ࡱ> a bjbjb11 1[[EHo @ d0d0d08040l@ thH1"j1(111h;h;h; t"t"t"t"t"t"t,vRcxbNt h;9h;h;h;Nt$<^D11ct$<$<$<h;4| 1 1 t$< |< |h; t$<$<n h t<1 d0;p4 tyt0tp(y$<yh t$< @ @ $$d0@ @ d0 Background and Procedure Collegiate Section Bylaws Template With the revision of the SWE national bylaws in 2003 to modernize the language, remove procedural text, and embody the new SWE organizational structure, it became necessary to ensure that this new organization is reflected in the regions and sections. Bylaws are the standing rules governing the regulation of a societys, regions or sections internal affairs. They describe the structure of the association and delineate the flow of authority for decision-making. In the past, many of the section bylaws contained numerous procedural type items not appropriate for bylaws. As a general rule, they were written by engineers, not professional parliamentarians. As a result, the language does not always accomplish what was intended. The template has been written with proper parliamentary language and will provide consistency in those areas that should not change (e.g. grades of membership, parliamentary authority, and dissolution). The section template allows as much flexibility in organizational structure as possible, and structures not outlined here will be considered by the bylaws committee as needed. The template provides a process for changing section bylaws as a result of changes at the Society level. Comments received on several drafts were incorporated into the final product. As with the region bylaws template, a section may choose among various options, delete the endnotes and comments, and have a set of bylaws they can use with minimal effort. Or they may modify them to reflect their unique issues, within the guidelines and requirements of the template. Sections will be expected to prepare a revision of their bylaws, by using the template and adjusting as appropriate for their section-specific issues within the guidelines of the template and submitting them for review. (A bylaws revision is a complete replacement of the existing bylaws with a new set, rather than processing amendments. The existing bylaws procedure for amendments must be followed in approving the revision.) Although this process appears cumbersome, it offers an opportunity for sections to review their bylaws and ensure that the bylaws really reflect how the section operates. With over 100 professional sections and over 300 collegiate sections, the most efficient way to ensure that each sections bylaws comply with the boards policies and proper parliamentary language is to provide a bylaws template. Sections using the template for their bylaws are assured that their bylaws are acceptable and they will be easily approved. Procedure for Collegiate Section Bylaws Revision Approval  Checklist for Collegiate Section Bylaws Revision Please use the following checklist to make sure you have completed the process correctly. If you have questions, please look at the bylaws section on the SWE Forum at  HYPERLINK "http://www.swe.org/sweforum" http://www.swe.org/sweforum. Training materials, FAQs, and other items to help you utilize the template are located there. Before the section votes to revise the bylaws: Used Track Changes Inserted section number and name in the title and article I.1. Added any standing committees in or deleted article V.1.A. Added provisions for any additional section officers or other positions that are elected by the section membership Verified that the nominations and elections process specified is suitable for your section, or modified as appropriate Deleted endnotes and background material Retain ** marks throughout the document Changed footer to reflect Section xxx Draft date Submit draft using track changes to bylaws committee chair for committee approval before section votes. The committee will not accept documents that do not use track changes. After approval by the bylaws committee and vote by the section Changed footer to reflect Approved by section date Send track changes version and clean version to bylaws committee chair. The committee will not approve professional section bylaws unless a track changes version is submitted. ************** End of Background Material **************** ********* Delete above material from document before submitting ********* NOTE: This bylaws template may be adopted by a SWE collegiate section subject to the endnotes and instructions contained therein. PRIOR to adoption, these instructions and endnotes must be deleted, and all blanks filled in. The text in sections marked with asterisks (**) may not be amended by the section, except as noted in the endnotes. Additional provisions may be included, as long as they are not in conflict with the marked sections or the Societys bylaws. If additional provisions or deviations to unchangeable paragraphs are required due to university/college regulations, a note of explanation from the faculty advisor or counselor must be provided. If the section is incorporated, and additional provisions