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	The Canadian society for engineering in agricultural, food and biological systems La Société canadienne de génie agroalimentaire, et biologique Canadian Biosystems Engineering Our Journal Le génie des biosystèmes au Canada

Procedures

The President, in consort with the members of Council and in accordance with the By-laws of the Society, is responsible for the appointment of such administrative and professional committees as are required to assist in conducting the affairs of the Society.

TECHNICAL COMMITTEES

Composition: "Technical Committees consisting of up to four officers (Chair, Past-Chair, Vice-Chair, Secretary) and a minimum of four and maximum of ten additional members in good standing shall be appointed by the Council. The Committee disciplines should conform to the Technical Areas of Publishing the Society Journal. The Committees shall be under the coordination and supervision of the Vice-President (Technical) and shall be responsible for the development and conduct of the technical program for the Society and the supervision of any technical sub-committees.The Chairs of the Technical Committees shall form the Meetings Committee with the Vice-president (Technical) as Chair.." [By-Law 19(c)]

Technical Committees will serve in the following subject matter areas:

Terms of Reference/Duties

• To be responsible for the development and conduct of the technical program for the Annual Meeting.
• To supervise any technical sub-committees that may be appointed.

STANDARDS COMMITTEE

Composition: "There shall be a Standards Committee consisting of four officers (Chair, Past-Chair, Vice-Chair, Secretary) and minimum of four and a maximum of ten additional members to propose, promote, and manage engineering Standards and Practices." [By-Law 19(d)]

Terms of Reference/Duties

• To maintain an overview of standards and parctices which apply to engineering activities in agricultural, food or biological systems in Canada.
• To bring to the attention of members standards being developed by other organizations where input from CSAE/SCGR is desirable.
• To suggest technical programs, including seminars or workshop, on Standards.

MEMBERSHIP RECRUITMENT COMMITTEE

Composition: "There shall be a Membership Recruitment Committee consisting of the Regional Directors, with the Vice-President (Regional) as Chair." [By-Law 19(e)]

Terms of Reference/Duties

• To recruit suitable candidates for membership.
• To assist university representatives in recruiting student members.
• To review membership lists whenever they are issued and inform the Secretary of corrections, changes of address, etc.
• To prepare or direct the preparation of information for recruitment.

AWARDS COMMITTEE

Composition: "There shall be an Awards Committee consisting of Chair, Past-Chair, Vice-Chair, Secretary, and two additional members in good standing, and the Past President and the Awards Officer who shall be ex officio members of the committee." [By-Law 19(f)] .

Duties

• To solicit nominations for and select the recipients of the following awards: (click the award for details)

  Maple Leaf Award	The John Clark Award	The CSAE/SCGR Industrial Award
  Young Engineer of the Year Award	The Glenn Downing Award
  The John Turnbull Award	The Jim Beamish Award

  
  
• To edit citations for recipients of CSAE/SCGR awards, and make arrangements for the presentation ceremony.
• To forward to the ASAE Office for publicity purposes immediately following the Annual Meeting, a list of awards presented, including a description of the award and a statement of each award winner's qualifications for the award and, if possible, any photographs of the presentation.
• To coordinate with the CSAE/SCGR Society Manager to ensure the material is used for other purposes especially the CSAE/SCGR Newsletter.
• To consider and propose to CSAE/SCGR Council new awards or other methods of recognition of members.

Awards: Awards are given for outstanding contributions through work in one or more of the following:

• Design and development based on originality, practicality, and applicability; the awardee must have made the major contribution to the concepts, design or development recognized.
• Extension and management based on a record of high quality work in agricultural, food, and/or biological engineering extension such as leading in extension education through groups or T.V., or by assisting farmers in innovation of new farmstead systems or components. Alternatively, the awardee may be recognized for outstanding managerial work in the food processing industry, building firms, machinery firms, irrigation firms or land drainage.
• Teaching and/or research based on a record of good teaching involving innovation in teaching or course development, and professional and enthusiastic leadership to students. Alternatively, the Awardee may be recognized for research abilities and achievements through the development of new theoretical concepts, or the design and execution of good experiments to prove conclusively the answer to some questions of value to agricultural, food and/or biological engineering.

MAPLE LEAF AWARD/ PRIX MAPLE LEAF

Preparing Nominations for CSAE/SCGR Awards

Nominations for awards shall:

• Meet all the requirements for the particular award as described above.
• Emphasize the contributions of the individual or company being nominated.
• Be sent to reach the Chair of the Awards committee by the published deadline date. Prior notification, to the Chair of the awards committee, of intent to submit a nomination would be appreciated. An e-mail or FAX when the nomination process is started would suffice.
• Consist of a maximum of 6 pages (letter size) with a minimum of 10 pt typeface single spaced.
• Provide an additional 200 word citation suitable for publication and publicity purposes.
• Be sent to the Awards Chair in six (6) copies.

