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Preparation for Council of Representatives Business Meeting

Preparation for Council of Representatives Business Meeting. September 15, 2007 Melissa Tata – Speaker of the Council. Purpose.

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Preparation for Council of Representatives Business Meeting

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  1. Preparation for Council of Representatives Business Meeting September 15, 2007 Melissa Tata – Speaker of the Council

  2. Purpose • This presentation is designed to orient you to the Council business meeting for FY08. It will acquaint you with the things you need to understand and obtain feedback on from your constituents to vote at the meeting.

  3. Agenda • Council FY08 Goals & Key Accomplishments • Council Composition - FIGs/Task Forces • Council Tools – Webpage and Forum • Council Meeting Times & Processes • Update on Council Business Meeting • Bylaws Change: Increase COR Collegiate Representation • Update on Council Mega Issues • COR Governance FIG Status Report

  4. Council FY08 Goals & Key Accomplishments

  5. Goals – Speaker & Deputy Speaker

  6. Goals – Council

  7. Goals – Council FIGs/Task Forces (1 of 3)

  8. Goals – Council FIGs/Task Forces (2 of 3)

  9. Goals – Council FIGs/Task Forces (3 of 3)

  10. Goals – Finance/Audit Liaisons

  11. Budget for COR Roles and Responsibilities and Structure

  12. Budget for COR Roles and Responsibilities and Structure It is important that we: • leverage the resources already being used by the Society to conduct this effort to ensure consistency and a cohesive solution; • use a proven process – Tecker Model – the Tecker model is based on best practices used by non-profit associations and assists associations in prioritizing and executing outcomes as well as ensuring relevance of an association’s long-range direction over time (Tecker is considered the expert in this area); • leverage the knowledge of our Parliamentarian who has the history on why COR and BOD were set up as they are today based on her non-profit association experience; and • deliver a plan and recommendations for COR responsibilities and structure within a timeline that allows enough time to socialize and approve the plan at the FY09 COR meeting. • develop the COR position as part of succession planning especially since 2 years of COR qualifies someone to run for BOD position. • COR maintain its current diversity and identify effective ways to better represent our diverse member needs during the business meeting, mega issue discussions and communications throughout the year 3. COR needs to have easier ways to vote more often than the annual business meeting. This will drive much less urgency for posting between July 1 and 45 days before national 4. COR owns CRF, bylaws and strategic plan so they need to be able to have easier socialization before votes • The process timeline will look like: • Aug – COR governance FIG chair update to BOD1 and survey results posted on COR webpage • Sept – survey result white paper posted on COR webpage • Oct – mega issue discussion at National to determine recommendations to make COR more effective at the Thursday session and then prioritize these during the governance discussion on Saturday. • Nov to Jan – Governance FIG gather additional data from COR and formulate more detailed recommendations for roles and responsibilities and structure leveraging phone consultations with Tecker and Parliamentarian • Feb or Mar – Face-to-face meeting to evaluate and consolidate the recommendations to 2-3 options with pro/con lists • Apr – mega issue teleconference to select between 2-3 options • May to June – post mega issue teleconference results and generate additional feedback on forum • July to Aug – post final recommendation • Oct – vote at National conference

  13. Budget for COR Roles and Responsibilities and Structure • Budget Impact • Estimated costs for Tecker Consultant Support, Parliamentarian Support and face-to-face meetings are as follows: • Tecker Consultant Support – $21,500 (maximum, expect cost to be lower) • Parliamentarian Support - $ 3,500 (maximum, expect cost to be lower) • COR Governance FIG Travel for face-to-face Meeting - $10,000 (expect cost to be lower; this cost is based on everyone needing travel support). We will choose a location based on minimizing costs. • FY08 Total = $35,000

