ASSOCIATION OF ENERGY ENGINEERS · ASSOCIATION OF ENERGY ENGINEERS ABOUT AEE The Association of...

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ASSOCIATION OF ENERGY ENGINEERS

BRIEFSUMMARYOF

CHAPTERSTART-UPPROCEDUREFORINTERNATIONALCHAPTERS

(Seelastpageofthisset-upkittoviewcoversheetwhichwillserveasthefirstpageofyourapplicationforchaptercharter.)

REQUIREMENTSFORCHAPTERCHARTERØ Threeorganizationalandtwointerimboardmeetingsmustbeheld.

Ø TheMinutesofallorganizationalmeetingsmustbesenttoAEEHeadquarters.Minutesofthefirstmeeting are to include thenamesof the InterimChapterBoard and shouldbe submitted toAEEHeadquartersfollowingthemeeting.Theminutesofthesecondmeetingshouldalsobesubmittedfollowing the meeting. The minutes of the third meeting should be included in the applicationpackage. The minutes of the interim board meetings should be included with the applicationpackage.

Ø ThePetition forChapterChartermustbe signedby ten (10)AEEmembersand submitted in theapplicationpackagetotheAEEBoardofDirectors.

Ø The Chapter Affidavit must be completed and returned to AEE Headquarters in the applicationpackage.

Ø ThelocalchapteristoestablishChapterBylawsconsistentwiththeobjectivesoftheAssociationofEnergy Engineers and submitted in the application package. Any modifications made to thetemplate that is provided in this Chapter Start-up Kit are to be noted at time of submittal.ModificationsmustbeapprovedbytheAEEBoardofDirectors.

Ø The checklist on the last page of this document is to be used as the cover sheet for yourapplicationpackage.

CHARTERPRESENTATIONØ TheAEEBoardofDirectorswillreviewthesubmittedmaterial,anduponitsapprovaltheproposedchapterwillbenotifiedthatthecharterhasbeengranted.

Ø The Chapter Board should then arrange a date for a charter presentation. The Chapter shouldcontact AEE Headquarters to determine if an AEE officer or representative may be available topresentthecharter.

Ø PhotosofthismeetingalongwithnamesandappropriatecopydescribingtheeventmaybesenttoAEEHeadquartersforpublicationintheAEEChapterInsightonlinenewsletterandtobepostedontheAEEwebsite.

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ASSOCIATIONOFENERGYENGINEERS

CHAPTERSTART-UPKIT

Thiskitcontainsthefollowinginformation:

AboutAEE

AEEMissionStatement

AEECodeofEthics

WhytoStartaChapter

HowtoStartaChapter

ProcedureforOrganizingaChapter

HowtoBecomeChartered

Forms(templatesincludedinthisChapterStart-upKit):v InterimChapterBoard(Tobesubmittedafter1stOrganizationalMeeting)v PetitionforCharter(Tobesubmittedafter3rdOrganizationalMeetinginapplicationpackage)v ChapterAffidavit(Tobesubmittedinapplicationpackage)v ChapterBylaws(Tobesubmittedinapplicationpackagev CoverSheet(Toserveasfirstpageofapplicationpackage)

ReportsRequiredAfterChapterIsChartered

Forms:v ChapterOperationsReport(TemplatewillbesenttochaptersthefirstpartofDecember

withadeadlineofFebruary15forsubmittal)v ReportonOfficers(Requiredwithin30daysofelectionofoffice)

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ABOUTAEE

The Association of Energy Engineers is a 501(c) (6) nonprofit professional organization thatspecializes in training, membership development, chapter development, and certification forprofessionalspracticinginthefieldsofenergymanagement,renewableenergyandgreenbuildings.ThegoalofAEEistofostercooperativeactioninadvancingthecommonpurposesofitsmembersandtopromoteactivitiesdesignedtoenabletheindustrytobeconductedwiththegreatesteconomyandefficiency.Established in 1977, AEE is headquartered in Atlanta, Georgia, with over 18,000members in 105countries,andmorethan100chaptersaroundtheglobe.

MISSIONSTATEMENT

TheAssociationofEnergyEngineers’missionisto

promotethescientificandeducationalinterestsofthoseengaged

intheenergyindustryandtofosteractionforSustainableDevelopment.

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CODEOFETHICSFOR

ENERGYENGINEERSANDMANAGERSTheEnergyEngineer/Manager,toupholdandadvancethehonoranddignityoftheprofessionandinkeepingwithhighstandardsofethicalconduct:v Willbehonestandimpartial,andwillservewithdevotionemployers,clients,andthepublic;v Willstrivetoincreasethecompetenceandprestigeoftheprofession;v Willusehisorherknowledgeandskillfortheadvancementofhumanwelfare.SECTION1.TheEnergyEngineer/Managerwillbeguidedinallprofessionalrelationsbythehigheststandardsof integrity,andwillact inprofessionalmatters foreachclientoremployerasa faithfulagentortrustee.

SECTION2.TheEnergyEngineer/Managerwillhaveproperregardforthesafety,health,andwelfareofthepublicintheperformanceofprofessionalduties.

SECTION3.TheEnergyEngineer/Managerwill avoidall conductorpractice likely todiscredit andprofessionordeceivethepublic.

SECTION 4. The Energy Engineer/Manager will endeavor to extend public knowledge andappreciation of engineering and its achievements and to protect the profession frommisrepresentationandmisunderstanding.

SECTION 5.The Energy Engineer/Managerwill express an opinion of an engineering subject onlywhenfoundedonadequateknowledgeandhonestconviction.

SECTION6.TheEnergyEngineer/Managerwillnotdiscloseconfidentialinformationconcerningthebusinessaffairsortechnicalprocessesofanypresentorformerclientoremployerwithoutconsent.

SECTION7.TheEnergy Engineer/Managerwill endeavor to avoid to a conflict of interestwith hisemployer or client, but when unavoidable, he or she shall fully disclose the circumstances toemployerorclient.

