IEEE COMMITTEE TO RESOLVE MEMBERS' CONCERNS FINAL REPORT IEEE Central Texas Section Spring Section Meeting January 25, 2014 San Marcos, TX

IEEE Central Texas Section Committee Members l The committee members were: l Garrett Polhamus (Chairman) l Joe Redfield l Clif Denny l John Purvis Note, all Committee Members are Past Section Chairmen

IEEE Central Texas Section Committee Charter l The committee was established in September 2013 by the CTS EXCOM. l Committee scope: To develop approaches to address and resolve CTS member concerns identified in submitted documents. l Two reports were required of the committee: an interim report which was provided in mid-December, 2013, and the final report January 2014.

IEEE Central Texas Section Process for the Recommendations to Be Adopted l Presentation of the committee recommendations l Motion to accept the recommendations, motion must be seconded l Discussion of the motion l Amendments to the motion (Friendly or not). l Discussion of the amendments l EXCOM vote on any amendments l EXCOM vote on motion

IEEE Central Texas Section Committee Timeline l The first meeting of the committee was held on 12 September l The committee met by teleconference with a number of the concerned members to fully understand the concerns. l The committee continued to meet through the fall, consulting with other Section and Region leaders and IEEE references. l The committee defined 6 specific issues and 5 recommendations.

IEEE Central Texas Section Presentation of Recommendations l Questions about recommendation(s) background? l Clarification of recommendation(s)? l Intent: to insure that the EXCOM understands the recommendations as stated.

IEEE Central Texas Section Thank You

IEEE Central Texas Section Recommendation 1 1. Establish a section on the CTS website that contains links to IEEE reference material as well as CTS specific procedures in existence and yet to be written. 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.

IEEE Central Texas Section Recommendation 2 2. Provide an annual officer training. Include in the training, an overview of available CTS procedures as well as existing IEEE MGA procedures. Include in the training, an overview of Roberts Rules regarding motions and key provisions for discussion, clarifications, postponement, and voting.

IEEE Central Texas Section Recommendation 3 3. Establish a Policy and Procedures Committee to evaluate the need for revision of existing procedures and define the requirement for any new procedures. Where the need is identified, the procedures committee would initiate an initial writing/update to the identified procedure. The procedures committee would provide regular reporting to the CTS ExCom. The staffing of the committee would be CTS leaders, Chapter Leaders and others from the CTS/Chapter level.

IEEE Central Texas Section Recommendation 4 4. Establish/update the CTS financial policy and documented budgeting procedures to be approved by the Section Executive Committee and subsequently published on the Section webpage. l The financial policy should include provisions to allow chapters to be recognized in the budgeting process for previous year’s organization/involvement in successful events. The policy should also clearly delineate the difference between normal chapter operations and specific events. The policy should address how cash boxes are managed by Chapter Treasurers and the associated reporting requirements

IEEE Central Texas Section Recommendation 4 (cont.) l The budget procedures would include a schedule of activities for initial budget submission, the incorporation of individual inputs into an initial draft, discussion with each chapter on any changes to the submitted budget, a mechanism for chapter review of the draft and the distribution of the budget prior to the CTS Spring Planning Meeting. Consider as part of the procedures the ability to have a comment period, or in the case of the budget, one-or-more semi-formal teleconferences to gather chapter leader input.

IEEE Central Texas Section Recommendation 4 (cont.) The procedures would also include: l How to submit budget requests for funding section and chapter events and workshops. l Describe the Memorandum of Understanding (MOU) requirements for hosting co-sponsored events and workshops and develop templates. l Recommended surplus from section and chapter events. l Describe the procedure for budgeting, reporting, and disposing of any surplus from section and chapter events.

IEEE Central Texas Section Recommendation 5 5. Establish a policy for the circulation of documents for 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