By-Laws

GENERAL

Article 1

The By Laws are distinct from and subsidiary to the Statutes of the Centre and may be altered from time to time by the means indicated in the Statutes.

MEMBERSHIP OF THE CENTRE

Article 2

Institutional Members are representative national non-profit, non-governmental professional organizations accepted by the Executive Committee on the basis of a formal application. Institutional Members are exempted from fees.

Institutional Members:

i. shall be informed of all the activities of the Centre, and may give suggestions for improving these activities or starting new activities;

ii. may send one voting member to the meetings of the General Assembly;

iii.    may nominate members of the Scientific Council.

Institutional Members who wish to be removed from the membership list may do so by notifying the Secretary-General in writing.

The Secretary-General will inform the Executive Committee of those Member Institutions of the Centre failing to appoint representatives for duly called meetings of the General Assembly or failing to vote in a mail ballot, for possible removal from the membership list by the Executive Committee.

III.   NOMINATIONS AND ELECTIONS

Article 3 (revised)

Members of the Scientific Council are elected by the General Assembly, for a period of two years, on the basis of nominations received from the Scientific Council, the Executive Committee or any Institutional Member.

Call for nominations must be issued at least four months before the first Executive Committee meeting of a calendar year, or the last Executive Committee meeting prior to the meeting of the General Assembly. The Executive Committee shall prepare the list of the nominees for the mail ballot from the nominations received.

The list of nominees for the ballot should ensure that countries active in the field are appropriately represented. Scientific Council members may be reappointed.

Recipients of Honors and Awards of the Centre are ex-officio members of the Scientific Council, subject to their acceptance.

Members of the Assembly for the International Heat Transfer Conferences are ex-officio members of the Scientific Council, subject to their acceptance.

Article 4 (revised)

The President and the Vice-Presidents of the General Assembly are elected by the Members of the General Assembly for a period of four years. Candidates will be nominated by a Nominating Committee comprised of the outgoing President and all past Presidents (subject to their agreement to serve).  There will be at least one nominee for each position.

The President may serve only one term; the Vice-Presidents may be re-elected for one additional term.

If unable to preside at the meeting of the General Assembly or the Scientific Council, the President will designate one of the Vice-Presidents to chair the meeting. If the President is unable to complete the term of office, the Executive Committee will designate one of the Vice-Presidents as President until the next meeting of the General Assembly.

Article 5

The Chairman of the Executive Committee shall be the last Vice-Chairman in office. He or she is elected by and from the members of the Executive  Committee for a period of two years following which he or she will again assume the  Vice-Chairmanship for a period of one year.

Article 6

The Vice-Chairman of the Executive Committee is elected by and from the members of the Executive Committee for an initial period of one year. According to the arrangements in Article 5, a new Vice-Chairman is to be elected every second year.

In the absence of the Chairman of the Executive Committee at a meeting of the Committee, the Vice-Chairman shall serve instead. If the Chairman is unable to complete the term, the Vice-Chairman shall assume the duties for the remainder of the Chairman\'s term.

Article 7 (revised)

Members of the Executive Committee (EC) are elected by, and from, the Scientific Council in a mail or email ballot conducted by the President of the General Assembly. Nominations from members of the Scientific Committee will be submitted to a Nominating Committee comprised of the President, all Past Presidents (subject to their agreement to serve) and those outgoing Executive Committee members who are not eligible for re-election. Based on these nominations, the Nominating Committee will prepare the final list of candidates for the election, taking into account the number of nominations, research activity, ICHMT participation of each nominee, and geographical, gender, and employment diversity.

The Secretary General will contact all candidates to confirm their willingness to serve and attend EC meetings. At least 19 names will be on the ballot from which 15 will be elected by receiving the most votes. In case of a tie, the winner will be determined by chance through drawing lot or similar procedures

Article 8

The Secretary-General is nominated to the Scientific Council for appointment for a period of four years by the Chairman of the Executive Committee with the advice and consent of a simple majority of the Executive Committee. The Secretary General shall act as the Secretary of the Executive Committee.

If the Secretary-General is incapable of performing the duties of the office in accordance with the Statutes and By-Laws of the Centre, the Executive Committee shall appoint an acting Secretary-General until the next meeting of the Scientific Council.

Article 9

The Chairman, Vice-Chairmen and members of Organizing Committees for conferences and other activities and for Special Committees of the Centre are appointed by the Chairman of the Executive Committee with the advice and consent of a simple majority of the Executive Committee members. This advice  and consent is also needed for the initiation of all new activities of the Centre for policy decisions involving the allocation of the funds of the Centre.

IV. MEETINGS

Article 10

General Assembly meetings will normally be called every four years by the President of the Centre on the occasion of the International Heat Transfer Conferences and on such intermediate occasions as may be appropriate. If necessary, decisions of the General Assembly may be arrived at by written ballot at the discretion of the President.

The Chairman of the meeting will be the President of the Centre or a designate. Written notice of the meeting and its agenda will be sent to the members at least two months before the meeting. Minutes of the meetings will be kept by the Secretary and distributed to all members of the General Assembly.