Publicizing CSAE/SCGR Awards

The committee will prepare a suitable one-page news release for each award recipient. Media releases should be available at the media room at the annual meeting.
It is recommended that pictures be prepared at the same time, by having the printer of the Awards Bulletin run 10 extra pages of each citation.
Three weeks prior to the annual meeting, the Society Manager will send the media releases to the various newspaper and radio/TV media identified by the awardee:

• the newspaper(s) where the awardee resides,
• the "home town paper" where he/she grew up, went to school, parents still farm, etc.
• the Professional Engineering newspaper or newsletter in the awardee's provincial engineering association. (and the awardee’s association of Professional Agrologists if appropriate)
• the alumni association of his/her alma mater university.
• Radio and Television stations as suggested by the awardee

• Individual members of the committee shall provide a) a ranked rating; or b) abstain from voting; or c) reject the nomination, for each candidate for an award.
• The Chair shall tally the votes, and return the results to the members for consideration. Members of the committee may change their vote for a second or subsequent round.
• The decisions of the committee shall be sent to the President by the deadline date.
• The President shall inform the nominees of their award and that the Awards committee will be in contact in regard to publicity.
• The committee shall send the suggested citation to each award winner and request any revisions he/she wishes to make.
• The committee shall send a publicity release form to each award winner, requesting name and address details for publicizing the award and a suitable photograph for such publicity and for the awards ceremony at the Annual meeting.
• The committee shall inform nominators of actions taken on their nomination. For unsuccessful nominations, nominators will be advised that the nomination will be kept for the subsequent year only. For nominations that were considered unsuccessfully the second time, nominators will be advised that a completely new nomination would be required at the next nomination period.

FELLOWS COMMITTEE

Composition: "There shall be a Fellows Committee consisting of a Chair, Past-Chair, Vice-Chair, Secretary and two additional members in good standing, and the Past President and the Awards Officer who shall be ex officio members of the Committee. The Fellows Committee shall act as the Nominations Committee for election of members as Fellows by the Council." [By-Law 19(g)] .

The designation "Fellow" shall have honorary status, to which members of distinction may be elected, but for which they may not apply. A Fellow shall be a member of outstanding and extraordinary qualifications and experience in the field of agricultural, food, and/or biological engineering, and shall have met all the requirements for the grade of member. A Fellow shall have been a member of the Society for ten years, and have twenty years of active practice in the profession.

Nomination as a Fellow may be made to the Fellows Committee by ten members in good standing. To be elected, a nominee must be unanimously approved by all ballots received by the ballot return deadline, provided that at least two-thirds of the ballots are returned.

Requirements for nominations for the grade of Fellow

The following information is required by the Fellows Committee to evaluate candidates for the grade of Fellow.

• Nominee's full name, title, professional affiliation and address.
• Nominee's date and place of birth. Educational record including schools attended, years and degrees received.
• Professional record in chronological order.
• Description of honors and awards already held.
• Reasons for nomination. These should be statements describing the scope and nature of achievements on which the recommendation is based; the personal character and qualities of the candidate; professional ability, influence and recognition by peers; and any contributions the nominee has made to CSAE/SCGR.

• List of significant published writings, including both popular and technical articles with emphasis on those pertinent to the award. Copies of the publications are not required.
• Membership and activities in social, civic, fraternal and religious organizations. Offices held and special recognitions should be included.
• Membership in scientific and honorary societies.

Nominations for awards shall be submitted to the Chair of the Fellows Committees on or before the published deadline.

Composition: "There shall be an Editorial Policy Board consisting of a Chair and at least five other members. The Chair of the Board shall be appointed for a three-year term after having served one or more terms as a member of the Board. A member of the Board shall be appointed for three years with the opportunity of being reappointed for one additional term." [By-Law 19(h)]

Terms of Reference: The Chair of the Editorial Policy Board is the Editor of "Canadian Biosystems Engineering / Le génie des biosystèmes au Canada" and the other members are Associate Editors.

Duties of the Editor/Chair of the Editorial Policy Board :

• Receive and acknowledge receipt of manuscript.
• Check manuscripts for correct format (abstract, figures, etc.).
• Assign Associate Editor and submit copy of manuscript to reviewers.
• Assist Associate Editor.
• Prepare report for annual meeting.
• Ensure decisions of the Editorial Policy Board are communicated to CSAE/SCGR office.
• Submit accepted manuscripts to CSAE/SCGR office together with completed form with pertinent data such as date of receipt of manuscript, name of person to communicate with and whether or not the manuscript is a paper or note.

Duties of Associate Editors/Members of the Editorial Policy Board

• Review manuscript returned from reviewers.
• Submit reviews and decisions to the authors.
• Accept or reject manuscripts for publication in Canadian Biosystems Engineering / Le génie des biosystèmes au Canada.
• Submit copies of correspondence to the Editor so a record of the disposal of manuscripts can be maintained.
• Submit accepted manuscripts to the Editor with all pertinent data and related information.

BY-LAWS COMMITTEE

Composition : "There shall be a By-Laws Committee consisting of the immediate Past- President as Chair, the past Past-President and President-Elect and additional members as required, to be appointed by the President." [By-Law 19(i)]

Duties:

• To keep under continual review the letters patent, by-laws, and rules; recommend additions, deletions, or amendments as required.
• To carry out directives of Council concerning any of the above.

NOMINATING COMMITTEE

Composition: "There shall be a Nominating Committee consisting of the immediate Past-President as Chair, the President-Elect, the Past-Past-President and two members appointed by the President from outside the Council." [By-Law 19(j)]

Terms of Reference: The Committee shall, before February 1st in each year, prepare a slate of nominations for each elected office. Persons nominated for office shall be voting members in good standing. Nomination of any eligible candidate shall also be received by the Secretary up to the first day of February from any three members of good standing.

