION 1: These bylaws may be repealed or amended by a two-thirds majority of votes cast.
SECTION 2: Bylaws changes may be initiated by a petition signed by at least three Members, or by the Board of Directors.
SECTION 3: Proposed bylaws changes, in writing, shall be sent to all Members at least thirty days before voting takes place.
SECTION 4: Voting bylaws changes and amendments thereto shall be by a hand vote at the annual meeting. A quorum of the Members is required to conduct a vote for amending or repealing these bylaws.
The undersigned, being officers of Structural Engineers of New Hampshire during the 2008 annual meeting, do hereby certify that these bylaws are a true record of the bylaws as amended by two-thirds vote of the members present at the annual meeting held on May 29, 2008 for the purpose of amending the bylaws.
Linda McNair Perry, P.E., President 11/18/08
Robert S. Busby, P.E., Secretary 11/18/08
POLICIES OF THE STRUCTURAL ENGINEERS OF NEW HAMPSHIRE
Amended November 17, 2011
1. General Membership Meetings
a. There will be a minimum of five General membership meetings annually..
i. Traditionally, these meetings are held in September, November, January, March, and May.
ii. The January meeting has traditionally been on a bridge subject and one meeting is to be dedicated to a “business practice” topic.
b. “No show” members who have made dinner reservations for the General Membership Meetings shall not receive a refund when unable to attend.
c. Membership meetings shall generally include engineering content adequate for 2 PDH credits.
2. Member Dues
a. The annual membership fee is due on January 1st for the January through December of the fiscal year. If dues are not received by the January 31st, a reminder will be sent by the SENH administrative assistant to the unpaid members. The administrative assistant will send a list of the unpaid members to the board of directors by February 28th. The board of directors may choose to extend the membership of the unpaid members for a specified length of time.
b. The first year membership fee for the Students who choose to become members shall be waived.
c. First year membership fee of the SENH scholarship winners will be paid by SENH.
d. The dues for the new members joining after the September meeting shall carry through the next year.
3. Board of Director’s Meeting
a. There shall be at least six Board meetings annually. The president may choose to hold more.
b. Traditionally, five board meetings are held immediately before the membership general meetings.
c. The President shall determine the time and place for the regular meetings of the board of Directors.
4. Cost of Speakers
a. Speaker expense reimbursement shall be considered individually by the Board of Directors (BOD). The Professional Development Committee (PDC) chair shall submit a program cost including any speaker travel expense, honorarium, speaker gift, and their recommendations to the BOD for review and approval prior to committing to the guest speaker or the meeting/seminar. Honorariums should not be promised to the speakers and will be decided upon individually by the BOD after reviewing the net income from the completed program. Speaker costs should be kept to a minimum as must as feasibly possible.
b. The dinner meeting cost for all speakers at the general membership meetings, and seminars including speakers who are SENH members, shall be paid for by SENH.
c. Student attendees shall pay no more than one-half the regular price of a dinner meeting. SENH shall pay the remaining cost. In addition, student member meals may be covered in full at the discretion of the BOD for the annual program held at UNH.
d. Invitation to dinner before or after a program may be appropriate for the guest speaker. PDC should submit the request to the BOD for approval prior to the program.
e. A speaker gift may be appropriate in lieu of an honorarium. The PDC should submit the gift expense request to the BOD for approval prior to the program.
5. Political Activities
a. SENH activities will not be used to further the candidacy of an individual for public office, or for campaigning for a political party or group.
b. If the occasion warrants and the Board of Directors approves, political candidates or parties may attend SENH sponsored activities.
c. If the occasion warrants and the board of directors approve, SENH may write or appear in person to testify for or against a bill affecting the structural engineering community.
6. Nomination Committee
a. The nomination committee generally consists of the current president, immediate past president, and one past president.
b. The committee is appointed by the current president no later than January first. The chairman of the nomination committee will report the committee’s recommendations to the board as soon as possible but no later than the February board meeting.
7. Professional Development Committee (PDC)
a. Chairman of the Professional Development committee is authorized to sign the agreement with the organizers for the general membership monthly meeting events provided the event is approved by the board.
b. Generally, at the first meeting of the new board of directors, the chairman of this committee reports on their plans for the coming year.
c. The chairman of the committee will submit cost of speakers to the board for approval (see also additional policies under item Cost of Speaker).
8. National Council of Structural Engineers Associations (NCSEA)
a. SENH Board of directors will appoint one SENH member to act as the delegate and one as the alternate delegate to represent SENH.
b. The term of each delegate will be for two years and shall be staggered by one year.
c. The member must be in good standing.
d. If approved by the Board of Directors, the cost for attending the annual NCSEA event for one or both delegate will be paid for by SENH and will be accounted for by the board as an item in the annual budget.
e. As there is a value in having the delegates serve multiple terms, when possible and reasonable, the same delegate and alternate delegate will be appointed again for the next term.
f. The delegates should submit estimates for their cost to the board for review and approval.
g. The delegate should provide a written report on the event, to the Board if Directors and provide a verbal summary at a regularly scheduled membership meeting.
9. Structural Engineering Institute (SEI)
a. The SENH Board of directors will appoint one SENH member to act as the delegate to represent SENH.
b. The term will be for two years.
c. The member must be in good standing.
d. The cost of the attending the annual NCSEA event above and beyond the portion covered by SEI will be covered by SENH and will be accounted for by the board as an item in the annual budget.
e. As there is a value in having the delegate serve multiple terms, when possible and reasonable, the same delegate will be appointed again for the next term.
f. The delegate should submit estimates for their cost to the board for review.
g. The delegate should provide a written report on the event.