SECTION 8. The Energy Engineer/Manager will uphold the principle of appropriate and adequatecompensationforthoseengagedinengineeringwork.

SECTION 9. The Energy Engineer/Manager will cooperate in extending the effectiveness of theprofessionbyinterchanginginformationandexperiencewithotherengineersandstudents,andwillendeavor toprovideopportunity for theprofessionaldevelopmentandadvancementof engineersunderhissupervision.

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AssociationofEnergyEngineers

CHAPTERKIT

WHYTOSTARTACHAPTERAEEINFORMATION

Asyoubegintoattractnon-memberstoyourlocalchapter,itwillbeimportanttoexplainthebenefitsofAEEmembershiptothemandtothechapter.

INDIVIDUALBENEFITS

• $754worthofpublicationsareincludedwithAEEmembership–theEnergyEngineeringjournaland the Strategic Planning & Energy Management journal. The Energy Insight newsletter islocatedonAEE'swebsite.

• $100savingsonseminarandcongressregistrations.CurrentlyLiveSeminarsarepresentedon20differentsubjectsin20locationsintheUS.Inaddition,42Real-TimeOnlineSeminarsareofferedonlinealongwith44OnDemandcourses.Pleaseseewww.aeecenter.org/seminarsforanupdatedlist of programs. Three conferences/expos are held each year: the World Energy EngineeringCongress,Globalcon,andtheWestCoastEnergyManagementCongress.

• AEEofferscertificationprogramsinBuildingCommissioning,BusinessEnergy,CarbonReductionManagement,DistributedGeneration,EnergyAuditing,EnergyManagement,EnergyProcurement,GeoExchangeDesign,GreenBuildingEngineer,IndoorAirQuality,LightingEfficiency,Measurement&Verification,PowerQuality,andSustainableDevelopment.

• Fora small additional fee,membersmayelect to joinoneormoreof thedivisionsofAEE: theEnergy Managers Institute, the Environmental Engineers & Managers Institute, the EnergyServiceMarketingSociety, theFacilityManagers Institute, theAlternative&RenewableEnergyDevelopment Institute, theCouncilonWomen inEnergyandEnvironmentalLeadership,or theCogeneration&CompetitivePowerInstitute(membersofthislastdivisionreceiveCogeneration&DistributedGenerationjournalandDiesel&OnsitePowerProductionmagazine.15%reductiononbookspurchasedthroughtheAEEbookcatalog.

• OpportunitytobelongtoanAEEchapterandbenefitfromalocalpointofviewonenergyissuesandfrombelongingtoanetworkofenergyprofessionalsinyourarea.

CHAPTERBENEFITS

• AEEprovidesanannualappropriationtochaptersbasedonmeetingattendanceofnationalAEEmembers.

• Awards programs recognize outstanding performance of members on local, regional andnational/internationallevels.

• Scholarshipprogramisavailabletoassiststudentsinchapterarea.• ChaptersandindividualsarerecognizedinthechaptersectionofEnergyInsightnewsletterandon

theAEEwebsite.

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• The Chapter Leadership Meeting held during AEE's annual Congress provides a forum andassistancetochapterofficers.

• A listing of AEE chapters with contact information for each is maintained on AEE’s website:www.aeecenter.org.

• Annual Chapter Recognition Awards acknowledge outstanding performance in a number ofcategoriesbyindividualchapters.

HOWTOSTARTACHAPTERThereareseveralkeystosuccessindevelopinganewchapter:

• AssembleasteeringcommitteeofAEEenergyengineersandmanagerswiththeinterestandthetime to organize a chapter. This group should include a balanced representation of thecommercial/industrial,utilityandgovernmentalsectors,ifpossible.

• Throughthesteeringcommittee,identifypotentialmembersandintroducethemtotheideaofalocalchapter.Asimplebreakfastorlunchhostedbyautilityorlargeenergyconsumerisawaytobeginthisdialogue.

• Selecting committees for membership development and program planning is a good way toinvolveprospectivemembers.

• Begintoholdmonthlyorquarterlymeetingswithstimulatingprogramsasameansofattractingmembers and assessing the local interest. Chapters have used several meeting times - lunch,after-work,dinner,andeveningtimes-withsuccess.

• Attract new AEE members at meetings with a display of AEE publications and membershipinformation(bothcanbeobtainedfromHeadquarters).

• Uselocalmedia,utilityandtradepublicationsformeetingannouncementsandtopicalarticles.

TheAEEBoardofDirectorsreviewsthePetitionforChapterCharterwiththesecriteriainmind:

• Agroupofatleast10-20AEEmemberswhowillsupportanewchapter.• Representation within these members of the commercial/industrial, utility and governmental

sectors.• Aninterimboardthatagreestoseethenewchapterthroughitscriticalfirstyear.• Well-conceivedprogramandfinancialplancoveringthefirstyear.

A list of people whomight have previously expressed interest in starting a chapter in your area isavailablethroughAEEHeadquarters.Werecommendthatyoucontactthemforassistance.Ifthereisachapteralreadyestablishednearyourarea,wewillnotifyitspresidentofyourinterestaswellastheAEEregionalvicepresident.

AlistwillbeprovidedtoyouofAEEmembersinyourarea.Aschaptermembersmustbemembersof AEE, the parent organization, these lists will provide you the nucleus for chapter recruitment.Contact Ruth Whitlock, [email protected] for your local member list. This list ofmembers withcontactinformationistobeusedforcontactingpotentialchaptermembersforthepurposeofformingasteeringcommitteeandlaterfornotificationofyourorganizationalmeetings.

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PROCEDUREFORORGANIZINGACHAPTER

PRE-CHAPTERORGANIZATIONACTIVITIES

A. Inorderto formanewchapter, theremustbeten(10)ormoredues-payingmembersofAEE,theparentorganization,withinareasonabledistanceoftheproposedchapter.Thereisnodefinitionofreasonable distance in termsofmileage; it involves thewillingness of an individual to travel to alocationparticipateinAEE'sactivities.

