Professional Documents
Culture Documents
CONSTITUTION OF NATIONAL
ASSOCIATIONS OF CONSULTING
ENGINEERS
FIDIC
BP 86, CH-1000 Lausanne 12
March 1998
CONTENTS
INTRODUCTION 2
6. STRUCTURING OF SUBSCRIPTIONS 38
6.1 Principles in distribution of fees (Subscriptions) 38
6.2 Subscription models 38
A new NACE need not be large and in many cases will be small. A well
organized and non-bureaucratic association of one or two dozen members can
be operational and effective. All the same, statutes and procedures must be
suitable for expansion. To cater for this, and to give adequate advice also to
countries with an immediate potential for a rather large membership, the
guidelines contain a fairly detailed description of the organization and activities
of a large and well established NACE. Hopefully, this will at the same time
make the booklet useful to existing NACEs, who may be looking for ideas and
some concrete advice as to how the structure of the association can be
modelled to cope with growth.
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INTRODUCTION
In preparing this booklet it has been impossible to cover every detail of the
subject. However, the guidelines have been sub-divided to provide fairly self-
contained descriptions of the different aspects in varying degrees of detail.
The first three sections concerning The Role of a NACE (1), the Advantages of
a NACE to its Members and Society (2) and Relations to FIDIC and other
NACEs (3) have been kept in rather general terms.
The Running of a NACE (5) concerns day-to-day problems and has been given
a relatively elaborate and thorough, treatment. The chapter should be
considered as a transfer of experience from the established to the new NACEs.
The recommendations may, therefore, serve the pioneers of a new NACE
according to their own judgement.
The problems connected with financing have been dealt with separately in
Structuring of Subscriptions (6).
The Guidelines are rounded off with the two sections Support that can be
obtained from FIDIC and Other Sources for the Setting Up of a NACE (7) and
The NACE and the Establishing of New Consulting Engineering Practices (8),
the latter being a brief note on the encouragement a NACE should offer in
relation to the establishing of new practices.
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1. THE ROLE OF A NATIONAL ASSOCIATION OF
CONSULTING ENGINEERS
The Role of a NACE is best described by its aims and policies. A NACE should
have its aims put down in a concise statement. In order to avoid frequent
changes they should not be too narrow or detailed.
The NACE must also decide on the policies it will adopt to further the aims. The
statement of policies is the framework for the association's activities, all fields
of which should be mentioned, without being too specific under each item.
There must be room for changes or additions. If the list is too ambitious to cope
with simultaneously, the activities will have to be taken up in order of priority.
The aims and policies must be made as clear and consist as possible.
1.1 AIMS
1.2 POLICIES
1.2.1 To clarify in the minds of the public and clients the functions of an
independent consulting engineer.
This is an essential task for the NACE. A fairly widespread public knowledge
about the functions of a consulting engineer is fundamental to all its other tasks
and, of course, to the growth of the profession. Even in countries with firmly
established NACEs it is surprising how often one can meet people in important
private or public office who know very little or nothing about the profession, or
worse, who have wrong or misunderstood information. To remedy this situation
a permanent and continuous effort is required.
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1.2.2 To make clients and the public aware of the profession, its values
and services
This concerns the profession as a whole, the services it can render society,
and the mutual benefits which lie in co-operation between society and a
profession of independent consulting engineers organised in a NACE.
1.2.5 To promote and protect the membership criteria laid down in the
statutes
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1.2.7 To establish consulting engineers in a relationship with other
engineering bodies, institutions, professions, etc.
Having been united in a NACE, the profession must use its strength to play its
role in the structure of the organizations and institutions of the country,
automatically promoting the profession in the process. Organized interchange
with complementary professions is very important. Close relationship with
educational institutions is valuable as it guides the thinking of future clients and
staff.
Know-how flows across the borders of all nations. A NACE with its connection
to international bodies like FIDIC, can provide a two-way traffic in developing
its members' own skill. The NACE, as a national body, is likely to develop wider
contacts at the international level than an individual member. International
contacts are necessary for the development of the consultancy profession in
any country, both for the individual member and the NACE.
1.2.9 To identify and represent the local characteristics that may have
developed in the country among consulting engineers
A NACE should not try to be identical with others at all costs. It is part of and
must fit in with its own society. Not to do so could easily make the start of a
NACE extraordinarily troublesome and maybe kill the initiative. However, if the
NACE is a member of FIDIC, it must be in line with FIDIC's framework of rules
for the profession.
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2. ADVANTAGES OF A NATIONAL ASSOCIATION OF
CONSULTING ENGINEERS TO ITS MEMBERS AND
SOCIETY
The role of a NACE has already been described. The advantages to its
members and society lie in the role played by the NACE. A certain amount of
repetition is, therefore, to be expected in this section. However, it has been
included to provide "a list of arguments". It may be used to convince colleagues
as well as society of the advantages to be gained by the formation of a NACE.