STUDENT COMPETITIONS

CSAE/SCGR UNDERGRADUATE STUDENT COMPETITIONS

Two undergraduate student competitions namely (1) design competition and (2) undergraduate paper competition, are organized to promote high degree of professionalism, encourage development of professional and engineering ingenuity, provide opportunity for interaction between students and professional associates and encourage active undergraduate student participation within CSAE/SCGR.

Brief overview of these competitions is given below.  The CSAE/SCGR Vice-President (Regional) in consultation with the Student Affairs Committee will circulate detailed and specific guidelines each year for the competitions.  Contestants should consult these guidelines before completing their submission packages.

1.1  STUDENT DESIGN COMPETITION

The purpose of the CSAE/SCGR student design competition is to encourage application of engineering principles in solving practical problems related to biological systems including agriculture, food and the environment.  The competition seeks to promote skills required for formulating and executing technical projects among students.  Special priority should be given but not limited to problems that are peculiar to Canada.  Engineering design in the context of the competition is understood to mean the process of devising a machine, component, system, software or process to meet a well defined need.

Contestants must have been undergraduate students in Canadian University departments that offer either Agricultural, Biosystems/Biological, Environmental or related curriculum, at the time their design projects were executed.  Projects must have been completed not more than 12 months prior to the deadline for the year's competition.  Individual or team projects may be submitted.

The design competition will be organized at two levels namely (a) local University departmental level and (b) national CSAE/SCGR level.  Only the top 2 design projects from each university department may participate in the national competition.  Each department is responsible for evaluating and selecting its top candidates through its local level competition.  Each department is also responsible for coordinating its entries to the national competition.  Local departmental competition may be conducted as part of a regular undergraduate design project course.  Submissions for the national competition must be made through departmental academic advisors to reach the CSAE/SCGR Student Affairs Committee by May 15^th. 

Potential contestants should consult the competition guidelines for specific instructions regarding preparing submissions for the competition and the evaluation procedure.  Price awards for the 1^st, 2^nd and 3^rd place winners in the national competition will be $500, $300, and $150, respectively, in addition to certificates and waiver for CSAE/SCGR annual meeting registration.

1.2  STUDENT PAPER COMPETITION

The undergraduate student paper competition is intended to provide a forum for students to stretch or test their technical writing skills and in doing so compete with peers across Canada. Research papers (i.e. papers describing a well-defined stage of experimentation with adequately supported conclusions), technical papers (i.e. papers that present a clear, concise, and factual outline or interpretation of a particular development, design, test, analysis, etc.), general papers (ie on technical education, extension, etc.) and review papers on any field dealing with biological systems or environment are acceptable. 

Contestants must have been undergraduate students in Canadian University departments that offer either Agricultural, Biosystems/Biological, Environmental or related curriculum, at the time their papers were written.  Papers must have been written not more than 12 months prior to the deadline for the year's competition.  Individual or team papers maybe submitted. Entries must be original and not published or presented elsewhere.

It is important that students and not Faculty advisors write papers submitted for the competition. Advisors may supervise and review papers but students must have done a significant portion of the writing in order to qualify for the competition. Advisor's signature is required on submitted paper as attestation that the paper has been prepared by the student contestant.

Submissions for the paper competition must be made through departmental CSAE/SCGR academic advisors to reach the Students Affair Committee by May 15^th.  Instructions regarding required format for the paper and the evaluation process will be available in the competition’s guideline.  First, and second place winners of the competition will receive $200, and $100, respectively.  Winners will also receive certificates and waiver for CSAE/SCGR annual meeting registration.

Two graduate student competitions namely (1) Masters and Doctoral thesis award competition and (2) graduate student paper competition, are organized to encourage innovation and excellence in Biosystems, Biological and Environmental Engineering and recognize our most promising graduate student members.  Brief overview of these competitions is given below.  The CSAE/SCGR Vice-President (Regional) in consultation with the Student Affairs Committee will circulate detailed and specific instructions each year for the competitions.  Potential contestants should consult these guidelines before completing their submission packages.

2.1  Masters and Doctoral Thesis Award Competition

There will be separate competitions for Masters and Doctoral thesis awards.  To qualify, contestants must have graduated from Canadian Universities that offer Agricultural, Biosystems, Biological or related Engineering program.  The thesis must have been successfully defended not more that 12 months prior to the deadline for the year’s competition.  

Entries must be submitted through the CSAE/SCGR academic advisors in the different University departments to reach the CSAE/SCGR Student Affairs Committee not later than May 15^th of the competition year.  A university department may file up to 2 candidates for each of the Masters and Doctoral thesis award competition categories. 

Three copies of the following are required for the competition:

i) A current curriculum vitae of the contestant indicating contribution to research and development, current activities, current address, telephone and email. 

ii) A clear 1 page summary outlining the purpose, significance and originality of the thesis research.  This will be a key element in assessment of the submissions.  The summary should be in plain language to be understood by reviewers from other biosystems/biological engineering background. 

iii) Reprints of the contestant’s publication based on the thesis project.

iv) A 1 page letter of support from the thesis supervisor or Departmental Chair indicating the contributions made by the contestant and other pertinent information that may help the selection committee judge the overall technical abilities of the contestant. 

v) A copy of the external examiner’s report should also be submitted.

