Hamid Vakilzadian - West Area Chair - cis-ieee.org

Hamid Vakilzadian - West Area Chair - cis-ieee.org

2008 Region 4 Section Chair Training Region 4 Meeting January 26, 2008 Marriott Hotel, Chicago Section Management Section Operations (Bob Parro) Section Programs (Kristi Brooks) Technical, Educational, Professional) PACE Activities (Hamid Vakilzadian)

Membership Development and Benefits (Tarek) Communications (Bob Evanich) Technical Chapters (Larry Hause) Student Activities (Anu Gokhale) Awards and Recognition (Bob Adams)

Volunteer Development (Bill Serre) Section Finances (Don Bramlett) Elections (Burt Loupee) Section Management Section Operations (Bob Parro) Section Programs (Kristi Brooks) Technical, Educational, Professional) PACE Activities (Hamid Vakilzadian)

Membership Development and Benefits (Tarek) Communications (Bob Evanich) Technical Chapters (Larry Hause) Student Activities (Anu Gokhale) Awards and Recognition (Bob Adams) Volunteer Development (Bill Serre) Section Finances (Don Bramlett)

Elections (Burt Loupee) Section Chair Training Section Operations Bob Parro Central Area Chair Region 4 Meeting January 26, 2008 Marriott Hotel, Chicago Section Operations Running a section Overview

Chair ExCom leadership Planning, coaching, mentoring, delegating Section reporting requirements Meetings, Officers, Financial Section ExCom meetings Section meetings Section metrics/vitality Running an effective meeting 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. http://www.ieee.org/web/aboutus/ethics/ Im A Section Chair, I . . .

Know about: IEEE Bylaws; IEEE Policies; MGAB (Members and Geographical Activities Board) Operations Manual Chair meetings Work with ExCom, Committee, Chapter and Affinity Group Chairs to support activities Represent Section at Region meetings Am a signer on bank account Im a Section Vice Chair, I . . . Chair meetings in absence of Chair Am familiar with the policies relating to the activity of the Section and subunits,

including IEEE bylaws, IEEE Policies, MGAB Operations Manual Assume additional authority or activity as designated by Chair Im a Section Treasurer, I . . . Prepare the annual budget Record all financial activity

Reconcile bank statements/activity Report status of units finances to the Section ExCom on a regular basis Prepare and submit Annual Financial Report (L-50) Signer on bank account Im A Section Secretary, I . . . 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 Im a Chapter Chair, I . . . Preside at Chapter ExCom and other meetings Work with other Chapter officers to determine program of activities for Chapter Represent Chapter at Section ExCom meetings and Society-sponsored meetings Am familiar with IEEE Bylaws, IEEE Policies, MGAB Operations Manual, and any Society requirements for activity

Submit or ensure submission of required reporting to Section and Society Geographic & Technical Unit Relationships Regions Affinity Group Parents (WIE, CN, GOLD) Sections Councils Student Branches

Student Branch Chapters Societies Affinity Groups Chapters Geographic Unit Relationships Regions oversee Sections Sections oversee Subsections, Chapters, Student Branches and Affinity Groups Councils are comprised of Sections, and exist at the pleasure of the member

Sections Some Councils (but not all) have Chapters and Affinity Groups, and therefore oversee them Geographic Unit Relationships Affinity Group Parents also oversee Affinity Groups

Women In Engineering (WIE) Consultants Networks Graduates Of the Last Decade (GOLD) Life Members Student Branches oversee Student Branch Chapters and Affinity Groups Societies also oversee Chapters and Student Branch Chapters IEEE Structure MEMBERS

Board of Assembly Directors Publication Products & Services IEEE-USA Educational

Activities Members & Geographical Activities Regions Standards Technical Executive

Association Activities Committee Societies Exec Director & Staff MGAB Mission

The mission of the Members and Geographic Activities Board (MGAB) is to fulfill IEEE's educational and scientific goals for the benefit of the public and members by maintaining, enhancing and supporting the geographic units of the IEEE Section Governance

Section Operations Section officer training http://www.ieee.org/web/geo_activities/units/Reso urces/Officer_Training/index.html - HQ training http://ewh.ieee.org/reg/4/training.php R4 training http://www.ieee.org/web/geo_activities/units/Reso urces/calendar_.html - monthly officer duties All Sections are required to operate according to the MGAB Operations Manual (see 9.4)

http://www.ieee.org/portal/cms_docs_iportals/iporta ls/volunteers/mga/home/MGAOPSMAN/MGA-Manual -Jan2008.pdf Sections are allowed to have an addendum or separate governance document Section Operations Monthly section officer duties Section Operations Manual Provides logistical information for management of Section

Vendors or venues used Handling of reimbursements Officer transition Newsletter & web page management And more . . . Section bylaws are no longer required. But, if required by local law, Sections and Councils may create their own addendum/bylaws, using the MGAB Operations Manual as a guideline.

