Standing Rules

1. Standing RulesBylaws ConversionCTS Fall Planning MeetingSan MarcosSeptember 6, 2013Don DrumtraDrumtra@ieee.org512-291-0315

2. Standing Rules • Rules from Bylaws • Rules from Website • New Rules

3. Rules from Bylaws • Rules Precedence • Name and Territory • Membership • Subunits • Amendments

4. Rules from Bylaws • Management • Nominations and Election of Officers • Finances • Subunits • Amendments

5. Rules from Bylaws • Motion: Change all to Standing Rules

6. Preamble - Rules Precedence • Motion: • Change ”Regional Activities Board (RAB) Operations Manual” to “Member and Geographic Activities (MGA) Operations Manual.” • Change, “Section Bylaws” to “Section Standing Rules.”

7. IEEECentral Texas Section Standing Rule Rules Precedence 23 October 2003 Last amendment 6 September 2014 In all instances, the Institute of Electrical and Electronics Engineers (IEEE) Bylaws, Constitution, IEEE Policy Manual, and Member and Geographic Activities (MGA) Operations Manual shall prevail when there is a conflict between these documents and Section Standing Rules .

8. Article I - Name and Territory • Motion: • Change ”RAB” to “the Member and Geographic Activities (MGA) Board”

9. IEEECentral Texas Section Standing Rule Name and Territory 23 October 2003 Last amendment 6 September 2014 . 1. This organization shall be known as the IEEE Central Texas Section. 2 The territory of the Central Texas Section, as approved by the Member and Geographic Activities (MGA) Board, includes the following Texas counties: Atascosa, Bandera, Bastrop, Bexar, Blanco, Burnet, Caldwell, Comal, Conch, Cricket, DeWitt, Dimmit, Edwards, Frio, Gillespie, Gonzales, Guadalupe, Hays, Kansas, Kendall, Kerr, Kimble, Kinney, Lampasas, LaSalle, Live Oak, Llano, McCullough, McMullen, Mason, Maverick, Medina, Menard, Real, San Saba, Schleicher, Sutton, Tom Green, Travis, Uvalde, Val Verde, Williamson, Wilson and Zavala.

10. Article II - Membership • No change

11. Membership Section members are those individuals of Associate or higher grade membership and Student members residing within the boundaries of the Section, or who live or work in a neighboring Section and have requested Contiguous Section Membership status from the MGA. 2. Section members with the grade of Graduate Student Member or higher may vote in Section elections. Student members are not eligible to vote in Section elections. IEEE Society Affiliates are not members of the Section, but they will be notified of Section events and welcome to participate. 3. Section members of Member or higher grade may hold elected office, or chair a Section Committee. Students and Associate members may not hold office nor chair a committee. .

12. Article III – Section Officers • Motion: • Para 3, Change the last word to “terms”. • Para 5. Change “Regional Activities Department,” and “RAB Operations Manual” to “Member and Geographic Activities (MGA)” and “MGA Operations Manual” respectively.

13. Section Officers • 1. The elected executive officers of the Central Texas Section shall be: • a. Chair • b. Vice Chair (San Antonio) • c. Vice Chair (Austin) • d. Secretary • e. Treasurer • 2. The terms of office of the elected officers shall be for 2 years. • 3. Terms of office shall begin on 1 January. Outgoing officers shall continue until their successors are duly elected and take office. However, no officer may serve in the same position for more than two consecutive terms. • 4. Any vacancy occurring during the year shall be temporarily filled by the Section Elected Officers and approved by a majority vote of the Section Executive Committee. • 5. The duties of the elected officers shall be those available from the Member and Geographic • Activities (MGA) staff, in the MGA Operations Manual as supplemented by the majority vote of • the Executive Committee. .

