CARSES BY-LAWS & Policies (rev. date May 1, 2010)
Includes changes to Article III, Section 3 (April 24, 2010)
Article 1 General
Section 1. The California-Arizona-Nevada-Hawaii Association of Refrigeration Service Engineers Society is an Association of Chapters in Regions 14 and 15 chartered by the international society of Refrigeration Service Engineers and registered in the State of California as the California Association of the Refrigeration Service Engineers Society.
Section 2. The name of the Organization shall be California-Arizona-Nevada-Hawaii Association of the Refrigeration Service Engineers Society,, herein after referred to as “CARSES”’ “C.A.R.S.E.S.”, or “the Association”
Section 3. The Association shall be comprised of Chartered Chapters of the International Society located in Regions 14 and 15. Membership shall be voluntary on the part of the Chapters. Each Member Chapter shall maintain representation and carry one vote on all matters.
Section 4. The Association shall subscribe to and promote the objectives of the International Society
Section 5. The Board of Directors shall be the governing body of the Association
Section 6. The fiscal year of CARSES, pertaining to dues and financial reports, shall be from July 1 to the following June 30, inclusive.
Section 7. The Official organ of CARSES shall be “CARSES Affairs”
Section 8. This Organization does not contemplate pecuniary gain or profit to the members thereof and is organized and operated for non-profit purposes.
Article II Fees, Dues, and other Revenues
Section 1. No initiation fee is required for membership in the Association.
Section 2. Dues for Chapter Membership in CARSES shall be assessed on the basis of the number of R.S.E.S. members in each Chapter.
Article II Fees, Dues, and other Revenues (cont)
Section 3. The dues shall be at the rate of not more than 150% of five dollars per year per member as determined in Section 2. The actual rate of dues to be billed for the following fiscal year shall be recommended by the Budget and Finance Committee in their report at the July Board Meeting. Approval of the Budget and Finance committee’s report shall be made by a vote of the Board as indicated in ARTICLE IX, Section 5.
Section 4. At any time the funds on hand exceed 200% of the projected annual budget, the rate of dues per member shall be adjusted so that the surplus shall be used in lieu of a portion of the dues that would otherwise be assessed.
Section 5. Membership in CARSES requires that all Chapters pay their CARSES Dues (as specified in Article II, Section 3) through RSES International dues collection, or by check in full prior to the annual meeting.
Section 6 Revenues received from all functions of any CARSES meetings (yearbooks, banquets, registration, etc.) shall be apportioned as follows: 50% of the net shall go to the Host Chapter and 50% to CARSES. CARSES will assume liability for all bills incurred, within the budget, which have been previously approved by the board.
Section 7. Registration fees for the Annual conference shall be set at the meeting of the Budget and finance Committee, in conjunction with the president, Treasurer, and the Conference Chairman. The above fees shall be adopted upon approval by a vote of the Board as indicated in ARTICLE IX, Section 5.
Article III Election of Officers
Section 1. The Board of directors of the Association (referred to hereafter as “The Board”) will consist of the officers and all the Directors of all member Chapters. The officers of “The Board” shall consist of all elected and appointed Officers of the Association and the Treasurer.
Section 2. Each member Chapter shall elect two (2) Delegates, one to be the Elector Delegate, the other to be the Accredited Delegate. The Elector Delegate shall elect respective officers for the ensuing year from a list of available candidates. After being seated on the board, the Accredited Delegate shall be known as the “Director”. The Electoral Delegate shall be the “Assistant Director”.
Section 3. If a CARSES member Chapter is terminated (for any reason) and its members are assigned to another CARSES Member Chapter, the Delegate (Director) of the terminated Chapter shall give up his Delegate (Directorship) status. If the Delegate (Director) of the terminated Chapter is a CARSES Officer, the Delegate (Director) of the remaining Chapter will be requested to relinquish his Delegate (Directorship) status to the CARSES Officer.
Section 4. The Immediate Past President, who may not be accredited but must be a past president of CARSES, and all officers not accredited must be current members of CARSES at the time of their election and will have no vote at board meetings with the exception of the President.
Section 5. Elected officers unable to complete an elected term shall be replaced by Presidential appointment until a successor is elected or appointed and installed.
Section 6. If any Member Chapter does not elect an Elector Delegate, or an accredited Delegate, the president of such Member Chapter will be seated as a member of the Board and as a Director
Section 7. The member of CARSES, who is elected to the Office of the President, shall cease to be a Chapter Delegate if they were previously serving as such. The Chapter shall elect a new delegate as the President becomes the delegate of all CARSES Chapters and carries the vote for all absent member Chapters per article IX, section 6.