The NACE
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- can frame and recommend its own terms of engagement and methods of
remuneration within which the members charge fees. The NACE promotes
the idea of “Quality Based Selection” so as to avoid price competition
amongst the members which will inevitably lead to a reduction in the quality
of services provided.
The NACE works for an understanding among clients of the importance of a fair
fee level. Any fee scales or regulations of charges must be seen against the
background that the scope and depth of consulting services are as difficult to
define as to measure.
The NACE
- furthers professional etiquette and will inform clients and society about the
duties and the expected professional conduct of the consultants;
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- can supervise and discipline erring members who may harm both the
profession and society by malpractice;
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3. RELATIONSWITH FIDIC AND OTHER NATIONAL
ASSOCIATIONS OF CONSULTING ENGINEERS
FIDIC plays much the same role on an international level for the NACEs as the
individual NACE plays for its members on a national level. As to direct
collaboration between NACEs, it is a FIDIC policy to further such relations in
order to have a fruitful exchange of experience related to common problems.
Articles 3.1 and 3.2 of FIDIC’s Statutes outline the membership criteria for the
NACEs of FIDIC They read as follows:
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(ii) Legal Status:
(a) act solely in the legitimate interest of the client.This principle should
not be affected by outside ownership or any connection with another
person or oganisation;
(b) be remunerated for their consulting services solely by their client. No
direct or indirect benefit shall be received from any other party
without that client's knowledge.
3.1.2 At present more than sixty countries are represented in FIDIC. Thus,
FIDIC is an important international forum for the exchange of information and
experience between the member associations.
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3.1.3 As a member of FIDIC the NACE can:
- appoint delegate to the yearly GAM and FORUM. (GAM is the General
Assembly Meeting and the FORUM is a yearly meeting of members of
NACES on matters related to the profession, normally held in conjunction
with the GAM. The GAM and FORUM together are often referred to as the
Annual Conference.) Under the Statutes of FIDIC, a NACE may be
represented at the GAM by a delegate of another NACE.
- encourage members of the NACE to attend the GAM and FORUM in their
private capacity
- attend FIDIC regional seminars. These are arranged periodically on
selected themes in different geographical locations to facilitate attendance
by members of NACEs in the area
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3.2.3 By promoting the idea of regional exchanges
The NACEs in a particular geographical area may meet on a regular basis for
discussions of matters of mutual interest. The purpose is to establish a forum
between geographically and culturally linked NACEs. The professions in such
countries may very well share problems to a large extent. Close and rapid lines
of communication can easily be established, both in a formal and informal way.
Exchange of inspiration and experience has proved extremely useful in the
existing informal groupings in dealing with a number of topics of which some
examples are listed below:
One NACE may have been particularly successful with an action plan on for
example the following issues:
• government relations
• relations with other professions
• fighting price competition
• competition from contractors
• public relations and marketing
• Specific “standing" problems.
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4. PREPARATION OF STATUTES OF A NATIONAL
ASSOCIATION OF CONSULTING ENGINEERS
Many NACEs are, however, smaller and possibly newer. Their membership
may only be a few dozen people, a number of whom might not even reside in
the country in question. Such associations tend to keep their Statutes and their
affairs relatively simple, relying solely on the efforts of their committee
members, in their honorary capacity, to carry out the various functions which
they set for themselves.
TERMINOLOGY
Finally, it is important to note that a NACE may consist of members being firms
or members being individuals, or both. In the first case the firms are
represented in the NACE by persons fulfilling the same requirements as
individual members.
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4.1 RECOMMENDATIONS FOR STATUTES
For the sake of clarity it is assumed in the following that, unless otherwise
stated, the NACE takes the form of an association not being incorporated.
Other NACEs have only one document, the By-laws or the Statutes of the
association.
A clear statement of aims is of great importance since it reflects the role of the
association (see Section 1).
It is normal to stipulate that the income and property of the association may
only be used to further the interests and objectives of the association. Under no
circumstances may they be paid to the members of the association, even in the
event of dissolution. In the latter case they should be donated to another
organization with similar objectives.
All NACEs require that their members should undertake any payments due to
creditors on the possible winding-up of the association, but such liability may
be limited to an amount of money stated in the Statutes.
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The Memorandum normally requires that accounts of the NACE must be kept
and audited, and be open for inspection by members.
It is normal to define all the appropriate terms. These would include the law
under which the Statutes are established and such internal terms as
"Association", "Council". "Consulting Engineer", "Committees", "Office
Bearers", "Secretary", and so forth.