14. Article IV – Standing Committees • Motion: • Change the names of the following functions: • “Student Liaison” to “University Student Liaison” • “Educational Activities” to “K-12 Educational Activities” • Add the following functions: Electronic Communications; Policy and Procedures; V-tools

15. Article IV – Standing Committees • Motion (continued): • Para 1. Change “Standing” to “Coordinators or Standing” • Para 2. Change “Chair” to “Coordinators and Chairmen” • Para 4. Change “Standing” to “Coordinators and Standing”

16. Article IV – Standing Committees • Motion (continued): • Para 2 and 3. Change “approval” to “advice and consent” • Para 3. Correct grammar. • Para 4. Change “as printed in the RAB operations manual and as supplemented” to “determined”

17. Standing Committees • 1. The Coordinators or Standing Committees of the Section shall be as follows: • a. Awards and Recognition • b. Electronics Communications • c. K-12 Educational Activities • d. Membership Development • e. Policies and Procedures • f. Professional Activities • g. University Student Liaison • h. vTools • 2. The Coordinators and Chairmen of the Standing Committees shall be appointed by the Section • Chair with the advice and consent of the Section Executive Committee; their terms shall • correspond to the term of office of the elected officers of the Section. • 3. Each Committee Chair shall appoint his/her Committee members, with the advice and consent • of the Section Executive Committee; their terms shall end with the Chair’s term. • 4. The duties of the Coordinators and Standing Committees shall be determined by the majority vote of the Section Executive Committee. .

18. Article V – Management • Motion: • Add new para 4 after para 3, “4. Documents related to the meeting shall be circulated to ExComm members via email in sufficient time for members to read them (one or two weeks depending on complexity) prior to the meeting.” • Para 4. Change “4” to “5”.

19. Differed Management • 1. The management of the Section shall be by the Section Executive Committee, which shall • consist of the following: • a. Section Executive Officers (Chair, Vice Chairs, Secretary and Treasurer) • b. Past two Section Chairs • c. Manager of Electronic Communications (newsletters, web pages, etc.) • d. Chapter Chairs (including Affinity Chapters). • The number of voting members elected must be at least one greater than those appointed. • Chapter Chairs, as elected by their membership, are considered “elected” official, as are the • Past Section Chairs. • 2. The majority of the Section Executive Committee shall constitute a quorum. A quorum shall • be necessary for the Section Executive Committee to conduct the business of the Section. • 3. Meetings of the Section Executive Committee ordinarily shall be held quarterly and shall be • called by the Section Chair or by a request of any three members of the Section Executive • Committee. • 4. Documents related to the meeting shall be circulated to ExComm members via email in • sufficient time for members to read them (one or two weeks depending on complexity) prior to • the meeting. • 5. The fiscal year of the Section shall be 1 January – 31 December. .

20. Article VI- Nomination and Election of Officers • No changes

21. Differed Nomination and Election of Officers 1. A Nominating Committee consisting of at least 3 members, not then officers of the Section, nor intending to stand as candidates for office, shall be appointed by the Section Chair with the approval of the Section Executive Committee. If available to do so, the most immediate outgoing Section Chair will serve as Chair of the Nominating Committee. 2. The nominations of the Nominating Committee shall be announced to the Section membership and, following this, a minimum of 28 days allowed for additional nominations by petition. 3, If only one nomination is made for each office, the election shall be declared by acclamation at a meeting of the Section general membership, or the Section Executive Committee. If additional nominations are made, election shall be made by ballot, mailed or made available on the Internet to the membership with the vote counted by a Tellers Committee appointed by the Section Chair. 4. A plurality of the votes cast shall be necessary for election. .

22. Article VII - Finances • Motion: • Para 1, delete the last sentence • Para 2. Add, “The Chair may delegate approval authority to Section Officers and Chapter Chairmen for expenditures within their budgets.” • Para 3. Change “as approved by the Section Executive Committee Funds” to “as necessary to meet CTS obligations. Checks”

23. Article VII - Finances • Motion (Continued): • Para 3. Change “as approved by the Section Executive Committee Funds” to “as necessary to meet CTS obligations. Checks” • Para 4. Substitute: “All CTS bank accounts shall be approved by the ExComm and be part of the IEEE CBRS banking system. Chapters are discouraged from having separate bank accounts.”

