CIAT

REGULATIONS

The regulations contained herein define and regulate the operation and affairs of the Chartered Body known as the Chartered Institute of Architectural Technologists (CIAT) as contained in the body’s Charter and Bye-laws and approved under the Grant of Royal Charter dated 22 July 2005.

DEFINITIONS

1. In these Bye-laws and the Regulations, except where the context otherwise requires:
(a) "Board" means the Executive Board of the Institute;
(b) "Bye-laws" means Bye-laws made by the Institute under the Charter;
(c) "Charter" means the Charter to which the Bye-laws are scheduled, as revoked, amended or added to from time to time, and all Supplemental Charters of the Institute for the time being in force;
(d) "Centre" means a group of members resident in any overseas territory as approved by the Annual General Meeting;
(e) "Company" means the Company limited by guarantee incorporated on 24th October 1975 and named the "British Institute of Architectural Technologists";
(f) "Council" means the Electoral College and Strategic Forum of the Institute;
(g) "Chief Executive" means the chief executive officer of the Institute  by whatever title known;
(h) "Institute" means the Chartered Institute of Architectural Technologists constituted by the Charter;
(i) "Institute’s Journal" means the official publication of the Institute;
(j) "in writing" and "written" includes all modes of representing or reproducing words in a visible form;
(k) "Laws of the Institute" means the Charter, the Bye-laws, these Regulations and all codes and other forms of regulatory provision made by the Institute;
(l) "member" means a member of the Institute in any class;
(m) "Member" means a person in the class of Full Chartered Member of the Institute;
(n) "month" means calendar month;
(o) "notice"  includes any paper or document of any kind which a member may be entitled to have served upon him.
(p) "office" means the main office of the Institute;
(q) "President" means the President of the Institute;
(r) "President Elect" means the President Elect of the Institute;
(s) "Immediate Past President" means the Immediate Past President of the Institute;
(t) "Region" means a division of the UK as determined by The Board;
(u) "Regulations" means these regulations made by the Board under the Charter or Bye-laws;
(v) "Seal" means the Common Seal of the Institute;
(w) "United Kingdom" means Great Britain and Northern Ireland;
(x) words importing the masculine gender shall include the feminine and words in the singular shall include the plural and words in the plural shall include the singular;
(y) words importing persons shall include corporations and "corporation" shall include unincorporated associations.

Any words and terms which may be defined by the Charter shall, unless the context otherwise requires, have a corresponding meaning in the Bye-laws and these Regulations.

2. The Institute is established for the purposes expressed in the Royal Charter of Incorporation.

MEMBERSHIP

3. The following shall be eligible for election or appointment to the respective classes or sub-classes of member as defined within Bye-law 6:
(a) Member - any individual who has achieved the standard of education and structured professional experience for Chartered Membership as defined within Bye-law 6;
(b) Technician, Associate, Profile and Student - any individual who has achieved the standard of education and structured professional experience for each respective class or sub-class from time to time laid down by the Board;
(c) Honorary member - such person as the Board shall admit to membership by reason of his distinction or by reason of his services to the Institute.

4. Every application for membership shall be in writing and upon such form and shall contain such particulars as the Board may from time to time determine.   The Board may in its discretion elect or reject any person applying for membership and such applicants will be eligible to appeal as per Regulation 82.

5. All applicants for membership shall sign a declaration subscribing that all information and documentation supplied in support of their application for election to membership is accurate, accepting the Institute’s decision regarding eligibility for election, agreeing to abide by the Charter, Bye-laws and Regulations of the Institute and keeping the Institute informed of any change in circumstance which affect their continued membership.
 
6. The Chief Executive shall forthwith notify to a candidate who has been elected that he has been admitted as a member of the Institute.  No person shall be entitled to the rights and privileges attaching to the class of membership of the Institute to which he has been elected, as defined in Bye-laws 6 to 8, until he has paid the entrance fee and first annual subscription applicable to the class of membership to which he has been elected.