10. Northeast Coalition of Structural Engineers Associations (NECSEA)
a. The Vice president of SENH is the delegate to this organization.
b. Vice president will update the board periodically.
a. The recipients of the SENH scholarships are recommended by the Professional Relation Committee and approved by the Board of Directors.
b. SENH invites and pays for the cost of the dinner at the Engineers’ Week event.
c. The PR committee coordinates with NHPE for a time slot at the Engineers’ Week event to recognize the winners.
12. Seminar Hand out
a. As part of the cost of a seminar, when a seminar includes a hand out, SENH will provide one copy to each attendee who has paid the seminar cost in full.
b. Attendees, who are paid in full but cannot attend the seminar, are entitled to their copy upon request if the request is made within one month after the date of the seminar.
c. No seminar copies will be provided to those who have not paid for the seminar.
13. New Hampshire Joint Engineering Societies
a. SENH is a partnering society in the collaboration of New Hampshire Joint Engineering Societies (NHJES). The goal of the NHJES is to provide education, leadership and support for the profession of Engineering across all disciplines of practice. The NHJES generally holds a planning meeting once a month.
b. The SENH Board of directors will choose a board member or an SENH member in good standing to act as a delegate to the NHJES. The delegate shall have the authority to vote at NHJES meetings on behalf of SENH on all matters with the exception of signing agreements and the expenditure of SENH funds. All NHJES agreements that require an authorized signatory of SENH or any action that requires the expenditure of SENH funds will be presented to the SENH Board of directors for review and approval.
c. The SENH delegate shall provide a monthly report to the board of directors updating them on the activities of the NHJES.
14. SENH Membership Information
a. SENH membership rosters are updated annually and posted online.
b. Roster information shall be derived from new or annual renewal application statements.
c. The mailing list (email and postal addresses) of members of the Association is primarily for informing the membership of meetings and other Association business.
d. When possible, announcement from outside organizations shall be channeled through the SENH Administrative Assistant to have avoid having to release the membership addresses to another entity unnecessarily.
a. General. Advertising and/or sponsorship by non-profit and for-profit organizations may be allowed at the discretion of the SENH Board of Directors subject to the following general guidelines. The cost of advertising and/or sponsorship shall be reviewed and adjusted as necessary on an annual basis. These guidelines may be waived by the Board of Directors should it be deemed to be in the best interest of the membership. The SENH Board of Directors reserves the right to limit the type of advertising accepted for use.
b. Corporate Advertising. SENH accepts corporate advertisement for posting on its website and for inclusion in five (5) newsletters delivered electronically to its members. The postings will include a hyperlink to the firms website if desired.
a. Advertisement Format – All advertisements shall be in the form a 1.3” x 2.3” business card and shall be submitted electronically in a .jpg or .pdf format.
b. Fee – An annual fee of $100 is required for structural engineering related firms who employ at least one (1) Member or Associate Member of SENH. An annual fee of $150 is required for structural engineering related firms who do not employ a Member or Associate Member of SENH. An annual fee of $300 is required for non-structural engineering related advertisements. Advertisement Fees are for the Period of January 1st to December 31st. Advertisements received outside of the annual renewal cycle will be assessed a fee of $10/month.
c. For purposes of SENH advertisements structural engineering related firms shall include the following:
i. Structural Engineering Design Companies
ii. Architectural / HVAC Design Companies
iii. Survey Companies
iv. Geotechnical Engineering Companies
v. Manufacturers whose products are utilized in building or bridge construction
vi. Architectural Historians / Archaeologists
vii. Companies providing professional services to structural engineering companies (Accountants, Lawyers, etc.)
viii. Software companies providing structural analysis, CADD, estimating or scheduling software
ix. Other companies approved at the discretion of the SENH Board of Directors
c. Website Announcements
a. Non-Profit – Meeting, Training and Seminar announcements may be posted on the SENH website at no charge to the organization.
b. For-Profit – Meeting, Training and Seminar announcements that may be of interest to the membership may be posted on the SENH website for a period of thirty days at a cost of $50 per announcement. Advertisements for products or services will not be accepted.
c. Employment Notices – Employment notices for structural engineering related positions may be posted on the SENH for $25/month for a maximum of four months.
d. Meeting Sponsorship – Corporate sponsorship of SENH membership meetings may be allowed.
a. Social Hour Sponsorship. Sponsors will be allowed use of a table during social hour at a single meeting for display of product or service information. The cost of this sponsorship will be $100 per meeting.
b. Meeting Sponsorship. Sponsors will be allowed use of a table during social hour at a single meeting for display of product or service information. In addition, the sponsor will be allowed a brief (10 minute maximum) presentation of their product or service at the beginning of the meeting. The cost of a meal for one person is also included in the meeting sponsorship. The cost of this sponsorship will be $250 per meeting.
e. Email – Email distribution of select material may be made to the membership provided they provide advance permission for such correspondence.
a. Non-Profit – Meeting, training and seminar announcements may be distributed at no charge to the organization.
b. For-Profit – Meeting, training and seminar announcements that may be of interest to the membership may be distributed by email at a cost of $50 per announcement. Advertisements for products or services will not be accepted.
c. Release of the SENH email list will not be permitted.