IEE Sri Lanka Rules

1. Eligibility
   All members of the Institution whose residence or occupation is within the territory of Sri Lanka shall be deemed to be attached to this Branch.
2. Management
   The affairs of the Branch shall be managed by the Branch Committee, herein-after referred to as the Committee, as provided for hereunder.
3. Committee
   1. The Committee shall be constituted as follows:   (a) Office Bearers:
      
      Chairman
      Vice Chairman
      Honorary Secretary
      Honorary Treasurer and
      Honorary Assistant Secretary

      (b) Ex-officio members:
      

      The two (2) most recent Past Chairman, and
      The International Membership Adviser

      (c) Ordinary members:
      

      Twelve(12) Ordinary members

      (d) Younger Members Section Representative:

      (e) Co-opted members:
      

      Two (2) co-opted members

       

   2. The Chairman shall be a Fellow. The Vice Chairman, the Honorary Secretary, the Honorary Treasurer and the Honorary Assistant Secretary shall be either Fellows or Members.
   3. The two (2) most recent Past Chairman shall be the immediate Past Chairman and the one just prior to that, unless they are not available to serve in the Committee. In such an event, the Chairman preceding shall be selected for such vacancy.
   4. The Ordinary members of the Committee shall consist of at least two (2) members of the grade of Fellow. None of these Ordinary members shall be in the grade of Student or Affiliate.
   5. The Younger Members Section of the IEE Sri Lanka shall annually nominate a representative to the Committee from among its Office Bearers.
   6. Each year the newly elected Committee shall co-opt up to two (2) members to the committee from amongst the grades of Students or Affiliates. Co-opted members are not eligible to vote.
   7. Each member of the Committee shall have one vote subject to the condition in paragraph 3.6 above.
   8. The Chairman shall not hold Office in that capacity for more than two (2) sessions in succession and the Vice Chairman shall not hold office for more than three (3) sessions in succession. The Chairman shall not hold any other office on the Committee during his term as Chairman.
   9. The Chairman will normally be nominated as the Branch Representative on the IEE Council on an annual basis.
   10. The Honorary Secretary, the Honorary Treasurer, and the Honorary Assistant Secretary shall retire at the end of each session but each shall be eligible for immediate re-election to that Office. However, the Honorary Secretary, Honorary Treasurer and the Honorary Assistant Secretary shall not serve in their respective capacities in excess of six (6) sessions in succession.
   11. One third (1/3) of the Ordinary Members of the Committee shall usually retire at the end of each session so that no Ordinary Member serves in that capacity on the Committee for more than three (3) consecutive Sessions.
   12. The Committee shall not at any time include in its membership in any capacity such a number of persons employed by or otherwise engaged with any one company, firm or other organisation, as to constitute a majority of the voting members of the Committee.
   13. The International Membership Adviser is not eligible to hold any office on the Committee during his or her term of appointment as an International Membership Adviser.
4. Election of Committee
   1. Not later than the 1st of April in each year, or such later date as the Committee may decide, the Committee shall send to each Fellow and Member, entitled to vote, a list of duly qualified persons whom they nominate for the vacancies about to occur in the Committee on the 30th September following.
   2. Not later than fourteen (14) days after the issue of the Committee’s list, any three (3) members eligible to vote, other than members of the Committee, may nominate any other duly qualified person to fill any such vacancy by delivering such nomination to the Honorary Secretary together with the written consent of acceptance of such person of the office if elected. Each such nominator shall be debarred from nominating any other person for the same post at the same election.
   3. If no candidate has been nominated under the provision of paragraph 4.2 above, those nominated by the Committee shall be deemed to be duly elected.
   4. In the event of one or more qualified candidates being duly nominated in accordance with paragraph 4.2 above, the Committee shall, not later than the 1st May or such later date as the Committee may decide, send to each Fellow or Member entitled to vote, a ballot paper containing the names of all persons duly nominated to fill the vacancies. Each such member, on receipt of the ballot paper, shall strike out sufficient number of names on the ballot paper so as to reduce the number of names in the ballot paper to the number to be elected. These ballot papers shall be returned to the Honorary Secretary not later than fourteen days after their issue by the Committee. They shall be opened and counted, at a meeting of the Committee, by a panel of three Scrutinizers. The Scrutinizers shall be appointed by the Committee from Fellows or Members who are not members of the Committee.
      The votes as counted by the Scrutinizers shall determine the persons elected. In the event of a tie in the votes so counted, the Chairman shall use his casting vote and the candidate or candidates who thus receive a majority shall be declared as elected.
