Frequently Asked Questions About Section Bylaws

1) Is it mandatory for our Section (or Council) to have bylaws?

No. Sections and Councils do not have to create their own bylaws, but should use the Member and Geographic Activities (MGA) Operations Manual as guidance for administrative operations.

All Sections are required to operate in accordance with the MGA Operations Manual.
Sections are permitted to maintain an addendum or separate governance document.
Those Sections maintaining an addendum or separate document which includes exceptions to the requirements of the MGA Operations Manual will submit a request for exception to the Region Director who will present the item to MGA Board for action.
Those Sections maintaining an addendum or separate document which includes additions or changes to the requirements of the MGA Operations Manual, and where those changes do not pose a conflict, may submit a request for approval to the Region Director.

It is recommended that the Section keep its own operations manual which can include specific, practical information regarding the running of the Section, such as where meetings may be held, bank information, vendors used, etc.

2) What are some articles that may need to be updated to remain in compliance with the MGA Operations Manual?

Sections are required to manage their funds on a calendar fiscal year. Sections who are unable to comply due to government regulation in their respective countries should so notify their Region Director and note this fact in the annual financial report (L50).
Sections are required to have Officer Term Dates from 1 January through 31 December to be in compliance with IEEE Bylaws and the MGA Operations Manual.
Sections are required to provide for the signature authority of the IEEE Staff Director, Financial Services on all bank accounts as permitted by law.

3) How closely do we have to follow the Suggested Format? We have fifteen Articles in our Bylaws and the IEEE Suggested Format has only eight Articles. Can we have more detail?

You may add additional details as long as they conform to the IEEE Bylaws, Constitution, and MGA Operations Manual. Requests for deviation from the MGA Operations Manual will be forwarded to your Region's Director.

4) Do we need a Tellers Committee? We decided that since we have a Nominating Committee, we would let them count the ballots and function like tellers Committee.

It is acceptable to have your Nominations & Appointments (N&A) Committee also function as your Tellers Committee. No one on either of the N&A Committee or the Tellers Committee may be running for any office while serving on the Committees.

5) What is the minimum number of Section member signatures required to have a Section officer nominated by petition?

Petition candidates shall require the signatures of a minimum of one percent of the voting members of the Section, except in no case shall more than 25 signatures be required.

6) Our Section has a Subsection. Who sets the boundaries of the Subsection? Should we say what the boundaries are in the Bylaws? If so, what are they?

You can contact the Officer Services Specialist in the Member and Geographic Activities Department for Subsection boundary information.

The unit applying for "Subsection status" describes its boundaries when submitting the petition for formation. After staff reviews the petition, it is sent to the Section Executive Committee for approval. Once the Section approves the boundaries of the Subsection, the information will be submitted to the Region Director and the Member and Geographic Activities Board for final approval.

7) Can we require that our Section hold more than the minimum 5 meetings per year?

Yes. Although it is not an IEEE requirement, you may make that a requirement in your Unit's operations manual.

8) Can a Society/Chapter officer be elected from an adjacent Section?

No. A Society/Chapter officer must belong to your Section or must have selected contiguous status. (IEEE members may elect to apply for membership in a Section contiguous to their preferred mailing address, if membership in a contiguous Section better serves their professional needs.)

9) In our Section, we have a problem with officers, especially Chairs, staying in office well past their term ending date. Shouldn't there be some sort of limitation on terms of office written into all Bylaws?

In Member and Geographic Activities Operations manual states: "The term of office for all officers shall normally be one year, but may continue until a successor has been duly elected and take office. The consecutive period of service in any one office shall not exceed two years. There shall be no extensions beyond this two-year term." Any exceptions must be approved by the Region Director.

10) When should Sections hold elections?

Sections must hold elections every year or two as specified in the MGA Operations Manual. While IEEE Bylaws and the MGA Operations Manual spell this out clearly, it would be valuable to alter your Section operations manual to clarify this contingency.

11) Should our Chapters create their own bylaws?

No, it is not necessary for Chapters to create bylaws. They should operate under the MGA Operations Manual. Chapter operations should be addressed in the Section's operations manual.