4.1.4 Membership
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of the Partners or Co-Directors of a member shall likewise adhere to the rules
whether or not they are members themselves. In other instances it is required
that a member does not "represent” more than a certain number of employees
in his firm. In other words, the association wants a certain density of members
in each firm helping to ensure that the correct principles are followed in all
corners of a firm. Due care should, however, be taken to ensure that large firms
do not get over-represented in gaining voting rights in the NACE.
Many NACEs have a requirement that members shall either be resident in the
country or partners/directors of a resident practice. In some cases there are
nationality requirements and a special category of overseas membership might
be allowed for. In other cases special membership categories exist for honorary
life members, life members, non-practising or retired members.
Some countries which have a federal or provincial structure might have
Associations of Consulting Engineers within each state or province. In this
event the local association's relation to the National Association must be taken
into account.
It is often laid down that a would-be member should apply, and that Council will
consider the application and publish it to all the members, allowing time for any
objection. Council would then consider the application paying attention to any
objection which might have been received.
In some countries the Council alone considers the applications and publishes
the names of new members after admission.
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Various circumstances under which membership would cease might be laid
down. These would usually include failure to pay subscriptions, bankruptcy,
mental incapacity and conviction for a serious offence. Normally, the Council
should decide under the first two circumstances, whereas in the last two the
General Assembly should have the final say in the matter. The Council would
normally decide to expel any member who, in their opinion, is guilty of
professional misconduct or has committed a serious breach of the provisions of
the Articles. The Council should, however, give the member ample opportunity
to defend his conduct.
All associations lay down, in some detail, rules governing the conduct of their
members. The Rules for Professional Conduct might be printed in a separate
volume.
Some of the rules should relate to the relationship between a member and
Society, and should be designed to protect and serve the public interest.
Other rules should govern the relationship between a member and a Client. For
example the member should act with complete fidelity and confidentiality.
Remuneration for consulting services should be made solely by the Client and
should bear a reasonable relationship to the service provided. A member must
be free of any interests in manufacturing or contracting which might influence
his professional advice. These rules should conform to FIDIC's Code of
Professional Conduct, see section 3.1.
In the interest of both the public and clients, members should only provide
services in their areas of competence. For services incorporating duties outside
their areas of competence, they may associate with other firms or consultants
but should ensure that they are reputable and competent.
The way in which members might compete for work on the basis of fees should
be closely defined. Most NACEs have a Scale of Fees. In some instances
these are mandatory and may not be undercut. This is often the case when a
Scale of Fees has been agreed with government and other client organizations.
In other cases the scales are recommendations only.
In some cases disciplinary procedures for breach of the Rules for Professional
Conduct are laid down.
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4.1.7 Procedural Matters
The description of procedural matters will vary enormously with the size and
scope of the NACE.
A few of the main issues requiring consideration are listed below. A much more
detailed treatment of this subject is contained in Chapter 5.
General Meetings
Rules relating to the General Meetings of the association should be laid down.
These would include such matters as frequency, notice, quorum, chairmanship,
method of voting, voting powers, election of members of Council and their
terms of office, appointment of auditors and the like.
Council
It may be desirable to form committees of the Council and the procedures for
these should be described.
Executive Committee
The size and content of staff employed by a NACE will vary greatly from one
case to another. In many cases there are no permanent staff, all functions
being performed by the Council Members. However, it is desirable that the
rules governing the possible appointment of staff should be laid down.
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Accounts
It is necessary to provide that accounts shall be kept of the NACE affairs. The
nature of books to be kept should be stipulated, their whereabouts and
accessibility to members and that statements of account should be made at the
annual general meeting of the members.
Much experience from the daily life of existing associations in both developed
and developing countries is available to those starting up a new one.
Obviously, quite a number of difficulties in running the organization effectively
can be avoided by taking these experiences into account before the actual
setting up of a NACE.
Naturally, the apparatus must be cut to fit the size of the association and its
economic resources. Hence, along with the description of a rather full scale
operation, an effort has been made at appropriate places in the text to suggest
also simpler alternatives.
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5.1 COUNCIL
The general practice is to maintain the size of the Council at between seven
and eleven members depending on the size and diversity of the membership. In
new associations the number can initially be smaller and in some countries it
can go as high as twenty. The various regions of a country should be
represented as well as the different sizes of firms and specialities of the
members. In other words, the Council should consist of a representative mix of
consulting engineers. The most senior partners/owners of the members will
often be chosen, but younger, qualified members should also be represented to
bring in the views of "the next generation". Precautions should always be taken
to prevent a particular group of members from exercising undue influence in the
Council.
