Effective ExCom Meetings & Section Operations

Naresh Chand, Fellow IEEEChair, North Jersey Section, NJ

Director, Huawei Technologies, NJchandnaresh@gmail.com

MGA Operational Manual http://www.ieee.org/societies_communities/geo_activities/operations_manual/index.html

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Outlines• Introduction

– My section and initial challenges

• Role and responsibilities of the section officers as defined by MGA• Effective ExCom meetings

– Food– Agenda

• Effective section operations– Budget– MGA resources

• MGA Staff• Vtools• IEEE-notice• Webinabox• SAMIEE

– Bringing new volunteers– Society Chapters – Affinity groups– Committees

• Summary

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North Jersey Section

• About 2,800 - 3,000 members• No. of meetings in 2011: 111

– Administrative: 12– Technical: 76– Non-technical: 19– Professional: 4

• 2012 total income: $ 55,422.65– Includes about $24,326 from IEEE as Rebates, Societies support, IEEE USA, Awards,

and travel support– Rest was generated by section

• 2011 expenses: $ 48,901.68• Net gain in 2011: $ 6,520.97• Cash in Hand @beginning of the year: $164.838.76• Cash in hand @end of the year: $170,491.14

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Initial challenges • No administrative experience• Little knowledge of the section, MGA and their operations• Shrinking membership and with it IEEE rebates• Highly dedicated and experienced ExCom members

– Preferred status quo– Tremendous resistance to use IT tools– Two members died in first month

• Balance budget• Changing printed newsletter to an electronic newsletter saving about $28,000/year and

taking advantage of everything in cloud– No one liked the idea– EC Chair felt that they will not be able to run any course

• Newsletter editor resigned• Lost access to our website• Secretary went to China for 6 months on sabbatical• New treasurer with no accounting experience

We must become the change we want to see. — Mahatma Gandhi

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My approach

• Treated the Section operations as System Engineering with members as customers

• Put considerable efforts in learning– Mission and goals of the Section– Roles and responsibilities of the Section Chair and other officers to best serve

the interests of the IEEE, Section and its members – Available resources available from MGA, IEEE USA, Societies, affinity groups

• Offer volunteer positions to members• Live by example• Decided to make a difference and accepted the challenge

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Built quality and discipline in our system

• We require all events are posted on VTOOLS which can be accessed by anyone including non-members

• Only events on VTOOLS go in newsletters• Expense voucher requires certifications of

– Event was created on VTOOLS– L31 has been submitted

• All monies chapter chairs bring from their Societies go in their budgets• Budget is not a constraint if the money is spent wisely• We encourage registration on VTOOLS so that right amount of food can

be ordered

Highlights of 2011

• All Chapters, groups, and committees met their obligations• 111 meetings• Simplified expense claim form; no reimbursement without L31 and VTOOL announcement• Had a grand award ceremony as always• Had a life member luncheon• Received financial support from several Societies• Reg. 1 Gruenwald Award $1000 • Two R1 awards• All events are on VTOOLS and on our website• Discontinued hard copy of newsletter that saved $28,000• Introduced electronic newsletter and use of e-notice • Ran more educational courses successfully• IEEE AP/MTT Mini Show• IEEE Innovation day• Attendance to our meetings increased• Did not cut budget of any chapter or event• Had surplus budget• Year end dinner with a token gift to all ExCom members• We’ve full roster for 2012

2012 Goals• Approach more non-IEEE members• Make our newsletter more effective• New website• Advertize our website and event calendar for up to date information• Attract new volunteers

– Use SAMIEEE to find them

• Use more IEEE resources• Partner with Industry• Ask attendees to register on VTOOLS

(better planning, easy to manage event changes, easy to contact attendees,..)• More educational courses• Partnerships with other Sections• Make ExCom meeting more useful and educational

– Chairs should report important outcome of events

• Slides of talks on our websites• Improve accounting• Challenge: Making new members

(We are trying to put a system at place)• High potential students awards

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Section Mission

• Inspire, Enable, Empower and Engage Members of IEEE at the local level for the purpose of:– Fulfilling the mission of IEEE– Enhancing the member’s growth and

development throughout their life cycle– Providing a professional home

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Section Goals

• Increase member engagement• Improve relationships with and among members• Increase operational efficiency and effectiveness, within the

section and its interfaces• Enhance collaboration – serve as the local face of IEEE to

community• Increase membership• Ensure the collection of appropriate information necessary

to all the IEEE to become a data driven organization

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Section bylaws are no longer required. But, if required by local law, Sections and Councils may create their own addendum/bylaws, using the MGA Operations Manual as a guideline.

