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CENTRAL TEXAS SECTION OF THE IEEE

Year 2005 Spring Planning Meeting January 22, 2005 San Marcos John Purvis, Chair John.Purvis@ieee.org 512-823-7654. CENTRAL TEXAS SECTION OF THE IEEE. Meeting Agenda. 8:30 Welcome: Coffee & Donuts 9:00 Meeting Called to Order 9:15 Introductions & Agenda

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CENTRAL TEXAS SECTION OF THE IEEE

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  1. Year 2005 Spring Planning Meeting January 22, 2005 San Marcos John Purvis, Chair John.Purvis@ieee.org 512-823-7654 CENTRAL TEXAS SECTION OF THE IEEE

  2. Meeting Agenda • 8:30 Welcome: Coffee & Donuts • 9:00 Meeting Called to Order • 9:15 Introductions & Agenda • 9:30 Section Activities Report • Vice Chair’s Report • Treasurer’s Report • Secretary’s Report • 10:15 Section Committee Reports • Analog • Conferences • Student Laison • 10:45 Chapter Reports • 11:45 Lunch

  3. Meeting Agenda (Cont.) • 1:00 Chapter Reports (Cont.) • 2:00 Student Funding Proposals • 3:00 Adjourn

  4. Introductions:Your nameYour society affiliationsYour Office CTS Spring Planning MeetingSan MarcosJanuary 22, 2005

  5. Vice Chairs ReportIEEE Central Texas SectionSpring Planning MeetingJanuary 22, 2005

  6. IEEE Central Texas Section Spring Planning - 2005 • Clif Denny, Vice Chair – San Antonio • 210.456.3919 • c.denny@ieee.org • Sherry Gillespie, Vice Chair – Austin • 512.346.6052 • sjgillespie@ieee.org

  7. IEEE Central Texas Section 2004 Accomplishments • Support for E-Week Activities Feb. 16-21 • Sr. Membership elevation meeting • Fall event in San Antonio • Chapter Chairs get-togethers • Austin: Feb. 2, Mar. 1, Nov. 15 • San Antonio: May 6, June 22, Dec 10 • CTS PACE Activity – Professional Development • ATW Forum – Austin, Apr. 21

  8. IEEE Central Texas Section2005 Plans • Support for E-week Feb. 20-26 • Volunteer Mixers Jan. 12, Jan. 26 in Austin • E-week events week of Feb 21 in San Antonio and Austin • Monthly Steering Committee meetings • Sr. Membership elevation events • Chapter Chairs get-togethers • Joint Chapter event at TACC 1/19 UT Austin • Joint Section meeting with AIAA 1/26 Randolph AFB • Region 5 Conf. Apr. 8-10 • Sections Congress Oct. 14-17

  9. Treasurer’s Report CTS Spring Planning MeetingSan MarcosJanuary 22, 2005Garrett Polhamusgarrett.polhamus@brooks.af.milpolhamus@ieee.org PH: 210.536.2091

  10. AGENDA • 2004 Summary Results • Financial Analysis • 2005 Draft Budget Proposal • Other topics

  11. 2004 Summary Results • Income Statement – Net for Year -$9,465e • Income Total: $34,124e • Investment Account $ 1,110 • Rebate $20,877 • Expense total $43,589 • Meeting expenses $2,160 • Student Activities* $10,000 • *Includes $4,000 not yet dispersed. • EOY Balance Sheet: $100,875e • Bank Balance: $20,675 • Investment Account $80,000e

  12. 2004 Income • Income • Rebate $ 20,877 • AutoTestCon $ 5,000 • ICIDCT $ 6,000 • Meetings $ 1,137 • Gain on Investment $ 1,110 • Total $34,124e • Engr Mgt Conference* $ 1,315e • *Expected to be received in 2005.

  13. 2004 Expenses • Societies $ 10,077 • Section * $ 24,515 • Officers $ 8,997 • Total $43,589 • *includes $4000 yet to go out for student support

  14. CTS Financial Analysis(<04=est)

  15. Investment Asset ForecastNet of $ -10,000 in 2005 As a reminder “NEW” We’re not even close to this! 3xRebate= Presented January 17th, 2004 Spring Planning Meeting

  16. 2004 Investment Asset Trend (est) • Key threshold = 3x rebate = $66K

  17. 2005 Draft Budget Proposal Income Rebate $22,000 AutoTestCon 2004 $25,000 ICICDT 2004 $10,000 UT/EM conference 2004 $ 1,315 UT/EM conference 2005 $ 3,325 Sponsors, subsidy & loan payoff $ 9,150 SubTotal* $70,790 *Excludes possible income from Investment Fund

  18. 2005 Draft Budget Proposal Expenses (Program Disbursements) Setion/Chapter mtgs $12,415 Publications $ 0 Conferences $ 0 Prof Activities $ 60 Student Activities $11,000 Grants & awards $ 2,200 Project Expenses $ 2,000 SubTotal* $27,675

