By laws

Article 1-2 of the Statutes, adopted during the Extraordinary General Assembly on Thursday 30 January 1997, provides that these Statutes are supplemented and implemented by a set of By Laws.
The present By-Laws were adopted in accordance with article 15 of the Statutes by the General Council during its session on 15 May 1997, to take effect the same day; they were amended during the General Assembly on 29 April 1999.

I - ORDINARY GENERAL ASSEMBLY

1.1 Frequency and timing
The General Assembly of the Association shall be held annually, generally during the month of April or May.

1.2 Convening
a) The date and place will be chosen, in the conditions described in article 8 of the present By-Laws ; at least five months before the chosen date, the President will inform each member of this date and place, he may enclose with this notification a draft Agenda.
The members will have, on receipt of this notification, and in any case never less than three months before the chosen date, to inform the President of the name of their voting delegate (except individual members - body IV), of their proposals concerning the Agenda, and of all the other information required, including any proposal of candidates to an appointment to the General Council that has to be done by the concernet voting delegate (article 10.3 of the Statutes).
b) At least two months before the General Assembly, the President will send to each member the final informatoin concerning the place and date of the meeting as well as the Agenda approved by the General Council, and specifying the questions that will be dealt with during this Assembly..

1.3Agenda
The Agenda will always have to include the following questions :
(1) Approval of the Minutes of the previous General Assembly
(2) Report of activities of the General Council
(3) Financial accounts concerning the preceding year and the budget for the current year
(4)Fixing of the number of members at the General Council as well as the number of representatives of the different bodies and of the national and regional committees
(5)Election, if necessary of the members of the General Council
(6) Invitation for the next General Assembly
(7) Discussion on future activities
(8) Décision, if necessary, on the place of the future international conferences
(9) Other business

1.4 Conduct
The conduct of the General Assemblies will follow the rules usually adopted for such a meeting :
(1)The presidency will be ensured by the President of the Association in the conditions fixed by article 11 of the Statutes.
(2) The Secretariat will be ensured by rhe Secretary of the Association
(3) Each point of the Agenda will be discussed
(4) The votes will take place by show of hands without writen motion when the discussion indicates only a weak opposition or none
(5) Otherwise, the concerned item will be drafted as a motion by the Secretary, if this motion is supported by at least five voting delegates, it will be submitted to the ballot of the Assembly, each voting delegate can propose amendments, if the amendment is supported by at least five other voting delegates, it will be submitted to ballot..

II - GENERAL COUNCIL

2.1 Article 10 of the Statutes provides that the General Assembly will fix the total number of members at the General Council (thirty five at the maximum), and the number of representatives of the different bodies (each body must be represented) and of the national and regional committees.
The application of article 10 will take into account the following considerations :
a) The General Council will have to ensure a good geographic representation of its members
b) The General Council will have to ensure a good representation of each of the categories of members
c) The number of members at the General Council will possibly not exceed one third of the number of the members of the Association..

2.2 Procedure for proposal of candidates
The candidatures will be proposed in accordance with the provisions of article 10.3 of the Statutes and of article 1.2 of the present By-Laws.
The proposals of the members will be indicated in the Agenda of the corresponding General Assembly, and the curriculum vitae of each candidate will be distributed on this occasion.
Every candidate will have to have been voting delegate of the active member or of the concerned regional or national committee. Each member can propose only one candidature.

2.3 Elections
In accordance with articles 8.2; 8.6, and 10.3 of the Statutes, the elections at the General Council will be by secret ballot with a simple majority of the votes of voting delegates, present or represented.
Votes by proxy can be submitted to the President by voting delegates unable to attend the meeting or else a voting delegate can be nominated to vote on behalf of one (and only one) absent voting delegate (article 8.1 of the Statutes).

2.4 Ex-officio members can be invited to participate in the works of the General Council, with a consultative role
2.5 In case of necessity :
- The substitute of the representative of an organization, member of the Council, will be authorized for the remaining duration
-The seat of an organization that has resigned of the Association will remain vacant until the next election

III ANNUEL SUBSCRIPTION

Article 7 of the Statutes provides that the subscriptions of active members and national and regional committees will be determined by the General Assembly on a proposal from the General Council.
The amount of annual subscriptions of the members of each body will very according to the participation rate to the UNO budget of the country in which the corresponding member is established.
The amount thus obtained will be valid for the following financial year, and will be payable in January. In the event of non-payment, a member can, by decision made in General Council, be debarred from voting at the following General Assembly.