  14. Council Composition - FIGs/Task Forces

  15. Council Composition for FY08 • Voting Members (155 eligible) • Professional Sections (134 eligible / 116 filled) • 1 Council Rep per 100 members in a section as of March 31 (up to 4) • Members at Large (11) • 1 MAL Council Rep per 100 MAL members per Region as of March 31 (up to 4) • Collegiate Sections (10) • 1 Collegiate Council Rep (RCR) per Region • This number changes as sections are activated/deactivated • Non-voting members (24) • Region Governors (11) • Board of Directors (12)

  16. Council Leadership Council Speaker Melissa Tata Deputy Speaker Parliamen-tarian Staff Support Erin McGinnis Colette Trohan Ramona Hopkins Career Mapping Communi-cations Mega Issues Member Grade Mary Steblein Deanna Heffron Lana Fountain-Flakes Stacey Delvecchio Finance Liaison Audit Liaison Finance Liaison TBD Chris Cathcart Linda Hait Environmental Scanning Governance TBD Diana Joch

  17. FY08 FIGs and Task Forces Environmental Scanning COR Communication Mega Issues Member Grade COR Governance Career Mapping Council Liaisons Audit Committee Finance Committee Strategic Planning Committee If you’re interested, please contact: Melissa.Tata@swe.org Council Volunteer Opportunities Lots of places to get involved! Cross-region representation is helpful Any SWE member can participate in these FIGs/task forces – you do not need to be a Council Member.

  18. Communications FIG Description • The Communication FIG compiles council meeting minutes and ensures that they are distributed to all council members. They also assist the deputy speaker and HQ with logistical requirements for annual council meeting, e.g., seating, A/V requirements, meals. • Specific responsibilities for the FIG include: • Issuance of all documents / postings (on time) for the Council meeting at national and facilitate registration for the meeting. • Survey after the meeting to assess performance and obtain recommendations for improvements to implement the following year. • Ensuring that the Council webpage is up-to-date, coordinate Council messages for monthly SWE eNews and leadership updates, and compile Council updates every 6 weeks. • Coordinating all communication to the Council members - via the web, forums, or emails. • Gathering input from the various Council leaders to ensure a consistent message is delivered and all communication needs are addressed. • Ensure the Council Communications Plan is updated as necessary and develop possible forum topics to engage members year round

  19. Member Grade FIG Description • This Member Grade FIG reviews current SWE member grades to determine if they are appropriate to current and future SWE members. They recommend changes to member grades based on feedback from members/potential members, benchmarking of other societies, etc. • Specific responsibilities for the FIG include: • Research current member grades and associated benefits • Solicit feedback from relevant parties to determine what grades are needed going forward • Draft bylaw changes regarding member grades for discussion at future Council meeting

  20. Career Mapping Task Force Description • The Career Mapping Task Force brings forth the strategy for successful programs to support career mapping for members. • Specific responsibilities for this FIG include: • Implement the recommended strategy leveraging the SWE webpage to support members in addition to developing additional resources with HQ • Communicate all resources and investigate potential partnerships to provide programs to our members.

  21. Governance FIG Description • The Governance FIG reviews is continuing the Strengths/Weaknesses/Opportunities/Threats assessment of Council including proposals for changes and obtaining Council feedback on these. Frequent posting to SWE Forum is necessary for feedback along with progress reports for the Board meetings. The FIG is considering term length, optimal number of Council members and roles/responsibilities of Council to improve accountability, participation and leadership. • Specific responsibilities for the FIG include: • Regular conference calls to prepare for Council meetings • Collaborate with Council Speaker and Deputy Speaker on agenda preparation and meeting schedules • Ensure meeting minutes are distributed and approved in accordance with Council Procedures • Coordinate and support all efforts related to Council meeting preparation and resulting minutes

  22. Mega Issues FIG Description • The Mega Issues performs the necessary research and develops the white papers to facilitate the council’s dialogue on mega issues. They also solicit ideas from SWE members for future mega issues. • Specific responsibilities for the FIG include: • Select mega issues and prepare research on those issues • Ensure mega issues white papers are developed in accordance with Council Procedures • Collaborate with Council Speaker and Deputy Speaker to conduct dialogue discussions with SWE members • Lead Fall Council Mega Issues meeting at National • Lead Spring Council Mega Issues teleconference