Detailed instructions for preparing the submissions and the evaluation procedure can be obtained from the circulated competition guideline.  The first place winners of the Masters and Doctoral thesis competitions will receive $250 and $500, respectively.  The second and third place winners in the competitions will receive certificates of recognition.

2.2  GRADUATE PAPER COMPETITION

The CSAE/SCGR graduate paper competitions are organized within the various CSAE/SCGR technical sessions.  To participate in the competition, a contestant must:

i) be a graduate student (or was a graduate student not more than 12 months prior to the deadline for the year's competition),

ii) submit an acceptable abstract for paper presentation at the CSAE/SCGR annual meeting and

iii) clearly indicate intention to participate in the graduate paper competition at the time of abstract submission. 

Each technical session committee will be responsible for coordinating and evaluating its graduate paper competition entries.  Normally, abstracts for the CSAE/SCGR annual meeting are sent to the Chairs of the appropriate technical sessions.  It is important that contestants notify their session Chairs of their intention to participate in the graduate paper competition.  Each technical session Chair will organize review of the submitted abstracts to select the best three its pool of entries.  The top three contestants will be notified and asked to submit full papers by June 1^st ahead of the CSAE/SCGR annual meeting.  The technical session committee Chairs shall select judges to review the finalist papers and evaluate their presentations at the CSAE/SCGR annual meeting.  The first winners in each technical session shall receive certificates of recognition.

EDUCATION COMMITTEE

Composition: The Committee membership is to include the President-Elect and all Department Heads of Canadian institutions granting degrees in Agricultural, Biosystems, and/or Bio-resource Engineering. In addition one representative from the Federal Government, one from a Provincial Engineering Extension Service, and at least one from industry should be in attendance and are invited at the initiative of the chair.
The President-Elect will chair the Committee.
The Committee will normally meet at the CSAE/SCGR annual conference, although most of the work of the Committee will be carried out by correspondence.

Terms of Reference: 

• Discuss curriculum requirements for agricultural, food, and biological engineering teaching in professional, technological or graduate programs.
• Report to the CSAE/SCGR membership, through an annual report, pertinent data related to agricultural, food, and biological engineering training.
• Foster inter-institutional cooperation in educational matters of common interest.
• Solicit input from industry and government on trends and needs in agricultural, food, and biological engineering education.
• Promote the Profession and the Society amongst students at the various educational institutions.
• Act as a body that can lend support to members at institutions where agricultural, food, and biological engineering programs or departments are under threat of closure.
• Advise the CSAE/SCGR Council and president on matters referred to the Committee of concern to the Society.
• Report regularly through the President-Elect of CSAE/SCGR at least annually.

LOCAL ARRANGEMENTS COMMITTEE

Composition:The Chair of the Committee is appointed by Council, usually on the nomination by the university department head or senior government official in the area where the Annual Meeting is to be held. The Chair may recruit members and appoint subcommittees as required by the local situation and program.

Note: For those years when the Annual Conference is not held with AIC, substitute the appropriate society name for the letters "AIC".

Duties:

Program:

• Provide liaison between AIC Conference Program Committee and the CSAE/SCGR Vice-President (Technical) who is responsible for the CSAE/SCGR technical program through the Technical Committee Chairs. On those occasions when CSAE/SCGR meets jointly with ASAE, liaison will also be with ASAE through its meetings and conferences manager.
• Arrange for any CSAE/SCGR tours. Joint tours or sessions with other affiliated societies are encouraged.
• Obtain the AIC document "Responsibilities of Affiliated Societies" and follow it to ensure that all pertinent matters are being taken care of by either the Local Arrangements Chair or the Vice-President (Technical).
• Proofread the CSAE/SCGR portion of the printed AIC program. If possible, try to proofread the material a second time after original errors have been corrected.

Rooms:

• Arrange for meeting rooms, projection equipment and operators as required for the program. Three or four meeting rooms for technical sessions will likely be required. One of these should be large enough to seat 100 for the Annual Meeting and other joint or general sessions.
• The others should have a minimum capacity of 40. This is coordinated through the local AIC Conference Accommodation Committee.
• These rooms should be provided with an overhead projector, slide projector with two trays, extension cord, pointer, screen and podium with suitable small light. A VCR and/or projector should be available on request. (Be sure that the correct format is specified.) Projection equipment operators should be assigned to each session.
• In addition, a meeting room with a capacity of 15 to 20 people should be reserved for the use of CSAE/SCGR throughout the Conference. This will be used for Council and Committee meetings.
• A paper distribution room will also be required. See "Papers" below.

Signs:  Advise general AIC Conference Committee of sign requirements for registration desk, directions and meeting rooms. Signs must be used to distinguish between AIC and CSAE/SCGR papers' room.

