CENTRAL TEXAS SECTION OF THE IEEE

1. CENTRAL TEXAS SECTION OF THE IEEE Year 2008 Spring Planning Meeting January 26, 2008 San Marcos Garrett Polhamus, Chair

2. Meeting Agenda 8:30 9:00 9:15 9:30 Welcome: Coffee & Fare Meeting Called to Order Introductions, Sign-in & Agenda Section Activities Report Secretary’s Report Treasurer’s Report Vice Chair’s Report Section Committee Reports K-12 Awards Webmaster Nominations Analog Conferences Membership Electronic Communications Gold Chapter Reports Lunch 10:05 10:50 12:00 IEEE Central Texas Section

3. Meeting Agenda (Cont’d) 1:30 2:00 Student Chapter Reports 3:00 Adjourn Chapter Reports (Cont’d) IEEE Central Texas Section

4. Introductions: Your name Your society affiliations Your Office CTS Spring Planning Meeting San Marcos January 26, 2008 IEEE Central Texas Section

5. Introductory Comments Garrett Polhamus 26 Jan 08

6. Outline  Committee Members  Background  My Vision  Thanks IEEE Central Texas Section

7. Officers  Chairman – moi  Vice-chairman Austin – Tom Grim  Vice-chairman SA – Dawnlee Roberson  Secretary – Thuy Dao  Treasurer – Kenny Rice IEEE Central Texas Section

8. Committee Members  Analog – Kevin Nickels  Awards – Clif Denny  Conferences – Scott Atkinson  Educational Activities - ?  Electronic Communications – Joe Redfield  K-12 – Dean Schneider  Membership Development – Joe Redfield  Nominations - John Purvis  PACE – Scott Atkinson  Student Activities – Steve Crowl  Webmaster – Clif Denny IEEE Central Texas Section

9. Vision  Service to the members:  Fellows program  New chapters: EMB-Austin?  Section support for conferences  Expansion of student programs  UTSA  TSU  ??  Networking opportunities IEEE Central Texas Section

10. Background  Work for the USAF = travel  Love meetings = Robert’s Rules?  Love to micromanage, but trying to delegate  And it ought to be fun……. IEEE Central Texas Section

11. Thanks  Many helped make last year a good year for the Central Texas Section  Special thanks to:  ………..  And in advance……. IEEE Central Texas Section

12. QUESTIONS??? Thanks IEEE Central Texas Section

13. Section Officer Reports IEEE Central Texas Section

14. Vice Chairs Report IEEE Central Texas Section Spring Planning Meeting January 26, 2008

15. IEEE Central Texas Section Spring Planning - 2007 Tom Grim, Vice Chair – Austin 512.342-0373 t.grim@ieee.org Dawn Roberson, Vice Chair – San Antonio 210.458-5520 robersondj@ieee.org IEEE Central Texas Section

16. 2007 Activities and Events  Support for E-Week Activities (Aus, SA)  Sr. Membership elevation events (Aus, SA)  Assist local area chapters; Chapter Officers lunch meetings (Spring, Fall - Aus, SA)  Region 5 Conference, Fayetteville, AR  Volunteer Recognition dinners (Aus, SA)  Support for Maker Fair (Aus) IEEE Central Texas Section

17. 2007 Activities and Events (cont.)  IEEE USA PACE Conf. Scottsdale. AZ  New Chapters  Components, Packaging and Manufacturing Technology  Split Engineering Management IEEE Central Texas Section

18. 2008 Plans  Continued support for E-Week  Increase participation in SA  Sr. Membership Elevation events  Chapter Officers lunch meetings  2 in each location between ExComm mtgs.  Volunteer Recognition Dinners  Region 5 Conference – Kansas City  IEEE Sections Congress in Fall  Add chapters; split Computer chapter  Maker Fair IEEE Central Texas Section

19. Treasurer’s Report IEEE Central Texas Section Spring Planning Meeting January 26, 2008

20. Section Financials CTS Spring Planning Meeting San Marcos January 26, 2008 Kenny Rice krice@ieee.org Hm PH: 512-292-4181, Cell PH: 512-658-5967 IEEE Central Texas Section

21. Funding Authority  Authority to Commit CTS Approved Budgeted Funds  Chairman (also final approval authority)  Section Staff  Chapter Chairs IEEE Central Texas Section

22. Section Funds Disbursement  By-Laws requires two Signatures for over $5,000  Approval of Section Chair  Reimbursements must have all info before check will be released.  Summary Expense Report  Identify Function & Name/address  Full description for each item  Budget Line item  Valid approval IEEE Central Texas Section

23. Why Budget?  IEEE Requirements.  Region 5 Guidelines  CTS ByLaws  CTS Financial Policies & Procedures IEEE Central Texas Section

24. Who Prepares CTS Budget?  All Section Officers and Staff  Chairman, VPs, Secretary, Treasurer, PACE Chair, Awards, Conferences, Professional Activities, Membership, Electronic Communications, & Student Liaison.  ALL CTS CHAPTERS and Affinity Groups  Note: Student Branch support is part of the CTS Student Liaison Coordinators budget. IEEE Central Texas Section