Members of the Council should be duly elected by the members of the NACE if
it is an association of individual members, or by the Voting Representatives of
member firms in case of an association of firms. In the second case, the
number of Voting Representatives a member firm may appoint should be based
on the total size of the firm and be chosen from among the senior personnel
and preferably owners, i.e. individuals who would qualify for membership in an
association of individual members.
The question of nominating members for the Council is, of course, important
and has often given rise to problems. However, a balance has to be struck
between a practical, manageable procedure and as open and democratic a
method as possible. Two different ways are normal.
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- Other associations may have a Nominating Committee. Every year, at an
appropriate time, a Nominating Committee often chaired by the immediate
Past-President, should be appointed by the Council. This Committee, in
addition to the immediate Past-President, should consist of at least two
members who are not Council Members. The Nominating Committee should
consider candidates for election to the Council and nominate one person to
fill each vacancy. However, the membership-at-large should be given the
opportunity to nominate other persons; such candidates should be
nominated in writing by a minimum number of, for example, 3-5 members.
Should there be more than one candidate nominated for any vacancy, an
election by means of a secret ballot at the annual meeting would decide .
- be in a position with the firm and the family to allow the necessary time
to be allocated to the NACE (which is invariably more than anticipated).
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5.1.4 Election of Officers
- Same as above apart from the election of the President. In this case the
President is elected by and from the Council's own ranks, like the other
Officers.
The former approach is probably the more appropriate to the smaller and
younger NACEs, at least in their formative years.
On the other hand, some countries' preference for the other approach stems
from the fact that the Council Members, by working together over the years, get
to know each others' capabilities better than the membership-at-large is able to
do. Gradually, certain individual members of the Council begin to make their
mark and demonstrate above-average leadership qualities. This approach is,
therefore, conducive to an effective and smoothly running Council.
A larger association, possibly also with a relatively large Council, may wish to
elect more than one Vice-President, one of whom may be designated as
President-elect. It is then possible to assign to each Vice-President more spe-
cific responsibilities for certain activities of the NACE. If the association carries
a number of standing and/or task committees a Vice-President can play a co-
ordinating role over a group of committees having similar tasks (e.g.: domestic
business development, business practices and export business development).
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The Officers of the NACE form the Executive Committee of the Council to which
may also belong the senior staff person of the association (Managing Director,
Executive Secretary, etc.).
The Council of the NACE shall have full power and authority to manage and
control the business and affairs of the association, to formulate policies and to
establish programmes within the stated aims of the NACE. A clear majority of
the Council Members shall constitute a quorum for any meeting of the Council
and their decision shall be binding.
The President shall be the Chief Executive Officer. He is often made a Member
Ex-officio of all committees of the Association. He presides at all meetings of
the Council Members and Member Meetings of the Association. He signs all
instruments which require his signature and performs all duties incidental to his
office; he has such other powers and duties as may from time to time be
assigned to him by the Council.
The Vice-President or President-elect, as the case may be, shall be vested with
all powers and shall perform all duties of the President in the absence or
disability of the President. In the event that there is more than one Vice-
President, they shall have such powers and duties as may be delegated to
them by the Council or by the President.
The Treasurer shall have the care and custody of all the funds and securities of
the NACE. He shall deposit them in the name of the association in such bank
or such depository as the Council may direct. He signs all cheques, drafts,
notes or orders for the payment of money under the direction of the Council. He
shall, at all reasonable times, exhibit his books and accounts to any Council
Member.
As mentioned earlier, in some associations the duties of the Secretary and the
Treasurer fall under the President or the Vice-President(s) with the practical aid
of staff or hired professional assistance. The Council may delegate to the
Executive Committee certain of its responsibilities within established guidelines
in order to expedite the implementation of policies and/or programmes.
Furthermore, the Executive Committee may be authorized to make decisions
and take action on matters requiring urgent attention between regular meetings
of the Council.
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5.2 COMMITTEES
• Energy Affairs
• Transportation Affairs
• Environmental Affairs
Possible sub-committees:
• Export Financing
• Export Groupings
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Each of the above sub-committees may, furthermore, be assigned the duty of
establishing and maintaining liaison with the appropriate national government
departments and agencies and with other organizations within the business
sectors.
• Consulting Fees
• Taxation
• Engineering Law
• Membership
• Nominations
• FIDIC Liaison
• Awards Programme
• Statutes or By-laws
• Discipline
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5.2.2 Appointment of Chairman/Members of Committees
Committee Chairmen should be given full authority to recruit members for their
committees in a number adequate to ensure that the work of the committee is
carried out most efficiently. No person should serve as a member of the same
committee for more than four years except to hold office as Chairman, which
position should not be held for more than two years by the same person. Each
year, a member of each committee should be appointed to act as secretary for
the purpose of recording minutes or notes of meetings. The NACE office
should, on the other hand, be the secretariat of all committees with the
responsibility for issuing notices and agenda of meetings, making
arrangements for meetings, editing, printing and distributing the minutes or
notes of meetings. In some NACEs it is the custom to appoint a staff member of
the Secretariat as a non-voting member of a Committee in which case he takes
down the minutes and serves as a specially assigned liaison officer to the
Committee.