  23. Environmental Scanning FIG Description • The Environmental Scanning FIG gathers statistics and information to determine future direction and conditions affecting the profession for inclusion in strategic planning discussions. They also review progress and direction by the board associated with strategic direction provided by the council. • Specific responsibilities for the FIG include: • Review SWE Big Audacious Goal and recommend changes as needed • Research trends affecting the engineering profession • Collaborate with the national Strategic Planning Committee Chair to ensure the Council is engaged in strategic planning initiatives • Develop methods to track progress of strategic initiatives

  24. Liaisons • The Liaisons participate on their associated committees representing the Council. As such, they provide updates to the Council members via emails from the Council Speaker. They also participate in Council FIG / Task Force chair meetings • Specific responsibilities for the liaisons include: • Provide updates for Speaker of Council BOD reports • Provide updates to the Council FIG / Task Force chairs on progress of their associated committees • Participate in committee meetings

  25. Opportunities for Cross- Regional Participation

  26. Council Tools – Webpage & Forum

  27. Council Web Page • URL for web page & path shown below • Must log into SWE site to see page • General COR information – viewable to all SWE members www.swe.org → Member Resources → COR

  28. BOD Shared Web Page • URL for web page & path shown below • Must log into SWE site to see page • Info from BOD to COR – viewable to COR and leadership only www.swe.org → Leader Resources → BOD Shared

  29. Updates to Your Email Address • HQ is not notified specifically of changes to the membership directory. • If you make changes, you should send an email to Ramona.Hopkins@swe.org to insure we have your new address for all communication and SWE forum. • This is particularly important for determining quorum.

  30. Council Meeting Times & Processes

  31. Mandatory Conference Meetings Boxed Lunch Will Be Served At Thursday Mega Issues Meeting And Saturday Mega Issues/COR Business Meeting

  32. Additional Conference Meetings

  33. Meeting Preparation • Mega Issues background paper is posted on the web • Council meeting package available on the web including: • Bylaws • Background papers • Motions • Supporting documents • Attendance forms need to be returned • Read all information and gather input from constituents • Bring package with you to Nat’l Conf • Arrive to meeting early – allow time to Check in • Please note that all SWE members are invited to attend both the business meeting and the mega issue discussions. For the business meeting they will have separate cards indicating they cannot vote

  34. Pre-COR Attendance Registration Form Please provide the answers to the following questions to complete the registration process for the Council of Representatives business meeting at the National Conference in Nashville, TN on October 27, 2007. This form is to be completed by duly elected COR Representatives ONLY. Registration is due by SEPTEMBER 27, 2007. • Name of COR Representative [Fill In] • I certify that I plan to attend the Council of Representatives meeting held in Nashville, TN on October 27, 2007. [Yes, No] • Note: If Yes, proceed to question #5. If No, complete questions #3 and #4. 3. If not attending, will there be an Alternate Representative attending in your place? [Yes, No] 4. Name of Alternate Representative attending in your place [Fill In] • Note: Alternate Representative(s) must have been (s)elected in accordance with COR Procedure Article IV.C.1. An Alternate Representative Form must be submitted during the check-in process at the COR Meeting. 5. Enter Section Name (i.e. Chicago Regional), “Region MAL’ or ‘Region RCR’ [Fill In] 6. Enter Section Number (i.e. H001), ‘MAL’ or ‘RCR’ [Fill In] 7. Region [A, B, C, D, E, F, G, H, I, J, X] 8. Date [Fill in]

  35. Can’t Attend the Meeting? • You can send an alternate – • Elected by Section, MALs, or Collegiate Region • Per process stated in your Section or MAL Bylaws • If bylaws are silent, Section or MAL President may appoint • Regardless of method, we must have written notification prior to meeting • Procedures for this are published on the Council webpage • Form is posted on the Council webpage • The Alternate Representative form is required for attendance purposes and must be presented during the check-in process. • Note: To preclude any question of representation, it is advisable for an Alternate to hand carry a duplicate copy of the notification while attending the COR meeting, signed by the Section President or Section Secretary or Representative or the Region Governor, to be presented to the Speaker, if needed, before the meeting.