25. Who Approves The Budget? IEEE CTS EXCOM  All Section Officers and Staff  Past two Section Chairs, Chairman, VP-Austin, VP-San Antonio, Secretary, Treasurer, & Manager Electronic Communications.  ALL CTS CHAPTERS and Affinity Group Chairs IEEE Central Texas Section

26. CTS Budget Approval Process  Set target net based upon sound financial logic  Identify Overall Budget Target  Review budget in detail (handout)  Present to ExCom for approval IEEE Central Texas Section

27. Budget Tracking  Use Budget Units as CTS Target  However, when a Budget Unit goes over approved budget, then ExCom will be notified IEEE Central Texas Section

28. Summary 2007 Revenue 37,500 46,827 10,539 57,366 Expenses 103,185 61,647 Variance -65,685 -14,820 10,539 -4,280 Budget Actual Inv Income Total 0 61,647 IEEE Central Texas Section

29. 2008 Budget Requests Projected Revenue Requested Expenses Variance Budget Requests 17,850 100,125 -82,275 IEEE Central Texas Section

30. CTS Asset History 180000 160000 140000 120000 100000 Assets 80000 60000 40000 20000 0 2000 2001 2002 2003 2004 2005 2006 2007 IEEE Central Texas Section

31. Impact Of Implementing Received 2008 Budget 180000 Assets 160000 140000 120000 100000 80000 3 times Annual Rebate 60000 40000 20000 0 2000 2001 2002 2003 2004 2005 2006 2007 2008 IEEE Central Texas Section

32. Recommended Target Budget for 2008 Net New Target Net Section -19,600 Chapters -19,400 Total -39,000 -40,000 IEEE Central Texas Section

33. Impact Of Implementing Recommended 2008 Budget Assets 180000 160000 Level Of Rec’d Budget 140000 120000 100000 3 times Annual Rebate 80000 60000 40000 20000 0 2000 2001 2002 2003 2004 2005 2006 2007 2008 IEEE Central Texas Section

34. 2008 BUDGET APPROVAL PROCESS  STEP Number  1. Review 2007 revenues and expenses (handout)  2. Review 2008 overall budget plan (-$40,000)  3. Make motion to Approve  4. Garrett asks for a Second  5. If Second Received, Garrett asks for discussion  6. When discussion is closed, ask for a vote  7. If 51% of Excom members in attendance (including proxies) approve, then budget is approved. IEEE Central Texas Section

35. List of BIG 3 Recommendations to meet 2008 Objectives  Meetings: Charge fee for Food  Plan Conferences, workshops, symposiums that yield a net surplus  Secure Company sponsorships for attending conferences IEEE Central Texas Section

36. ANY QUESTIONS ?? IEEE Central Texas Section

37. Secretary’s Report IEEE Central Texas Section Spring Planning Meeting January 26, 2008

38. 2007: Tom Grim, Secretary t.grim@ieee.org IEEE Central Texas Section

39. 2008: Thuy Dao, Secretary thuybdao@ieee.org IEEE Central Texas Section

40. Topics  IEEE Report of the Secretary  Meeting Reports  Officer confirmation  Elections  Contact Lists IEEE Central Texas Section

41. IEEE Report of the Secretary  Lots of useful organizational data  Available at http://www.ieee.org/organizations/corporat e/secrpt/index.html  Similar data is available in the Dashboards section of SAMIEEE IEEE Central Texas Section

42. Meeting Reports  L-31 Form filed electronically www.ieee.org/L31  Filed after each meeting  Include thuybdao@ieee.org as secretary  A hard copy should be stored  Bring your reports up to date; this affects section rebate IEEE Central Texas Section

43. Officer Confirmation  Necessary to maintain/correct/current lines of communication  Report drives IEEE officer and member records  MUST submit within 20 days when any change in Section officers  A hard copy should be stored IEEE Central Texas Section

44. Elections  Section elections are every other year  Chapter elections are every year  Chapter Chair must be current IEEE member  Report chapter officers (hopefully with IEEE Member numbers and email address) to Section Secretary by end of year  Chapter officers must be filed by 2/20  Handout shows chapters who have reported IEEE Central Texas Section

45. Contact Lists  Three Main Lists  Officers and Committee Chairs  Chapter officers  Section Leader Directory  Note that this list is generated automatically from IEEE member records - fix your member records if there is a problem with the list. IEEE Central Texas Section

46. QUESTIONS ????????? IEEE Central Texas Section

47. Editor: Kevin Nickels

48. Awards and Recognition IEEE Central Texas Section Spring Planning Meeting January 26, 2008

49. Section Conferences CTS Spring Planning Meeting San Marcos January 26, 2008 T. Scott Atkinson Conferences Coordinator IEEE Central Texas Section

50. CTS CONFERENCE ACTIVITES  GOAL  Promote more conferences  Increase membership participation  Support Non-Sponsored Events when IEEE benefits  Benefit financially (allows increased IEEE activities) IEEE Central Texas Section