Region 1 August Meeting Newark Liberty Airport Marriott – 18 August 2012 Region 1 Ad hoc Training Committee Report Charles Rubenstein Pratt Institute - SILS

ad hoc Training Committee COMMITTTEE MEMBERS: –CHAIR: Past Director: Charles Rubenstein The four area chairs: –Central Area Chair: Lisa Shay –Northeastern Area Chair: Tom Perkins –Southern Area Chair: Robert Pellegrino –Western Area Chair: Alexander Loui 3/16/2016 2

2013 BUDGET - INCOME DESCRIPTION IEEE Region 1 Rebate 69,90068,50068, % IEEE-USA PACE Project Funding 15,00112,73113, % IEEE-USA Annual Mtg Funding 7,9826,8605, % iSTEP Events 001, % R1 Meeting Companion/other Fees 4, ,000 1, % Micromouse Contest (IEEE Fund) 01, % Paper Contest (Life Member Fund) 1, % Ethics, Other Contests % MGA Support - Member Engagement 0010, % Region 1 Assessment * 35,862108,516110,000105, % TOTAL INCOME* 160,934207,997218,100206, % 3/16/2016 3

2013 BUDGET - INCOME 3/16/2016 4

2013 BUDGET - EXPENSES 3/16/ DESCRIPTION ADMINISTRATION13,92817,3001,70017,3507.5% MEETINGS108,243139,960116, % STUDENT ACTIVITIES16,59825,05025,90026, % PROFESSIONAL ACTIVITIES25,61721,00023, % CONFERENCE ACTIVITIES6,03223,75028,25026, % EDUCATIONAL ACTIVITIES4031,5002,0001,5000.7% STANDING COMMITTEES & REPS9,19413,20014,25014,5006.3% MISCELLANEOUS EXPENSES4,2013,14004,0001.7% CAPITAL EQUIPMENT PURCHASES07005, % TOTAL EXPENSES* 184,216245,600217,100230, % SURPLUS (DEFICIT) *(23,282)(37,603)1,000(23,950)-10.4%

2013 BUDGET - EXPENSES 3/16/2016 6

BUDGET NOTES 1 – Hotel Contracts Contracts signed up to 3 years in advance result in reduced sleeping/meeting room costs. However, this year we were hit with EXTRAORDINARY F&B increases which caused major cost over runs and high companion fees. We will include F&B in the future. Note: College campus meetings may not have enough sleeping rooms… 3/16/2016 7

August 2012 Meeting F&B Analysis As an example of F&B costs, meals are: Breakfast cost is $ % = $34 Lunch cost is $ % = $61 Total: $95/person. THUS, according to current R1 Policy: 1. Companions eating breakfast with the group would be charged $17 (50%) 2. Additional Section Members eating Breakfast and Lunch with group would be charged $50 (apx 50%).

BUDGET NOTES 2 – Workshop Costs The Cost of R1 Workshop Training is apx. $1000 per BoG member (1.5 days) $600 per Training Workshop Attendee Resulting in 2013 deficit of $23,950 Even with reduced attendee coverage 3/16/2016 9

BUDGET NOTES 3 – iSTEP Program Costs $20K R1-R6 Revitalization Programs $10K MGA Contribution $10K R1 Contribution We are struggling to find the right mix of content, volunteers and presenters this year having gotten off to a rushed start last year. Plans need to include more student input and buy in. Costs us 50% of first $20K… 3/16/

Budget Notes 4 – Major Costs Analysis DATA TYPE ANALYSIS Admin MeetingsStudentPACECommittee Income 0 105,000 3,600 18,500 10,400 Expense 17, ,500 26,000 23,000 42,850 NET COST TO REGION(17,350)(11,500)(22,400)(4,500)(32,450) MEETINGS: $1000/BoG member and $600 per training Workshop Attendee ($13,2K/track) R1 ad hoc Training Committee recommends 2 trainees per section for ONE day of training. Additional trainees, or trainee participation in R1 BoG meeting will be at section’s expense. Expenses based on $1000/BoG member and $600 per training Workshop Attendee ($13,2K/track). Income based on Assessment Budget require s2300 new members, or + $2 assessment PACE: R1 USA Annual Meeting Exposure, per R1 BoG Policy is: $500/section x 22 = $11,000; plus cost of R1 reps (e.g. D-E) attending Committees: Includes Conference and Education Portfolios as well as all Standing Committees & Reps Income = (0.051 through plus $10K in MGA iSTEP support) Expense = (Lines 171, 180 and 221. Includes $20K iSTEP expenses)

ad hoc Training Committee TRAINING MODELS

PROPOSED TRAINING MODEL - 1 Model 1 - Status Quo Annual Training Workshop/Region Meeting Additional Cost = $45K ($80K vs. $35K for BoG only meeting) THE PROBLEM: Training Workshop attendees, VIPs, and staff tend to stay on for meeting costing Region overnight and F&B for 2.5 days - typically exceeding budget capabilities. In addition, hotel F&B, etc., charges are escalating even with 'reduced' sleeping room rates due to long term contracts. To have Section Chair (part of BoG) plus four (4) additional volunteers – typical – deficit in 2013 would be S23,450 for two and another $13,200 for each added volunteer = $49,850 3/16/

