ASHRAE Chapter Officers Training

1. ASHRAEChapter Officers Training 2019-2020 Region IV CRC Charlotte, NC

2. The Chapter’s Relationship to ASHRAE • ASHRAE has 57,000+ members • 189 Chapters Worldwide; 132 Countries • 14 Regions, plus 1 Region-At-Large • 12 Regions in North America, 1 in Europe, 1 in Asia • Chapters communicate to ASHRAE through CRC and Members Council

3. Regional Executive Committee Research Promotion RVC Director & Regional Chair Region Members Council Representative Student Activities RVC Regional Historian CRC General Chair Regional Electronics Communications Membership Promotion RVC Nominating Committee Member YEA Regional Coordinator Nominating Committee Alternate Chapter Technology Transfer RVC Nominating Committee Reserve Alternate Regional Treasurer Government Affairs RVC

4. Regional Executive Committee cont’d Nominated by CRC & Appointed by Society President-Elect Elected by Membership Director & Regional Chair Region Members Council Representative Regional Historian CRC General Chair Student Activities RVC Region Electronics Communications Nominating Committee Member Membership Promotion RVC Research Promotion RVC YEA RVC Nominating Committee Alternate Chapter Technology Transfer RVC Nominating Committee Reserve Alternate Regional Treasurer Elected by Chapter BOG Elected by Delegates & Alternates Government Affairs RVC Appointed by DRC

5. Visit the ASHRAE Website • The chapter’s resource manual is the Manual for Chapter Operations (MCO) • Update and review PAOE points • www.ashrae.org

6. Director and Regional Chair (DRC) • The DRC is your immediate “boss” in the ASHRAE hierarchy. You are directly responsible to him (her) for the operations of your chapter • The DRC is who you turn to for advice and information. • The DRC will maintain a close relationship with you and will help you plan your year, set your objectives, make sure you stay focused on your plans and will offer correction as necessary. • The DRC is your chapters voice to the governing body of ASHRAE, the society Board of Directors (BOD).

7. Region Members Council Representative (RMCR) • The RMCR will represent your region on the Members Council • Each Region will over time define the relationship between the DRC, RMCR and the chapter presidents

8. Chapter President

9. Duties of the Chapter President • Responsible for the Conduct and Supervision of Chapter Activities • Preside at all Chapter/BOG Meetings • Develop Chapter Calendar of Events • Prepare Agendas • Correlate Committee Activities • Stimulate Member Enthusiasm • Delegate (voting member) at Chapter Regional Conference (We Normally use Past President) www.ashrae.org/ communities/ chapters MCO Sections 1 & 2 provide guidance roles and responsibilities of your chapter officers and committee chairs

10. Appendix 1A – MCO: Suggested Chapter Operations Calendar

11. Appendix A – MCO: Suggested Chapter Operations Calendar

12. Chapter Calendar(see MCO) Monthly • Hold board meetings and involve your officers and committee chairs. • Grow your people • Respond timely to requests • Review & report PAOE On-Line! • Consider changes that you feel would be beneficial to the chapter and/or region and store for action at the CRC (i.e. MOTIONS)

13. Chapters Need Goals • Make every chapter meeting a learning experience • Provide a clear agenda to keep meetings timely and concise. • Grow the leadership skills of officers • Serve as an effective liaison between the chapter member and ASHRAE

14. How to Survive • Early and thorough planning • Effective use of committees • Assign clear duties with specific schedules, measure performance • Conduct effective BOG meetings • If you believe performance is important, so will your BOG and your members

15. Position Your Chapter for Success • Develop a plan • What do you hope to achieve? • Will the chapter be stronger at the end of your year? • Lead • Manage • AND remember you are not the first one to do this

16. Position Your Chapter for Success The most harmful action plan that a chapter president can follow is to try to do all the work • Poor preparation for leaders that follow • Poor participation by members • Sets unrealistic expectations on future officers

17. Chapter President • You control your chapter’s success • You establish expectations • You deliver return on your chapter member’s investment in ASHRAE • You are a volunteer, thank you on behalf of ASHRAE

18. President-Elect OR Vice-President

19. Duties of the Chapter Vice-President (or President-Elect) • Completes special projects assigned to him/her by the Chapter president • Sometimes is also the Program Chair for the Chapter • Fills in if Chapter President is unavailable • Alternate (non-voting member) at Chapter Regional Conference (In coming President) • Completes CIQ for upcoming year(Due June 1 for fall CRC’s) • Watches & Learns so that their year is well-prepared!