B. The founders should be familiar with AEE's objectives. Since at least ten (10) dues-payingmembersofAEE,theparentorganization,arerequiredtoformanewchapter,thefirsttaskisto recruit AEE members who will be "at large" until the chapter is formed. The technique ofpromotion varies, but experience has shown that several persons working as a team are veryeffective.

C.Asteeringcommitteeoffoundersshouldsetupthefirstorganizationmeetingandallmembersandpotential members (including engineers, consultants, plant, process and building engineers,governmental agencies,manufacturer's representativesand contractors) shouldbe contacted.Themeetingshouldbepublicizedwellinadvance,havingfullcoverageinconsultingengineeringoffices,governmental design agencies, manufacturing plants, and contracting firms within a reasonabledistance.

THEFIRSTGENERALMEETING

A.Thefirstgeneralmeetingshouldhavetwopurposes:tofamiliarizethepotentialmemberswithAEE;toelectaninterimpresident,vice-president,secretaryandtreasurer(interimboard).

B. The first meeting should be temporarily chaired by one of the parties forming the chapter. Thistemporarychairmanshould:

1. Appointapersontotakeminutesofthemeeting.2. Makearrangementsforattendeestosigninwithname,address,phonenumber,e-mailaddress

andbusinessaffiliation.Thissign-insheetwillbeusedasachaptermailinglist.3. Ifmeetingisdinnermeeting,takeresponsibilityforcollectionofmealcharges.

C.OneofthepartiesinvolvedinformingthechaptershouldspeaktothegroupaboutAEE,itsprogramsandbenefits;andaboutprojectedplansandgoalsforachapter.Discussionshouldfollow.DistributeAEEmemberapplicationsifanyinthegrouparenotAEEmembers.

Membershipapplicationsmaybe submitted toAEEHeadquartersbyhardcopy,by fax,ormaybeobtainedonlineatwww.aeecenter.org.

NotetochaptersoutsideU.S.:Oneofficerinthechaptershouldbeassignedtohandletheprocessingof memberships. Applications should be submitted periodically in groups to AEE Headquarters,preferably using the International Membership Spreadsheet. After processing, membershippackageswillbeshippedtodesignatedchapterofficerfordistributionamongindividualmembers.

D.Electionofinterimchapterboardshouldfollowthepresentation.Thevotingprocedureshouldbegintheelectionfortheinterimpresidentwhothenshouldpresideovertheelectionprocedurefortheotherinterimoffices.

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E. Ifthereisnofurtherbusiness,theinterimpresidentshouldannouncethedateandlocationofthenextmeetingandadjournthemeeting.

F. The interim vice-president should collect the sign-in sheet to use for mailing or emailingannouncementsforthenextmeeting.

G.The interim secretary should send a copy of themeetingminutes toAEE immediately as anotificationthatthefirstorganizationalmeetinghasbeenheld.Atthattime,yourchapter-in-developmentwillbelistedontheAEEChapterwebsite.

FIRSTINTERIMBOARDMEETING

A.Thefirstinterimboardmeetingshouldincludethefollowing:

1. Reviewtheresponsibilitiesofeachinterimoffice.2. Selecttheplaceandtimeforthenextfourmonthlyorquarterlygeneralmeetings.Choosetopicsandspeakersthatwillbeofgeneralinteresttothemajorityoftheattendees.AllpresentationsMUSTbe nonproprietary and thisMUSTbe understoodby the speakers.Speakers shouldknowtheirsubjectmatterandpresentitwell.Goodprogramsareessential.

3. Selectatemporarynewslettereditorwhowillwriteanewsletterwhichcanbeusedformeetingnotices. During this development period, this newsletter may be simple in format. A copy ofeverynewslettershouldbesenttoAEEHeadquarters.

4. Setupamembership-recruitmentprogram.5.

SECONDGENERALMEETING

Asampleagendaforthismeetingfollows:

6:00p.m. SocialHour:Nametagsdistributed;feescollected Treasurer7:00p.m. Dinner 7:30p.m. Callmeetingtoorder President Self-introductionofattendees Readingoflastminutes Secretary Treasurer'sreport Treasurer Oldandnewbusiness President8:00p.m. Programspeaker-introduction Vice-president9:00p.m. Acknowledgmentsandfinalannouncements President

9:15p.m. Adjournment-TheinterimsecretaryshouldsendacopyofthismeetingminutestoAEEHeadquarters

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SECONDINTERIMBOARDMEETING

A.Evaluatetheresultsofchapterformationtodate.Takecorrectivemeasurestoimproveifnecessary.

B.Conductotherbusinessasrequired.

C.SendminutesofmeetingtoAEEHeadquarters.

THIRDGENERALMEETING

A.Thismeetingshouldfollowtheformatofthesecondgeneralmeeting.

B.ThefirstpermanentBoardofDirectorsshouldbeelectedatthismeeting.ThetermofofficeforthisboardwillbeginuponpresentationoftheChapterCharter.

C.Uponcompletionofthisthirdgeneralmeeting,theinterimboardshouldcirculatethePetitionforChapterCharterobtainingten(10)signaturesofAEEmembers.ThisPetitionandminutesofthismeetingshouldbeforwardedtoAEEHeadquarters,alongwithacompletedChapterAffidavitandChapterBylaws.

HOWTOBECOMECHARTERED

FILINGREQUIREMENTS

Thefollowingrequirementsarenecessaryforachaptertobechartered:

• Minutesof thethreeorganizationalmeetingsmustbesubmittedtoAEEHeadquarters.MinutesofthefirstmeetingaretoincludethenamesoftheInterimChapterBoard*andshouldbesubmittedtoAEE Headquarters following the meeting. The minutes of the second meeting should also besubmittedfollowingthemeeting.TheminutesofthethirdmeetingmayaccompanythePetitionforCharter.

• ThePetitionforChapterCharter*mustbesignedbyaminimumoften(10)eligiblemembers(AEEmembersingoodstanding).

• A Chapter Affidavit* and Cover Sheet* are to be completed and submitted with the Petition forChapterCharter.