Article IV Officers and Duties
Section 1. The Officers of the Association shall be: President, President Elect, Vice President, Secretary, Sergeant-at-Arms and Immediate Past President
Section 2 The post of Treasurer shall be filled by Presidential appointment, approval by a two-thirds (2/3) vote of the Directors present at the Board meeting.
Section 3. Those holding appointive offices have no voting power unless they are also directors of their Chapter.
Section 4. The duties of the Officers of the Association shall be as are implied by their title as set forth in these By-laws and the Officers Handbook.
Section 5 The President shall be the presiding Officer
At all meetings of the Association and shall be Ex-Officio Member on all Committees and shall serve in an all advisory capacity on all Committee matters. In the absence of the president, then the President Elect shall preside, and in the President Elect’s absence, the Vice President shall assume the duties of the president.
Section 6. The Secretary shall record and transcribe the minutes of each Board Meeting. The secretary shall mail a copy of the minutes to each Director within thirty (30) days of the meeting. The Secretary shall place a certified copy of the minutes in the permanent record and have these minutes published in the “CARSES Affairs” section of the current CARSES official publication.
Section 7. The Treasurer shall receive all moneys paid the Association and issue receipts. The Treasurer shall deposit all moneys received in the name of the California Association of the Refrigeration Service Engineers Society. The Treasurer shall make all disbursements by check of all budgeted items up to the budget limit as ordered by the President and approved by the Board. The Treasurer shall prepare and present at the Annual Meeting, a statement setting forth the financial condition of CARSES to the board and at each regular meeting. The treasurer shall be bonded to the amount as approved by the Board, by a surety bonding company recognized by the State of California and approved by the Board.
Section 8. The Sergeant at Arms shall observe the pleasure of the President and shall perform such duties as may be necessary for the preservation of order. The Sergeant at Arms shall be charged with the supervision of all balloting and shall have the authority to challenge the legislative privileges of any person present. The Sergeant at Arms shall also inventory all physical property of the Association and such list to be turned over to the Treasurer at the Annual Meeting
Section 9. The Office of Education Director shall be appointed by the CARSES President with the approval of two thirds (2/3) of the Directors present at the Annual Meeting. The Educational Directors fund shall be available to CARSES-sponsored educational programs only. The Educational Director shall select a committee of at least five (5), two (2) each from Region 14 and 15, and the Chairperson of the Annual Meeting. The Educational Director and the Educational Committee will seek funding through fund-raisers for the Educational Programs. The moneys in this special fund will not be used for any other project or programs except for special Educational Speakers and / or Programs at all CARSES sponsored or co-sponsored events with the approval of the Board and only then with written approval of the Education Director and the Educational Committee. This Educational Director and Educational Committee will cooperate closely with the Chairperson for the Annual Meeting and / or Chapter events chairperson to assure continuity.
Section 10. The Immediate Past President shall serve as Committee Chairperson of the Past President’s Council. The Past Presidents Council shall be in charge of the Man of the Year Award, W.W. Allison Award, and any other Special Awards as requested by the CARSES Board. The Immediate Past President will act as liaison between the CARSES Board and the CARSES Past Presidents.
Section 11. The Board of Directors shall act as the governing and legislative body on all matters pertaining to the general progress and welfare of the Association and shall formulate and pass on matters of policy. The Directors shall assist in the organization of new chapters in their respective localities
Article V Committees and Duties
Section 1. The speakers Committee, consisting of the Chairperson and two (2) members, one each from Region 14 and 15 as a minimum, and the Educational Committee shall endeavor to coordinate the education facilities offered and proposed by the International Society and those offered independently through manufacturers, educational programs, or other sources, for the benefit and direct aid of the Chapters of the Association.
Section 2. The Speaker committee shall keep the information up to-date and keep the Chapters advised as to changes or additions to the program.
Section 3 The speakers committee, with assistance from the Education Committee or chapter members, should hold an area seminar in conjunction with a regularly scheduled meeting of the Board. An effort should be made by the Educational Committee to provide instructions on how to institute an intelligent, interesting, and entertaining program. Chapter representatives attending such conferences shall do so on their own, or Chapter expense.
Section 4. The Chairperson of the Speaker’s Committee and the Educational Director shall report to the Board at each regularly scheduled meeting.
Section 5. The Budget and Finance committee, consisting of a Chairperson, and two (2) members “one from Region 14 and one from 15 as a minimum,” shall prepare and present to the Board, for adoption, the Associations Annual budget, dues, and registration fees. The Conference Chairperson shall be considered a member of the committee for setting of the Annual Meeting registration fees.
Section 6. The Public Relations Committee shall consist of a Chairperson and two members, one each from Region 14 and 15 as a minimum. Stressing educational activities, it shall endeavor to acquaint the public with the objectives and purposes of RSES through any medium deemed ethical and advisable.
Section 7. The By-Laws and Policy Committee shall write and publish By-laws, policy, and parliamentary rules. The committee shall record policy as taken from the Board Meeting minutes.