  36. Alternate Representative Form If your elected representative cannot attend this year’s COR meeting, complete the information below to indicate the designated alternate to serve at the October 27, 2007 COR Meeting. Please bring this form to the COR Meeting. Note: The last question on the form must be answered and the form signed by the appropriate authority. I, _____________________________________________________________, hereby certify that (Section/MAL President, Secretary, or Representative, or Region Governor – Print)  _______________________________ is a qualified member in good standing, having Membership (Print Name of Alternate) Number ________________ and has been (s)elected to serve as an alternate in place of ________________________________, Representative for the ________________________________ (Print Name of Elected Representative) (Name of Section/MAL/Collegiate Region) This Alternate Representative will attend the Council of Representatives meeting to be held in Nashville, TN on October 27, 2007. In compliance with the criteria set forth in the COR Procedures Article IV.C.1, this Alternate Representative was chosen by the following method: ___ Elected at time of FY08 elections (Name must be recorded on FY08 Section roster submitted to HQ) ___ Selected in accordance with approved Section/MAL bylaws, or by section/MAL president if bylaws are silent regarding alternate selection ___ Selected by members of region (Student alternate only – this document must be certified by Region Governor) Signed ______________________________________________ Date: ______________ (Section/MAL President, Secretary, or Representative or Region Governor)

  37. Two Styles for Meeting • Parliamentary Procedure • Speak only when recognized • When recognized, speak into the microphone, state your, section and whether you are speaking for or against the motion (use cards) • Speak only once unless you have new comments or no one else wishes to speak • Time limits agreed by the Council for debate • Discussion time may be extended by a 2/3 vote of COR • No side conversations • Mega Issue Discussions (KBG*) • Mega Issue Background Paper Overview & Questions • Open dialogue that focuses on: • Sensitivity to stakeholder views • Foresight about future environment • Insight about the organization • Consideration of our choices • Listen to skillful discussion • Imagine the other person’s viewpoint • Look, act, and be interested • Observe non-verbal behavior • Don’t interrupt • Listen between the lines • Rephrase to ensure understanding Different styles for different meetings Formal Meeting Deliberation

  38. Members must wait to be recognized and must speak through the Chair Members must speak to the point Members must refrain from personal innuendoes or attacks The maker has the right to speak first on the motion, and if she does not, has the right to preference at a later time The chair must alternate “pro” and “con” in assigning debate on the floor A person may not speak a second time to the same motion if anyone who has not yet spoken wishes to speak Debate is not closed until there is no one wishing to speak, or until there is a 2/3 vote. One person cannot demand debate be stopped Rights to debate are not transferable Never speak against your own motion Rules of Debate & Decorum

  39. Consent Agenda • Allows for adoption of a group of items without discussion. By approving the agenda, you approve items on the consent agenda without separate debate and vote • Useful for streamlining action on a group of non-controversial items • Only a single, consent vote is needed for the group of items • Opportunity to extract items from the consent agenda for any reason. No second, discussion, or vote is required to remove the item from the consent agenda. Removed items are then added to the regular agenda • Reference: Robert’s Rules of Order – Simplified and Applied, Webster’s New World, Robert McConnell Productions, 1999, pages 22-23

  40. On-site Registration Logistics • Region Governors (or designated person) will check in representatives for their region • A separate registration station will be available for all non-voting COR members (including alternate reps that are attending in addition to the voting representative) • At check-in, COR members will be required to sign an attendance sheet. • Sections are reminded that alternates attending and voting on behalf of a representative for the COR meeting must have been elected, selected, or appointed according to the COR Procedures. • Alternates must submit an original completed and signed Alternate Representative Attendance Form at check-in. • Upon check in, COR attendees will be given their name cards, which will also act as their voting cards. • Additional handouts or changes to previously distributed material will be provided inside the meeting room.