Banquet: Make arrangements for the CSAE/SCGR Banquet. This includes booking a Banquet room, negotiating items and cost, arranging for pre-banquet gathering, entertainment, guest speaker and table gifts if desired, printing the menu and tickets, arranging transportation to the Banquet if required, providing table decorations, numbering and selling Banquet tickets, and arranging for a photographer for the awards presentation. Consider a fee for the speaker and gratuities for the catering crew, complimentary tickets, and transportation as required for speaker and other Banquet guests. Plan Banquet program with the President well in advance. Consult with the CSAE/SCGR Awards Committee Chair regarding details of the awards presentation ceremony. Consider a special table for awardees. Ensure student award winners have not been overlooked. If the Banquet is to be partially sponsored, arrangements should be made early so that acknowledgement can be made in the printed menu. Remember to provide complimentary tickets.

Registration: Arrange for the AIC Conference Registration Committee to list the CSAE/SCGR affiliation on the pre-registration form. This information, when tabulated, may give advance warning of any unusual attendance pattern.
    Provide a CSAE/SCGR desk in the main registration area where CSAE/SCGR members can check in, buy Banquet and tour tickets, and make inquiries. CSAE/SCGR labels should be provided to attach to the AIC identification tag (a Dymo type labeller is sufficient). Besides the labeller, some equipment that may come in handy includes: scissors, felt pens, pins, paper clips, thumb tacks, scotch tape, masking tape, stapler, pens, receipt book, paper, light cardboard, and lots of help! A handout sheet should be available giving information on the Banquet, tours, location of meeting and paper distribution rooms, and other pertinent matters (such as location of pay phones). Ensure the registration desk is identified as CSAE/SCGR, the Canadian Society for engineering in agriculture, food, and biological systems to avoid confusion with the Canadian Agricultural Economics Society (CAES). Many of these details are co-ordinated through the AIC Conference Committee.
Provide CSAE/SCGR membership application forms at the registration desk.

Attendance: Provide preprinted sheets for the Technical Committee Chairs and their session chairs to record attendance. Summarize attendance so that it can be used as a reference by future Local Arrangements Chairs.

Papers: A separate paper distribution room is preferred although it may be a joint papers distribution room with AIC and other scientific societies. About 0.3 m of table edge will be required for each technical paper in the program. The papers room should be organized and ready on the first day of the conference (Sunday). Designate a committee person to take charge of the papers room, and collect surplus papers not picked up by authors.
   Have "exhausted paper supply" request lists preprinted with paper title and number. Include a notice that requestors not sign for exhausted papers until at least Monday evening of the Conference. After the conference, forward request lists to the respective authors of the papers.
   Try to have speakers pick up surplus papers before they leave the Conference.

Accounts: Keep an account of expenses and receipts. The CSAE/SCGR Treasurer will make available a $200 advance on request to cover incidental expenses. The Banquet should be budgeted to pay for itself.

Displays: Display booths for manufacturers and others are a desirable feature and should be arranged for well in advance.

General: Keep in touch with the Vice-President (Technical) on the progress of arrangements. Contact the President regarding the Banquet program in time to print the menus. Forward copies of pertinent information to wherever it is needed. Don't take anything for granted. CHECK, CHECK AND RECHECK!

Reports:  Be prepared to give brief oral reports to Council meetings and the Annual General Meeting during the Conference. Following the Conference, prepare and submit a brief report including a financial statement to CSAE/SCGR Council. Include any suggestions to update this list of duties; also forward the list to the next Local Arrangements Chair.

Advisory Council of Past Presidents

Membership: All existing Past Presidents of CSAE/SCGR who are in good standing in the Society are automatically members of the Advisory Council of Past Presidents. Past Presidents may opt out of the council by noting their intent to the Secretary of the Society. Membership duration is without term.

Chair: The immediate Past President will act as the chair and be the liaison with CSAE/SCGR Council.

Meetings: There is no requirement for the Advisory Council to meet, nor to have a fixed agenda. Most of the work will be done via the telephone, email, fax, or regular mail. An opportunity for the Past Presidents to meet and have lunch together at the Annual Conference will be encouraged.

Terms of Reference: 

• Give advice to CSAE/SCGR Council at its request. Be the corporate memory for the Society and provide, at the request of Council, the basis for past decisions. Act as a source of information and contact to Council.
• On its own initiative, give advice to Council on issues that are deemed to be important.
• The Advisory Council of Past Presidents has no powers within CSAE/SCGR and Council is not obligated to act on the Advisory Council's advice.

Council Officers

• Chair meetings of Council and the Annual Meeting of the Society or appoint an officer to Council to do so; distributes agendas for Council meetings three weeks in advance.
• Oversee the carrying out of business arising from each Council meeting.
• Sign certificates of membership. [By-Law 1(d)]
• Poll Council members re nominations for Honorary Member and Fellow. [By-Law 3(c)]
• Appoint administrative committees. [By-Law 18(a)]
• Nominate or appoint members to represent CSAE/SCGR on other societies, associations and agencies.
• Appoint two members to the Nominating Committee before January 1 each year and remind the Committee of vacancies to be filled by election. [By-Law 19(h) and 19(a)]
• Appoint one member to the Awards Committee before January 1 each year. [By-Law 18(e)]
• Declare vacancies on committees when necessary and appoint replacements. [By-Law 18(i)]
• Serve as full member of the Awards Committee and ex-officio member of all other committees
.
• Review annually and renegotiate the head office contract as required.
• Jointly with the Local Arrangements Chair, develop the agenda for the Banquet Program.
• Report on his CSAE/SCGR activities to Council and the Annual Business Meeting.
• Sit as a Director on the ASAE Membership Council.
• Report on CSAE/SCGR activities to ASAE Executive Committee for information purposes on request.
• Communicate election results to persons who have been nominated for Council positions.