• MailPetition,Affidavit,ChapterBylaws,andCoverSheetto:

AEEBoardofDirectorsAttn:RuthWhitlock

AssociationofEnergyEngineers3168MercerUniversityDrive

Atlanta,[email protected].

• *Formprovidedatendofthisdocument.

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CHARTERPRESENTATION

A.TheAEEBoardofDirectorswillreviewthesubmittedmaterial,anduponitsapprovaltheproposedchapterwillbenotifiedthatthecharterhasbeengranted.

B.TheChapterBoardshouldthenarrangeadateforacharterpresentation.TheChaptershouldcontactAEEHeadquarters to establish a datewhen an AEE officer or representativemay be available topresentthecharter.

C.PhotosofthismeetingalongwithnamesandappropriatecopydescribingtheeventmaybesenttoAEEHeadquartersforpublicationintheAEEChapterInsightnewslettersenttoallAEEmembers.

REPORTSREQUIREDAFTERCHAPTERISCHARTERED

A.AnnualChapterOperationsReport*.Thisreportisnotoptional.Atemplateforthatyear’sReportwillbesentthechapteraroundthefirstpartofDecember,withadeadlineforsubmittalofnolaterthanFebruary15.

B.Reports of Nomination and Election of Chapter Officers*. It shall be the duty of the chapterofficerstofurnishtheAEEBoardofDirectorsthroughitsExecutiveAdministratoracompletelistofthe duly elected officers annually. Only members in good standing of AEE, the parentorganization,maybeelectedtoofficesinthechapter.Membershipstatusshouldbeconfirmedbeforeplacinganameinnomination.

C.Minutes of ChapterMeetings.Copies ofmeetingminutes and newsletters should be sent to theAssistant Director for the chapter’s Region and to AEE Headquarters to the attention of theExecutiveAdministrator.

D.ReportsofActivities. From time to time theAEEBoardmay request reports on activities in thechapter.

*Formisprovidedatendofthisdocument.

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(Completeandreturnthispage)

INTERIMCHAPTERBOARD

Pleasefillouttheformbelow,printandmailtoRuthWhitlockAEE,3168MercerUniversityDrive,Atlanta,GA30341or

[email protected]

ChapterName:__________________________________________________________________________________________________

InterimPresident’sNameandAEEMember#:____________________________________________#_______________

Address:_________________________________________________________________________________________________________

_________________________________________________________________________________________________________

Telephone:______________________Fax:____________________E-Mail:______________________________________________

InterimVice-President:______________________________________________________________________#_______________

InterimSecretary:____________________________________________________________________________#_______________

InterimTreasurer:___________________________________________________________________________#_______________

InterimTermofOfficeBeginningDate:______________________________________________________________________

Note:PleasecompleteandreturntoAEEHeadquartersafteryourfirstorganizationalmeeting.

AllofficersofchaptermustbemembersingoodstandinginAEE,theparentorganization.

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(CompleteandreturnthispagetogetherwithChapterAffidavitandChapterBylawsinapplicationpackage)

PETITIONFORCHARTER

We, the undersigned, being members in good standing of the International Association of EnergyEngineers, hereby petition for charter to form the ________________________________________Chapter of theAssociationofEnergyEngineers.

1. PrintName:

AEEMember#: E-MailAddress: Signature:

2. PrintName:


3. PrintName:


4. PrintName:


5. PrintName:


6. PrintName:


7. PrintName:


8. PrintName:


9. PrintName:


10. PrintName:


Name,AddressandSignatureofInterimChapterPresident:

Date:

MailsignedpetitiontoAEEBoardofDirectors,AssociationofEnergyEngineers,3168MercerUniversityDrive,Atlanta,GA30341

[email protected]

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(CompleteandreturnthispagetogetherwithPetitionforCharterandChapterBylawsinapplicationpackage)

CHAPTERAFFIDAVIT

AssociationofEnergyEngineers,Inc.

TheAssociationofEnergyEngineers,Inc.(“Association”)isanot-for-profitorganizationandistax-exemptunderInternalRevenueCodeSection501(c)(6).TheAssociationwasformedandoperatestopromotethescientificandeducationalinterestsofthoseengagedintheenergyindustrythroughcontinuingeducationprograms,newsletters,andotherrelatedactivities.

TheAssociationcarriesoutmuchofitsworkthroughitschapters,whichoperatetopromotethemissionoftheAssociationinlocalcommunitiesacrosstheUnitedStatesandabroad.Chaptersholdperiodicmeetingstodiscussactivitiesandissuesthatareoccurringintheenergyindustryandhostspecialevents,meetingsorseminarsandeducationalcourses.Theexpendituresofthechaptermostlyincluderentalspace,printing,postage,educationalmaterials,mealsandmiscellaneousofficeexpenses.TheChaptersmaycollectduesaswellasmeetingandseminarfeestodefraythecostsoftheirprogramsandactivities.

Although the chapters have substantial autonomy in their governance, the IRS rules require that theyremainsubjecttothe“generalsupervisionandcontrol”oftheAssociation.

ThisaffidavitsetsforththegeneraltermsandconditionsoftherelationshipbetweentheAssociationandthechapter,anduponitscompletionandexecution,theAssociationwillconfirmthecharterofanexistingchapter, or will issue a charter to a new chapter formally designating it as an official Chapter of theAssociation.

AFFIDAVIT

Inconsiderationoftheconfirmationorissuanceofacharter,theChapterthroughitsinitialdulyauthorizedundersignedofficeragreesasfollows:

1. TheChapterisresponsibleforcomplyingwiththelawsofitscountryregardingtheestablishmentofachapterofaUSorganization.

2. The Chapter shall operate exclusively to promote themission and purposes of the Association. TheChaptershallnotofferprogramswhichcompetewiththosebeingoffereddirectlybytheAssociation,orcarryonanyactivitiesoroperationswhichmight,directlyor indirectly, adverselyaffect thegoodwill,reputationorrelationsoftheAssociationwithitsmembersorthepublicgenerally.