7. Any Technician, Associate, Profile or Student may on attaining the standards of experience and education from time to time prescribed by the Board apply to transfer to another class or sub-class of membership.  The Board may in its discretion agree to such transfer provided always that no member shall be entitled to the privileges of the class of membership to which he has been transferred until he has paid such transfer fee as may be prescribed by the Board and the appropriate annual subscription.

SUBSCRIPTIONS

8. Every member of the Institute other than Honorary shall pay an annual subscription of such sum as the Board shall, under Bye-laws 7 and 8, from time to time determine in respect of each class or sub-class of membership.

9. The annual subscription of a member shall become due on election and thereafter on the 1st day of May in each year.

10. A member shall not be entitled to any of the rights and privileges of membership as defined in Bye-laws 6 to 9 whilst his subscription is in arrears, unless he has taken advantage of any payment scheme the Board may authorise from time to time.

CESSATION OF MEMBERSHIP

11. A member may resign his membership by notice sent to the Chief Executive and such notice shall become effective on the date on which it is accepted by the Chief Executive provided that the Chief Executive shall not unreasonably withhold or delay his acceptance of such a notice of resignation and provided further that the member shall remain liable for his subscription for the then current year and shall not be entitled to be repaid any part of any subscription paid by him.

12. The Chief Executive may give notice in writing to any member whose subscription remains unpaid for a period of one month or such longer period as the Board shall from time to time determine after the date on which it became payable requiring him to pay the arrears of such subscription, and the Board may cancel the membership of any member whose subscription remains unpaid for more than fourteen days’ after the date of the said notice from the Chief Executive. Provided that it shall be at the discretion of the Board to reinstate him as a member if the Board shall so determine.

DISCIPLINARY PROCEDURES

13. The Board shall, as per Bye-laws 14 and 15, establish procedures for conduct and disciplinary matters approved by a special resolution of the Institute in general meeting concerning the method by which the question of the conduct of any member is to be reported to the Board, the hearing and determination by the delegated Conduct Committee upon such question, providing that such questions be determined by a Conduct Committee established by the Council, except where the member is known to the member/s of the Conduct Committee; where there is a conflict of interest; or when the Conduct Committee will be inquorate.  Special provisions are made for these situations within the Conduct & Disciplinary Procedures, and shall provide that the member against whom a complaint is made may make representations either orally or in writing to the Conduct Committee established by the Council.

14. Any member of the Institute who shall contravene any Code of Conduct from time to time promulgated by the Board and approved by a special resolution of the Institute in general meeting or who shall conduct himself in a manner which in the opinion of the Conduct Committee established by the Council is inconsistent with his status as a member of the Institute may be liable to: give an undertaking to refrain from further contraventions of the Code of Conduct; be reprimanded and required to give an undertaking to refrain from further contraventions; be suspended from the privilege of membership of the Institute; be suspended from the privilege of membership with the recommendation of reassessment on re-entry;  or be expelled from the Institute.

15. The Board shall establish a facility for an independent appeal tribunal in compliance with the relevant legislation and laid down in Regulation 82.

GENERAL MEETINGS OF THE INSTITUTE

16. The Institute shall, in accordance with Bye-law 16, hold a General Meeting in every calendar year as its Annual General Meeting at such time and place as may be determined by the Board and shall specify the meeting as such in notices calling it, provided that every Annual General Meeting except the first shall be held not more than nine months after the end of the Institute’s financial year.  Notice of any resolution to be proposed at the Annual General Meeting shall be deposited at the Office with the Chief Executive at any time, and at least ten weeks before the date of the Annual general meeting.  The Chief Executive shall give notice of any such resolution in writing to the membership at least six weeks before the Annual General Meeting.  The Chairman will exercise his discretion to accept amendments from the floor of the meeting.
 