Is Your Section in Compliance? Calendar year term of office Fiscal year = calendar year Signature of IEEE Staff Director on bank signature cards Section Operations Running a section Chair ExCom leadership Planning

Organizing/structure/guidance -> ExCom meetings Section/Chapter meetings PACE Activities Coordinator Coaching & Mentoring Section officers Succession planning Delegating Student Activities Coordinator Educational Activities Coordinator

Awards & Recognition Coordinator Membership Development Coord. Historian Newsletter Editor Web master Section reporting Financial Treasurer Meetings & Officers Secretary Section meetings speaker/topic/food Section Operations - Structure

Section Operations Running a section Section reporting requirements http://www.ieee.org/web/geo_activities/units/index.ht ml Officers Within 20 days of election Financial L50 By Mar 31 Meetings L31 By Mar 31

Section Operations Running a section Section reporting requirements Meetings L31 Form Electronic submittal Report all meetings, including social & administrative Joint meetings Counts as two separate meetings Submit form for each entity Qualification for rebate 5 meetings for section and subsections 2 technical meetings for Chapters

2 meetings for Affinity Groups Section Operations Running a section Section ExCom meetings Lead time Agenda

Section event timeline -> Food Execution Follow agenda Hold people accountable for action items Pre-meeting lobbying Section Operations - Guidance Section Operations Running a section Section meetings

Adequate lead time Location Facility Equipment

Food Speaker Meeting notices Newsletter Section Operations Running a section Section metrics/vitality

Within meeting season, and year to year Section membership Section/chapter/affinity group meeting attendance Number of meetings Section Chapter Joint Affinity

Number of ExCom members Questions? Brief guidelines summary Microsoft Word Document Section Management Section Operations (Bob Parro) Section Programs (Kristi Brooks) Technical, Educational, Professional)

PACE Activities (Hamid Vakilzadian) Membership Development and Benefits (Tarek) Communications (Bob Evanich)

Technical Chapters (Larry Hause) Student Activities (Anu Gokhale) Awards and Recognition (Bob Adams) Volunteer Development (Bill Serre) Section Finances (Don Bramlett) Elections (Burt Loupee) Section Chair Training Section Programs Kristi Brooks West Area Chair Region 4 Meeting January 26, 2008

Marriott Hotel, Chicago Section Programs Aspects of successful meetings Technical programs Educational programs Professional programs

Successful Meetings Select a topic What interests your members? Do not limit subject matter - related fields may be appropriate and of interest (technical, educational, professional) Select a format Seminar, tutorial, conference, lecture? Logistics Centrally located, conveniently accessible

Sufficient parking Select a regular schedule for meetings Plan ahead for 6 months or a year Post meeting info on Web, newsletters or emails Technical Programs Find a good speaker Distinguished Lecturers Program http://www.ieee.org/portal/pages/tab/cha/lectweb2.html Authors of papers with appropriate interesting material

Consult other Chapters or your Society members Local colleges and universities Local professional associations Corporations in your area Other Adjacent Sections/Chapters Educational Programs Find a course http://www.ieee.org/web/education/ceus/organize.html IEEE Expert Now http://www.ieee.org/web/education/Expert_Now_IEEE/ modules.html

IEEE Standards Education http://www.ieee.org/portal/cms_docs/education/setf/index.html Apply for CEUs (if applicable) Professional Programs Professional Development Seminars http://www.ieeeusa.org/volunteers/pace/mpac.asp Non-technical meeting topics Local Congressman Career enhancement topics

Government relations etc. Funding Sources Technical Programs Technical Societies/Chapters Educational Programs Ticket Prices for offering CEUs Online training available for minimal cost Professional Programs PACE Funds from Region

http://www.ieeeusa.org/volunteers/pace/funding.asp Questions? Section Chair Training How to Run an Effective Meeting Hamid Vakilzadian Region 4 PACE Chair Region 4 Meeting January 26, 2008 Marriott Hotel, Chicago Section Management

Section Operations (Bob Parro) Section Programs (Kristi Brooks) Technical, Educational, Professional) PACE Activities (Hamid Vakilzadian)

Membership Development and Benefits (Tarek) Communications (Bob Evanich) Technical Chapters (Larry Hause) Student Activities (Anu Gokhale) Awards and Recognition (Bob Adams) Volunteer Development (Bill Serre) Section Finances (Don Bramlett) Elections (Burt Loupee) Acknowledgement Acknowledgement: The info in this presentation has been gathered

from Santa Clara Valley Section, Slides by April Nakamura (IEEE Society Chapter Coordinator), Tracy Hawkins, and Jim Lamb. Outline

Why are we having a meeting? Who does control agenda? Who should attend? What is the expected outcome? How many chapters chair are present? How meetings get derailed Managing a disturbance. Why Are We Having a Meeting? What is the purpose of meeting? Business Technical Social

Who should attend the meeting? Who Controls the Agenda? Have an ordered agenda Establish time budget and send it with the meeting agenda. Prepare material is needed to provide for the meeting attendees. Agenda is the responsibility of meeting chair delegated to the secretary. Who Should Attend the Meeting?

The more people you invite, the more input you will get, the longer it will take. If guests are invited, do they know their role. If discussions are going to be held, who has the information?, who is affected? Should business and technical meetings be combined? What Is The Expected Outcome? Are decisions expected to be made? Action Items How meeting minutes should be

documented and distributed? How are the results measured? How objectives will be met? How Meetings Get Derailed? No agenda

Do not follow time schedule Cannot arrive at common solution Discussion is uncontrolled, Roberts Rules Poor definition of the objectives Participants not prepared Managing A Disturbance Deflect the discussion to after the meeting If the conversation is not relevant, it should be cut off Guest input should be kept for minimum Delay the discussion to later Summary

State the purpose and mission of the meeting Make sure there is an agenda Stick to the agenda and finish on time. Cutoff unnecessary discussions Try to conclude with the expected outcome Questions?

Section Management Section Programs (Kristi Brooks) Technical, Educational, Professional) Section Operations (Bob Parro) PACE Activities (Hamid Vakilzadian)

Membership Development and Benefits (Tarek) Communications (Bob Evanich) Technical Chapters (Larry Hause) Student Activities (Anu Gokhale) Awards and Recognition (Bob Adams) Volunteer Development (Bill Serre) Section Finances (Don Bramlett) Elections (Burt Loupee)

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