Membership Guidelines
- MEMEBERSHIP
- NOMINATING AND VOTING PROCEDURES
- DUTIES OF THE REGIONAL CHAIRMAN
- DUTIES OF THE VICE-PRESIDENT
- DUTIES OF THE SECRETARY
- DUTIES OF THE MEMBERSHIP CHAIRMAN
- DUTIES OF THE TREASURER
- DUTIES OF THE SUPPLIER DIRECTORS
- DUTIES OF THE SUPPLIER DIRECTOR CHAIRMAN
- ACCOUNTING PROCEDURES AND PAYMENT OF DUES
- DIRECTORS EXPENSES
- CONVENTION GUEST POLICIES
- OTHER GUESTS:
MEMBERSHIP
Application procedure for new members must be strictly in accordance with the By-Laws, Article I, Section 1 & 2. It was agreed by the Board of Directors in June 1989, that the new member application approval should be extended to 45 days from mailing date, and that if a complaint is received about the prospective applicant, it should go to the Directors for their decision.
An applicant for Contractor, Supplier or Dual Membership must meet the following requirements:
1. Must have been engaged in business as an elevator Contractor or Supplier at least two years prior to the date on which the application is made, or on acceptance by The Board of Directors.
2. Must have an established place of business.
3. Must conform to and apply the rules promulgated in the Canadian Safety Code for Elevators, Dumbwaiters and Escalators or any other applicable codes or ordinances.
4. Must have an acceptable credit rating.
5. Must subscribe to the purposes of the Association and be willing to accept committee assignments and other work to further the ends of the Association.
6. All membership applications must be accompanied by a cheque in the full amount of the initiation fee ( if applicable) and dues.
7. All membership applications must be approved by the Regional Chairman in addition to any other sponsors.
8. All sponsored applications should be forwarded to the Membership Chairman for process.
9. The individual that is registered as the Member’s representative in the Membership Directory is the only person authorized to sponsor prospective members.
Contractor Membership:
In order for a prospective Contractor Member to be able to attend an annual convention, he must have completed all application and approval procedures at least one month prior to the annual General Meeting.
Supplier Membership:
In order for a prospective Supplier Member to be able to display his products at a Convention, he must have completed all application and approval procedures prior to March 31st, of the current Convention year.
Dual Membership:
A company that is actively engaged in the business of installing, maintaining, modernizing, and repairing elevator equipment as well as manufacturing related equipment, may not hold Supplier Membership only. The Company may obtain a Contractor classification with the restriction against displaying or selling at Conventions, or he may obtain a Dual Membership with privileges of both classifications. At General Meetings a Dual Member will be considered as a Contractor Member for voting purposes.
Changes of Membership Classification:
A member who wishes to change his membership classification from Contractor-Supplier-Dual- Subscription or Honorary, must first obtain approval from the Board of Directors. His dues will be restructured accordingly.
NOMINATING AND VOTING PROCEDURES
Appointment of the Nominating Committee:
The nominating committee will consist of the three regional Chairmen plus one Supplier Director appointed by the President. The Chairman of this committee will be the Chairman of the Region where the Convention is held in each particular year.
Objectives of the Nominating Committee;
To select, interview, screen and promote desirable candidates to stand for election to fill future vacancies on the Board of Directors.
Duties of the Nominating committee:
a) To develop nominating procedures in accordance with the Constitution and By-Laws of
the Association.
b) To compile a list of vacancies to be filled at the next General Meeting.
c) To canvas all eligible members for the Board of Directors.
d) To advise the President of Potential nominees for his final approval prior to nomination.
e) To advise prospective nominees of the requirements that will be made upon them in the event of their election to the Board of Directors.
f) To obtain written consent from the nominee to serve on the Board.
Voting procedures:
a) A period will be allocated during each Annual General Meeting for the election of Directors to fill vacancies created by resignation or expiration of a current term.
b) The election will be carried out by means of a confidential ballot.
c) A list will be posted, prior to the election period, of candidates who have accepted nomination for the vacancies created.
d) Under the Constitution and By-Laws, each company is entitled to one vote. Prior to voting a roll will be circulated among the general membership requiring a signature from the designated voting member indicating his eligibility to vote.
e) Each nominee will be presented to the general membership, together with a brief summary of his company and background.
f) A ballot form will be distributed to each eligible voting member. At the appropriate time he will be requested to indicate his preference by marking the ballot sheet with an X against the names of his choice.
g) After the ballots have been collected, there will be a short recess, during which time the votes will be counted.
h) It will be the responsibility of the current Board of Directors to screen and count the votes.
I) In the event of a tie vote, the President will have the casting vote.
j) After the votes have been counted and the new Directors elected by a majority vote, the meeting will be reconvened and the results announced to the general membership by the President.
k) After the announcement of the successful candidates elected to the Board of Directors, and in the event of no registered objection by any member of the General Assembly or the Board of Directors, it will be moved that the names of the new Directors be written into the minutes of the Meeting and the ballots destroyed.
l) The Secretary of the Association shall retain the names of all runners-up in the election for future replacement in the event that a Director steps down.
m) Immediately following the adjournment of the Annual General Meeting, a Board of Directors meeting will be convened, attended by both the retiring and newly elected members of the Board.