   5. The persons elected shall take office on the 1st day of October next following. However, in the event of a delay in elections for whatsoever reason, the members of the Committee shall continue in office until others are elected in their place.
   6. The Office of a member of the Committee shall , ipso facto, be vacated if he/she :
      (a) by notice in writing to the Committee resigns his/her office, or
      (b) ceases to be member of any class of the Institution, or
      (c) absents himself/herself without leave of the Committee for more than three (3) consecutive Committee meetings , or
      (d) ceases to be a resident within the territory of the Branch.
   7. Vacancies occurring in the Committee during the year may be filled by the Committee. The Committee shall determine the period for which the person so chosen shall hold office provided that such period shall not extend beyond that year and any period of office so served shall not be taken into account in computing the period of office under the provisions of paragraphs 3.8, 3.10 and 3.11 above.
5. Meetings of the Committee
   1. Committee meetings shall normally be held once a month, and the Honorary Secretary, in consultation with the Chairman, shall call up such a meeting giving seven (7) clear days notice of such meeting and the agenda for the same.
   2. The Chairman or any two (2) members of the Committee may also direct the Honorary Secretary to call a meeting of the Committee, subject to seven (7) clear days notice being given, stating the general nature of the business to be transacted. Ten (10) Committee members eligible to vote shall form a quorum.
   3. The Chairman shall preside at all meetings at which he is present. In the absence of the Chairman, the Vice Chairman shall preside and in the absence of the Chairman and the Vice Chairman, the members present may request the immediate Past Chairman to preside, or nominate one of their number to preside at the meeting.
6. Work of the Committee
   The committee shall arrange and manage the affairs of the Branch in conformity with the By-laws, guidelines and practices of the Institution.
7. General Meetings
   1. Annual General Meeting:
      The Annual General Meeting of the Branch shall be held in the month of September in each year. The business of this meeting shall be to receive and consider minutes of the previous Annual General Meeting, the report of the Committee, the audited Accounts of the Branch. The formal announcement of the new Committee and the election of the Auditors shall also take place at such meeting. With the approval of the Committee, any other business, of which notice has been given in writing to the Secretary on or before the 15th of August preceding the Annual General Meeting, may also take place at this Meeting.
   2. Ordinary General Meeting
      The Committee may, at its discretion, call Ordinary General Meetings for the purpose of presenting papers, making Audio-visual presentations, giving talks, having discussions, making visits etc. relating to the activities of the Institution.
   3. Special General meeting
      A Special General meeting, restricted to only Fellows and Members eligible to vote may be called at any time by the Committee and/or a requisition in writing by ten (10) Fellows and/or Members, submitted to the Secretary of the Branch. Only specific matters set out in the Agenda summoning the meeting shall be discussed and decided upon. However, any decision relating to the amendment of these Rules shall be subject to approval by the Institution.
   4. Notice of Meeting
      Fourteen (14) days notice shall be given for the Annual and Special General meetings of the Branch. Adequate notice of Ordinary General Meetings, usually seven days (7), shall be given at the discretion of the Honorary Secretary.
   5. Quorum for General Meetings
      The Quorum for Annual General meetings shall be thirty (30) and that for a Special General Meeting shall be forty (40). If a quorum is not present within thirty (30) minutes of the appointed time for the meeting, the meeting shall be dissolved. There is no quorum for Ordinary General Meetings.
8. Finance
   1. Each member of the Branch may, in addition to his or her ordinary subscription to the Institution, shall at the discretion of the committee have to pay annually to the Committee a local subscription of such amount as the Committee may from time to time prescribe with the approval of the International Board of the Institution.
   2. The Committee shall prepare an annual budget for the activities proposed for the Branch and submit it for receipt by the Institution before 1st of May immediately preceding the budget year. The committee shall also ensure that proper accounts are kept of the finances of the Branch and that an audited Statement of Accounts is prepared and forwarded to the Institution.
   3. The Committee shall not enter into any major financial commitment on behalf of the Institution which has not been included in the budget approved by the Institution.
   4. A separate Account shall be maintained for activities of the Branch which lie outside the scope of the Institution’s Charter such as local events, dinners, visits, etc. The financial responsibility for such activities, including approval of budgets, rests with the Branch Committee.
9. Amendment to the Rules
   The Rules may be amended as and when required with the approval of the membership by a simple majority at a Special General Meeting called for the purpose or at an Annual General Meeting, provided sufficient notice has been given. Such amended Rules will only come into effect when ratified by the Institution of Electrical Engineers.