3. The Chapter will regularly encourage its members to hold concurrent active membership in theAssociation.

4.OnlyamemberingoodstandingoftheAssociationshallbeeligibletoserveasanofficeroftheChapter.

5. The Chapter shall maintain at all times a membership of no fewer than ten (10) members in goodstandingoftheAssociation.

6.TheChaptershallholdnolessthanthree(3)meetingsofitsmembershipperyear.

7. TheAssociationurges theChapter touse themodelbylawsprovidedby theAssociation.Anychangesadopted to the model bylaws shall require the prior approval of the Association. The model bylawprovisionrequiringthat,intheeventaChapterterminatesthatanyremainingassetsshallbedistributedtotheAssociationoritscharitablefoundation,ismandatoryandmaynotbeamended.

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8. ByFebruary15ofeachyear,theChaptershallfileaChapterOperationsReportwiththeAssociationforthe previous year using the form prepared by the Association. The Report shall include a list of thecurrent officers and directors of the Chapter, and the current membership roster. This membershiproster should identify which are members of the Association and which are members only of theChapter.The list should include contact information.TheChapter acknowledges that thisReport, andthe information included in it, is critical to maintaining an efficient and collaborative relationshipbetween the Association and its chapters and ensuring that the Association’s tax exemption is notjeopardized.

9. The Chapter is authorized to use the Association’s name, acronym and logo in conjunction with theChapter’sname.(LogoshallconformtotheAssociation’spublishedPolicyonLogoUsage.)However,theAssociationshallbethesoleowneroftheAssociationname,acronymandlogo,anditmayrevokesuchauthorization with or without cause. The Chapter shall enter into all contracts and all other legalagreementsinthenameoftheChapterandnotinthenameoftheAssociation.

10. TheChapteracknowledgesthat ithasreceivedandreviewedtheChapterStartUpKitprovidedbytheAssociation,andwillabidebyanyadditionalrequirementsandpoliciessetforththere.

11. In theeventof failureof theChapter tomeet theseobligations, theAssociationshallgive theChapterwrittennoticeofanyviolationsandareasonableperiodoftimetobecomecompliant.FailuretoremedyviolationsmayresultintherevocationoftheChapter’scharterbytheAssociation.

CHAPTERNAME:________________________________________________________________________________________ChapterOfficerSignature:____________________________________________________________________________ChapterOfficerNameandAEEMemberNumber(pleaseprintclearly):____________________________________________________________________________________#_______________________ChapterOfficerTitle:________________________________________________Date:___________________________

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(CompleteandreturnthispagetogetherwithPetitionforCharterandChapterAffidavitinapplicationpackage)

ThisChapterBylawsconformstoAEE’spurposes.Ifthechapteradoptsthisform,itsBylawswillnotneedapprovalbytheAEEBoardofDirectors.However,ifthisformismodified,themodificationswillneedapproval.PleasenotewheremodificationshavebeenmadebeforesubmittingtotheAEEBoardofDirectors.

TheChapterisresponsibleforensuringthattheAEEheadquartersofficeinAtlantareceivesa

copyoftheChapter’smostrecentBylaws.

(RevisedNov2017)

BYLAWSOFTHE

_______________________________________________________

(ChapterName)

OFTHEASSOCIATIONOFENERGYENGINEERS®

ArticleI-NameSection1.Thenameofthechaptershallbethe_____________________________________________________Chapter.Section2.ThechaptermayhavesuchofficersasmayfromtimetotimebedesignatedbytheBoardofDirectors.ArticleII-DefinitionSection1.Theterm"EnergyIndustry"or"Industry"includesbutisnotlimitedtoactivitiesinvolvedinenergyutilization,conservationofenergysourcesandservices.Section2.Theterm“Association”meansAssociationofEnergyEngineerswithwhichthischapterisaffiliated.Section3.Theterm“goodstanding”meansamemberoftheAssociationofEnergyEngineerswhohaspaiddueswithinsixty(60)daysofhis/herrenewaldate.ArticleIII-PurposesThepurposesofthisAssociationshallbe:Section1.Topromotethescientificandeducationalinterestsofthoseengagedintheenergyindustry.Section 2. To foster cooperative action in advancing by lawfulmeans the common purposes of itsmembers, andpromoteactivitiesdesigned toenable the industry tobe conductedwith thegreatesteconomyandefficiency.Section 3. To afford due consideration to and expression of opinion upon questions affecting theindustryandtoholdmeetingsforthepresentationanddiscussionoftechnicalpapers.Section4.Tocooperatewithotherindustriesandorganizations.Section5. To conduct or engage in all lawful activities in furtherance of the foregoing purposes orincidentalthereto.Section6.ToaffiliatewithandpromotetheobjectivesoftheAssociationofEnergyEngineers.ArticleIV-MembershipSection1.AmemberofthechapterisencouragedtobecomeamemberoftheAssociationofEnergyEngineersandisentitledtoa50%discountonthefirstyear’smembershipfee.Section 2. Duration ofmembership and resignation.Membership in this chaptermay terminate byvoluntary withdrawal as herein provided, or otherwise in pursuance of these bylaws. All rights,privilege,andinterestsofamemberinortothechaptershallceaseontheterminationofmembership.Anymembermay,bygivingwrittennoticeofsuchintention,withdrawfrommembership.