are required by the state as part of that incorporation, they may be added as necessary; a note of explanation, preferably from the sections attorney, should be provided. If there is a conflict between state requirements, or attorney recommendations, a letter from the attorney explaining the reason for the changes must be provided along with the changes. BYLAWS OF THE (Section Number, University/College) SECTION OF THE SOCIETY OF WOMEN ENGINEERS ARTICLE I NAME AND OBJECTIVES** Section 1. Name The name of this organization shall be the (Section Number, University/College) section (hereinafter called the section) of the Society of Women Engineers (hereinafter called the Society or SWE). Section 2. Objectives The section is an organizational unit whose purpose is to further the objectives of the Society. Section 3. Powers The section is empowered by the Society to pursue the objectives of the Society under these bylaws and in consonance with the bylaws of the Society and in consonance with the rules and regulations of (University/College). ARTICLE II MEMBERSHIP** Section 1. Members Members of the section are those members of the Society assigned to the section. In accordance with the Societys policies and purposes, the section shall not discriminate in connection with its membership and its services to the public at large. All members of the section shall have the right to attend all in-person section and executive council meetings. Section 2. Grades of Membership Members shall have the same membership grade in the section as they have in the Society and voting privileges as specified in the Society bylaws. Section 3. Business Meeting A meeting of the general membership to conduct the business of the section may be called by the president, the executive council, or by a group of five percent or five of the voting members of the section, whichever is greater. At least fifteen days written notice shall be provided to all members prior to such a business meeting. Section 4. Quorum Fifteen voting members or thirty percent of the voting members of the section, whichever is less, shall constitute a quorum for the conduct of the business of the section. ARTICLE III OFFICERS Section 1. Officers**  The officers of the section are the president, vice president, secretary, and treasurer. Section 2. Eligibility and Term of Office** A. The president, vice president, secretary, and treasurer must be members of the section. B. Section officers shall serve for a term of one fiscal year, to coincide with the Societys fiscal year. C. Officers may hold more than one office provided there is a minimum of three elected officers of the section. No one may hold the office of president and treasurer at the same time. D. Officer positions may be held by only one member at a time. No officer position may be held by co-officers. Section 3. Duties** A. The president shall: Represent the section before the public and preside at meetings of the section and its executive council; Appoint the chairs of all committees, with the approval of the executive council, except the chair of the nominating committee; Approve the appointment of all committee members, except the members of the nominating committee; Authorize the disbursement of section funds within the budget approved by the executive council; Be an authorized signatory on all section accounts; Coordinate activities and execute the business and policies of the section between meetings; Coordinate the submittal of quarterly reports to the region representative; Submit the section annual report to the Society in accordance with established procedures; Review and approve the year-end section financial report; and Perform other duties normally associated with the office of president or as may be assigned by the executive council or the governance documents. B. The vice president shall: 1. Assume the duties of the president if the president is temporarily unable to serve; and 2. Perform such other duties as may be assigned by the president, the executive council, or the governance documents. C. The secretary shall: 1. Maintain the records of the section; and 2. Perform other duties normally associated with the office of secretary or as may be assigned by the president, the executive council, or the governance documents. D. The treasurer shall: 1. Be responsible for the collection, distribution, and safekeeping of section funds; 2. Prepare, maintain, and report as directed on the financial position of the section in relation to the approved budget; 3. Prepare and file taxes on behalf of the section if necessary; 4. Submit a financial report to the Society in accordance with established procedures; and 5. Perform other duties normally associated with the office of treasurer or as may be assigned by the president, the executive council, or the governance documents. Section 4. Nomination and Election A. The executive council shall elect at least three members to serve on the nominating committee. The nominating committee shall select its own chair, who must