PROPOSED TRAINING MODEL - 3 Model 3 – Area Level Training Up to Four individual Saturday 10:00am - 5:00pm sessions, one per area Overnight only for training presentation team (optional, paid for, by attendees) Covered break and lunch only for attendees One track - all attendees see all presentations Change the Region/Training Meeting ($80K) to a Region Meeting ($35K ) ADD $8K/Area for Training Meetings (saves $13K/yr) Deficit = $10,950 PROS: Decoupled from Region Meeting and its larger meeting costs Smaller groups, possibly finer control over topics. Probably less than $8,000 per session - saves $13K+ CONS: Four (possibly two joint area workshops) separate workshops to schedule. Decoupled from Region Meeting and its larger meeting discounts Trainer availability. IEEE Staff might not participate in multiple events 3/16/

PROPOSED TRAINING MODELS – 4 & 5 Model 4 – Every Other Year Training Training held every other year (saves $22.5K/yr) Deficit = $950 PRO: Costs much less over two year period CONS: Does not synchronize with HQ changes, terms of office, etc. Some volunteers might not ever get trained... Model 5 – On-line Training using CLE (etc.) Intensive use of CLE and online webinars for volunteer training. PRO: No Cost to Region/Section (saves $45K/yr) Surplus = $21,550 CON S: Not ready for roll out at this time. Volunteers should be required to check CLE for their assigned roles on election/appointment. 3/16/

PROPOSED TRAINING MODEL - 2 Model 2 – Section Partnership RECOMMENDED by ad hoc, reflected in distributed Draft Budget ver. 5 Executive Summary: Region pays for training to the section chair plus 3 other section officers. The section chair would also be funded to attend the R1 meeting after the training. If other officers decide to stay for the R1 meeting, it would cost the section approx. $275 per person. Deficit = $23,450 See next slide for additional information 3/16/

PROPOSED TRAINING MODEL - 2 Model 2 – Section Partnership – RECOMMENDED 1. Reduction to THREE (3) 'paid for' attendees at training for 2013 (Chair plus TWO (2) - in addition to other BoG Members) 2. Training Workshop invitees 'on own for lunch' 3. 1:00pm Friday Start, 11:00am Saturday END of Training Workshop 4. Region to cover standard travel expenses per IEEE guidelines, Friday night group Dinner, ONE (1) night hotel accommodations, and Saturday morning breakfast ONLY. 5. Workshop Attendee options of participating in the Region BoG Meeting Option A: $0 Volunteer goes home after training, lunch on own. Option B: $275 Section/Individual pays $275 overall (not separable) cost to attend BoG meeting as follows: Saturday Lunch ($50), Dinner ($75) and overnight hotel room ($125), and then Sunday Breakfast ($25) 3/16/

MOTION 1 from Committee The Chair and Two (2) additional volunteers from each section (volunteer roles to be determined at a later date) be invited to participate in the 2013 Annual Region 1 Training Workshop as noted in Training Model 2. This model will be evaluated after the reimbursement requests are in to determine if it satisfies the needs of the Region and its Sections. It is understood that this model’s costs are already included in, and constitute the 2013 Draft Budget with a deficit of $23,450. Short form on next slide… 3/16/

BUDGET MOTION 1 – short form… Coming from the Budget Committee To approve the distributed Revision 5 Region Draft Budget 2013 Training of two (2) volunteers per section (Additional trainees welcomed at apx. $600; attendees staying for Region Meeting, additional apx. $275 cost to sections) Showing a budget deficit of $23,450 3/16/

Alternate BUDGET MOTION #1 Coming from the Budget Committee To approve a modification to the distributed Revision 5 Region Draft Budget, removing 2013 R1 Training Workshop (Model 4) (Budget line 2.01 becomes $35,000; total expenses are reduced to $195,450; yielding a net SURPLUS of $11,050) 3/16/

Alternate BUDGET MOTION #2 Coming from the Budget Committee To approve a modification to the distributed Revision 5 Region Draft Budget, to include a BoG Retreat in lieu of 2013 Training Workshop (to consider other training options) (Budget line 2.01 becomes $54,000; total expenses are reduced to $204,450; yielding a net SURPLUS of $2,050) 3/16/

MOTION 2: R1 ASSESSMENT INCREASE Coming from the Budget Committee To approve the increase of the Region 1 assessment by $2 (from $5 to $7) effective with the 2014 dues renewal to cover the increasing expenses of annual volunteer training. Anticipated additional income: $40K 3/16/