• As a member of Council for one year after serving as President, attend Council meetings.
• Chair the By-Laws Committee. [By-Law 19(i)]
• Chair the Nominating Committee. [By-Law 19(j)]
• Serve as a member of the Awards Committee [By-law 19(f)]
• Maintain the CSAE/SCGR Operations Handbook by preparing revised listings of Council and Committee memberships, and by adding new material such as revisions to the By-Laws when approved by Council.
• Chair the Advisory Council of Past Presidents.

• As a member of Council for one year prior to taking office as President, attend Council meetings.
• Serve as member of the Nominating Committee. [By-law 19(j)]
• Serve as member of the By-Laws Committee. [By-law 19(j)]
• Serve as chair of the Education Committee.
• Receive reports from the Education Committee and the Awards Committee and report to Council for them.
• Carry out a forward planning process and develop plans to deal with short and long-term concerns to CSAE/SCGR. Issue areas to consider are publicity, services, programs, student involvement, promotion of regional activities; relations with affiliate societies and policy. Ad hoc committees should be struck as required.

• As a member of Council for a two-year term, attend Council meetings.
• Recommend to the President new members of Technical Committees. [By-Law 19(a)]
• Supervise the Technical Committees and, with them, prepare the technical program for the annual meeting of CSAE/SCGR. [By-law 19(c)]
• Receive reports from the Technical Committees and report to Council and the Annual Business Meeting for them.
• Be responsible for obtaining from the Chair of each university Agricultural Engineering Department, or equivalent department, the name of the recipient(s) of the student award from that department as well as the report title and forward this information to the Awards Committee Chair.

• As a member of Council for a two-year term, attend Council meetings.
• Chair the Membership Recruitment Committee. [By-Law 19(e)] Receive reports from the Regional Directors and report to Council and to the Annual Business Meeting on membership recruitment and regional activities.
• At the conclusion of the current fiscal year, submit to the Council a list of members whose fees have remained unpaid for the immediate past fiscal year and for any previous fiscal years. Such delinquents shall be dealt with by the Council according to By-Law 5(e). [By-Law 5(d)]
• Take lead responsibility for publishing the CSAE/SCGR Newsletter four times per year. Receive information from Regional Directors and other members of CSAE/SCGR to be included in the CSAE/SCGR Newsletter. Make decisions on content and basic layout. Provide contents on computer disk for CSAE/SCGR Manager to publish. In general, work closely with CSAE/SCGR Manager to develop effective process for newsletter preparation.
• Act in the interests of members outside of Canada in the same manner as Regional Directors act for members in Canada.

• Carry out the duties of Council as detailed in By-Law 9.
• Serve as a member of the Membership Recruitment Committee. [By-law 19(e)]
• These duties include:
• encouraging suitable candidates from their respective regions to apply for membership;
• working with university representatives on student recruitment and other related activities. In particular, meet with students early in the academic year to make them aware of CSAE/SCGR and its objectives.
• checking membership lists regularly and informing the CSAE/SCGR Secretary of corrections and changes of address;
• Organize regional activities on an annual basis. Two other members should be recruited to a committee to work on regional information meetings, seminars or similar functions; newsletter information; and membership recruitment. The employment areas of government service, industry and academia should be represented on the committee.
• Act as general contact person for CSAE/SCGR in the region and as such, submit news items on CSAE/SCGR members and CSAE/SCGR activities in the Region, and technical information, for the CSAE/SCGR Newsletter four times annually.
• Submit an annual report of activities to Vice-President (Regional) one month prior to the Annual Meeting.

• As a member of Council appointed by Council, attend Council meetings.
• Record the minutes of Council meetings and the Annual Business Meeting and distribute the former to council members within one month of the meeting.
• Preserve all documents of the Society except those assigned to other officers or committees.
• Provide committee chairs with a list of their committee members and any necessary papers and instructions.
• Authenticate records and documents with signature.
• Bring to each meeting a copy of the letters patent, by-laws, standing rules, list of members and list of committees.
• Carry on correspondence for the Society.
• Serve as the office liaison with ASAE office.
• Report to Council and the Annual Business Meeting on election results.
• File an annual summary with the Minister of Consumer and Corporate Affairs.

• As a member of Council appointed by Council, attend Council meetings.
• Develop a budget in consultation with Council members by October 31.
• Submit a budget to Council at the December meeting.
• Prepare financial statements for Council meetings.
• Ensure Auditor's Report is prepared and available at Annual General Meeting.
• Approve bills and invoices for payment.
• Monitor and analyze the financial status and financial procedures of CSAE/SCGR to ensure its fiscal health.

Membership Procedures

I. Processing Applications for Membership in CSAE/SCGR

1. Applicant completes and mails Application Form to:

Information on fees is available in the CSAE/SCGR promotional brochure. Application forms are available from the CSAE/SCGR office, the ASAE office, and all members of Council.