At a meeting each year, generally prior to the Annual Meeting of the NACE, the
Executive Committee should review the overall structure of the association's
committees, and their chairmanship, with a view to submitting to the Council for
approval at its meeting held at the time of the Annual Meeting, a list of standing
and task committees for the following year and their respective chairmen.
When approval from the Council of the final roster of committees and their
Chairmen has been received, each Chairman should be so notified requesting
him to name his Committee's members.
Finally, all Committee Chairmen should present to the Council either directly or
through the ex-officio.Members, their Annual Report together with their
recommendations for changes in their respective committee's constitutions,
including Terms of Reference.
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5.2.3 Terms of Reference
Once a committee has been established and its Terms of Reference defined by
the Council, it is the responsibility of its Chairman to prepare in consultation
with the Committee members a realistic Plan of Action for the immediate term,
usually set at one year. This Action Plan should detail each step or stage to be
taken with a precise time frame, towards the objectives of the Committee.
Progress Reports to the Council are also recommended as well as an Annual
Report to the membership-at-large. It makes for sound financial administration
that committees should not be authorised to commit the association's funds
without prior approval from the Council.
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With continuous rotation of Committee Members, such recording of minutes or
notes may prevent duplication of effort or simply the need to “re-invent the
wheel” year after year.
5.3 HEADQUARTERS
Early on, the NACE will rely on the willingness of members to perform its work.
However, members' time is a serious constraint, and it may soon be realised
that the initial enthusiasm of the elected officials to volunteer to administer on a
day-to-day basis the affairs of the NACE, can only be maintained for a
relatively short period.
A decision has then to be made whether to retain the services of one or more
persons to assume the duties of running the association on a day-to-day basis.
Certainly none of the existing NACEs started with a large permanent staff. In
many cases, a retired consulting engineer with an extensive knowledge of the
industry was first retained either on a full-time or part-time basis.
As the NACE grows, recruiting more and more members and thus acquiring
adequate financial resources, additional staff may be added on a demonstrated
need basis: one or more clerks to carry out such functions as accounting,
membership files maintenance, stocking and sales of documents, etc. The
need may even be found one day for a professional communications or public
relations director to prepare, publish and issue information bulletins, press
releases, etc., and to take charge of the organising and running of seminars or
workshops. With further growth it might also be desirable to hire specialists
such as an economist, a market analyst, a chartered accountant, etc. Many
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associations, however, retain on a contract basis for a limited period of time,
such specialists as the need may dictate.
The senior staff person should report directly to the Council and should be a
non-voting member of the Executive Committee. All other permanent staff
should report to him. He should have full authority subject to the authority of the
Council and under the general supervision of the President, to manage and
direct the business and affairs of the association, except such matters and
duties as by the Statutes or by the law-of-the-land must be transacted or
performed by the Council or by the members in a General Assembly Meeting.
He shall, at all reasonable times, give to the Council Members all information
they may require regarding the affairs of the association. He should have the
power to employ and discharge agents and employees of the association. In
some cases, as mentioned earlier, it might be practical to have him assume the
functions and duties of the Secretary of the association.
It is the role of the Council to determine each year the amount of membership
dues to be collected in total from the membership-at-large and the apportioning
of these between members, whether individuals or member firms. This
apportioning is usually done by means of a formula to be approved at the
General Assembly Meeting together with the annual operating budget, (see
chapter 6).
At a fixed date every year, coinciding with the beginning of the fiscal year or
year of operation of the NACE, the members should be invoiced for their
membership dues and given a limited period of time - say 30 days - to pay.
Delinquent members should be re-invoiced every month until full payment of
their dues is received. The Council may resolve to set an absolute deadline for
payment of dues, after which delinquent members should be removed from the
membership roster, unless extenuating circumstances are judged valid. Early
collection of membership dues is important in order to guarantee sufficient cash
flow for the association to operate. A kind but firm hand in these affairs from the
start can prevent many unwanted and time consuming incidents later.
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5.3.3 Financial Management
Once the legal aspects of setting-up a new NACE have been finalised, an
interim Council must be appointed and officers elected from among its
members. The first task to be tackled by the interim Council is that of
establishing a financial management system.