20. Chapter Secretary

21. Meeting Minutes Formal minutes of BOTH the chapter's regular and Board of Governors meetings are to be sent monthly by the secretary to the Regional Chair (DRC – that’s me!) and the Regional Vice Chair of Chapter Technology Transfer (Chris Adams) within three weeks of the meeting. • See Section 7 of the MCO

22. Chapter Elections Duties of Chapter Nominating Committee: The Chapter Nominating Committee shall select from the members eligible to hold office one candidate for each office (except President) and for Not less than thirty (30) days before the April meeting the Nominating Committee shall present to the Secretary the names of the candidates selected, together with their statements. • Section 2 and Appendix 2I of MCO

23. Chapter Elections • Duties of Secretary: • Upon receipt of the names from the Nominating Committee, the Secretary shall prepare a list of the candidates and shall forward such list to all members with voting rights at least ten (10) days prior to such meeting. • Nominations will be presented at the April Meeting, additional nominations may be taken from the floor at this time. • A ballot shall be prepared for voting at the May meeting. • The Secretary shall record the results of the vote and distribute the results to the members

24. Chapter Treasurer

25. IRS Reports • Chapters annual tax returns are due by November 15 • Generally form 990 or 990 EZ • Guidance in Appendix 1D of MCO or Contact our Regional Treasurer – Randy Jones

26. State Registration as a Fund Raising Organization • THIS IS MANDATORY TO MAINTAIN OUR NON-PROFIT STATUS • MAKE SURE YOURS IS COMPLETED • Coordinated by Society Headquarters

27. Sample Chapter AdministrationCalendar (…and how to keep your DRC sane!)

28. Monthly • Hold board meetings and involve your officers and committee chairs. • Grow your people • Respond timely to requests • Sit in on Regional conference calls • Consider changes that you feel would be beneficial to the chapter and/or region and store for action at the CRC (i.e. MOTIONS)

29. April • Attend the Region IV Planning Meeting – open to all but required for Region IV EXCOM (Delegates and Alternates???) • President Elects - Start looking at your member involvement and populate your committees (CIQ!) and Chapter EXCOM vacancies. • Start considering nominations and motions for the CRC. (This should be Year

30. May • President Elects - Start looking at your member involvement and populate your Committees and Chapter EXCOM vacancies. (30 days prior to CRC) • Continue considering motions for the CRC. Send drafts to other Delegates for “clean-up” and coordination. • Last push for RP donations and MP delinquency reduction. • Pres. Elects – Encourage CRC Attendance • Begin writing year end reports needed by DRC for the CRC (outgoing presidents).

31. June • Pres. Elects - Complete your chapter’s CIQ online and send it to DRC. • Pres. Elects – Encourage CRC Attendance. • Presidents - Prepare your Chapter’s “CRC Summary” and “Annual Report” for the CRC while your memory of events is fresh. • Delegates & Alternates – Work with your chapter’s nominating committee to consider candidates for nomination at CRC. Obtain updated bios. • Pres. Elects – Encourage CRC Attendance • Presidents - Pass the Torch

32. July • New Presidents – Set Chapter BOG meeting schedule. • Work with Program Chair to line up Fall Programs & Chapter meeting dates. • Is everyone registered for CRC?!! • Delegates & Alternates – Work with your chapter’s nominating committee to consider candidates for nomination at CRC. Obtain updated bios.

33. August • Attend the CRC • New Presidents -- Take advantage of this last “slow” month to get all your new leaders up to speed on their new roles, and the chapter prepared for the busy Fall season! • Fill any unmanned committee, and if all filed, then eliminate “committees of one” by getting help for your chairs.

34. September • Download the current version of the Manual of Chapter Operations (MCO) and review contents with your Chapter Executive Committee as it relates to each of their jobs. • Start a journal where you can record things to remember for your year end Chapter Annual Report.

35. September/October • Review Chapter Visit Schedule and plan to receive the Regional EXCOM Visitor. • Pick up from and return them to Airport • Arrange hotel room close to meeting • Arrange to have board meeting on the same night as chapter meeting. • Create your MBOs and review them with me. (good for some PAOE Points)

36. November • Review your chapter’s Bylaws and become familiar with them. The bylaws are the legal requirements by which the chapter operates. • Nomination process • Election process • Small chapter issues officer eligibility • Treasurer – File tax return with the IRS and copy DRC – November 15th.