IV BOARD

The application of article 11 of the Statutes concerning the members of the Board will be made in taking into account the following considerations :
- the number of members of the Board will not exceed one third of the number of members of the General Council.
- the number of vice-presidents will be, in principle, of three, one of them will be in charge particularly of the follow up of research programmes..
- the Treasurer and Secretary can hold their functions plus other functions decided by the General Council. The concerned member of the Board then becomes a "deputy administrator in charge of......"

V - TECHNICAL COMMITTEES

5.1 Aims
The Technical Committees represent an essential means to achieve the aims of CODATU ; their main aims will be :
- to provoke fruitful exchanges, to accelerate the distribution of scientific, technical, economic, and social information, and to improve he co-ordination between the members of CODATU through permanent contacts among experts from the various countries ;
- to draw up specific recommendations to draw the attention of all the countries on the importance of the field of urban and suburban transportation in relation with the development of the city..
- to sensibilize the decision makers in informing them about the advantages and the drawbacks of the various solutions, and the needs for the future in terms of research, of technical studies, and of institutional and financial arrangements.

5.2 Creation
The Technical Committees will be created by the General Council in pursuance of the decisions made in General Assembly concerning the activities of the Association..
Each member - or other technical committee -can propose the creatio of the technical committee by written motion addressed to the President. This proposal must specify the aims of the technical committee and propose a preliminary programme of the works. The General Council will determine if the aims meet the aims of the Association, if they are not redundant with the work of other committees, and if the work is feasible.

5.3 Presidency
The General Council will appoint the first president for each technical committee : the mandate of the president will be on average from three to five years according to the subjects each president, in accordance with the members of his technical committee, will appoint a reporter. The President will account to the General Council for the progress of the works of his committee.

5.4 Members
The members interested in the works of a given committee can propose their participation and the corporate members can appoint a representative ; the latter will be responsible for the contributions of the member he represents, he must be able to take an active part in the works and notably participate in the meetings of the committee.

5.5 Meetings
Generally, the technical committees will meet at the same date and same place as the General Assembly, some intermediary meetings can be organized, notably on the occasion of appropriate seminars.
The President of the Committee will see to convene the members at least one month before the meeting ; the convening will also be sent to the members who are not represented at the concerned technical committee so that they can send their possible contributions.
The concerned members will normally be responsible for the expenses of participation to the meetings.
The minutes of each meeting must be prepared and sent, at the latest one month after the meeting to each member of the committee as well as to the Executive Director of CODATU so as to be eventually published.

5.6 Publications
When the Technical Committee is ready to publish the results of its works, its President will address a draft final report to the head office of CODATU..
The General Council will give their opinion on this draft and decide over the form and the mode of publication..
The Secretariat will ensure :
- the translation in the 2nd language of the Association,
- the link with the Publisher,
- the free distribution of the publication by the members of the Association,
- the promotion of the sales in relation with the Publisher .

5.7 Dissolution
The Committee will be dissolved by decision of the General Council, normally after the completion of the tasks entrusted to it.

VI USE OF THE LOGO AND OF THE HEADING OF LETTERS

6.1 Except the members of the Board, the use by a member of CODATU of the full heading of letter of CODATU will have to be the object of the agreement of the Executive Director, in all cases, a copy of the corresponding letter will have to be sent to the Executive Director.
6.2 The use of the logo of CODATU by the members is recommended .
6.3 The members who wish to add a distinctive sign to the basic logo must submit their proposals to the head office of CODATU for approval.
6.4 This section also applies to all stationary, including business cards .

VII SPONSORSHIP OF THE MEETING ORGANIZED BY THE MEMBERS

7.1 One of the means of action of CODATU will consist in organizing and in sponsoring some regular meetings whose aim is to facilitate the international exchanges of knowledge, of experience, and of information.

7.2 This sponsorship will normally be considered for the following types of events :
a) the international meetings in relation with the annual General Assembly of CODATU.
b) some events in relation with the meetings of the General Council of the Board or of the technical committees.

7.3 As a general rule, these events are organized and financed by the member who takes the initiative. To qualify for the sponsorship of CODATU, the following conditions must bi met :
(1) the sponsorship must be approved in advance by the General Council or by the Board.
(2) the event must be open to all the members of CODATU.
(3) the event must be advertized internationally, sufficiently ahead of time, with an open call for papers ; the organizers are responsible for the call for papers
(4) a reasonable proportion of contributions should come from other countries than the one of the initiatory member in charge of the event.
(5) simultanious translation should be provided in at least one of the two official languages of CODATU.
(6) the proposed summaries of papers should be provided in the two official languages.
(7) the logo of CODATU may be used during events sponsored by CODATU in accordance whith the By Laws .