Article 11

Written notice of the Scientific Council meetings and the agenda will be sent to the members at least two months before the meeting. Voting, if necessary, will be by simple majority of those present. If necessary, decisions of the Scientific Council may be arrived at by way of written ballot at the discretion of the President. The President will make a report at the meetings of the Council. The Chairman of the Executive Committee will make a report at the meetings of the Council on its activities since the previous meeting. Minutes of the meetings will be kept by the Secretary and distributed to all members of the Scientific Council and the Executive Committee.

Article 12

The Executive Committee and any Organizing or Special Committees may establish their own operating rules, which must be consistent with the Statutes and By-Laws of the Centre.

V. RESIDENCE OF CENTRE

Article 13

The residence of the Centre is in the Middle East Technical University, Ankara, Turkey.

VI. SECRETARY GENERAL

Article 14 (revised)

The Secretary General must be a full-time or retired faculty member of the Middle East Technical University, Ankara, Turkey.

The Secretary General is responsible to the Executive Committee and has the responsibility for:

i. Establishing and controlling the Secretariat of the Centre and a corresponding administrative organization;

ii. Administering the financial resources of the Centre on the basis of the financial policy set up by the Executive Committee.

iii.    Conducting all correspondence concerning contracts or commitments in which the Centre is or may be involved, except in so far as he or she delegates this responsibility;

iv. Presenting a yearly financial report and a proposed budget for the next year to the Executive Committee for approval. The financial report shall be certified by the financial auditors (Art. 14.4.7. of the Statutes).

v. Coordinating the activities of the Centre related to the organization of scientific and technical meetings organized by the Centre except for particular meetings where another specific coordinator is authorized by the Executive Committee.

VII.   APPROVAL OF BY-LAWS

Article 15

These By-Laws go into effect when approved by the Scientific Council in accordance with Article 14.4.4. of the Statutes of the Centre.

AMENDMENT 1: (15 December 2008)

AnchorArticle 4

Previous Version:

“The President and the Vice-Presidents of the General Assembly are elected by the Members of the General Assembly for a period of four years. The retiring President of the General Assembly will become a member of the Scientific Council for at least one term and will be listed as the Past-Chairman. The President and the Vice-Presidents may be re-elected for one term. If unable to preside at the meeting of the General Assembly or the Scientific Council, the President shall designate one of the Vice-Presidents to chair the meeting. If the President is unable to complete the term of office, the Executive Committee shall designate one of the Vice-Presidents as President until the next meeting of the General Assembly.”

Revised as:

The President and the Vice-Presidents of the General Assembly are elected by the Members of the General Assembly for a period of four years. Candidates will be nominated by a Nominating Committee comprised of the outgoing President and all past Presidents (subject to their agreement to serve).  There will be at least one nominee for each position. The President may serve only one term; the Vice-Presidents may be re-elected for one additional term. If unable to preside at the meeting of the General Assembly or the Scientific Council, the President will designate one of the Vice-Presidents to chair the meeting. If the President is unable to complete the term of office, the Executive Committee will designate one of the Vice-Presidents as President until the next meeting of the General Assembly.

AnchorArticle 7

Previous Version:

Members of the Executive Committee are elected by the Scientific Council by a simple majority of those voting in a mail ballot distributed by the President of the General Assembly. In preparing the final ballot, the President shall consult with the Executive Committee and shall decide the final slate. At least 19 names shall be on the ballot from which not more than 15 shall be elected by receiving the most votes. The President shall ensure that for any country the number of members elected will be a maximum of two.

Revised as:

Members of the Executive Committee (EC) are elected by, and from, the Scientific Council in a mail or email ballot conducted by the President of the General Assembly. Nominations from members of the Scientific Committee will be submitted to a Nominating Committee comprised of the President, all Past Presidents (subject to their agreement to serve) and those outgoing Executive Committee members who are not eligible for re-election. Based on these nominations, the Nominating Committee will prepare the final list of candidates for the election, taking into account the number of nominations, research activity, ICHMT participation of each nominee, and geographical, gender, and employment diversity.

The Secretary General will contact all candidates to confirm their willingness to serve and attend EC meetings. At least 19 names will be on the ballot from which 15 will be elected by receiving the most votes. In case of a tie, the winner will be determined by chance through drawing lot or similar procedures.

AMENDMENT 2: (27 February 2012)

Article 3

Previous version:

Members of the Scientific Council are elected by the General Assembly, for a period of four years, on the basis of nominations received from the Scientific Council, the Executive Committee or any Institutional Member.

Call for nominations must be issued at least four months before the last Executive Committee meeting prior to the meeting of the General Assembly. The Executive Committee shall prepare the list of the nominees for the mail ballot from the nominations received.

Revised as:

Members of the Scientific Council are elected by the General Assembly, for a period of two years, on the basis of nominations received from the Scientific Council, the Executive Committee or any Institutional Member.

Call for nominations must be issued at least four months before the first Executive Committee meeting of a calendar year, or the last Executive Committee meeting prior to the meeting of the General Assembly. The Executive Committee shall prepare the list of the nominees for the mail ballot from the nominations received.

Article 14

Previous Version:

The Secretary General must be a faculty member of the Middle East Technical University, Ankara, Turkey.

Revised as:

The Secretary General must be a full-time or retired faculty member of the Middle East Technical University, Ankara, Turkey.