2. CSAE/SCGR office forwards Application Form to the ASAE office.
3. ASAE office stamps original form and extracts information for inclusion in computerized Membership Roster; collects original forms for placement in Archives; and sends invoice to new member for annual dues. Waits for payment of dues, then issues a membership card. Informs CSAE/SCGR office when card has been issued.
4. CSAE/SCGR Secretary issues Membership Certificate after first payment of dues is confirmed. Informs Vice-President (Regional) and appropriate Regional Director. Forwards most recent issue of CSAE/SCGR Journal and Newsletter to new member.
5. Vice-President (Regional) sends letter of congratulations to new member if outside Canada.
6. Regional Director sends letter of congratulations to new member, with copy to Vice-President (Regional).

II Procedures for Maintaining CSAE/SCGR Membership Roster and for Follow-up of Members

1. ASAE , in early fall each year, sends invoice for dues to all CSAE/SCGR members for upcoming year. Invoices and payments are returned by the member to the CSAE/SCGR office.
2. CSAE/SCGR office receives invoices and payments, copies, and sends on to ASAE.
3. ASAE checks information returned on "fees notice forms" against current information and updates computer files.

•By February 15th each year, sends second notice of fees owing to members who have not yet made payment.
•By March 15th each year, sends a complete membership list to CSAE/SCGR office with notation of unpaid members.

4. CSAE/SCGR office , on receipt of March list of unpaid members, sends list of unpaid members to Vice-President (Regional) and Regional Directors for follow-up.
5. Regional Director , on receipt of list of unpaid members, makes appropriate enquiries and notifies Vice-President (Regional) of action taken and of results.
6. ASAE, by July 14 each year, sends a second list of unpaid members to CSAE/SCGR office.
7. ASAE , in consultation with the CSAE/SCGR office [and Vice President (Regional)], sends each unpaid member a letter asking for an explanation and encouraging payment of fees, and offering a reinstatement of services at no cost if fees are paid by September 30.
8. ASAE, by November 1st each year, removes from the Membership Roster all members not paying fees for the previous year.
9. ASAE , by June 15th and by December 15th of each year, sends statement of membership numbers and grades to CSAE/SCGR Secretary.

III Procedures Related to Student Members

1. ASAE , by September 1st each year, sends invoices to students who were members in the previous year, and sends student membership application forms to the appropriate Department Head at the Canadian Universities that have programs related to Agricultural, Food, and Biological Engineering or Mechanized Agriculture.
2. Department Head appoints a Student Advisor and passes application forms on.
3. Student Advisor encourages students to enroll as student members of CSAE; collects applications and membership fees from new applicants and forwards applications and fees to CSAE/SCGR office.
4. CSAE/SCGR office forwards application forms and fees to ASAE.
5. ASAE records information and sends membership certificates to Student Advisor.
6. Student Advisor makes arrangements to present the certificates. If possible, this should be done by the Regional Director or another Council member.
7. Student Advisor , in April, informs ASAE of all students who have or are graduating.
8. ASAE sends out appropriate information to student about transfer of membership and when any additional fees will be due.
9. ASAE informs CSAE/SCGR office of names of student members who have transferred to member status.
10. CSAE/SCGR office informs Vice-President (Regional) and Regional Director of transfer.
11. CSAE/SCGR Secretary issues membership certificate.
12. Regional Director sends letter of congratulations to transferred member, with copy to Vice-President (Regional).

1. Banking : CSAE/SCGR Head Office will maintain a current account in the name of the Canadian Society of Agricultural Engineering/societe candienne de genie agroalimentaire et biologique.. Money received will normally be banked as required.
2. CSAE/SCGR Head Office will maintain a detailed record of all fees received, accounts paid and of monies received from and transferred to the CSAE/SCGR account as required by the CSAE/SCGR Treasurer.
3. CSAE/SCGR Head Office will prepare interim financial statements for Council meetings. A copy of the financial statements will be sent to the CSAE/SCGR Treasurer.
4. Bills received for payment at CSAE/SCGR Head Office will be passed on to the CSAE/SCGR Treasurer for approval before payment.
5. Signing Officers for CSAE/SCGR Operating Account are any two of the following: President, Secretary, Treasurer.
6. Auditors for CSAE/SCGR Books are appointed by the CSAE/SCGR at the annual meeting. This information is published in the minutes of that meeting. It is available in the CSAE/SCGR Head Office and is circulated to all concerned.

Details regarding office services and supplies and related costs shall be included in a Service Agreement between the CSAE/SCGR and CSAE/SCGR head office contractor. This agreement shall outline all services and supplies which are to be provided by CSAE/SCGR head office contractor, a breakdown of costs, and methods and timing of payments. The agreement will be reviewed by the President annually and changed as required.

1. CSAE/SCGR Head Office and/or ASAE Office will issue invoices to subscribers and maintain a record of subscriptions paid, as agreed to from time to time.
2. All details related to services, supplies and costs of the CSAE/SCGR Journal shall be included in a Journal Agreement between CSAE/SCGR and the head office contractor. This agreement will be reviewed annually and changed as required.