It is presumed that at this stage, the Statutes of the association will have been
finalised, including a clear definition of membership requirements. It is
recommended that, even at this early stage, a well thought out accounting
system should be developed by the Treasurer, possibly assisted by an
accountant either employed by a consulting engineering firm or retained on
contract for that purpose. Depending on whether the NACE will be subject to
corporation tax or not, a decision should be made right at the onset as to which
system of accounting should be used, namely on an accrual or cash basis.
Since most associations are of the non-profit corporation type, the cash basis
system is preferred as being the simplest and the easiest one to monitor. The
accounting system used should above all be amenable to easy auditing in the
sense that all financial transactions, in and out, must be recorded and
documented. It should be remembered that financial matters are likely to give
rise to more questions than other topics normally do at the General Assembly
Meeting. This is easy to understand because the Council has been entrusted
with the sound use and administration of the members' dues.
It might also be wise to open a second current account or petty cash account
with a pre-established ceiling for day-to-day small disbursements. This account
should be entrusted to the senior staff person.
Most NACEs provide a number of special services to their members and carry
out these activities on a cash recovery basis; these may include the General
Assembly Meeting (if the expenses in this connection are not covered by the
yearly subscription), seminars and workshops for which a registration fee is
charged, sales of publications, etc. Such publications might be, for example,
membership directory, general conditions and contract forms and brochures,
whether produced by the NACE or purchased from an outside source (FIDIC),
which may also be handled on a cost recovery basis including handling and
mailing charges. These so-called "self-financing activities" should produce a
net income over direct costs or a financial contribution to the overhead of the
association.
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In some cases, this contribution could represent a substantial (10-20%)
proportion of the total income, keeping the yearly subscription down
accordingly. In other cases, it is found simpler to raise the subscription
sufficiently to cover some of these services, e.g. memberships' directory, other
NACE-publications and the General Assembly Meeting.
After the annual budget has been approved, individual items of income and
expenditure should be apportioned for each month of the year. Monthly
financial statements can thus be prepared by the secretariat comparing actual
and budget figures for the past month and year-to-date, showing the year-to-
date variance. Such monthly statements are of great help to the Treasurer, the
Executive Committee and the Council in maintaining close control over the
financial affairs. Adjustments can then be made at an early enough stage to
avoid potential disasters. In small associations the system could be based on
quarterly reports but the routine should be introduced from the start of the
NACE.
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A typical budget pro-forma is shown at the end of this section. Each item of
disbursement given in the table may be broken down further into sub-items
according to the need to achieve greater control on individual expenditures. For
example, Advertising and Promotion can be broken down further as follows:
- News bulletins
- Press releases
- Advertisements
- Photographic services
- Awards
At the end of each fiscal year, or year of operation, an audit of the books
should be carried out by qualified persons not connected with the day-to-day
financial operations of the NACE. This is best carried out by a public
accountant, but the Council may instead wish to appoint an Auditing Committee
comprised of knowledgeable members who are not Council Members. Some
NACEs elect such an Auditing Committee (sometimes a single person) to audit
the books with special regard to certain items, e.g., will a further break-down of
certain expenses give a more fair presentation of the accounts to the
members? Further to the scrutiny by such an appointed colleague, the books
will always be audited by a public accountant.
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Typical Budget:
REVENUES
Membership Dues
Interests (savings accounts)
General Assembly Meeting (net)
Sales of Publications (net)
Sundry Income
_______________________________________________________________
TOTAL
SUB-TOTAL
SUB-TOTAL
TOTAL
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5.3.4 Office Facilities, Furniture/Equipment
As recommended earlier, a new NACE soon after its formation should try to
house its secretariat in permanent headquarters. These should preferably be
located in the capital of the country within close range of most government
offices with which the association will have business to transact and close to
the business sector. This is highly desirable because such a location would be
conducive to the President and other Officers together with the Managing
Director maintaining regular personal contacts with government and business
officials.
Preferably the secretariat should be housed in premises not only adequate for
its current needs but with facility for future expansion. Such premises should
include an adequate working area, a meeting room and storage facilities.
The outright purchase of office furniture, desks, working tables, chairs, filing
cabinets, etc., should be envisaged if the premises are not rented furnished.
However, office equipment should preferably be rented where possible.
Typewriters, photocopying/ collating machines and telephones are costly to
small associations and so are word processors/ computers, postage meter,
mailing machine, etc. to larger ones. In most cases this equipment is subject to
rapid obsolescence.
A NACE has several “publics”: its membership, its members' clients, public and
private sector policy-makers and the public-at-large. All of these “publics” are
equally important to consulting engineers and have to be kept informed of the
activities, views, policies, etc. of the NACE. Each separate public may call for a
different means of communication.