24. Finances 1, Without prior authorization of the IEEE Executive Committee, Section funds can be used only for normal operations of the Section. Those activities, which fall outside of normal operations, include donations, establishment of scholarship funds, and investment of funds outside of the IEEE Investment Program. 2. All expenditures of Section funds must be approved by the Chair (or in the absence of the Chair then a Vice Chair). The Chair may delegate approval authority to Section Officers and Chapter Chairmen for expenditures within their budgets. 3. The Chair (or in the absence of the Chair then a Vice Chair) or the Treasurer shall be authorized to draw funds as necessary to meet CTS obligations. Checks for $5,000 or more shall require two signatures. 4, All CTS bank accounts shall be approved by the ExComm and be part of the IEEE CBRS banking system. Chapters are discouraged from having separate bank accounts. .

25. Article VIII - Subunits • Motion: Delete this standing rule. • Reason: Subunits and their relationship to sections is adequately addressed in higher level documents

26. Article IX - Amendments • Motion: • Para 1, Change “Section” to “CTS Section Committee, the CTS” • Para 2, Change to read, “2, Amendments to or revocation of CTS Standing Rules shall be in accordance with Robert’s Rules of Order, Newly Revised, latest edition.

27. IEEECentral Texas Section Standing Rule Amendments 23 October 2003 Last amendment 6 September 2014 1. Proposals for amendments to these Standing Rules may originate in the CTS Section Committee, the CTS Executive Committee, or by a petition signed by 25 or more voting members. 2. Amendments to or revocation of CTS Standing Rules shall be in accordance with Robert’s Rules of Order, Newly Revised, latest edition. .

28. Rules from Website • Expense Reporting • Workshop Guidelines and Procedures

29. Expense Reporting • Motion: Change it to a Standing Rule • Adopt the previously distributed amendment consisting of line-in line-out changes which: • Delete revenue reporting instructions and references to revenue reporting forms • Delete duplication of information in the CTS Standing Rule on Travel. • Revise the rule to conform to the latest expense reporting form • Correct spelling and grammar

30. IEEECentral Texas SectionStanding RuleExpense Reporting8 September 2012Last amendment 6 September 2014 Revised text

31. Workshop Guidelines and Procedures • Format does not convert to standing rule easily but should be converted. • PAPC or the conference committee should updated to include non-chapter funded activities.

32. New Rules • Standing Rules Formats and Reviews • Travel

33. Standing Rule Format and Review • Motion: Adopt new Standing Rule

34. IEEECentral Texas Section Standing Rule Standing Rule Format and Review 6 September 2014 Last amendment 6 September 2014 . • 1. CTS Standing Rules and other guidelines shall conform to the following format: • a. The type font shall be New Times Roman. • b. The type size shall be 12 point for the body, 14 point for the title, and 11 for the header. • c. Paragraph numbering shall be 1, a, (1), (a) • d. Italics shall be used for publication titles. • e. The header shall consist of “IEEE CTS SR,” the title, the adoption date of the last amendment and the page number. (See above.) • f. The heading shall include IEEE Central Texas Section, Standing Rule, the title, the adoption date, and the last amendment adoption date. (See above.) The term Special Rule (SpR) shall be used for rules that affect parliamentary procedures. • g. The body shall contain the approved text. • 2. The incoming and outgoing CTS Chairmen shall review all standing rules and other guidance at the beginning of each term of office.

35. Travel • Motion: Adopt new Standing Rule

36. IEEECentral Texas SectionStanding RuleTravel8 September 2012Last amendment 6 September 2014 Revised text

37. Thank You

38. BACKUP

39. IEEECentral Texas SectionStanding RuleTravel6 September 2014Last amendment 6 September 2014 1. Program Overview. The CTS travel program serves two purposes Leadership development of Chapter Chairmen and representation of CTS at higher level planning meetings such as those developing MGA, TAB, and Region 5 policy and procedures. 2. Travel Funds Management. Funds to support travel come from conference and workshop surpluses and Section reserves. To conserve and provide more equitable distribution of available funds, they are organized into two pools, one for Chapter leadership development called the Chapter Travel Pool and the other for CTS representation called the Section Travel Pool. The ExComm approves the overall budget for each pool at the Spring Section Meeting based on the previous years’ travel, any special needs, and the overall availability of funds for the year. Individual trips are not approved in the financial plan; the Section Chairman approves them during the year based on ExComm member requests as the need is recognized and travel details become available.