17. Twenty-one days’ notice at least of any general meeting specifying the place, the day and hour of the meeting and, in the case of special business, the general nature of the business, shall be given in the manner hereinafter mentioned to the persons elected by the Regional Committees (as defined in Regulation 29) or Centre Committee (in accordance with Regulation 39-41) of the Institute, the Honorary Secretary of each Regional Committee (as defined in Regulation 29) or Centre Committee (in accordance with Regulation 39-41) and to the members of the Board, the auditors and to such other persons entitled to receive such notice from the Institute, to include the members.

PROCEEDINGS AT GENERAL MEETINGS

18. General Meetings shall consist of:
(a) Voting Members, who will be the regionally appointed representatives described in Regulation 25 hereof;
(b) Non-voting members, who will be:
(i) The Board of the Institute including elect;
(ii) Councillors not serving on the Board including Councillors elect, unless appointed under Regulation 25 hereof;
(iii) Representatives of other bodies who may be invited by the Board;
(iv) The Chief Executive, as defined in Bye-law 48 and any other executive officers.
(c) Any other members, at their own discretion and cost. Such members are eligible to attend, fully participate in the debate, but cannot vote.

19. Business shall commence at the time stated on the Agenda and shall be concluded at a time determined by the Board and specified in the notice of the meeting on each day.

20. No business shall be transacted unless a quorum is present when the meeting proceeds to business, and for all purposes the quorum shall be a number equal to two-thirds of the Members entitled to vote at the meeting.  If within half an hour from the time appointed for the meeting a quorum is not present, the meeting, if convened upon the requisition of or by members, shall be dissolved.   In any other case it shall be adjourned to such day and to such place as may be appointed by the Chairman. At any such adjourned meeting the Members present and entitled to vote, whatever their number, shall have power to decide upon all matters which could properly have been disposed of at the meeting from which the adjournment took place.

21. The Chairman may, with the consent of the meeting, adjourn the general meeting from time to time and place to place, but no business shall be transacted at any adjourned meeting other than the business left unfinished at the meeting from which the adjournment took place.

22. A resolution put to the vote of the meeting shall be decided by a show of hands unless, before or upon the declaration of the result of the show of hands, a poll be demanded by the Chairman or by at least five Members present in person and having the right to vote, and unless a poll is so demanded a declaration by the Chairman that a Resolution on a show of hands has been carried or carried unanimously or by a particular majority or lost or not carried by a particular majority shall be conclusive and an entry to that effect in the Minute Book shall be conclusive evidence thereof.  The demand for a poll may be withdrawn.

23. If a poll be demanded in the manner aforesaid it shall be taken forthwith in such manner as the Chairman may direct and the result of the poll shall be deemed to be the resolution of the meeting at which the poll was demanded.   On a poll each Member entitled to vote at a general meeting shall have one vote except in the case of the Hong Centre voting representative, who is eligible to vote in accordance with Regulation 40(a)

24. The Chairman of the meeting shall not be entitled to a vote unless he is appointed pursuant to Regulation 25 or there is an equality of votes either on a show of hands or on a poll in either of which case the Chairman of the meeting shall be entitled to a casting vote.

25. Each Regional Committee (as defined in Regulation 29) or Centre Committee (in accordance with Regulation 39-41) of the Institute empowered by the general meeting to be represented at future General Meetings, shall elect one representative to attend and vote at general meetings except that any Region or such Centre having more than one hundred members on 1st May in any year shall elect two representatives to attend and vote at the following general meetings, and any Region or such Centre having more than three hundred and fifty members on 1st May in any year shall elect three representatives to attend and vote at the following general meetings, and any Region or such Centre having more than seven hundred members on 1st May in any year shall elect four representatives to attend and vote at the following general meetings.  All representatives shall be Members.