DUTIES OF THE REGIONAL CHAIRMAN
There shall be three regional chairmen:
1. Western (for all provinces west of Ontario)
2. Central (Ontario)
3. Eastern (for all provinces east of Ontario)
The Regional Chairmen shall be members of the Board of Directors. They shall be appointed by the President to conduct and supervise the affairs of the Association within their designated areas.
The duties of the Regional Chairman include but are not limited to the following:
1. Conducting regular Association regional meetings.
2. Keeping accurate minutes and attendance records of area meetings. Sending copies to all Directors and Newsletter Editor.
3. Keeping the President regularly informed of all events and affairs affecting the Association and its members in his designated area.
4. Acting as liaison between the members in his area and the Board of Directors.
5. Keeping accurate records of all expenditures involving the holding of local meetings and the conducting of Association affairs.
6. Keeping the Treasurer fully informed of all expenses and disbursements.
7. Representing the Association in any and all matters relating to Governmental, Private, and
Professional Associations in their region.
8. Serving on the nominating committee (refer to page 14).
9. Doing all things necessary for the good and welfare of the Association and in the promotion of its aims and objectives.
10. Increasing membership by promoting the advantages of belonging to C.E.C.A.
Note: The President of the Association, at his discretion, will visit each region once a year to attend a meeting. Expenses for the President shall be as defined under Director’s Expenses (page 19).
DUTIES OF THE VICE-PRESIDENT
1.To maintain a library of past Convention programs.
DUTIES OF THE SECRETARY
1. Taking and preserving of the minutes of all annual meetings and business sessions of the Board of Directors. Copies of these minutes to be distributed to all Board members.
2. Keeping the Constitution and Policy and Procedures Manual up-to-date as amendments are approved. Distribution of revised Policy and Procedures Manuals to the Board of Directors.
3. Keeping records of all correspondence and paperwork.
4. Printing and distributing of annual Directories to the membership. This is done after the annual Convention to include the Board of Directors and any amendments to the Constitution.
5. Handling of all correspondence; giving prompt attention as needed or forwarding to the President or the appropriate officer.
6. Assisting other Directors as needed
7. Sending out copies of the latest edition of the Policy and Procedures Manual to any newly elected Directors immediately after their election.
DUTIES OF THE MEMBERSHIP CHAIRMAN
1. Answering correspondence requesting information re: membership. Forwarding application forms and C.E.C.A brochures.
2. Check applications to ensure all requirements for membership are met.
3. Upon his approval of the application, sending a letter of his approval to the Newsletter Editor for inclusion in the next Newsletter. A copy of his approval should also be sent to the Secretary, and Treasurer of the Association.
4. If there are objections to the applicant, the Membership Chairman advises all Directors and asks them to vote on the applicant. If 75% of the Directors approve, the new applicant is accepted as a member.
5. Keeping an up-to-date file on all members, adding newly-approved members to the membership list and, after confirming that the Treasurer has received their membership dues, sending them their membership packages (framed Membership Certificate in English or French, signed by the Secretary and a copy of the current membership directory).
6. To notify the Secretary, Treasurer, and News letter Editor of any membership cancellation.
DUTIES OF THE TREASURER
1. The Treasurer shall be custodian of all funds of the Association.
2. The Treasurer shall direct and supervise the administration of the executive office in
maintaining an accurate set of disbursement records which shall be open at all times to the members.
3. The Treasurer shall make a full and complete report at the Annual Conference.
4. The Treasurer shall maintain and record reserve funds as per the Policy and Procedures Manual, page 4, Section 4.
5. The Treasurer shall issue invoices and receive payment for Annual Membership Dues
6. The Treasurer shall collect over-due accounts and send out notices after consultation with Regional Chairman and/or Supplier Chairman.
7. By April 1st of each year, the Treasurer shall maintain current Elevator World subscription for all companies whose membership is in good standing.
8. The Treasurer shall ensure the timely and proper renewal of all insurance policies carried by the Association
DUTIES OF THE SUPPLIER DIRECTORS
Beginning in 1992, the first-year Director is to be the Secretary at the Supplier Meetings, and assistant to the exhibit chairman. He takes minutes of the Supplier Meetings and distributes copies to the other Suppliers and to the other Supplier Directors. A copy should also be sent to the Association Secretary for the Association’s permanent records.
The second-year Director is to be Exhibit Chairman and works with the Convention Chairman in all matters pertaining to the exhibits. Reports on convention exhibits at the Annual Supplier Meeting.
The third-year Director to be Supplier Director Chairman.
DUTIES OF THE SUPPLIER DIRECTOR CHAIRMAN
1. Acting as Chairman of and conducting the Annual Supplier meeting.
2. Coordinating the activities of the Supplier Directors in serving the needs of supplier members.
3. Calling Supplier Director meetings as required.
4. Assisting the other Supplier Directors as needed.
5. Making recommendations to the Board of Directors regarding changes in exhibit procedures.
6. Attending all scheduled meetings of the Board of Directors, Supplier Directors and Supplier Members.
7. Performing such additional duties as are assigned by the President.
8. Coordinating all information, communications, etc. relating to Supplier Members with the other Supplier Members Directors.