40. IEEECentral Texas SectionStanding RuleTravel6 September 2014Last amendment 6 September 2014 3. Chapter Leadership Development Travel. Chapter and Affinity Group Chairmen may request one leadership development trip per year for the chairman, chairman elect, or other ChapComm member expected to be chairman in the future. Travel is expected to be to their Society general meeting or their Societies training event. Developmental travel is normally limited to IEEE regions 1-6 (Continental United States). Approvals normally include a reimbursement maximum (typically $1300 in 2014). A short trip report should be submitted to the Chairman, Treasurer and newsletter editor upon completion of travel. 4. Section Representation Travel. The CTS Chairman normally receives requests for CTS representation at higher level planning meetings and decides what representation CTS will provide and who will provide it. The representative prepares the travel request and the Chairman approves it. Approvals normally include a reimbursement maximum. Representation travel is usually partially or fully funded by the requesting organization.

41. IEEECentral Texas SectionStanding RuleTravel6 September 2014Last amendment 6 September 2014 5. Travel Requests. ExComm members may request travel by email addressed to the Section Treasurer with the following information: a. Purpose of trip—leadership development, CTS representation, etc. b. Dates of travel c. Destination—event, city, state d. Cost estimate—registration, travel, hotel, meals, parking, local miles, etc.e. Travel carrier—Delta, Amtrak, POV, etc.f. Funding support organization and amount–Society, CTS, corporate, personal, other. g. Comments.It is strongly suggested that requesters submit their request for travel approval and make travel arrangements 60 and 90 days prior to the dates of travel in order to get good travel rates. IEEE requires the lowest cost carrier be used and will reimburse non-refundable tickets if an emergency prohibits their use. Based on past approvals, travel co-sponsored by societies and other sources is more likely to be approved than travel completely supported by CTS.

42. IEEECentral Texas SectionStanding RuleTravel6 September 2014Last amendment 6 September 2014 6. Reimbursement. Travelers should first claim reimbursement from their other travel sponsors prior to requesting reimbursement from CTS using the procedures provided by them. Then travelers may request reimbursement for the remaining costs from CTS following the CTS Revenue and Expense Reporting Procedures. A copy of the travel approval and trip report should accompany the CTS travel expense report.

43. IEEECentral Texas SectionStanding RuleExpense Reporting8 September 2012Last amendment 6 September 2014 The July 2012 version of this document replaced previous CTS Expense Reimbursement Policy to provide members with Revenue and Expense Reporting Procedures to meet the requirements of IEEE. It was approved by the CTS Chapter Committee on 13 July and modified by T. Scott Atkinson, Vice Chair, MGA, IEEE on 29 August 2012 as a suggested new version which was approved by the CTS ExComm on 8 September 2012. This amendment reformats the September 2012 version as a standing rule and updates the content as indicated. This document provides the following: • Background explaining why detailed financial reporting and records are important • A summary of IEEE policy relevant to financial reporting (CTS has no additional policy) • A CTS form for use in reporting expenses • Instructions for completing the CTS/IEEE forms

44. IEEECentral Texas SectionStanding RuleExpense Reporting8 September 2012Last amendment 6 September 2014 1.Background and overview. . Background and overview. Since the attack of 9/11, IRS rules have become stricter. The consequence has been a push from IEEE central accounting for more detailed and complete of documentation of financial transactions throughout IEEE. Financial managers in IEEE are enforcing this more closely through random audits, online reporting to IEEE (the infamous L50 report), random audits of geo units that have bank accounts, and ultimately central financial management through a single online accounting system (NetSuite). a. Expenses. Under recent law, stricter audit rules have been set in place to monitor the use of payments to corporations to ensure that the funds are managed prudently and used for legal purposes. Correspondingly, IRS has tightened the reporting requirements for payments to individuals requiring us to report to IEEE any payment to an individual (except for adequately supported reimbursements).

