CTS Fall Planning Meeting Recommendations Update

SPECIAL COMMITTEE RECOMMENDATIONS STATUS CTS Fall Planning Meeting San Marcos September 6, 2013 Don Drumtra Drumtra@ieee.org 512-291-0315 IEEE Central Texas Section

Recommendation Status 1. a. Establish a section on the website that contains links to IEEE reference material as well as CTS specific procedures in existence and yet to be written. STATUS: Clif and Kenny volunteered. A reference document section was added to the CTS Website. It has sub-sections for Financial Policy and Governance with links to important CTS policies and procedures. More will be added as needed and developed. IEEE Central Texas Section

Recommendation Status 1. b. Include a top-level document with the goal of listing all rules policies and/or procedures with references to relevant MGA manual and other IEEE documents as needed. STATUS: Don has volunteered. The current Website includes links to CTS standing rules, the MGA Ops Manual, and some related documents. There is room to additional documents that others think are important. IEEE Central Texas Section

Recommendation Status 2. Provide annual officer training including: a. An overview of available CTS procedures b. An overview of existing MGA procedures c. An overview of Robert s Rules regarding: 1) Motions 2) Key provisions for discussion, clarifications, postponement and voting IEEE Central Texas Section

Recommendation Status 2. Provide annual officer training STATUS: The new Section Committee position of Training Coordinator has been created. Ina Angels volunteered. Leslie Martinich hosted the first annual officer training in April of 2014. Attendance was low and scheduled time was insufficient to cover all important material. Both content and participation is needed for training to be successful . Ina welcomes your thoughts and ideas to improve both. IEEE Central Texas Section

Recommendation Status 3. Establish a Policies and Procedures Committee to: a. Evaluate need for revision of procedures b. Define requirement for new procedures c. Initiate initial writing/update of procedures d. Provide regular reporting to the ExComm e. Members: CTS and chapter leaders and others IEEE Central Texas Section

Recommendation Status 3. Establish a Policies and Procedures Committee: STATUS: The ExComm has formally established this committee, approved its charter and specified the type of members and reporting needed. John Purvis is its chairman and he will appoint members to the committee. IEEE Central Texas Section

Recommendation Status 4. Establish/update CTS financial policy and documented budget procedures to be approved by the ExComm and subsequently published on the section Webpage STATUS: Don volunteered for this. Policy and procedures for expense reporting are posted on the Website and updated as needed. Budget procedures are included in the annual call for financial plan input. IEEE Central Texas Section

Recommendation Status 4. a. Financial policy should include: 1) Provisions for chapter recognition in the budgeting process for previous year s involvement in successful events 2) Delineation of the difference between normal chapter operations and specific events 3) How cash boxes are managed by chapter treasurers and reporting requirements STATUS:1) The previous years balance is included in the proposed 2015 call for financial plan input. 2) Covered in Workshop Guidelines. 3) Under development IEEE Central Texas Section

Recommendation Status 4. b. Budget procedures should include: 1) A schedule of activities for budget submission: a) Initial budget submission b) Initial draft from inputs c) Discussions with chapters on any changes d) Final draft distribution for chapter review 2) Consideration of: a) Including a comment period b) One or more semi-formal teleconferences to include chapter input. STATUS: 1), 2). A schedule will be provided each year as part of the budgeting process. IEEE Central Texas Section

Recommendation Status 4. b. Budget procedures should include: 3) How to submit budget requests for funding section and chapter events and workshops 4) Describe the memorandum of understanding requirements for hosting co-sponsored events and workshops and develop templates STATUS: 3) Procedures are included in the workshop guidance available on the Website. 4) MOUs are only required for conference level events. Per IEEE policy only the Section Chair is authorized to sign contracts and commit funds. Guidance is available in the IEEE Conference handbook. IEEE Central Texas Section

Recommendation Status 4. b. Budget procedures should include: 5) Recommended surplus from section and chapter events. 6) The procedures for budgeting, reporting, and disposing of any surplus from section and chapter events STATUS: 5) Recommended surplus for Workshops and Conferences is 20 percent and is included in IEEE policy. There are no recommend surpluses for chapter events in the policy. 6) Procedures can be developed as part of a revision to the Workshop Guidelines and Procedures. IEEE Central Texas Section

Recommendation Status 5. Establish a Policy for the circulation of ALL procedures, updates, budgets, and associated motions prior to the CTS bi- annual meeting date. The policy should include a reasonable time such as one or two weeks for document circulation prior to the meeting date STATUS: Proposed addition to the standing rule on Management IEEE Central Texas Section

QUESTIONS? IEEE Central Texas Section