be a member of the section but does not need to have been elected to the committee by the executive council. B. Members of the nominating committee may not become candidates during their tenure of service on the nominating committee C. The nominating committee shall propose at least one qualified candidate for each of the officer positions and the counselor position. The slate shall be presented to the members of the section by mail, electronic mail, or posting on the section web site by March 31 of each year. D. Additional candidates may be nominated by petition, provided that: The member is eligible for the position; The member has given written consent to being placed on the ballot; A minimum of two percent or five of the voting members of the section, whichever is greater, have signed a petition or endorsed an email to place the candidates name on the ballot; and The petition, together with the written consent, is submitted to the chair of the nominating committee within fifteen days after the slate is announced to the members of the section. E. The chair of the nominating committee shall arrange for the distribution of ballots to occur at least twenty-one days prior to the required return date for the vote. Voting may be by mail, electronic mail or web-based provided that mail ballots are sent to those without electronic access. The chair of the nominating committee shall select a tellers committee to receive and count the votes, and to report the results to the president. F. The voting members of the section shall elect the section officers and counselor. G. A simple majority shall elect for each position. Write-in votes for eligible candidates shall be allowed. In the event of a tie, the election for that position shall be determined by lot, conducted by the chair of the nominating committee. Section 5. Vacancies A. The vice president shall assume the office of president for the remainder of the term in the event of a vacancy. B. A vacancy in the position of vice president, secretary, or treasurer shall be filled by election by the executive council. ARTICLE IV COUNSELOR AND FACULTY ADVISOR** Section 1. Counselor A. A counselor is elected each year by the section. B. The counselor must be a non-collegiate member in good standing of the Society. C. The counselor is considered a non-voting member of the section. D. The counselor is responsible to the region governor for the sections compliance with the bylaws, policies, and procedures of the Society. E. At any time, by a majority vote of its membership, the section may replace their counselor or fill a vacancy in the counselor position. Section 2. Faculty Advisor A. It is recommended, but not required, that the section have a faculty advisor. B. It is preferred, but not required, that the faculty advisor be a SWE member. C. The faculty advisor is considered a non-voting member of the section. D. The selection of a faculty advisor is to be in compliance with the policies and procedures of the college/university of the section. E. The faculty advisor and counselor positions may be filled by the same member. ARTICLE V EXECUTIVE COUNCIL Section 1 Composition The governing body of the section shall be the executive council. The officers of the section and the chairs of the standing committees shall constitute the voting members of the executive council. An individual holding more than one position on the executive council has only one vote and counts as a single person for the purpose of a quorum. The SWE counselor shall serve as an ex-officio, non-voting member of the executive council. Section 2. Duties The executive council shall: Transact the business of the section; Implement section policies as determined by the membership; Elect the members of the nominating committee: Approve the appointment of all committee chairs, except the chair of the nominating committee; Ensure that the section is represented at region meetings; and Approve the section budget and authorize expenditures not included in the approved budget. Section 3. Conducting Business A. The executive council shall meet regularly to conduct the business of the section upon the call of the section president or by written petition of at least one-third of the voting members of the executive council. B. Unless otherwise restricted by law or these bylaws, the executive council may also conduct business by telephone, mail, electronic mail, fax, or other electronic devices. Section 4. Quorum A. A quorum shall be a majority of the members of the executive council then in office, but not less than three, one of whom is the president or vice president. B. No member of the executive council may vote by proxy. Section 5. Removal Any officer may be removed for cause by a vote of two-thirds of the voting members of the section responding to a recall ballot, provided that votes have been received from at least the number of members required for a quorum. Such removal shall be effective immediately upon the recording of such vote. Removal procedures not covered by law or