  19. 2005 Draft Budget Proposal Expenses (Management & General) Travel $ 44,925 Office Expenses $ 450 SubTotal* $45,375

  20. 2005 Draft Budget Proposal Expenses (Fundraising Disbursements) Postage & Supplies $ 400 Other $ 5,000 SubTotal* $ 5,400 GRAND TOTAL $ 85,050

  21. 2005 Draft Budget Proposal SUMMARY Income $ 70,790 Expenses $ 85,450 Net Income -$14,260 Investment fund withdrawal up to $14,260

  22. 2005 Investment Asset Trend (est) • Key threshold = 3x rebate • *Excludes potential Investment Fund income

  23. 2005 Budget Considerations-Section • Greatly increased student activities (~2x) • Greatly increased conference promotion ($7,500) • Awards may be too low ($500)

  24. 2005 Budget Considerations-Chapters • Chapters • Comm/SP +$4,950 – very active • Computer Austin -$600 – some budget • Computer S.A. -$1,600 • Consultants -$600 – some budget • GOLD -$2,400 – a little high? • EMC -$500 – some budget • Electronic Devices +$2,800 – active w/positive cash flow • Engr Med & Biol -$500 – some budget • Engr Mgt -$825 – very active w/ conference activity • Laser & Electro Optics -$600 – some budget • Product Safety -$1615 – showing signs of success • Power Engr -$600 – some budget • Solid State Circuits -$600 – some budget

  25. CTS Budget Approval Process • Requires approval by CTS ExCom • Remember the Budget can be modified later as desired by ExCom • Must make a motion for approval • CTS Chair holds Discussion • CTS Chair conducts the Vote • Majority rules, if quorum present.

  26. Section / Chapter Funds Release Rules • Section Chair authorizes / approves expenditures • Established by By Laws • Section Chair may delegate authority, i.e., • (Chapter Chairs (up to approved chapter budget), Treasurer, etc.) • Only release max funds approved by the Section budget • Treasurer Controls “ALL” Section Funds • Approves & Controls all financial accounts • Section & Chapter Concentration Bank Accounts • Section Investment Funds • Primary Check Writer • Alternates are other Section Officers • Funds disbursements over $5,000 requires two signatures Remember:

  27. Procedures for Reimbursement • How do I get reimbursement for Chapter expenses? • Send a request to the Section Treasurer • Include a description of the expense (e.g. Chapter Meeting Dinner) • Travel to be reported on an IEEE Travel Expense Worksheet • Include a copy of the receipts that you need reimbursed • IRS & IEEE require receipts for all expenditures over $25.00. • Include your return address for sending check • Mail a hard copy (keep a copy) or email an image to: Garrett Polhamus, Treasurer, IEEE Central Texas Section AFRL/HED 8262 Hawks Road Brooks City-Base, Texas 78235-5147 Garrett.polhamus@brooks.af.mil polhamus@ieee.org 210.536.2091

  28. Chapter Bank Accounts • Can your Chapter open a bank account? • YES, but……… • Pros • Quick access to funds • Always know status of available funds • Have more flexibility to administer chapter activities • Cons • Increased workload of maintaining / balancing account • Liability • Order of Liability is Chapter, Section, Region, IEEE HQ • RequiredReporting • Must have Treasurer, Secretary and Chairman. • Must submit Annual Financial Report or the Section loses rebate. • Finances must be tracked in IEEE Section (L50 Report) format • Signatory from IEEE HQ in IEEE Section format

  29. Chapter Bank Accounts • SO…… • When is a Chapter bank account appropriate? • It’s generally appropriate when the chapter has a significant amount of income and associated expenses. • If your chapter is interested, please work with the Treasurer in setting up your account. • Remember, if you set up your own account, you will always need to coordinate with the Section Treasurer since he (she) is responsible for the proper utilization and management of the funds.

  30. IEEE Central Texas SectionSecretary’s ReportTony Petrotony.petro@ieee.org

  31. 2004 Reporting Requirements • Lots of meeting activity in 2004 • 10 Chapters, 3 AGs • Accurate meeting reporting impacts funding! • Chapters must report 2 technical meetings/yr • AGs must report 2 tech./prof./edu. meetings/yr • Bonuses for 6 or more meetings/yr • Send me your 2005 leadership roster • Names and contact info to tony.petro@ieee.org

  32. Submitting Meeting Reports • Online form available at www.ieee.org/L31 (case sensitive) • For joint meetings, each chapter/AG should submit a report • Please CC tony.petro@ieee.org on submissions

  33. Special requirement for AGs • AGs must maintain at least 6 non-student members • Roster of names and member numbers must be submitted to IEEE in addition to other reporting requirements

  34. Analog Newsletter CTS Spring Planning MeetingSan MarcosJanuary 22, 2005Dawnlee Robersondroberson@utsa.eduPH: 210.458.5520