MGA Operational Manual http://www.ieee.org/societies_communities/geo_activities/operations_manual/index.html

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Roles of a Section Chair• CEO of the Section• Responsible for ensuring that the Section is fulfilling its Mission and Goals• Ensures that all local units are in compliance with IEEE Policies and local regulations• Manages the operations of the Section to ensure the best interests of local

members• Provides leadership and guidance to ensures that the Section activities are focused

on increasing member engagement and satisfaction• Represents the needs of Section members by providing feedback to Region

Committee and/or IEEE organizational units• Serves as a Chair and preside at ExCom meetings• Represent the Section at IEEE gatherings• Represent the Section at Regional Committee Meetings and vote on issues on the

basis of the best interest of members and IEEE

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Responsibilities of the Section Chair• Oversee Management of the Section to serve the best interests of the IEEE, its members

and the humanity• Exercise business judgment to act in what is reasonably believed to be in the best interest

of the IEEE, its members and the general public and not on behalf of any individual, entity or interest group

• Identify appropriate volunteers for the Section’s non-elected positions and present their appointments to ExCom for review

• Prepare the agenda and serve as chair for all ExCom meetings• Serve as a signer on the Section bank account and authorize disbursements as approved by

the Section Executive Committee• Sign the Section annual report of financial activity at year end • Establish annual Section activities, with the approval of the exCom• Ensure that all Section Officers, Committee Chairs, Chapter Chairs and Affinity Group Chairs

are aware of their responsibilities and duties• If a Section Officer is unable to perform his/her duties, the Chair is responsible for ensuring

that the duties are completed• Be informed of the IEEE and its business, including its mission,

services, policies and programs

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Responsibilities of the Section Chair - Cont• Ensure that the Section (including Section Technical Chapters and Section Affinity Groups) are conducting

activities on a regular basis and this information is being report to IEEE MGA (L31)• Ensure that a Section Nominating Committee is established in accordance with MGA Guidelines• Be informed of the IEEE and its business, including its mission, services, policies and programs• Spend sufficient time and energy to be familiar with matters requiring the ExCom’s attention• Disclose any real or perceived personal conflict of interest with matters before the ExCom or which might

otherwise conflict with the fiduciary duties owed to the IEEE• Review IEEE documents as they relate to the position of Section Chair, including IEEE Bylaws, IEEE• Manual Policy, IEEE Financial Operations Manual and the MGA Operations Manual.• Become familiar with IEEE Policies regarding funding sources for Geographic Units, the appropriate• Use of IEEE Funds, establishing bank accounts, contract administration, annual reporting requirements and

insurance coverage.• Exhibit highest standards of collaboration• Provide leadership in the association's statement of vision, mission, and goals, and the corresponding

strategies, plans, and budgets to achieve them• Suggest potential nominees to the Section Nominating Committee who can make a significant

contributions to the work of the Section and the IEEE• Identify potential individuals to serve in this position at completion of

your term of office. Act as mentor to successor.

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Section Chair should:

• Exercise sound judgments in matters that relate to the current and long-term objectives of the IEEE and the Section

• Listen, analyze, think clearly and creatively, work well with people individually and in a group• Cultivate and recruit Section members and other volunteers• Understand the conflicting interests of the various constituencies of the IEEE and to act in the

interests of all Section members and the general public• Exercise honesty, integrity and adherence to high ethical standards• Show sensitivity to and tolerance of differing views, a friendly, responsive, and patient

approach, and community-building skills,• Motivate others, negotiate compromise and resolve differences• Maintain positive working relationships and capability to set direction for the Section• Adhere to governance practices • Passion for, and interest in, the IEEE organization• Dedicate service to the IEEE while maintaining balance with professional and personal life• Communicate clearly• Meet deadlines and respond to communications in a timely fashion

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In–Person meetings

• Section and/or Section Executive Committee meetings– 8 - 12 meetings per year (typical schedule)

• Regional Meetings– 1 or 2 meetings per year – typically requires travel to/from meeting

location• Sections Congress

– This event is conducted every three years.• Technical Chapter/Affinity Group Meetings

– 1 – 2 meetings per year (optional)• Additional local activities (i.e. IEEE Conference within the Section

boundaries)• Award ceremony, life members lunch/dinner, and year end section party• Award ceremonies of neighboring sections• Represent IEEE at local non-IEEE events.