26. Decisions of General Meetings shall be effected as follows:
(a) by special resolutions in their substantive or amended forms relating to alterations or amendments to the Charter, Bye-laws, if agreed to by a two thirds majority of those entitled to vote present and voting at a General Meeting shall be binding. Alteration to the Charter and Bye-laws need prior or subsequent approval by Privy Council;
(b) by special resolutions in their substantive or amended forms relating to alterations or amendments to the Conduct and Disciplinary Procedures and Code of Conduct if agreed to by a two thirds majority of those entitled to vote present and voting at a General Meeting shall be binding;
(c) by ordinary resolutions in their substantive or amended forms which, if agreed to by a simple majority of those entitled to vote present and voting at a general meeting, shall be binding upon the Institute;
(d) by a resolution, submitted by a Member not holding Institute, Regional or Centre Office, in its substantive or amended form which, if agreed to by two thirds of those entitled to vote present and voting at a general meeting, shall be a resolution of the Institute and binding upon the Board;
(e) by a resolution, submitted by a Member not holding Institute, Regional or Centre Office, in its substantive or amended form, which if agreed to by a simple majority of those entitled to vote present and voting at a general meeting shall not have the effect of a resolution of the Institute, but shall require the Board to consider, report back to the next Annual General Meeting of the Institute, or, if the Board considers it necessary, take action thereon within its ensuing year of office.

REGIONAL STRUCTURE

27. The Board shall make provision for prescribing:
(a) the division of the United Kingdom into Regions; 
(b) the method of keeping, and the qualifications for inclusion in a membership register of each of those Regions.

28. Each member of the Institute shall be included on the computerised region membership register (the “Register”) held at the Office, unless resident overseas in a geographical area not provided with Centre status. On his election, each member may, by notice in writing given to the Chief Executive, nominate the Region on whose Register he wishes to be enrolled.  At any time after his election, a member may give notice in writing to the Chief Executive that he wishes to transfer from the Register of one Region to the Register of another Region.  Any member who does not give notice to the Chief Executive in accordance with this Regulation shall be entered on the Register of the Region for the geographical area covering his home address.
 
29. In each Region there shall be a committee consisting of a Regional Chairman, a Regional Honorary Secretary, a Regional Honorary Treasurer, and not more than nine other members elected by the members who are on the Membership Register of the Region (the “Regional Committee”).  From this number, the Regional Committee shall elect a Councillor, who shall be a Member, to represent the Region on Council, and will endeavour to elect a Regional Education Officer, a Regional Continuing Professional Development Officer and any other officer whom the Regional Committee may from time to time consider necessary.  Not more than two members of the Regional Committee shall be Student members of the Institute in any one term.

30. Each Regional Committee shall meet not less than three occasions in each calendar year at such time and place as it thinks fit (the “Regional Business Meeting”).

ELECTION OF MEMBERS OF THE REGIONAL COMMITTEE

31. The Regional Councillor shall hold office for a period of three years commencing at the end of a Regional Business Meeting to be held not less than five months, nor more than eight months, before the date fixed for the Institute’s relevant Annual General Meeting and terminating at the commencement of the Regional Business Meeting two years later.  A person may be re-elected as a Regional Councillor.

32. All other members of the Regional Committee shall hold office for a period of two years commencing at the end of a Regional Business Meeting to be held not less than five months, nor more than eight months, before the date fixed for the Institute’s relevant Annual General Meeting and terminating at the commencement of the Regional Business Meeting two years later.  A person may be re-elected as a Regional Committee member.

33. The Regional Honorary Secretary shall give to each member of the Institute upon the Membership Register of that Region at least fourteen days’ notice of the date fixed for the Regional Business Meeting at which elections are due to take place.  No person shall be a candidate for election as a Regional Committee member except for the Region in respect of which he is on the Register.  Each candidate shall be proposed and seconded by members of the Institute who are on the Register of the Region, at the appropriate time during the Regional Business Meeting.

34. When more than twelve members are nominated as Regional Committee members, the Regional Honorary Secretary of the Region shall cause an election to be held by secret ballot to select twelve members as Regional Committee members.  If the number of candidates for election is twelve or less then the candidates for these vacancies shall be deemed to be elected to the Regional Committee of that Region.