  41. Council Meeting Room Layout • Room layout will be classroom style • There are no seating arrangements for this year’s meeting; representatives may sit at any table that is not reserved • Additional chairs for non-voting members will be available in the back of the room

  42. Update on Council Business Meeting

  43. Preliminary Agenda • Call to Order - Melissa • Credentials Report and Certification of Quorum – Erin • Rules of the Meeting – Melissa • Include a note/explanation by Colette of the motion cards • Approval of Meeting Agenda – Melissa • Consent Agenda - Melissa • Any motions or bylaws that do not require discussion • General Orders – 30 minutes • Bylaws Proposal s • Presentation on Collegiate Representation - Angela • New Business – 85 minutes • Motions – 80 minutes • Presentation on Joint Memberships – Helen • Presentation on Strategic Planning -Virginia • Reports – 60 minutes • As many of these as possible will be moved to membership meeting • Speaker Report – Melissa • President Report – Michelle • Executive Director Report/tellers report – Betty • Treasurer Report – Linette • Secretary Report - Fran • Collegiate Board Representative Report – Angela • Member Grade Presentation – Deanna Heffron • FIG Recognition– 5 minutes – Erin McGinnis • Good of the Order – 5 minutes – Melissa • Adjournment – motion from the floor

  44. Motions • Determine if there is business you wish to present at the Council meeting.  • Motions for consideration may be submitted by any committee chair via two methods: • Electronically – preferred: • Email: ramona.hopkins@swe.org or Fax: (312) 596-5252 • Regular Mail – please forward information to: • Ramona HopkinsProject CoordinatorSociety of Women Engineers230 E. Ohio St., Suite 400Chicago, IL 60611-3265 • Deadlines for motion submittals:  • September 26, 2007: To be included in the Council packet, motions must be received on or before September 26, 2007. • October 10, 2007: You may, however, still present a motion at Council meeting if you miss the September 26, 2007 deadline. To do so, you must submit your motion by October 10, 2007. You will also be responsible for bringing 150 copies of the motion to the Council meeting. The motions will be given to the council representatives at that time.

  45. Creating Motions The following have the right to make and second motions for the Council1. Region governors (all non-voting members of the Council)2. Board of directors and Deputy Speaker (all non-voting members of Council but generally not Speaker or Deputy Speaker to avoid conflict of interest)3. Elected alternate serving with the full right of participationinstead of a COR member4. COR membersThe person making the motion should be its greatest proponent and the person who will speak first in favor of it. The second can be by any voting member.

  46. Council Webpage Postings • Bylaws: • Change in COR quorum • Differentiation between MALs and international members • Increase collegiate representation on COR • Mega Issue: • White paper on role of COR • COR survey results summary • COR survey results full • Motions and related documentation: • Extension of NSBE/SHPE professional joint membership • Adopt Strategic Plan • Strategic planning summary surveys • SWE long range plan • SWE strategic planning FAQ 07 • Approve COR procedures • FY08 Procedures • More information will be posted as we get closer to conference date • Posted under "things to review before conference"

  47. Additional Postings Mega issues • Strategic issues paper for mega issue discussion will be posted on Oct 1 Motions • Contingency Reserve Fund Resolution • Eliminating the required contribution from the National Conference overage • FY09 Conference in Baltimore Maryland • Extend the NSBE/SHPE joint offering to include Collegiate members • Extend the NSBE/SHPE joint offering to include AISES members

  48. Proposed Bylaws Amendments Summary • Define international members separate from MALs and establish a coordinator to support international members and associated changes. This proposal involves four separate amendments. • 1a: Define international members and establish international member coordinator. • 1b: Revise definition of members at large • 1c: Define appointment of international member coordinator • 1d: Revise provision for international representation on the council • Set COR quorum to a majority of the voting membership of COR • Base collegiate representation on COR on number of collegiate members rather than by region.

  49. Bylaws 1a

  50. Bylaws 1b

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