these bylaws shall be developed and approved by the executive council. ARTICLE VI COMMITTEES Section 1. Committees A. The section standing committee(s) is (are),: ____________________ ____________________ (etc.) B. The executive council may establish other committees as the need arises. Section 2. Appointment The members of the committees shall be appointed by the chair of the committee with the approval of the president. Section 3. Duties The executive council shall prepare a description of the duties of each committee and reporting relationships. Section 4. Reports Each committee chair shall present a status report to the membership when requested by the president. Each committee chair shall also prepare an annual report providing input to the sections final report to the Society. ARTICLE VII DISSOLUTION** In the event of dissolution, the assets of the section shall be first used to pay any remaining debts, after which any remaining funds shall be disbursed to SWE regions, SWE sections, the SWE members at large organization, the Society, or SWE endowment funds as recommended by the executive council and approved by the SWE board of directors. ARTICLE VIII PARLIAMENTARY AUTHORITY** The rules contained in the tenth edition of Roberts Rules of Order Newly Revised shall govern this section in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the section may adopt. ARTICLE IX AMENDMENT** A. These bylaws may be amended by a two-thirds vote of the members present and voting at a meeting or of the ballots received prior to the stated deadline. B. Amendments may be proposed by a majority of the executive council or five voting members of the section. All proposed amendments must be submitted to the secretary. C. Written notice, delivered either by mail or electronically, must be given to all members of the section at least fifteen days prior to the date of the meeting or the specified date for voting to be completed. D.  SEQ CHAPTER \h \r 1Amendments adopted by the section shall be sent to the Society secretary according to established procedures, and shall become effective after approved by the Society secretary. E. Sections marked with a double asterisk (**) are identical to the collegiate section bylaws template approved by the Society Board of Directors on <>. Changes to these sections of the collegiate section bylaws template shall become part of these bylaws upon approval of the Society.The section secretary shall incorporate such changes into the section bylaws and forward the updated bylaws to the Society secretary within six months of notification of the change to the section bylaws template. ARTICLE X COLLEGE/UNIVERSITY ADDITIONAL REQUIREMENTS This article is available for sections to place in their bylaws any text required by their colleges/universities or a statement declaring this a constitution or other named governing document as required by school guidelines. If you do not have any required text, this article is to be deleted. Collegiate section bylaws based on bylaws template version 11-13-06     Version 11-13-2006 SWE collegiate section bylaws template Page  PAGE 3 of  NUMPAGES 12  Sections may add: There shall be a minimum of ___ business meetings per year.  Sections may change this to use a number and percent that is appropriate for the size of the section.  Sections may change this to use a number and percent that is appropriate for the size of the section.  The officers shown here (president, vice president, secretary, and treasurer) are the minimum positions. President-elect may be added or replace vice president. The secretary and treasurer positions may be combined if the provision is made part of the bylaws. Other officer positions, such as multiple vice presidents, may be added as deemed appropriate to carry out the activities of the section. All positions elected by the membership must be included in the bylaws in appropriate sections.  Officer terms may be altered to accommodate sections at colleges/universities with mandatory co-op/intern programs where consecutive semester/quarter officer terms are not possible.  Additional duties may be added as needed.  This is a suggested section for nominations and elections; the section may choose to adopt it, modify it, or replace it with their own provisions, as long as the rights of all members are upheld and the provisions are in the sections bylaws. Deadline dates should be chosen to conform with the sections business schedule, keeping in mind that there is a fifteen-day period allowed for petition candidates and that new section officers must be reported to Society headquarters by the end of the fiscal year (June 30).  Small sections may change this section to at least two members.  Alternate provision A vacancy in the position of vice president, secretary, or treasurer shall be filled by nomination by the executive council and election by the membership.  The provisions are minimums and cannot be removed. Additional provisions may be added provided that they are not in conflict with the Societys bylaws.  