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RICA Standing Rules

STANDING RULES of

THE RAILWAY INDUSTRIAL CLEARANCE ASSOCIATION

Dated March 24, 2010

Revision 1, dated October 2, 2012

 

Under the Constitution of the organization as Adopted November 13, 1969 &

Revised June 29, 2012 and February 10, 2015

 

Part A: Executive Board

 

1. Ex-Officio Director, Chairman: 

i: The Ex-Officio member of the Executive Board will be titled as “Chairman” of the organization.    However, the Ex-Officio Chairman is not the presiding officer at any meeting of the organization unless the  4 Officers per Article VII Section 2 are not able to perform this duty, the same will devolve to the Ex-Officio Chairman.   

ii. The Ex-Officio Chairman will rule on any parliamentary procedure or other bylaw/rule question at any board/membership meeting of the organization at the discretion of the presiding officer. 

iii: The Ex-Officio Chairman shall oversee any nominating committee for the Bill Walker Award or other awards as assigned by the President, and the President may provide for the Ex-Officio Chairman to appoint said committee members.    

iv: The newly elected Executive Board will determine as in the case for vacancy in Article V Section 4, when the immediate past President is unable to assume the Ex-Officio position. 

v: This rule cannot be suspended. 

 

2. Term Limits:

i: No person shall hold the office of Director (except the Ex-Officio director ) for a period greater than two terms.  Time served as an Ex-Officio director does not apply to standard Director term limits.  If a director is filling a vacancy as per article V, section 4, for a term of 12 months or less prior to any other terms, then this time does not apply to the term limit.  

ii: No person shall hold the office of President or Vice President for more then one term in each respective office.  If filling a vacancy as per article V, section 4, for a term of 12 months or less prior to any other terms, then this time does not apply to the term limit.   

iii: By nature of the office, the Ex-Officio director may serve only one term.   If a past President fails to assume this position at the start of his or her term, then the incumbent Ex-Officio Director may be considered as a candidate for one additional term.  

 

3. Director Assignment

i: Each Director, except the Ex-Officio Director, will be assigned to a standing committee, and be an ex-officio member of that committee.   He/She will be titled as a Director of the committee(s).   He/She will be responsible for the supervision and direction of the committee(s), and report to the Vice President and/or President on committee actions.     Further the director will make sure that the committees operate in the best interest of RICA and in accordance with the organizations Constitution, rules and policies.

ii: In the event that there are more directors then  there are standing committees, the President shall determine which directors are not assigned, or otherwise, to a committee.   

 

4. Executive Board Meetings:

            i: There shall be a minimum of 3 meetings of the Executive Board (Officers and Directors) and standing committee chairs, to be held around the fall and spring of each year, and prior to the General Membership Meeting.  

            ii: The President shall determine the date and cause the same to be notified to the board and membership for the 3 meetings.  

            iv: These executive board meetings are open to any members and RICA guests,  and are governed per the constitution by Roberts Rules of Order.      However voting is limited to the board members, and the board may also limit discussion.      The Executive Board may call for a closed session during the meeting if required for proprietary reason or otherwise. 

            iii: The Executive Board may also convene at other times as determined by the President or a majority of the board, which can included electronic meetings such as conference calls.   Said meetings are not necessarily open to the general membership.    

           

Part B: Committees

 

1.      Current Standing Committees

As per Article V, Section 5a, the RICA President appoints the following standing committees of RICA, and purpose of each committee:

i: Clearance Committee: The Clearance Committee works to address issues effecting railway clearances.    This committee works on various tasks including publishing and maintaining a general clearance map, and coordinating clearance issues with AREMA committee 28.      Further, the committee looks at addressing any improvement in the handling of dimensional clearances with the various clearance managers and the railroads. 

ii: E*Info Committee:  The E*Info Committee's primary task is the maintenance of RICA's web site and electronic information flow.    The committee works with the other parts of the RICA organization & membership for information to be both posted on the site as well as sent to the membership via e-mail.    The committee also works very closely with the secretary and the treasurer on membership registrations and renewals, as well as preparation and operation of the General Membership Meeting registration system. 

iii: Equipment Committee:  The equipment committee focuses on providing information on specialized railcars that are utilized in the movement of dimensional cargo.   The committee works on areas from types and listings of cars, to challenges in the industry such as equipment availability and clean decks.