35. Following the election of the Regional Committee, it will proceed to elect a Regional Chairman, Regional Honorary Secretary and Regional Honorary Treasurer and any other officers as determined from time to time from amongst the newly-elected Regional Committee members.  If a ballot is required, the Committee shall elect a Returning Officer, who shall be a Member of the Regional Committee not seeking nomination to any office, and shall have the results and number of votes cast for each candidate, recorded in the minutes of the Meeting.  It shall be the Returning Officer’s duty to declare the result of the election in the Institute’s Journal at the earliest possible date following the election.

36. A Regional office holder shall vacate office if he is required to do so by a majority vote of two-thirds of the appropriate Regional Committee or if any of the events specified under Regulation 57 or 65 hereof take place.

37. If a Regional Committee member vacates his office for any reason whatsoever or dies or if less than twelve persons are elected to the Regional Committee at the Regional Business Meeting, the Regional Committee may co-opt members of the Institute entered on the register for that Region to fill such vacancies for the remainder of the term prior to the commencement of the next Regional Business Meeting at which elections take place.

LOCAL GROUPS

38. Any group of members shall be eligible to form a local group at the discretion of the appropriate Regional Committee (a “Local Group”).  Such Local Groups shall have no specified powers or functions. 

CENTRES

39. A group of Members resident in any overseas territory may request in writing to the Chief Executive to be accorded the status of a Centre of the Institute.  Centres must be approved by the General Meeting, which shall also determine from time to time whether a Centre shall have representation at future General Meetings and at the Council and be eligible to be elected onto the Board. Where a Centre has not been granted representation at the Council and the Board it may submit reports and comments through the Chief Executive. Centres shall conduct affairs in accordance with procedures described in Regulations 27 to 37 hereof, Centre Office holders shall be designated and the Committee shall number between five and twelve members (the “Centre Committee”).

40. The Hong Kong Centre and the Republic of Ireland Centre have been afforded permission to send voting delegates to General Meetings as follows:
(a) The Hong Kong Centre is eligible to send one representative with the number of votes as detailed in Regulation 25.
(b) The Republic of Ireland Centre is eligible to send the number of delegates as detailed in the aforementioned Regulation 25.

41. The Republic of Ireland Centre has authority to send an elected representative to Council who is eligible to stand for and be elected onto the Board in accordance with Regulations 63 to 76.  The Hong Kong Centre does not have representation at Council or Board meetings.

ELECTION OF INSTITUTE OFFICERS

42. The Officers shall be Members of the Institute.  Other than the President-Elect and the President, they shall be elected by the Council at its meeting held prior to an Annual General Meeting of the Institute in accordance with Regulations 43 to 53 hereof.  The President-Elect shall be elected by the membership in accordance with Regulation 43 to 53 hereof, subsequently to assume the office of President.

43. The Chief Executive shall advertise all posts becoming vacant in the Institute’s Journal, at least one month before the stated deadline, giving details of the office, time and location of the meeting at which the election is to take place and the method for receiving nominations.

44. Any Member is eligible to propose candidates to serve as Officers of the Institute, and to be proposed as a candidate provided his prior consent has been obtained.

45. The Chief Executive shall perform the role of Returning Officer and shall inform all nominees of the office or offices for which they have been nominated with formal requests for acceptance or rejection of the nomination, shall prepare a final list of accepted nominations which shall be circulated to all members of the Council, together with any manifestos supplied by nominees, at least one week prior to the Council meeting at which the election shall take place.  He shall then carry out the election procedure in a proper manner, with regard for due probity, with the assistance of two scrutineers.
 
46. The Chairman shall declare the results of the election to the meeting, including the number of votes cast for each candidate.  It shall be the Returning Officer’s duty to ensure that this information is recorded in the minutes of the meeting, and that the results of the election are declared in the Institute’s Journal at the earliest possible date following the election.

47. When at a meeting of the Council, a Councillor is elected as an Officer of the Institute, that Councillor will not assume such office until after the closure of that meeting, remaining as a Councillor for the purpose of that meeting.