CSAE/SCGR Newsletter Preparation

Sources of Information: It is the responsibility of the Regional Directors to collect and forward information for the newsletter from their respective regions. A request for this information should be sent to them approximately three weeks before the material is required.
    Requests for newsletter information should also be sent to other members of CSAE/SCGR Council and to student advisors at the universities.
   An occasional general invitation in the Newsletter should also be made to the membership to submit technical notes, etc., for publication.

Responsibility:

Vice-President (Regional)
1. Takes lead responsibility for publishing the CSAE/SCGR Newsletter four times per year.
2. Requests and receives information from Regional Directors and other members of CSAE/SCGR to be included in the CSAE/SCGR Newsletter.
3. Makes decisions on content and basic format.
4. Provides contents on computer disk for CSAE/SCGR Manager to publish.
5. In general, works closely with CSAE/SCGR Manager to develop effective process for newsletter preparation.

CSAE/SCGR Manager
Edits, publishes and mails the material.

• Editorial Comment: Each newsletter should contain an editorial on some aspect of agricultural, food, or biological Engineering or Society matters. At least two editorials yearly should deal with the activities, policies and plans of the society, and should be authored by the President, President-Elect or the Past President. Other editorials on relevant topics such as education, professional or technical matters should be sought from other members of council and from interested individual members.
• Council members are requested to advise the editor of suitable and timely topics and potential authors for follow up.
  
• New members: New members will be listed.
  
• Society News: Each issue of the newsletter should contain information on society business, council and committee activities, and other information about the Society.
     This information will likely come only from council members; they are requested to forward to the editor any such information or ideas for publication. Regional news includes activities of society members from each region, and constitutes the backbone of the newsletter.
     Regional Directors are requested to keep an ongoing watch for such news, and to endeavour to obtain adequate coverage of member activities in industry, university and government circles. The editor will contact Regional Directors requesting regional news prior to each newsletter being prepared.
     Information on member activities should be substantive, i.e., should deal with achievements more so than activities. Activities that are mentioned should be in the context of the member making a significant contribution to an event, not just listing that a member attended the event .
     Changes in employment status and promotions are newsworthy. A strong effort must be made to include news of agricultural engineering students at each of the universities. Each Regional Director is requested to ensure that information on club and individual activities, award winners and other achievements is gathered through the student advisor at each university.
  Each newsletter should include information on events coming up in the next three months of both regional and national interest. Calls for conference papers and other announcements of interest to the membership are also to be included.
     Regional Directors are asked to forward routinely such information to the newsletter editor.
  
• Information concerning jobs in agricultural engineering may be published in the newsletter.
  Such information should be forwarded directly to the editor.
• Publications Available: This section is intended to list all new publications, bulletins, journals, etc., which pertain to agricultural engineering, and to provide information on the title and/or content, the cost, and where such publications can be obtained. Both Canadian and relevant foreign publications will be included. A special effort will be made to include technical bulletins prepared by the federal or provincial governments which would be of interest to agricultural, food, and biological engineers across Canada.
     Regional Directors are requested to forward information on any such material originating in their region, and all council members are asked to forward information on any readily available publication of interest which they come across.
• Technical Notes: This section is intended to keep society members informed of technical projects, research findings, new and ongoing technical programs of interest to Canadian agricultural, food, and biological engineers. Efforts will be made to include such information on work going on in government, universities and in industry.
     Regional Directors are asked to contact department heads and other leaders to obtain brief summaries of such technical information for publication in each newsletter. All society members are invited to submit any items they feel would be of interest to the membership.
• Industry News: The purpose of this section is to circulate information on the agricultural engineering related industries, their activities, noteworthy new products or services, etc., in order to strengthen the bond between members working industry and those in the government and university fields. This section should also include information such as new legislation, standards adopted, as well as information on distributors and dealers of projects of interest to agricultural engineers.
     Regional Directors are asked to make a special effort to provide information from this sector of ag. engineering in their region. Other council members are asked to keep a special watch for announcements, newspaper articles and other information which can be used to improve our relationship with members and potential members are in industry. Any member who has news of this nature is encouraged to forward it to the newsletter editor.
• Photos: The inclusion of a limited number of photos in each newsletter will enhance reader appeal. Council members and others having black and white photos of people and things of interest to the membership, and which would fall into one of the above newsletter sections are asked to forward them to the editor for possible inclusion in the newsletter. Regional Directors and other council members are encouraged to arrange for photos to be taken during society events such as the meetings, awards, etc. For printing purposes, photos of groups should be in the 100 x 125 mm or 125 x 175 mm size, while photos of individuals could be smaller.

• Include Newsletter Deadlines in CSAE/SCGR Dateline which is distributed to all CSAE/SCGR Regional Directors and officers. Request all information on disc in preferred format, i.e., Wordperfect.
• Order mailing labels from ASAE. Ensure international members, i.e., non-Canadian and non-US, are included.
• Request, from ASAE, membership changes since last issue.
• Organize responses and input as follows:
  • Editorial
  • New members
  • Society news
  • Regional news - Atlantic, Quebec, Ontario, Manitoba, Saskatchewan, Alberta, British Columbia
  • Student news
  • Upcoming events/Announcements
  • Employment opportunities
  • Publications available
  • Technical notes
  • Industry news

  Word process and format text.
  Provide laser-printed copy to printer.