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Section 3. Suspension and expulsion. Any member may be suspended or terminated for cause.Sufficientcauseforsuchsuspensionorterminationofmembershipshallbeviolationofthebylawsorany lawful rule or practice duly adopted by the chapter, or any other conduct prejudicial to theinterests of the Association or the chapter as determined by a two-thirds vote of the Board ofDirectors.Section4.Voting.MembersshallhavevotingrightsforthoseitemsbroughtbeforethembytheBoardofDirectorsorbyaproperlyapprovedmotionfromthefloor.Section 5. The Board of Directors may want to include various local grades, i.e. Affiliate member,Student,Retired.ArticleV-DuesSection 1. The annual dues for each member of the chapter shall be determined by the Board ofDirectors.Section2.Memberswhofailtopaytheirchapterdueswithinthirty(30)daysfromthetimethesamebecomedueshallbenotifiedbythesecretary.Inthecasewherepaymentisnotmadewithinthenextsucceedingthirty(30)daysthemembershallbedroppedfromtherollsandthereuponforfeitallrightsand privileges of chaptermembership. Reinstatementwill be considered upon request of amemberandforgoodcauseshown.ArticleVI-MeetingsSection 1. Annual. There shall be an annualmeeting of the chapter during themonth of ___________,unless otherwise ordered by the Board of Directors, for election of officers. Notice of suchmeeting,signedby the secretary, shall bemailedor e-mailed to the last recorded address of eachmember atleastthirty(30)daysbeforethetimeappointedforthemeeting.Section 2. Regular. Regular meetings of the chapter shall be held on the _____ of each month. Ifmeetingsarenotheldeachmonth,aminimumofthreemeetingsmustbeheldduringtheyear.Noticeoftimeandplaceshallbemailedore-mailedtoeachmemberathislastrecordedaddressatleastten(10)daysinadvanceofeachmeeting.Section3.Special-Specialmeetingsofthechaptermaybecalledbythepresident.Noticeofanyspecialmeetingshallbemailedore-mailedtoeachmemberathislastrecordedaddressatleastten(10)daysin advance, with a statement of time and place and information as to the subject or subjects to beconsidered.Section4.Quorum.Tenpercent(10%)ofchaptermembersingoodstandpresentatanymeetingofthechaptershallconstituteaquorum,and, incasetherebefewerthanthisnumber,thepresidingofficermay adjourn themeeting from time to time until a quorum is present. In the absence of a quorum,chapterofficersareempoweredtoactforthechapter.Section5.Theorderofbusinessmaybeasfollows:1. Calltoorder2. Readingofminutesofpreviousmeeting3. Communicationsorletters4. Reportsofofficers5. Reportsofcommittees

a. Standingb. Special

6. Meetingagenda7. Oldbusiness8. Newbusiness9. AdjournmentSection6.Theorderofbusinessmaybealteredorsuspendedatanymeetingbyamajorityvoteofthememberspresent.ArticleVII-BoardofDirectorsSection 1. The Board of Directors shall have supervision, control and direction of the affairs of thechapter.Section2.TheBoardshallbecomposedofthechapter’spresidentandpresident-elect,vice-president,secretary,treasurer,andchairmenofthestandingcommittees.Section3.BoardMeetings.ExceptthattheBoardshallhavearegularmeetingatthetimeandplaceoftheannualmeeting,theBoardshallmeetuponcallofthePresidentatsuchtimesandplacesashemaydesignate.

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Section 4. Quorum. Amajority of thewhole Board shall constitute a quorum at anymeeting of theBoard.Anysmallnumbermayadjournfromtimetotimeuntilaquorumbepresent.Section5.Absence.Ifadirectorisabsentfromthree(3)consecutivemeetingsforreasonswhichtheBoardhasfailedtodeclaretobesufficient,hisresignationshallbedeemedtohavebeentenderedandaccepted.Section6.Compensation.Directorsassuchshallnotreceiveanycompensationfortheirservices.TheBoardmaybyresolutionauthorizereimbursementofexpenses incurred intheperformanceof theirduties.Section7.Resignationorremoval.Anydirectormayresignatanytimebygivingwrittennoticetothepresident, the secretary, or to the Board of Directors. Such resignation shall take effect at the timespecified therein, or, if no time is specified, at the time of acceptance thereof as determined by thepresidentortheBoard.Section8.Vacancies.AnyvacanciesthatmayoccurontheBoardbyreasonofdeath,resignation,orotherwisemaybefilledbytheremainingmembersoftheelectedofficersfortheunexpiredterm.ArticleVIII-OfficersSection1. The electedofficers of this chapter shall be apresident andpresident-elect, one (1) vicepresident,asecretary,andatreasurer.Thecandidatesshallbenominatedpriortotheannualmeeting,andtheofficerselectedbythechapterduringthechapter’sannualmeeting.Electionshallbebyballotwhereamajorityofthevotescastshallelecttheofficers,providedthereisquorumpresent.Section2.Electedofficersshalltakeofficethirty(30)daysafterelectionandserveforatermofoneyeareffective the firstofeachyearanduntilhisorhersuccessor isdulyelected.OfficersmayservemorethanoneyearatthediscretionoftheBoardofDirectors.Section3.Vacanciesinanyelectedofficemaybefilledforthebalanceoftheterm.Electioncanbeheldatanyregularorspecialmeetingwhereaquorumispresent.Section4.President.Thepresidentshallbetheprincipalelectiveofficerofthechapter,shallpresideatmeetingsofthechapterandoftheBoardofDirectors.Heshallbeamemberex-officio,withrighttovote,ofallcommitteesandofthenominatingcommittee.Section5.VicePresident.Thevicepresidentsmaybedelegatedbythepresidenttoperformhisdutiesintheeventofthepresident’stemporarydisabilityorabsencefrommeetings.HeshallhavesuchotherdutiesasthepresidentoftheBoardmayassign.Section6.Treasurer.TheTreasurershallkeepanaccountofallmoniesreceivedandexpendedfortheuse of the chapter and shall make disbursements authorized by the Board and approved by thepresidentandsuchotherofficersastheBoardmayprescribe.Heshalldepositallsumsinthebank,ortrustcompany,approvedbytheBoardofDirectors,andshallmakeareportattheannualmeetingorwhencalleduponbythepresident.Fundsmaybedrawnonlyuponthesignatureofthetreasurerorpresident or both as prescribed by the Board of Directors. The treasurer, with the approval of theBoard,may appoint one ormore assistant treasurers to perform such duties as the treasurermayassign.Section7. Secretary.TheSecretary’sduties shallbe togivenoticeof andattendallmeetingsof thechapter, tokeepaminutesofallproceedings, toattestdocumentsandperformsuchotherdutiesasareusualforsuchofficialorasmaybedulyassignedtohim.Section8.StandingCommitteeChairman.Dutiesshallbereviewedbytheoutgoingchairmanwiththenewlyelectedchairman.ArticleIX-CommitteeSection1.Thepresident,subjecttotheapprovaloftheBoardofDirectors,shallannuallyappointsuchstandingandspecialsubcommitteesasmayberequiredbythebylawsorashemayfindnecessary.Section2.NominationsCommittee.During themonthof __________________ of each year, theBoardofDirectorsshallappointanominatingcommitteeofthree(3)personstonominatecandidatesforoffice.The committee shall notify the secretary, inwriting, at least thirty (30) days before the date of theannualmeeting,of thenamesof thecandidates itproposes, and thesecretaryshallmailore-mail acopythereoftothelastrecordedaddressofeachmemberatleasttwenty(20)daysbeforetheannualmeeting.Section3.IndependentNominations.Nominationsforelectedofficemayalsobemadebymembersofthechapterifreceivedbythesecretarythirty(30)dayspriortotheannualmeeting.ArticleX-MailorE-MailVoteSection1.Whenever,inthejudgmentoftheBoardofDirectors,anyquestionshouldbeputtoavoteoftheactivemembership,andwhenitdeemsitinexpedienttocallaspecialmeetingforsuchpurpose,