37. February • Respond to invitation to Region IV Planning meeting (Tentatively the first Friday and Saturday of April – To be announced)

38. PAOE Presidential Award of Excellence

39. Presidential Award of Excellence (PAOE) • PAOE criteria revised every year by the incoming Society President to reflect the President’s Theme • The purpose is to clearly define activities that promote successful chapter activities that benefit your members. • YOU have overall responsibility for entering PAOE points for your chapter, however some are entered by committee chairs, some by the DRC, and some by ASHRAE staff (Research Promotion)

40. PAOE AWARDS • PAOE equals minimum in 5 of the following 6 categories: 1. Chapter Operations 2. Chapter Technology Transfer 3. Grassroots Government Activities 4. Membership Promotion 5. Research Promotion 6. Student Activities • Special Citation equals minimum in 5 of the 6 categories, with a minimum of 5,500 points • Star equals PAR in all categories

41. PAOE AWARDS • Honor Roll equals PAOE for at least four consecutive years • High Honor Roll equals Star for at least four consecutive years • Premier equals PAOE every year since the chapter's inception or since 1970; minimum of four years; chapter's first year is excluded

42. PAOE AWARDS (cont’d) • Sustainability Activities A chapter Sustainability Award is available for each chapter that completes a community sustainability activity (500 PAOE points) The Chapter with the highest PAOE Sustainability point total (excludes the Community Sustainability Project points) will receive a Regional award in the form of a glass plaque and a certificate.

43. PAOE SCHEDULE • PAOE is available in dual form; the current Society year and the previous Society year. Chapters are now able to enter PAOE points for both years during the month of July until the cutoff date for entering points of the previous year.

44. PAOE SCHEDULE • November Reflects October 31 results • January Reflects December 31 results • March Reflects February 28 results • April Reflects March 31 results • May Reflects April 30 results • June Reflects May 31 results • July 15 Final Entry of Reported Points

45. To Enter PAOE Points • Instructions to enter PAOE points are located in the 2019-2020 PAOE Newsletter and on the ASHRAE PAOE website.

46. 2018-2019 CHAPTER OPERATIONS PAOE • Minimum 600 Points/ Par 1200 • Plus CIQ in 60 days prior to CRC • Exception may be made by the DRC

47. CHAPTER OPERATIONS (cont’d) Explanation to reach Minimum for Chapter Operations: • To reach minimum, the Chapter Information Questionnaire (CIQ) must be complete and forwarded to DRC and Society: 60 days prior to CRC. The completed CIQ will represent the incoming chapter officers and chapter committee chairs for the next Society year. The DRC is responsible for determining if criteria is met. All individuals serving in a chapter position must be an ASHRAE Member or Associate grade member (Affiliate grade for YEA member only). No person can serve in more than one officer position (exception, two positions for chapter with less than 75 members). A chapter officer may also serve in one committee chair position

48. CHAPTER OPERATIONS CRITERIA (cont’d) Efficient use of volunteer time: • 300 points for each chapter member attending the Chapter Leadership Academy in the spring of 2018 • 50 points for conducting chapter planning meeting prior to August 1 (all officers and committee chairs) • 100 points for people skills, leadership training for chapter officers and future leaders (minimum 1 hour of training) (100 points maximum) • 100 points for ASHRAE marketing training for chapter officers and future leaders (minimum 1 hour of training) (100 points maximum) • 50 points for establishing a Refrigeration Committee with at least 2 members to promote Refrigeration • 50 points for one Young Engineers in ASHRAE (YEA) member assigned to a committee to provide YEA ideas and participation • 25 points for the CRC Action Committee meeting and bringing completed Executive Session Worksheet to the Region’s Caucus

49. CHAPTER OPERATIONS CRITERIA (cont’d) Actual Building Performance – bEQ • 300 pointsfor For each bEQ submittal generated by a student branch with assistance from a chapter member(s) (300 points maximum) • 200 points for each chapter member that submits for a bEQ rating (200 points maximum) • 100 points for each chapter member presentation on bEQ to a student Branch or outside organization (200 points maximum)

50. CHAPTER OPERATIONS CRITERIA (cont’d) Planning • 75 points for GA, MP and YEA Chairs sitting on the Chapter CTT Committee to ensure chapter programs are developed relevant to the chapter membership