iv: Publicity Committee:  The publicity committee works to promote RICA in the logistics industry, and to highlight in the trade media RICA activities.   The Publicity Committee is also responsible for the organizations sponsorship program. 

v: Service Committee: The RICA service committee is tasked with the annual dimensional rail carrier survey, and also collects information from the membership on issues effecting the industry, and ways to improve and address these issues.    The committee's survey results are tabulated and the committee presents the annual carrier and port of the year, and most improved carrier awards. 

vi: Other Committees:
The President retains the ability for appointing standing and special committees as per Article V section 5A .  Further the Vice President under supervision and direction authority will also make sure that all committees operate in the best interest of RICA and in accordance with the organization’s Constitution, rules and policies.

 

2.      Committees: Chairs, Eligibility, Organization: 

 

i. Chairperson:

a: Each Standing Committee will have a chairperson for that committee.    The chairperson is responsible for the activities of the committee, schedules all committee meetings, presides at all committee meetings, and sets the agenda for the committee in conjunction with the director assigned to that committee.  The chairperson is to prepare a report to be delivered at Executive Board and other meetings as required by the President and/or board, on the activities of that committee.     The assigned director supervises their assigned committee, and oversees any budget if applicable.     

b:  If the committee chairperson is unable to preside over any committee meeting, or present a report, the same shall fall upon the Director assigned to that committee.

c:  The assigned Director, President, or Vice President, shall have authority to veto actions of the committee that are contrary to the best interest of RICA or in accordance with the organization’s Constitution, rules and policies.   Any committee chairperson can appeal any such veto at the next Executive Board meeting for consideration by the entire executive board.

d:  The Chairperson and/or  Director must go to the Vice President and President prior to issuing any information that may be of significant subject matter, or potentially controversial.      All ‘press releases’ advertisements or similar must be approved by the President. 

 

ii. Eligibility:

a: Any member who is in good standing may be a Committee Chairperson.

b: Any member who is in good standing may be a member of any one standing committee.

c  A member in good standing may only be chairperson of one standing committee at a time, and cannot also be an officer or director of the organization.

iii: Selection:

a: Standing Committee Chairpersons are nominated and appointed by the President.  The President may entertain any nominations from any member in good standing, or assign the task to the nominating committee outlined in Article V Section 1.   

b. The President may nominate standing committee chairpersons for the new term of the next President, and said chairpersons start their terms as with the officers and directors.  

b: Special Committee organization will be as determined and appointed by the President. 

 

3. Committee Chair Terms

i: Terms for the standing committee chairpersons run concurrent with those of the officers and directors.    

ii: No Committee chairperson may serve for a period greater then two terms as a chairperson for any standing committee.  If a committee chair is filling a vacancy as per these rules, filling in a term of 12 months or less, then this time does not apply to the chairperson’s term limit. 

 

4. Vacancies & Removal

i: Vacancies in any committee chairpersons are filled by the President.   

ii: The President, basis committee appointment authority, may suspend any committee and or remove a committee chair, or committee member, and must report this activity to the Executive Board. 

 

5. Special Committees

i:   The President may from time to time establish special committees for specific and or temporary activities.   

ii: The President may appoint chairs or co-chairs as appropriate and committee members. 

iii: The term of these committees varies according to the President, however no longer then the term of the current President unless renewed by the next President.

iv: Special Committees report to the Vice President and President prior to issuing any information unless otherwise established.  

 

Part C Elections and Term

 

1.      Elections for the executive board (Officers and Directors) will be held every even year at the General Membership Meeting in the manner prescribed in the constitution.  

2.      After their election, the terms of all elected Board Members (Officers & Directors), the new ex-Officio director, and appointed standing committee chairpersons, shall begin at the adjournment of that General Membership Meeting.  

3.      A single term for officers/directors/standing committee chairs is two (2) years.

4.      Term year is defined as the period between each annual General Membership Meeting adjournment, which may or may not equal a calendar year. 