Options include adding other positions, such as president elect or additional vice presidents, defined in the bylaws to the executive council, or removing the chairs of the standing committees  Adjust the minimum number for a quorum as necessary, based on the number of positions on the executive council.  Standing committees are those committees required for the operation of the section and are not required. Possible standing committees include: membership, programming, and corporate relations. The nominating committee is not a standing committee if it is only used for part of the year. Committees that may be transient should not be included as standing committees as a bylaws change will be required for a section to remove the committee. This is particularly important if standing committees are included on the executive council; if a committee chair is left vacant, it can effect getting a quorum. The bylaws committee advises against a long list of standing committees; it is better to limit the number of standing committees and have sub-committees or ad hoc committees that are confirmed annually for further division of duties. Standing committees are not necessarily more important than other committees.  If the section has no standing committees, delete Article V Section 1.A, change Section 1.B. to 1.A and delete other, and modify Article V Section 1 by omitting the words and the chairs of the standing committees.  The collegiate section template will not change unless (1) the Society bylaws change and the collegiate section template change is for compliance, or (2) the collegiate section template is changed by the board following at least 60 days notice to all collegiate sections of an anticipated change * A track changes draft is generated in a Word document using Tools> Track Changes> Highlight Changes> Track Changes While Editing. Track Changes shows all of the changes made to the section bylaws template so that the bylaws committee can quickly compare the submitted draft to the template. Once approved according to current section bylaws, section submits a track changes version and a final version of the bylaws to the chair of the bylaws committee (bylaws-chair@swe.org) After final review, chair of the bylaws committee submits the final version of the section bylaws to the Society secretary with a recommendation for approval New section bylaws are in force once the Society secretary approves them Section submits track changes* draft, including a brief note on section-specific changes, to the chair of the bylaws committee for review (bylaws-chair@swe.org) Any issues identified are resolved between the section and the bylaws committee, or are referred to the Board of Directors for resolution Once approved by the Society secretary, chair of the bylaws committee posts the new section bylaws on the SWE web page under Governance along with an updated list of approved section bylaws Section submits the new section bylaws to their section for approval according to their current bylaws Using the section bylaws template, section leadership creates a draft of new section bylaws =>?;<" 9:;ubc ?,/6:0`dźź|sjs\sjs|sjssh#K,h!6]^JaJh!6^JaJh!]^JaJh!CJ]^JaJh9Oh!0J!jh!Ujh!U-jh!6CJU^JaJmHnHtHuh!CJ]^JaJh!6CJ^JaJh!B*phh!B*^Jphh!B*CJ^JaJphh!CJOJQJ^Jh!$=>?;<" # X Y w x :u$a$gd! gd!gd!C$gd!gd! 7$8$H$gd! ]^gd! ]^gd!$a$gd!ENN;]b >?TA <01fY xgd! & Fxgd!gd!$a$gd!dgd!YDE(),-LMNpKLc 0^`0 $a$  h8p @ h7$8$H$^h`gd!(),-NpKbOp " # u!!!!!5"6"M"d"e"""##$$$$))**,,,,ȽȽȽjh!0JCJU^JaJ"jh!0J>*CJU^JaJ h!CJh!CJaJh!>*CJ^JaJh!5>*CJ^JaJh!5CJ ^JaJ h!5CJ^JaJh!6CJ^JaJh!CJ^JaJ7NOp  $ t!u!!5"6"M"f""""J#K###s$t$ h^h` hgd!t$$$$%%&d&&&V''';((((G))))** ^`h^h h^` 0^`0 & F h h^h`***+++0,,,, . ...///0Z01113333h^h & F h^h` ^`h`h,7-8-..445556(6858:$:%:&:=:;;; <==$???[?\?]?^?p?q?????@@O@P@d@ B B!B8BeBfBgBhBBCyCCCDDԗh!>*CJaJh!CJaJh! h!CJ%jh!0J5>*CJU^JaJh!5>*CJ^JaJh!5CJ^JaJh!>*CJ^JaJ h!0J<jh!0JCJU^JaJh!CJ^JaJ83444c5d5556(6]6^666667788588888)9*99 h h^h`99::&:=:;; <(<N<<<=X====>>]?^?q?@@ hh^h & F h^ h^h` h@O@P@d@B B!B8BkBBBBBBCxCyCCCCDDD EcFdFF h^h` h h1$^h`DD EFFdFFFFGGIIIIJKKLLNENFNHNINKNLNNNONQNNNNNݴݐ݅݁yyyypbpbjh!6CJUaJh!6CJaJjh!Uh!h!5CJ^JaJjh!0JCJU^JaJh!CJaJh!CJaJmH sH jh!CJUaJmH sH h!6CJ^JaJh!CJOJQJ^JaJh!CJ^JaJh!5>*CJ^JaJh!>*CJ^JaJ!FGGGLHHIJLLLMNDNENGNHNJNKNMNNNPN  h8p @ 7$8$H$gd!  h8p @ h7$8$H$^h` h^h`PNQNRNNNNOOpOqOOOQQRRRRTTUUUUZV\VW W  !#gd!NNNNNNNNNNNNOOqOrOOOQQRRRRTTUUUU\V]V W!WWWWXXXRY/[0[1[\\;]=]f^g^"_#____ ` ``ƼƼְ֜֜֜h!B*CJ aJ phh!B*CJaJphh!B*phh!B*CJaJphh!B*^Jph h!^Jjh!0JUh!h!6CJaJjh!6CJUaJh!6CJaJmHnHu8 WWW/[0[\\:];]f^g^"_#___ ````=a>aabgbhbbb $7$8$H$a$gd! 7$8$H$gd!gd!```=a>aaabgbhbbbh!B*CJ aJ phh!h!B*CJaJph bbb  h8p @ 7$8$H$/0P&P1hBP/ =!"#$%DyK http://www.swe.org/sweforumyK 8http://www.swe.org/sweforum"t@t Normal. ) h8p @  CJOJQJ_HaJmH sH tH @ $ Heading 1@$  h8p @ h7$8$@&H$^h`6CJ\]^JaJDA@D Default Paragraph FontViV  Table Normal :V 44 la (k(No List L@L Header% h8p @ !L @L Footer% h8p @ !HH  Balloon TextCJOJQJ^JaJ<+@"<  Endnote TextCJaJ>*@1> Endnote ReferenceH*.(@A. 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