Even small/new NACEs must pay serious attention to this fundamental activity
of making Clients and Society aware of the functions of the consulting engineer
and his profession. Steps should be taken to meet this demand even under the
conditions of very limited economic resources.
A regular newsletter, perhaps by fax or e-mail, is by far the best means to keep
the membership informed of what is being done on its behalf, of government
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legislation and regulations impacting on it, of potential new markets for
consulting engineering services, of coming events, etc. Such internal
newsletters need not be very elaborate; what is important is what they convey.
The real trouble and expense lie in collecting the information and in formulating
it.
Public and private sector policy-makers may call upon the NACE for the
submission of its views and recommendations concerning legislation or
regulations being considered. This may require preparation of fairly involved
briefs, submissions or reports. A good image will be preserved if great care is
taken in the overall appearance, format and presentation of such documents.
However, the quality of the content itself remains the most important aspect.
Documents with valid and well-qualified views can be produced by small
organizations. The Council should be prepared to make special efforts to meet
such requests when they are made. It is certain to further good relations
between government and other authorities.
The public-at-large is the more difficult "public" to reach for the new and small
NACE. It is usually effected through the information media: general press,
magazines, radio and, on occasion, television. Carefully prepared press
releases or communiqués are the usual means used by organizations such as
a NACE. Since their preparation requires great writing skills, the NACE may
wish to retain the services of a specialist in public relations for this purpose.
It has been observed that most new associations neglect to devise right at the
beginning of their operations an adequate filing system with the result that in
the ensuing months and years it becomes impossible to locate
correspondence, reports, etc. The filing system need not be complicated to be
effective. It is, therefore, recommended that a filing system based on subject
matter be devised as early as possible. Cross indexing may be necessary when
documents deal with more than one subject matter. The task of filing away
documents should be one person’s responsibility in order to avoid chaos.
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5.3.8 Activity Record Maintenance
Incoming mail, faxes and e-mails should be reviewed every day as soon as
received and sorted out according to priority: mail that requires immediate
attention; mail that requires further study or inquiry before action is taken; items
of information only, not requiring any special follow-up action except perhaps
re-distribution to Committees and/or the membership.
Letters should, of course, be clear and concise, addressing the subject matter
directly without verbiage. If reference is made to previous correspondence or
events, file numbers, dates, names of sender(s) and addressee(s) should be
given. If an answer or action is required on the part of the addressee, it must be
clearly stated and, if desirable, a deadline given. It is good practice to indicate
the names of the persons who are to receive copies.
A file copy of all outgoing correspondence should be kept and attached to all
other relevant documents for future reference. Correspondence issued directly
from offices of the President or other Officers as well as from Chairmen or
Committee members should always be copied to the Secretariat.
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Experience has shown that unless good office practices are adopted and
followed at all times concerning mail handling and correspondence, complete
confusion soon results and everyone involved in the NACE starts working at
cross purposes.
The secretariat should establish right at the beginning of the operation of the
NACE a membership roster complete with full mailing addresses, telephone
numbers, etc., fields of specialization, details of individual members, number of
personnel in each firm and the membership dues paid each year. The need for
such a system cannot be over-emphasized to avoid embarrassing situations
such as double invoicing and difficulties in contacting members at short notice.
This system would also allow for rapid verification of the membership status of
individual firms. In the case of an association of firms, the names and
addresses of appointed Voting Representatives should also be recorded vis-à-
vis each Member Firm's registration.
One of the main services that a NACE will be called upon to render to its
membership is to act as a distribution centre for all kinds of documents relevant
to the engineering industry. Among these are the NACE's own contractual
documents, manual of practice and brochures of all kinds, FIDIC's numerous
publications including international model forms of agreement and a host of
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other national and international publications. Before building up an inventory of
any of these publications, a demand and supply survey should be conducted
with the membership and outside potential clients. Only a minimum stock
should be maintained at all times, enough to guarantee quick delivery. It should
be remembered that there is always a danger of locking in working capital in
slow moving items.
At regular intervals, the NACE should prepare and distribute an up-to-date list
of publications for sale, including unit costs and quantity discounts.
Many NACEs divide the meeting into two parts, the first dealing with the
standard agenda and the second concentrating on a special topic of particular
interest. Guests from outside the MACE are often invited for the latter as part of
the Public Relations Programme of the association.
Every item on the agenda should be prepared carefully. The better the
preparation of, for example, the yearly report including accounts and budget,
the easier it will be to avoid waste of time in discussing details which may be
insignificant compared with the mountain of real problems the profession
normally faces.
The planning, organization and running of such meetings require the input of
several dedicated persons in close co-operation with the secretariat.
All meetings should be well publicized ahead of time and ample time given to
the members to plan travel arrangements, hotel reservations, etc. Pre-
registration should be encouraged, if not made mandatory.