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the directorsmay send such amatter to themembership inwriting bymail or e-mail for vote anddecision, and the question thus presented will be determined according to a majority of the votesreceivedbymailore-mailwithinthirty(30)daysaftersuchsubmissiontothemembership.Anyandall action taken inpursuanceofamajoritymailore-mailvotewillbe reviewedatadulyappointedmeeting.ArticleXI-FiscalYearThefiscalyearshallcommenceonthefirstdayofJanuaryandshallendonthelastdayofDecember.ArticleXII-SealThechaptershallhaveasealofsuchdesignastheBoardofDirectorsmayadopt.ArticleXIII-IndemnificationThechaptermay,byresolutionoftheBoardofDirectors,providetheindemnificationofthechapterofany and all of its directors or officers or former directors or officers against expenses actually andnecessarilyincurredbytheminconnectionwiththedefenseofanyaction,suit,orproceedinginwhichtheyoranyofthemaremadeparties,oraparty,byreasonofhavingbeendirectorsorofficersofthechapter, except in relation tomatters as towhich suchdirectororofficer shall be adjudged in suchaction,suit,orproceedingtobeliablefornegligenceormisconductintheperformanceofdutyandtosuch matters as shall be settled by agreement predicated on the existence of such liability fornegligenceormisconduct.ArticleXIV-UseofChapterFundsThe chapter shall use its funds only to accomplish the objectives and purposes specified in thesebylaws,andnopartofsaidfundsshallinure,orbedistributed,tothemembersofthechapters.ArticleXV-AmendmentsTheauthoritytomakeamendmentsshallbevestedintheBoardofDirectors,subjecttotheapprovalof the members in good standing at a special or regular meeting and the Association Board ofDirectors.ArticleXVI-AuthorizationSection1.ThechaptershallnotenterintoanycontractsbindingtheAssociationwithoutpriorwrittenapprovaloftheAssociationBoardofDirectors.ItshallbeunderstoodthatthechapterisanextensionoftheAssociationandmembersshallactaccordingly.Thechaptermustseekspecificapprovalfortheuse of the Association of Energy Engineers’ name in written approval of the Association Board ofDirectors.Section2. Nomembers of the chapter shall enter into any contracts in the name of the chapter indealings with others without the written consent and authorization of the chapter’s Board ofDirectors.Section3.ThechaptershallcooperatewiththeAssociationofEnergyEngineersincompliancewithitsrequestforreportsonactivities,meetingsandbudgets.ArticleXVII-DissolutionSection1. IfaChapterdoesnot fileasannualChapterOperationsReport,or ifaReport is filedbutreveals that the Chapter has not met these minimum requirements to remain a Chapter in goodstanding:1.Aminimumofthreemeetingsthepreviousyear,2.AminimumoftenAEEmembers,3.AllChapterofficersAEEmembersingoodstanding,theChapterwillbenotified that itmaybegrantedaperiodof sixmonths to come into compliance,providedawrittenrequesttobeallowedtodosoissubmittedbyoneormoreChaptermembers.Ifnosuch request is received, the Chapter shall be dissolved. If a request is received and granted, theChapter shall be considered on probation. If at the end of the probationary period, satisfactoryprogressisbeingmadewithoutyetreachingtheminimumrequirements,anextensionofanothersixmonthsmayberequested.Ifnoextensionisrequested,theChaptershallbedissolved.Ifanextensionis granted and at the end of the extended probationary period, the Chapter still has not come intocompliance,theChaptershallbedissolved.WhenaChapterisdissolved,thatChapter’snameshallberemovedfromtheofficialrosterofAEEChapters,includingtheChapterslistingontheAEEwebsite.IftheChapterdoescomeintocompliance,itsprobationstatuswillberemovedanditshallbedeclaredaChapteringoodstanding.Theprobationstatuswillbeaninternal,notapublic,designation.

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Section2. Dissolution of the chapter shall be by a unanimous vote of theBoardofDirectors.Upondissolution,thechaptershallnotifytheAssociationofEnergyEngineersandpayalloutstandingdebts.AnyfundbalanceshallbeforwardedtotheAssociationofEnergyEngineersortotheAEEFoundation.