  35. Section Conferences CTS Spring Planning MeetingSan MarcosJanuary 22, 2005T. Scott Atkinsonscotta@ICSIconsulting.comPH: 210.545.4228

  36. CTS CONFERENCE ACTIVITES • GOAL • Promote more conferences • Increase membership participation • Benefit financially (allows increased activities)

  37. CTS CONFERENCE ACTIVITES • 2005 CTS Sponsored Conferences • ICICDT – Austin (100%) Local Electron Devices Chapter is coordinating. • IEEE-UT EMC – Austin (50%) Local Engineering Management Society Chapter is coordinating with University of Texas

  38. Future CTS Conferences • 2006 • Region 5 Annual – San Antonio (??%) 14 Months to plan, We Must get Active!!!! • IEEE-UT - Engr Mgt Conf, Austin (50%) • 2007 • IEEE-UT Engr Mgt Conf, Austin (50%) • IEMC (Int’l Engr Mgt Conf, Austin) (??%) Back to Back or simultaneous

  39. Other Conferences of Interest • 2005 IEEE Applied Power Electronics Conference and Exposition - APEC 2005 (#10091)" – Austin IEEE Industry Applications Society & Power Electronics Society will sponsor the conference entitled "2005 IEEE Applied Power Electronics Conference and Exposition - APEC 2005 (#10091)". This conference will be held March 6-10, 2005 in Austin, TX. For further information, please contact: Mr. Jason Lai, +1 540 231 4741, +1 540 231 3362 (Fax), laijs@vt.edu, or Conference Services Dept., at IEEE Operations Center at +1 732 562 3878 http://home.businesswire.com/portal/site/google/index.jsp?ndmViewId=news_view&newsId=20040521005032&newsLang=en

  40. Other Conferences of Interest • 2006 World Congress on Information Technology Brings Legacy to Texas.  The World Congress on Information Technology (WCIT 2006) accepted the official crystal from WCIT 2004 symbolizing Austin, Texas, as the next official host of the 15th World Congress. The World Congress, which will be held in Texas May 1-5, 2006, will attract an estimated 2,000 global leaders from business, government and education to discuss IT policy, direct the future of technology, and drive social and economic development. • http://home.businesswire.com/portal/site/google/index.jsp?ndmViewId=news_view&newsId=20040521005032&newsLang=en

  41. Student Liaison’s ReportIEEE Central Texas SectionSpring Planning MeetingJanuary 22, 2005

  42. IEEE Central Texas Section Spring Planning - 2005 • Paul Kaschube • Student Liaison • (512) 372-5662 Office • (512) 873-0229 Home • (512) 923-3647 Cell • kaschube@labs.sbc.com

  43. IEEE Central Texas Section Student Branches UT San Antonio St. Mary’s Trinity UT Austin

  44. IEEE Central Texas Section Student Branches

  45. IEEE Central Texas Section 2H04 Accomplishments • Student Presentations at Fall Planning Meeting • Checks Issued to Student Branches for June 30th Funding Cycle • Student Branch IEEE Membership Drive • September 30th Funding Proposals • Analog News Articles • IP Twisted Pair Conference • Budget Requests • Region 5 Planning and Preparation for Denver (April 2005)

  46. Region 5 Robotics Competition Norman Oklahoma 2004 Denver 2005 The 2005 competition is a mock up of an automated warehouse. Each team is to build a robot that will take commands from a dispatcher unit regarding the location of a stored object and where that container is to be moved. The robot must have a wireless communication circuit to receive commands; a drive system for motion; a navigation system to move from one room to another; and a manipulator to handle the container. Final Race Track UTSA’s Car on Finalists Table

  47. IEEE Central Texas Section 1H05 Plans • Student Presentations at Spring Planning Meeting • Region 5 Conference in Denver (April 2005) • Spring Site Visits to Student Branches • Analog News Articles • Conferences • June 30th Funding Proposals

  48. IEEE Central Texas Section Spring Planning - 2005 Notes and Observations • SPAC program material shared with student branches. Material well received but no events organized in 2004. Student branches may want to host an event in 2005. • No undergraduate paper submissions to Region 5 Paper Contest from the entire South Area for the past several years. Will actively solicit papers from the Central Texas student branches. • The Students like attending and participating in IEEE Conferences. As Conferences are scheduled and announced, the student branches will be notified and invited. • The Student Branches and Advisors very much appreciate the support and interest given them by the IEEE Central Texas Section.

  49. Engineering Management Society CTS Spring Planning MeetingSan MarcosJanuary 22, 2005

  50. Introductions Engineering Management Society • Introductions • Focused on improving the capabilities of engineering managers (any need for that???) • Schedule of Meetings – first week of each month at El Gallo, on a Tuesday or Thursday evening • Hosting IEEE UT EMS 2005 July 28-29 • Propose to host IEMC 2007 in Austin • Need help with conferences, especially program (paper proposals, refereeing)

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