48. The President shall hold office for two years from the conclusion of the Annual General Meeting held after the date of his election until the termination of the Annual General Meeting of the Institute which shall occur in the year next but one after the date of his election.  Provided that a President shall not be eligible for re-election for a period of two years after ceasing to hold office.

49. The Vice-Presidents, the Honorary Secretary and the Honorary Treasurer shall hold office for two years from the conclusion of the Annual General Meeting held after the date of their election until the termination of the Annual General Meeting of the Institute which shall occur in the year next but one after the date of their election and shall be eligible for re-election.  Election for these Offices shall be held in alternate years in a manner to be determined from time to time by the Council.

50. Any President who shall complete his term of office shall be the Immediate Past President of the Institute for a term of one year from the date of his ceasing to hold office as President.

51. The President-Elect shall hold office from the conclusion of the Annual General Meeting following his election, which shall be in the year following the election of the President.  Unless otherwise determined from time to time by the Council, the President-Elect shall assume office as President following the conclusion of the next Annual General Meeting.  This shall be confirmed by the Council on at its meeting prior to the Annual General Meeting.

52. If the President shall vacate office for any reason whatsoever or die, the Council shall elect one of the Vice-Presidents of the Institute at the meeting held next after the date on which the vacancy shall occur for the remainder of his predecessor’s term of office and he shall be eligible to serve as President of the Institute for one year only from the date of the termination of the period for which his predecessor was elected.

53. If a Vice-President, the Honorary Secretary, the Honorary Treasurer or the President-Elect shall vacate office for any reason whatsoever or die, the Council may elect a successor from amongst the Members of the Institute.  Any Officer so elected shall hold office until the date on which his predecessor’s term of office would have terminated.  In the case of these Officers, other than the President-Elect, where the predecessor’s unexpired term of office is less than one year, the Council may exercise its discretion as to the appropriate date of termination.

COUNCIL

54. No person who is not a Member may be a member of the Council, except the Chief Executive and as provided in Regulation 55 hereof.

55. The Council shall have power to co-opt persons who need not be members of the Institute to the Council, representing such professional bodies as it shall think fit, who shall hold office until the conclusion of the next following Annual General Meeting.

56. No member of the Council shall vacate or be required to vacate his office as a member of the Council on or by reason of his having attained any particular age.

57. A voting member of the Council shall vacate office:
(a) if he resigns by notice in writing;
(b) if he becomes prohibited from being a director of a company or trustee;
(c) if he becomes bankrupt, makes a declaration of insolvency or suspends payment or makes any arrangement or composition with his creditors;
(d) if he is removed from office by a Resolution of the members in General Meeting;
(e) if he fails without good reason to attend three consecutive Board meetings;
(f) if he is removed under Bye-law 35 or
(g) if he ceases to be a member of the Institute.

POWERS OF COUNCIL

58. The role of Council is:
(a) to be the strategic forum for the Institute
(b) to elect Officers of the Institute as detailed in the Bye-law and Regulations 42 to 53 hereof;
(c) to elect four Councillors on an annual basis at its meeting prior to the Annual General Meeting to the Board, in accordance with Regulations 68 to 76 hereof;
(d) to elect two Councillors as deputies to attend The Board meetings if one or two of the elected Councillors cannot attend for whatever reason, in accordance with Regulations 68 to 76 hereof;
(e) at its first meeting following the Annual General Meeting to:
(i) consider and subsequently approve or reject the objectives for the year tabled by the Board; and
(ii) elect Councillor representatives onto the Institute Committees.
(f) at its second meeting following the Annual General Meeting to:
(i) review the work of the Institute and receive reports from the Board;
(ii) elect the Officers of the Institute as detailed in the Bye Laws and Regulations 42 to 53 hereof;
(iii) elect the four Councillors onto the Board as detailed in Regulations 68 to 76 hereof; and
(iv) elect the two deputy Councillors as detailed in Regulations 68 to 73 hereof.
(g) receive copies of the Board’s communications to include; the agenda, support papers, and minutes.
(h) at a meeting prior to the Annual General Meeting, elect Chairmen of the Institute Committees appointed and in operation at that time.  The Council may from time to time confer the Chairmanship of an Institute Committee upon any office as an ex-officio duty.
(i) resolve at a Council meeting to remove from office any member of any Institute Committee who in the opinion of the Council consistently fails in or becomes unable to carry out the duties normally required of him as a member of such Institute Committee and to replace him by some other member.
(j) resolve at a Council meeting to remove from office a member of the Board by a resolution of the Council passed by a majority of two-thirds of the total number of Members present and entitled to vote.