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REPORTONOFFICERS

PleasecompletetheinformationbelowandsubmittoAEEHeadquarterswithinnomorethanthirtydaysofofficerstakingoffice.Mailto: OrE-mailto:[email protected]:770.446.3969RuthWhitlockExecutiveAdministratorAssociationofEnergyEngineers3168MercerUniversityDriveAtlanta,GA30341

CHAPTEROFFICERSCHAPTERNAME:_____________________________________________________________________________________________

RegularChapterMeetingDay:_______________________________________________________________________________

RegularChapterMeetingLocation:_________________________________________________________________________

ChapterWebsiteAddress:____________________________________________________________________________________PRESIDENT:__________________________________________________________________________________________________

Name:__________________________________________________________________________________________________________

MemberNumber:_____________________________________________________________________________________________

MailingAddressforChapterMaterials:_____________________________________________________________________

__________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________

Phone:________________________________________________Fax:___________________________________________________

E-Mail:_________________________________________________________________________________________________________

VICEPRESIDENT:____________________________________________________________________________________________

Name:__________________________________________________________________________________________________________

MemberNumber:_____________________________________________________________________________________________


__________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________

Phone:________________________________________________Fax:____________________________________________________

E-Mail:_________________________________________________________________________________________________________

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TREASURER:__________________________________________________________________________________________________

Name:__________________________________________________________________________________________________________

MemberNumber:_____________________________________________________________________________________________


__________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________

Phone:________________________________________________Fax:____________________________________________________

E-Mail:_________________________________________________________________________________________________________

SECRETARY:__________________________________________________________________________________________________

Name:__________________________________________________________________________________________________________

MemberNumber:_____________________________________________________________________________________________


__________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________

Phone:________________________________________________Fax:____________________________________________________

E-Mail:_________________________________________________________________________________________________________

Officersbelowareoptional.OtherofficersauthorizedbyyourChaptershouldbeaddedhere.

SCHOLARSHIPCHAIR:_______________________________________________________________________________________

Name:__________________________________________________________________________________________________________

MemberNumber:_____________________________________________________________________________________________


__________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________

Phone:________________________________________________Fax:____________________________________________________

E-Mail:_________________________________________________________________________________________________________

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AWARDSCHAIR:_____________________________________________________________________________________________

Name:__________________________________________________________________________________________________________

MemberNumber:_____________________________________________________________________________________________

MailingAddressforChapterMaterials:______________________________________________________________________

___________________________________________________________________________________________________________________

___________________________________________________________________________________________________________________

___________________________________________________________________________________________________________________

Phone:________________________________________________Fax:_____________________________________________________

E-Mail:___________________________________________________________________________________________________________

HISTORIAN:____________________________________________________________________________________________________

Name:___________________________________________________________________________________________________________

MemberNumber:______________________________________________________________________________________________

MailingAddressforChapterMaterials:______________________________________________________________________

___________________________________________________________________________________________________________________

___________________________________________________________________________________________________________________

___________________________________________________________________________________________________________________

Phone:________________________________________________Fax:_____________________________________________________

E-Mail:___________________________________________________________________________________________________________

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CHAPTEROPERATIONSREPORT

Thisannualreportisnotoptional.ThetimeperiodcoveredbythereportisfromJanuary1,2017,throughDecember31,2017.EarlyinDecember,youwillbesentamessagethatincludesalinktotheonlineformthatistobe completed, signed by the designatedOfficers of the Chapter, and submitted no later thanFebruary15,2018.v Report is to include a list of the current chapter members. This list should identify which are

membersof theAssociationandwhicharemembersonlyof theChapter.The listshould includecontactinformation.

v The amount of the annual appropriations to be made by AEE Headquarters to chapters is

determined by the information contained in this report. (When identifying Total Active AEEMembers,“Active”isdefinedasamemberingoodstandingwithAEE,theparentorganization,whohasattendedatleastonelocalChaptermeetingduringtheprevioustwelvemonths.)

v Current officers of the Chapter must be members in good standing with AEE, the parent

organization. Prior to submitting your report, please confirm themembership status of each ofyourofficers.Thiswillpreventadelayinyourreportbeingprocessed.Note:Statusofmembershipshouldalwaysbeconfirmedbeforeacceptingnomineesforofficerpositions.

TheReportsectionistobecompletedandsignedbythePresident.TheFinancialStatement&BalanceSheetistobecompletedandsignedbytheChapterTreasurer.

Neveruseatemplatefromapreviousyear.

ChangesaremadeeachyearsobesuretouseonlytheformthatisprovidedinDecembereachyear.

[email protected]

Nolaterthan

FEBRUARY15

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COVERSHEET

ASSOCIATION OF ENERGY ENGINEERS

THISPAGEISTOBECOMPLETED,SIGNED,ANDINCLUDEDASPAGENO.1OFYOURAPPLICATIONPACKAGE

NameofChapter:

LocationofChapter: Pleasecheckoffeachitemtoconfirmitsinclusioninthispackage:

1 Thispage,completedandsigned

2 MinutesofOrganizationalMeeting#1(notrequiredforthispackageifpreviouslysubmitted)



5 MinutesofAllInterimBoardMeetings(notrequiredforthispackageifpreviouslysubmitted)

6 ListofInterimBoardMembers(allofficersmustbeAEEmembers)

7 ChapterAffidavit

8 PetitionforChapterChartersignedbyatleastten(10)AEEmembers.(Listmustincludenames[printedclearly],membershipnumbers,andsignatures.)

9 CompletedChapterBylaws

Foryourapplicationtobeconsidered,allitemsmustbeincluded.

Applicationsubmittedby:________________________________________________________________________________________________________________________________________

Name PositioninChapter Date

BelowlineisforAEEinterofficeuseonly.

AEEOffice–Confirmmembershipstatusofsigners

AEEOffice–Notifychapterwhencharterhasbeenapprovedandmakearrangementsforitspresentation

AEEOffice–Remove“indevelopment”fromchapterlistingonwebsite. AEEOffice–AEEControlleristobegivencopiesofchapteraffidavitandSS-4form.ShewilladdtoAEE’schapter

rosterandsubmittoIRSforchapter’sIDnumber. AEEOffice–AEEControllertoaddchaptertoAEEChapterMailListdocument,showingzipcodesassignedto

chapterandnotingifAEEistocollectchapterdues.

ChapterBylawssubmittedandapproved.(Duesixmonthsaftercharterisawarded.)

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