7.4 The delegates of CODATU should normally be invited to address the event, either on the activities of CODATU, or on selected technical topics, or on both.

VIII ANNUAL MEETINGS OF THE ASSOCIATION

8.1 Choice of the organizing member nation
a) The National Committees that will stand for the organization of an annual meeting of the Association will present their candiadutres to the Executive Director so that the General Assembly chooses the guest country three years in advance.
b) The National Committes that will stand for, present, as a support to their candidature, a file which should include :
* a note of motivation, which justifies the candidature by the notable participation that precede the activities of CODATU : participation in the technical committees, organization of meetings of the General Council or of the Board, production of articles in the journals, support of the activities of the Association...
* the formal approval of the present By-Laws.
* the general theme fo the Congress proposed or of the event support of the concerned meeting.
* the arrangements in terms of organization of the preparation of the Congress or of the event (see sections here after).
c) The title of the Congress, chosen by the organizing national committee, will necessarily start by CODATU "Year":
d) The General Council will examine the files of candidatures and propose their choice to the General Assembly ; this selection will notably take into account the proposed there for the event and geographic considerations .

8.2 Coordination with the Board of the Association
a) The coordination between the organizing national committee and the Board of the Association will be ensured by a representative of the National Committee, who must have been appointed at the presentation of the file of candidature at the General Assembly.
b) The organizing National Committee will set up a committee of selection of the papers and invite a member of the Board - non-nztionzl of the concerned country - to be part of it.
* the papers from a country represented by its National Committee will be passed on via the National Committee that will have beforehand classified them in order of priority ; the Committee of Selection will be responsible for the final choice of conferences selected.
* the papers from a non-member nation will be directly passed on to the organizing National Committee that will inform the Board about it.
The organizing Committee and the Committee of Selection will make sure that the choice of papers selected respects an appropriate geographic distribution between the national committees of the Association.

8.3 General Organization
a) A protocol of agreement will be drawn up between the Association and the selected Member Nation ; this protocol will specify the arrangements or organization of the annual meeting thait is normally held on the premises of the support event.
b) The organizing Committee will be responsible for the practical organization and for the financial management of the event, excluding the publishing and the sending of the Association's documents (minutes of the General Assembly, press release), that are the Association's responsibility.

8.4 Interpreting
The official languages at the meetings of the General Assembly will be English and French, the bi-lateral simultaneous translation will be ensured by a team of interpreters, composed of two competent people at the minimum, who are accustomed with technical congresses and urban transport vocabulary.
If necessary, in agreement with the Board, these measures can be extended to a third language .

8.5 Conference fees
a) The amount of the conference fees will be fixed by the organizing national committee.
b) The voting delegates of the members of CODATU will benefit from reduced conference fees.
c) The members of the Board and of the General Council, the Executive Director, the presidents of the technical committees, and the translator of the Association will be exempted from the payment of the conference fees.
d) The Board and the organizing National Committee can exempt a voting delegate of the conference fees for any national committee that would expressly ask for it.
e) The organizing national committee will collect and use the toal amount of the relevant conference fees .

8.6 Expenses to be convered by the organizing national committee
a) Hiring and fittings of the rooms required for the various meetings (General Assembly, technical committees, meetings of the Board and of the General Council) including the equipment for film and slide projection, for the simultaneous translation, for the tape recording of the discussions, for photocopies and necessary services (secretariat, reception, drinks, dining rooms, ...).
b)The sercies placed for free at the Secretariat's disposal, in the close proximity of the place of the event and of the meetings of CODATU, will notably include :
* the offices of the President, of the Executive Director, of the Secretary, and of a three people secretariat.
* the placing at one's disposal of two bilingual secretaries (language of the country and each of the two official languages of the Association).
* the necessary equipment for the secretariat (telephone, fax, three micro-computers, one printer, one rapid Xerox) as well as the operating costs strictly speaking.
c) Transport of the participants between official hotels and meeting places.
d) Staff expenses for interpreting during the sessios and for discussion recording of the general assemblies.
e) Expenses regarding travel and lodging of the President, of the Executive Director, of the Secretary, of the Treasurer and of the translator of the Association, as well as any other person whose presence at the meetings would be acknoledged as useful by the Board in accordance with the organizing National Committee.
f) Free placing at one's disposal of a stand at the exhibition for the presentaiton of the Association's products.
g) Other expenses, agreed with one accord between the inviting nation and the Association, can be added .

8.7 Expenses to be supported by the Association
a) Expenses for the translation (English to French and vice versa), printing and sending of the documents preliminary to the meetings of the Association.
b) Expenses for the printing of the minutes of the meetings of the Association.