PROCEEDINGS AT THE COUNCIL

59. The Council will meet together a minimum of twice per year for purposes detailed in Regulation 58 hereof.

60. A quorum at the meeting of the Council shall be when two-thirds of the voting members of the Council are present.

61. The President, or in his absence, one of the Vice-Presidents, shall take the chair at meetings of the Council, but if neither the President nor any Vice-Presidents shall be present at any meeting within fifteen minutes after the time appointed for holding the same, or shall not be willing to act as Chairman, the members of the Council present shall choose one of their number to be Chairman of such meeting.

62. Matters arising at any meeting of the Council shall be decided by a simple majority of votes, except in accordance with Regulation 58(j) hereto, and in case of an equality of votes the Chairman of the meeting shall have a casting vote.  An absent Councillor, who is not represented by a Deputy Councillor pursuant to Regulation 67, and an absent Officer may vote in writing on a particular item by proxy, the vote to be provided to the Chief Executive at or before the time the vote is taken.

ELECTION OF MEMBERS OF THE COUNCIL

63. Each Regional Committee (as defined in Regulation 29) or Centre Committee (in accordance with Regulation 39-41) hereof shall at a meeting held prior to the Annual General Meeting at which the outgoing Councillor retires elect one Member from amongst the elected Members of the Region or Centre Committee to serve as a Councillor pursuant to Bye-law 46(b).

64. Each Councillor elected by a Regional Committee or Centre Committee (in accordance with Regulation 63 hereto) shall hold office for a period of three years commencing at the termination of the Annual General Meeting of the Institute held next after his election and terminating at the end of the Annual General Meeting of the Institute held during the third year after the date of his election.  Councillors shall be elected at a Regional or Centre Business Meeting and may be re-elected at the end of their term of office. 

65. Each Regional Committee (as defined in Regulation 29) or Centre Committee (in accordance with Regulation 39-41) may by a majority vote of two-thirds of those present and entitled to vote passed at a meeting of the Regional Committee or Centre Committee of which not less than twenty-one days’ notice in writing shall have been given, remove the Councillor elected by it before the expiration of his period of office, and may by a majority decision appoint another Member in his stead but any person so appointed shall retain his office until the date on which his predecessor’s term of office would have terminated.

66. In the event of the resignation or death of the Councillor elected by a Regional Committee (as defined in Regulation 29) or Centre Committee (in accordance with Regulation 39-41), that Regional Committee or Centre Committee may appoint another Member in his stead and the person who is appointed to fill the vacancy shall hold office until the date on which his predecessor’s term of office would have terminated.

DEPUTY COUNCILLOR

67. Each Regional Committee (as defined in Regulation 29) or Centre Committee (in accordance with Regulation 39-41) may appoint a Member of its Committee, normally its Chairman, to act as a deputy Councillor.   Any Member so appointed shall be entitled to attend at any meeting of the Council from which the Councillor is absent and shall be entitled to vote.  Such Regional Committee or Centre Committee shall give to the Chief Executive notice in writing of the Member so appointed.

ELECTION OF COUNCILLORS ONTO THE EXECUTIVE BOARD

68. Any serving Councillor is eligible to stand for election to the Board.
 
69. Each year at the Council meeting prior to the Annual General Meeting four Councillors shall be elected from amongst the serving Councillors.  These elected Councillors shall be elected to take up their position on the Board for one year from the close of the business at the Annual General Meeting.