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5.4 THE COST OF RUNNING THE NACE
and
Being under the full control of the NACE these expenses can, in theory, be set
as low as may be wanted or needed. However, to be an active NACE, which is
able to play its role in a reasonable way, so that its existence is, in fact, justified
and a positive impact is achieved, a budget of some substance must be
established.
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5.4.2 FIDIC
All figures mentioned below relate to 1998. The calculation of the fee for a
NACE is based on a unit charge per member of the NACE and a unit charge
per employee working in all the NACE-associated consulting engineering firms
taken together. No NACE can pay more than CHF (SwissFrancs) 110,000 and
no NACE can pay less than CHF 750 (which includes the maximum discount of
50 percent for low GNP/Capita countries). The unit charge per year per
member is CHF 16.00 and per employee CHF 2.40.
Domestic US $ 2,500
FIDIC US $ 1,000 (say)
Total US $3,500
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6. STRUCTURING OF SUBSCRIPTIONS
It is essential that the NACE be fully self-financing. It should base its financing
solely on member subscriptions and its own activities such as sales of
publications, arrangement of seminars, etc.
Self-financing may be difficult sometimes but impartial advice is the soul of the
profession and naturally this must be observed by the NACE in keeping its
financing free of external influences. There are exceptions to all rules. In some
countries the NACE accepts financial support from certain government budgets
for ad hoc aid to, for example, business development in the form of partial
financing of brochures, export assistance, etc. Such support is without any
strings attached whatsoever. It is small and normally quite insignificant in
relation to the overall budget of the NACE.
Some NACEs struggle with the problem that some of their members draw more
heavily on their services than others. Sometimes the problem concentrates on
certain activities which, together with the users, can be identified, e.g., support
for export promotion. In such cases special charges may be introduced.
However, this has to be done with extreme caution as such action tends to
weaken the solidarity among the members of the NACE. A balance must be
struck. This is made easier by keeping the overall running costs down.
However, to give general guidance on what is a reasonable budget is
impossible.
The principles of the model remain the same whether the members of
the NACE are individuals or firms, although the terminology varies. If the
NACE consists of firms the distribution model will operate with the
number of Voting Representatives and employees of the actual firm. The
following description of a subscription model for a NACE with individual
members may, therefore, easily be transformed to a NACE of firms.
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6.2.1 One way of arriving at the subscription rate would be to divide the total
budget by the number of members. Clearly this does not offer a distribution
which recognises the size of the firms (number of employees) represented by
the individual members.
However, this model is rather inflexible and not practical if the NACE consists
of firms ranging in size from very small to very large.
Basically, such a model operates with a charge per member and a charge per
employee supported by him.
- The charges per member would normally add up to approximately half of the
total budget.
- The charges per employee would be computed to cover the second half.
Normally there would be a sliding scale for the charge per employee,
decreasing with a growing number of staff.
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7. SUPPORT THAT CAN BE OBTAINED PROM FIDIC AND
OTHER SOURCES FOR THE SETTING UP OF A NATIONAL
ASSOCIATION OF CONSULTING ENGINEERS
7.1.1 FIDIC has published a great number of books, reports, guidelines and
other publications which can be made available to the pioneers. FIDIC’s
requirements towards the NACEs are clearly described. Some of the
publications will be particularly useful in the "campaign" among the potential
members in the country. They explain in detail what FIDIC does and how FIDIC
supports the profession and the consulting engineer in his work.
A list of relevant FIDIC publications is supplied with these guidelines (or can be
received from FIDIC, or viewed on www.fidic org)
Furthermore, it will be natural for the pioneers to seek support from the NACEs
in neighbouring or nearby countries. Such contact will most probably be fruitful
and give valuable guidance in how to go about the formation of the association.
Such contact may also serve as the start of a future collaboration with other
NACEs as described in section 3.
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should, therefore, be established from the start and advice about the starting
up of the NACE can probably be obtained via such relations.
The growth and well-being of the profession is very much dependent on both
the professional and commercial development of the consulting engineering
firms. The establishing of and support to new individual practices or firms is an
important part of such development and should therefore be furthered and
stimulated by the NACE of any country.
Advice can be given verbally and may be supported by the NACE's Statutes,
pamphlets, brochures and various other literature. Some NACEs have prepared
special publications dealing with the most relevant subjects for consulting
engineering practices-to-be. The advice should cover such items as:
Qualifications
- Education
- Experience
Codes of Practice
- Ethical standards
- Scale of fees
Process of Establishing
- Legal advice
- Incorporation or not
- Statutes
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The role of the NACE in this connection corresponds very much to that of
FIDIC in relation to the setting up of new NACEs.
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