5.      These rules (Part C) cannot be suspended. 

 

Part D Meeting Services

 

1.      Meeting Planning Services:

i: The Executive Board shall approve by majority vote any meeting planning service provider for RICA.  

ii:  The Treasurer will keep financial access and control of the RICA accounts and shall not give management of these activities to a Meeting Planning Service Provider. 

iii: All meeting planning service provider charges and activities must be fully accounted for with appropriate documentation as with any other vendor and per Generally Accepted Accounting Principals. 

iv: This rule cannot be suspended. 

 

 

 

Part E Awards

 

1.      RICA Awards:

i: The Executive Board may establish awards that are bestowed on behalf of the organization.   Standing and other committees may also establish awards related to their activity, subject to approval by the Executive Board.

ii: The Secretary shall document award recipients and information.

 

2.      Current Awards:

i. The Bill Walker Memorial Award. 

a. The Bill Walker Memorial Award was established in 1984 to recognize individuals of the Association that project the high standards and moral character that RICA member and past President Bill Walker exemplified throughout his career.   Recipients of this award are those that have greatly contributed to the Railway Industrial Clearance Association, and it is the highest honor bestowed by the Association to one of its members.

b. Selection for the award is by a nomination committee as indicated in rule A1iii, appointed by the Ex-Officio, Chairman.    This nominating committee is made up of 2 members in good standing from the general membership and will make the recipient selection.  In addition, a nomination by any member in good standing may be made to the director Ex-Officio Chairman at least 30 days prior to the General Membership meeting.    Said nomination will be forwarded to the nominating committee.  This committee advises only the President and ex-Officio director that an individual(s) has been selected for review, and if disagreement with this choice the President can ask for approval from the Officers.  An award does not have to be presented if there have been no nominees, or no qualified nominees selected by the committee.  Thence, no award given.

c: The award is to be presented at the General Membership Meeting or banquet.   d: The nominee(s) is to be kept confidential prior to the presentation. 

 

 

ii. The Railway Industrial Clearance Association Heritage Award

a: Established in 2009, this award is given to a member, active or retired, who has shown throughout their membership, continued dedication to the RICA organization at the highest level.   Candidates for this award are nominated by the membership as part of the RICA annual survey, or as otherwise determined by the Board.         

b: The President, or ex-Officio if so designated, receives the nomination(s) and advises the complete Executive Board of the choice(s), and solicits each board members vote, on an individual basis.  Top vote winner proceeds.

c. The President or ex-Officio then advises the Executive Board that an individual has been selected.  An award does not have to be presented if there have been no nominees, or no qualified nominees selected.

d: The majority of the Executive Board is required to accept the nominee for the award and if not approved no award is given that year. 

e: The award is to be presented at the General Membership Meeting or banquet.    f: The nominee(s) is to be kept confidential prior to the presentation

 

 

iii. Carrier and Port Awards:

a: Rail Carrier of the Year, and Most Improved Rail Carrier of the Year, and

Outstanding Port Award and Most Improved Port Award.  These awards are determined by the Standing Committee- Service, and subject to further review by the President or approval by the Executive Board if required.              

b: The award is to be presented at the General Membership Meeting or banquet.

c: Award(s) do not have to be presented if the committee feels there are no qualified recipients.

d: The nominees are to be kept confidential prior to the presentation.                        

 

iv:. Jim Ormsby Tournament awards

a: Award(s) are given in conjunction when a golf tournament is sponsored by the organization.   When appointed, The Special Committee – Jim Ormsby Golf Tournament, may award various awards for the tournament.    

b:  The Special Committee- Jim Ormsby Golf Tournament, may request to have its awards presented at the General Membership meeting or banquet by approval of the Vice President and or President. 

 

v: President’s Award

a:  The President may issue at his/her discretion an award(s) to an individual(s)  in appreciation for contributions and efforts to the organization for that year and/or during the President’s term. 

            b:  This award is presented at the General Membership Meeting or banquet.

 

 

Part  F Amendment and Removal of Rules

 

  1. Any rule in Part A, Executive Board, requires a 2/3 vote of the total number of the executive board for any amendments, suspension, or removal, to be effective. 
  2. All other rules may be amended or removed by simple majority vote of the Executive Board
  3. Rules can be suspended per Roberts Rules of Order, unless otherwise indicated in the rule.
  4. The Constitution of the organization governs in the case of any conflict with these rules.    Any reference to article or section in these rules refers to said Constitution.

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