70. Elections for the four Councillor representatives onto the Board take place on an annual basis.

71. At the same election Council shall elect two deputies from amongst the serving Councillors to act as deputies at Board meetings. Such deputies will attend meetings of the Board if the elected Councillors cannot for whatever reason attend provided that the number of deputies does not exceed the number of absent Councilllors. The election of the deputies will take the same format as the election of serving Councillors onto the Board.  Deputies will be elected on an annual basis.  The deputies shall have no voting rights.

72. Any elected Council member is eligible to propose a Councillor to serve on the Board, and to be proposed as a candidate provided his prior consent has been obtained.

73. The Chief Executive shall perform the role of Returning Officer and shall inform all nominees of the office or offices for which they have been nominated with formal requests for acceptance or rejection of the nomination, shall prepare a final list of accepted nominations which shall be circulated to all members of the Council, together with any manifestos supplied by nominees, at least one week prior to the Council meeting at which the election shall take place.  He shall then carry out the election procedure in a proper manner, with regard for due probity, with the assistance of two scrutineers.

74. The Chairman shall declare the results of the election to the meeting, including the number of votes cast for each candidate.  It shall be the Returning Officer’s duty to ensure that this information is recorded in the minutes of the meeting, and that the results of the election are declared in the Institute’s Journal at the earliest possible date following the election.

75. A Councillor duly elected to the board will assume his office on the Board at the close of the Annual General Meeting.

76. If a Councillor elected to the Board shall vacate office for any reason whatsoever or die, the Council may elect a successor from amongst the Members of the Institute.  Any Councillor so elected shall hold office until the date on which his predecessor’s term of office would have terminated. 

MEETINGS OF THE EXECUTIVE BOARD

77. The Board may meet together for the despatch of business, adjourn and otherwise regulate its meeting as it thinks fit, but it shall meet not less than four times in each calendar year, twice of which will coincide with a meeting of the Council.
 
POWERS OF THE EXECUTIVE BOARD

78. The Board shall from time to time make such guidelines for the conduct of the business of the Institute and not inconsistent with these or any substituted Regulations as it may deem expedient and shall transmit copies of such guidelines to the members of every Institute Committee and to every Regional or Centre Committee of the Institute.  But no guideline or alterations therein or additions thereto shall be effective unless approved by the Board at a meeting.

INSTITUTE COMMITTEES

79. Election of Councillor representation onto the Institute Committees to be undertaken by the Council in accordance with Regulations 58(e) and 81 hereof.

80. The Board may form committees from time to time pursuant to Bye-law 44; it is for Council to elect the Chairman and Council representation on each Committee pursuant to Regulations 58(e) and 79 hereto. The Chairmen of Institute Committees shall, upon appointment, formulate terms of reference for approval by the Board, and nominate the members of their Institute Committees at the earliest opportunity for consideration by the Council.  Each year, thereafter at the first Council meeting held subsequent to the Annual General Meeting, each Chairman shall nominate or re-nominate the members of the Committee for similar consideration.

81. The Chief Executive or one of his staff shall prepare a copy of the minutes of each meeting of all Institute Committees within twenty-eight days’ of the date of the meeting for retention.  Written reports of the proceedings of all Institute Committees shall be submitted in accordance with the programme agreed by the Board.

APPEALS

82. Any member or applicant for membership shall have the right to appeal, which in the first instance should be made in writing to the Chief Executive or President. The Board shall provide the right to an independent appeal such as that offered by Construction Industry Council, in compliance with relevant legislation.

THE SEAL

83. The Seal of the Institute shall not be affixed to any instrument except by the authority of a resolution of the Board and at least one member of the Board together with the Chief Executive or an assistant or Honorary Secretary shall sign every instrument to which the Seal shall be so affixed and, in favour of any purchaser or person bona fide dealing with the Institute, such signatures shall be conclusive evidence to the fact that the Seal has been properly affixed.

END - CIAT 2005