Section 8. The Audit Committee shall consist of a Chairperson and at least two (2) members, one (1) each from Region 14 and 15. This committee shall review the Treasurers records at least annually, reporting to the Board the condition of all Treasurers ‘ records at the beginning of the budget year.
Section 9. The Nominating Committee shall consist of a Chairperson, who must be a Past President of the Association, and two (2) members, one each from Region 14 and 15 . The committee shall review Directors or CARSES members willing to become an Officer and report their recommendations to the assembled Electoral Delegates at the Annual Meeting.
Article VI Expenditures
Section 1 Expenditures may be made only upon recommendation of the Budget and Finance Committee and approval of the majority of the Board as indicated in ARTICLE IX, Section 5.
Section 2. Expenditures other than budgeted, may be paid upon approval of a majority of the Board as indicated in ARTICLE IX, Section 5.
Section 3. Each Officer and Committee Chairperson shall present a request for funds necessary to carry on its work during the ensuing fiscal year. These budget requests shall be presented to the Budget and Finance Chairperson upon request.
Section 4. . Officers and Committee Chairpersons assigned to specific duties by the board will be allowed necessary expenses, subject to approval of the Budget and Finance Committee and approval of the majority of the Board as indicated in ARTICLE IX, Section 5.
Section 5. Registration, lodging, and transportation for the President, to and from the Annual International conferences, shall be provided by the Association, finances permitting.
Article VII Meetings
Section 1 The Annual Meeting of the Association shall be held at a time and place decided thee years in advance of each Annual Meeting. The Annual Meeting shall be scheduled at a date between March 1st and June 1st of each year. In the event accommodations are not available at the time selected, or for cause, the Board may designate another date for the Annual Meeting.
Section 2 An Educational Seminar and Board Meeting shall be held in conjunction with the Annual Meeting. The President shall appoint a seminar Chairperson for the Annual Meeting. The Board of Directors shall establish rules and procedures governing the conduct of the seminar and Annual Meeting. The Chairperson shall be responsible for carrying out these procedures..
Section 3. The Annual Meeting shall be devoted to the business of CARSES and its members and at all times, preference shall be given to topics relating to the welfare, education, and instruction of its members.
Section 4. Special meetings may be called at anytime by the President or a majority of the Board Members, providing that notice is given by mail, fax, or telephone by the Association Secretary thirty 930) days prior to the meeting to all Directors, Officers, and the Treasurer.
Section 5. No meeting of the Board can be convened for the purpose of transacting business or financial matters except as provided in ARTICLE IX.
Section 6. In absence of a Chapter Director at any scheduled Boa rd Meeting, either the Electoral Delegate or the Chapter President shall assume the duties of the Director and act for the Chapter in the capacity of director only; or the Chapter President, by letter to the CARSES Secretary prior to the meeting, may designate, from the chapter, an alternate for that meeting only.
Section 7. Any member of a Chapter of the Association may attend any regular or special called meeting of the Association.
Article VIII Awards and Recognition
Section 1. There shall be established an award known as the “J. Richard Hill—Man of the Year “. This award is to provide recognition to a member each year for his outstanding contributions. The rules and criteria by which the member is to be selected shall be approved and published by the Board of directors each year.
Section 2. There shall be an award to the small, medium, and large Chapters in CARSES, which shows the greatest percentage gain in membership for the year.. This award shall be designated the “W.W.Alison Award”. The criteria for size of the chapter and the method of calculation will conform to that used by RSES International as of January 1 of the Current fiscal year.
Section 3. There shall be an Award known as the “Charlie Bell Award” given at the Annual Meeting for the educational performance of CARSES Chapters. This award shall cover from January to January. The Educational Committee will tabulate the winning Chapter, prepare the award, and present the award at the Annual meeting banquet. The criteria for the award will appear as policy.
Section 4. The Chairperson of the CARSES Annual Meeting shall arrange for appropriate recognition awards known as “Polys” to the participants in the program
Article IX Rules of Order
Section 1. No By-Laws of this Association or Ammendments thereof, shall be in violation of the By-Laws of the International Society
Section 2. Current Roberts’ Rules of Order shall be the guideline in deciding questions in debate and other legislative proceedings.
Section 3. These By-laws may be altered, amended, or new By-laws adopted in accordance with Article IX,
Section 5. Changes must be published in “CARSES Affairs” at least forty five (45) days prior to the Board meeting at which they are declared to be in effect.
Section 4 . These By-Laws shall be studied for amendment and/or revision at least every five (5) years. They shall then be printed and dated giving the By-Laws Committee members names.