Additional duties:
1. Answering all communications promptly and through proper channels.
2. Issuing communications throughout the year pertaining to Supplier matters.
ACCOUNTING PROCEDURES AND PAYMENT OF DUES
1. Dues and initiation fees will be set from time to time by the Board of Directors. With regard to Subscription Memberships, companies or individuals supplying services to the elevator industry shall be charged the same dues as Contractor or Supplier members, but past members no longer active in the industry shall be charged a fee equal to 1/3 of the regular fee.
2. The Treasurer will issue invoices and receive payment for dues on December 15th for the coming year.
3. Dues are payable upon receipt of invoice. The Treasurer is responsible for invoicing and collecting dues.
4. A U.S. member firm can deduct 10% if it pays its dues in U.S. funds.
5. The “first” reminder for late dues will be sent on February first of the current year.
6. The “final” reminder for late dues will be sent on March first of the current year.
7. Dues not received by April first of the current year will trigger automatic cancellation of membership.
8. In no event will a delinquent member be allowed to attend the convention.
9. Accounting records must be kept for seven (7) years.
10. The limit of the amount that be paid by C.E.C.A. with one officer’s signature is $3,000.00.
Current Membership Dues:
Supplier $475.00 plus G.S.T.
Contractor $475.00 plus G.S.T.
Dual $670.00 plus G.S.T.
N.B. G.S.T. is payable for Canada only.
Membership Dues:
Membership dues are invoiced on December 15th of each year.
First notice reminder is sent on February 1st.
Second and final notice reminder is sent on March 1st.
Automatic membership cancellation occurs on April 1st.
DIRECTORS EXPENSES
The Association shall reimburse to a Director certain expenses incurred by him in attending any formally called Directors Meeting. These expenses shall be:
a) Round trip transportation to and from his normal place of residence to the place of the meeting.
b) Hotel or accommodation expenses.
c) Meals while traveling and attending meetings.
d) Ground transportation to and from airports.
All other expenses shall be borne by the Director.
Should a Director be accompanied by his escort or immediate family, their expenses will be the responsibility of the Director.
It is expected that the Directors will take maximum advantage of discounted airfares.
C.E.C.A. Representation at N.A.E.C. Conventions:
It has been resolved by the Board of Directors of the Association that the current President of C.E.C.A. and his escort shall attend and represent the Association at N.A.E.C. Conventions.
It was further resolved that the Association would reimburse the President for airfare, meals and accommodation for himself and his escort while representing our Association at this function.
Committee Assignments:
In the event that the President should assign a Director to perform a committee function that would entail an excessive amount of the Director’s time, travel or living expenses, the Board may authorize the Association to reimburse the Director for his out-of-pocket expenses and to reimburse him a pre-determined allowance for the hours worked on his assignment.
CONVENTION GUEST POLICIES
Only members in good standing will be permitted to attend Conventions.
Prospective members:
1. A prospective member whose business falls within either a Contractor or Supplier capacity as defined by Article V of the constitution, may on a one time basis only, be invited to attend a Convention.
2. The invitation is to be formally extended in writing by the President.
3. The Convention Chairman, upon the request of the President, will forward to the guest the usual registration forms.
4. The invited guest will be expected to pay the full registration fee.
5. The guest may not display or solicit business in any way whatsoever.
6. The guest may attend all social functions and seminars. However, he may not attend any
business meetings.
Special Guests:
Under this category, the Association will bear the registration expenses, all other expenses being those of a special guest.
Special guests are defined and approved by the Board of Directors only.
Special guests recognized to date:
1. The President (and their escort) of the N.A.E.C
2. The Executive Director (and their escort) of the N.A.E.C.
3. Two representatives (and escorts) of Elevator World Magazine.
OTHER GUESTS:
1. From time to time the Association may wish to invite other guests who are associated with the elevator industry as defined by Article V, Section 9 of the Constitution.
2. These guests may be invited at the discretion of the President or the Board of Directors and upon payment of the full registration fee may attend all Convention functions with the exception of business meetings.
3. These guests may not display products or otherwise solicit business.
Guests of Contractor and Supplier Members:
1. Contractor and Supplier members may invite as many of their individual staff and employees as they choose. The Contractor or Supplier member will be responsible to pay the cost of any function attended by his guest.
2. The Welcome Reception is restricted to members and fully registered guests only.
3. Any Supplier or Dual member who is displaying products or services at a Convention may invite to the display area any business-related person, customer or potential customer during the normal display hours.
4. Any Contractor, Supplier, or Dual member may invite any member or employee of his company to visit the display area during normal display times.
5. A Supplier or Dual member may exhibit and sell the equipment of a manufacturer who is not a member. The Supplier and Dual member may bring technical support staff, supplied by the manufacturer to enhance his exhibit during the Conventions. The delegate and booth fees are to be paid by the Supplier.