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Vice Chair

• Chair meetings in absence of Chair

• Familiar with the policies relating to the activity of

the Section and subunits, including IEEE bylaws,

IEEE Policies, MGA Operations Manual

• Assume additional authority or activity as

designated by Chair

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Treasurer

• Process expense vouchers and reimburse expenses• Prepare the annual budget• Record all financial activity • Reconcile bank statements/activity• Report status of unit’s finances to the Section ExCom on a

regular basis• Prepare and submit Annual Financial Report (L-50)• Signer on bank account

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Secretary

• Record minutes of ExCom and other Section meetings• Handle correspondence• Distribute meeting notices• Maintain Section records• Submit officer and meeting reporting, including officer

changes during the year, to IEEE Operations Center

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IEEE Ethics & Member Conduct

• IEEE Code of Ethics • All items relevant, but remember to:– treat fairly all persons regardless of such factors as race,

religion, gender, disability, age, or national origin; – avoid injuring others, their property, reputation, or

employment by false or malicious action; – assist colleagues and co-workers in their professional

development and to support them in following this code of ethics.

• www.ieee.org/ethics

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Recognition and awards

• Officers of all units• Conference organizers• Committee chairs• Newsletter editors/web masters• SAMIEEE database coordinator• Newly elected Fellows & elevated Senior Members• R1 awards• MGA awards• Section awards

– Newsletter article– Web page– Certificate– Plaque

• Section or Chapter Chair pins

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Effective ExCom meeting

• Have an agenda with time allocated for each item and follow it strictly

• Food and Sign In

• Call to Order

• Approval of Minutes (may be conducted via email)

• Treasurer Report and budget

• Newsletter

• Updates of officers, chairs, Committees, etc

• Special Program-Speaker(s)

• Officers Reports

• Unfinished Business

• New Business

• Adjournment in time Pay attention to the food needs of everyone. Include healthy and tasty food, more vegetarian, water and other drinks.

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Procedure to Introduce New Business

• Member raises hand

• When recognized by the chair, member stands, gives name, and states his/her

motion. e.g. "I move that __________."

• Member may give a brief explanation for introducing the motion

• Another member must second the motion to continue

• The chair calls for discussion on this motion

• The member who introduced the motion has the right to speak first.

• Members wishing to discuss the motion raise their hands and wait for recognition

from the chair before speaking, enabling everyone to share his/her opinions.

• The chair calls for a vote on the motion*

• The chair states results of vote and resulting action

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Options related to motions

• Amend it• Refer it to a Committee• Withdraw it• Postpone it• Postpone it indefinitely

Ref: The Basics of Robert's Rules of Order

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Resources available from MGA

• MGA Staff at HQ especially IT staff (Khanh Luu and Y. Khushid)– Send appreciation notes

• Vtools– We require all events to be posted on VTOOLS. Only those

events are legitimate IEEE events and will go in newsletter

• Webinabox– Events on VTOOLS automatically goes in calendar

• IEEE e-notice

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Newsletter

• Hard copy: We discontinued it and saved about $4,000/issue• Electronic copy

– Events on Vtools only go in there

• We send it through IEEE e-notice• Some chapter chairs have authorization to send their meeting

announcement directly through e-notice.• We recognize and welcome new members in the newsletter• We post our full roster in the newsletter• About 12 pages• Would prefer one page e-zine (Electronic- Magazine) format (?)

– Content is supposed to be in cloud and available on a click

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Recruiting new volunteers

• Keep an eye on potential volunteers• Approach them and make an offer• Welcome guests• Introduce them to ExCom

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Recognize volunteers• Give them credit for what they do• Nominate them for awards• Give occasional gifts for their special contributions• Year end party and token gifts• Send appreciation letters (even to their employers if

necessary)

You can get anything done if you don’t care who gets the credit. - President reagan

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Budget

• Most important item• Support everyone based on needs• Seek support from Societies• Must be presented in December (?)

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Generating income for the Section

• Educational courses• Trade shows and mini conferences• Technical conferences• Certification courses• Support from technical Societies

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Summary

• Do your best keeping the interests of members, volunteers, Section and IEEE in mind

• Spend members’ money wisely• Leave your legacy behind