45. IEEECentral Texas SectionStanding RuleExpense Reporting8 September 2012Last amendment 6 September 2014 The information is the same as that required for direct payments. Adequate support requires records that show: (1) Who was paid (restaurant, airline, hotel) (2) Where they were paid (city, state, country) (3) When they were paid (date and time). (4) What amount they were paid (5) Why they were paid. b. Revenue. Accounting for cash revenue has also come under increased scrutiny because of the high risk of money laundering, disappearance of funds, and potential for use of funds for political influence.

46. IEEECentral Texas SectionStanding RuleExpense Reporting8 September 2012Last amendment 6 September 2014 In consequence, CTS must have on file receipts (or acknowledgements) for all funds received and have recordsthat show: (1) Who paid us (individual, corporation) (2) Where we were paid (city, state, country) (3) When we were paid (date and time). (4) What amount we were paid (5) Why we were paid. c. CTS Procedures and Forms. (1) CTS Expenses. CTS uses the Expense Report and Payment Request Form and the supporting receipts as records of the transactions that are reimbursed or paid directly from or to CTS. Copies of the receipts from or to venders or individuals provide adequate records for items shown in paragraph 1 a.

47. IEEECentral Texas SectionStanding RuleExpense Reporting8 September 2012Last amendment 6 September 2014 (2) CTS Revenues. CTS uses no specific form for revenue. The Treasurer gathers the supporting information described in paragraph 1b to document these transactions. (3) Other Forms. The Expense Report forms and receipts provides the records for associated expense transactions within CTS. Other forms may be used, such as the IEEE Expense Report form (available on the IEEE Web site) for travel outside of the local CTS area and Excel spreadsheets for reporting details on workshops and other events, as long as the required information is provided. 2. Summary of Relevant IEEE Policies. All CTS financial transactions are subject to the policy and procedures IEEE. The CTS Treasurer can help you in researching these documents for particular questions dealing with financial reporting.

48. IEEECentral Texas SectionStanding RuleExpense Reporting8 September 2012Last amendment 6 September 2014 a. IEEE Constitution b. IEEE Bylaws c. IEEE Policy d. IEEE Financial Operations Manual e. IEEE Member and Geographic Activities Operations Manual f. IEEE Region 5 bylaws, policies, and procedures g. IEEE Society guidelines and procedures h. Previously approved CTS policy (being replaced with this document) 3. CTS Procedures. Some important things from these documents that apply to CTS include:

49. IEEECentral Texas SectionStanding RuleExpense Reporting8 September 2012Last amendment 6 September 2014 a. Section Officers, Section Committee Chairs and Section appointed Special Project Managers and chapter Chairs: When a member of the Central Texas Section who holds an official position of leadership or a CTS Chapter or Affinity Group Chairman or an individual designated by the Chairman is involved in activities directly associated with their leadership position, then the Section or Chapter individuals authorized may reimburse reasonable expenses in support of their IEEE CTS activities. b. Section officers, Section Committee Chairs and Section appointed Special Project Managers and Chapter Chairs may be reimbursed for local auto mileage (travel within the CTS area). Reimbursement will be limited to a rate of $0.20 per mile plus tolls and parking. Any travel amount in excess of 125 miles for any one leg of travel must have supporting documentation, such as Google mileage or MapQuest supporting documentation. Remember that any amount requested for reimbursement must have a receipt for an amount equal to or over $25.00.

50. IEEECentral Texas SectionStanding RuleExpense Reporting8 September 2012Last amendment 6 September 2014 c. Reimbursements are not approved that include the costs of attending one's own chapter meetings or attending the Section or another chapter's meeting for the purpose of the individual's personal educational interest in the subject matter of that meeting. d. All requests for reimbursements must provide complete and legible receipts for all reimbursements over $25 (recommended for all expenses when a receipt is available). e. Provide invoices, statements, or other documentation must be provided to support direct payments. f. Be sure expenses are reasonable (perception is important particularly for travel) g. Avoid real or perceived conflicts of interest whenever possible, and disclose them to affected parties when they do exist. h. Provide receipts and/or acknowledgements to all when receiving funds payable to CTS/IEEE. i