Section 5. Voting on all business shall be a quorum of those Chapters represented by an Accredited Delegate, Electoral Delegate, or Chapter President present. If none of the three above are present, a Proxy Letter signed by the Chapter President and Chapter Secretary appointing a Chapter Member or other CARSES Member to vote for that Chapter is valid only for the meeting immediately following the date of the Proxy. Any Chapter not represented by a voting member or Proxy will have its vote cast by the CARSES President with consensus vote on all business and financial matters. No person may carry more than two votes.
These By-Laws where updated May 1, 2000)
CARSES Policies
Section 1. The Annual meeting shall be held alternately between Region 14 and 15. If either Region cannot or does not want the annual Meeting for that year, then the other Region may hold the Annual Meeting. The Region holding the extra Annual Meeting would, in fact have three annual meetings in succession with Region 14 in even years,
Section 2. A one day seminar shall be held in conjunction with the January winter board meeting and the October fall board meeting. The educational Committee shall be responsible for the planning of this event and assign a committee in the area of the proposed board meeting to arrange for the location. In the event the local chapter in the area of the board meeting would like to participate in the event, they would be eligible to receive a percentage of the profit from the one day seminar. CARSES shall provide CM and / or CMS testing to be held either on Friday evening or after the one day seminar concludes. Guidelines for one day seminars in the officers manual shall be followed.
Section 3. The selection and ultimate election of the Sergeant at Arms should alternate between Region 14 and 15 providing there are qualified Directors wishing to become CARSES Officers. Should either Region not have a candidate for this Office when required, then the other Region may submit a candidate for the Office. This would in fact, allow three (3) Executive Committee Members from one (1) region in succession and Region 14 in even years.
Section 4. For the Electoral Delegates Meeting the CARSES President will select a Chairperson and two (2) Committee Members, one (1) from each Region 14 and 15. (Non-Officers).
Section 5. The Chairperson will call the meeting to order.
Section 6. The Chairperson will verify all Chapter Qualifications.
Section 7. Delegates will select an Election Chairperson. (The President-selected Chairperson could preside if Delegates wish.)
(1) CARSES Secretary to verify all Delegates.
(2) Delegates should present their Chapter Director for Sgt-at-Arms with a brief review of qualifications and a letter stating that the Chapter will back their Director through the chairs.
(3) Election will be by secret balot.
(4) Presidential selected committee will oversee balloting.
(5) One Committee person will report on Minute Form:
a) Qualified Chapters present
b) nominee
c) ballot results
(6) CARSES Secretary will retain Election Minutes in file and report results at the Board Meeting.
(7) Before committee meeting the Treasurer will report the status on Chapter Membership.
Section 8 All CARSES Board Members should have been active for at least two (2) years prior to taking a seat on the Executive Committee of the Board.
Section 9. The purpose of the Past Presidents Council will be:
(1) Review all CARSES programs and make suggestions to the CARSES Board of Directors for decisions and changes.
(2) Review the CARSES Budget, the By laws and Policy to assure they are being properly applied.
(3) Assist the Committee Chairpersons (by review) in the discharge of their jobs.
(4)The representatives of the Past Presidents council that will advise the CARSES Board of Directors shall be the Immediate Past President and two Past Presidents appointed by the CARSES President with approval by the Board of Directors.
Section 10. The Purpose of the Committee
(1) Review all programs and make suggestions o the Board for additions, decisions, and changes.
(2) Review Budget, By-Laws, and Policies to assure they are being properly applied.
(3) Assist Committee Chairperson (by review) in the discharge of their job.
Section 11. Once a Director becomes a CARSES Past President, the individual will not be able to serve as a Director for a period of three (3) years. One year will be as immediate Past President and then the next two following years.
Section 12. Exemption: So this policy will not hurt small Chapters, those Chapters that feel they have a hardship may petition the CARSES Executive Board for a waiver. The Executive Board will review all petitions. The Executive Board will be the sole authority for approval or denial of the waiver.
Section 13. The Charlie Bell Educational Award will be presented by the Educational Committee at the Annual Meeting. The Award to be given shall be a set of RSES SAM Manuals or RSES Study Guides. A slide or transparency is to be made upon which the names of the winning Chapters shall be placed. This slide or transparency is to be shown at the beginning of the Annual Meeting to show who the former winners are.
Section 14. Charlie Bell Educational Award is based on:
25% - (A) Total members graduating from study Courses as compared to the total number of members in the Chapter.
25% - (B) Total members graduating from study courses as compared to the total number of members who started the study course.
15% - (C) Total number of members holding CM / CMS certificates as compared to the total number of members in the Chapter.
15% - (D) Total Number of members that passed the CM / CMS exams in the last school year (September to September)
20% - (E) Attendance at the Annual Meeting as compared to the number of members in the Chapter.
Bonus - (F) Chapters that are giving or participating in one or two day seminars.
The Chapter with the highest total of points is the winner.