SPECIAL COMMITTEE
RECOMMENDATIONS STATUS
CTS Fall Planning Meeting
San Marcos
September 6, 2013
Don Drumtra
[email protected]
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.
b.
c.
d.
e.
Evaluate need for revision of procedures
Define requirement for new procedures
Initiate initial writing/update of procedures
Provide regular reporting to the ExComm
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)
b)
c)
d)
Initial budget submission
Initial draft from inputs
Discussions with chapters on any changes
Final draft distribution for chapter review
2) Consideration of:
a)
b)
Including a comment period
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 biannual 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