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Institute of Electrical and Electronics Engineers

1. An attempt was made to get the 1 March 04 minutes approved by e-mail vote. Only 4 out of 11 possible votes were received, which resulted in the minutes not being approved. I will now call for a vote to accept the 1 March EXCOM Meeting Minutes.

Fred Granville moved that the February 2^nd 2003 EXCOM Meeting Minutes be approved as presented and Ted Atchinson seconded the motion. Vote was unanimous in favor of accepting the motion.

Old Business:

1. Chris Zugelder - Status of the Business Information page on our Website.

Mark Lamendola will be visiting the Website and making the necessary modifications.

2. Chris Zugelder and David Kasper – Comments on the IEEE-USA Leadership Conference, 19-21 Mar 04, Atlanta, GA

Chris commented on his trip to the IEEE-USA Leadership Conference as being a great experience and very valuable. He was able to interact with several students and potential Gold and Pace members.

3. Bill Ritter and Alan Richardson – Comments on the R-5 2004 Annual Technical Conference and Leadership Workshop, 2-4 April 04, in Norman, OK

 

Alan Richardson met with the Regional Coordinator of the Gold Affinity Group, and was able to interact with several students and also observe some of the presentations. Bill was busy in meetings, and voiced his objection to the organizers over the conflicting schedule, which due to overlap between meetings and other student activities, kept him away from interacting with the students.

 

2. New Business
1. Kansas City Section 2004 Strategic Plan was approved by an e-mail vote that concluded on 30 Mar 04. After taking time to make personal phone calls I was able to get 10 of the 11 (Siddiqi was on a business trip) EXCOM voting members to approve the plan. The rules for e-mail voting REQUIRE the voting to be concluded in 3 business days. In this case on the 3^rd business day I only had 5 votes (Van Dee, Richardson – 2 votes, Atchinson, and myself). This Strategic Plan was sent to R-5 on 30 Mar 04.

The Strategic Plan was approved via an e-mail vote, and has been submitted to R-5.

2. We will discuss the New Meal Policy that Ted Atchinson drafted and sent out for review, prior to this meeting.

Ted briefed the EXCOM about the feedback he received from members about the New Meal Policy. After careful deliberation, several of the suggestions were incorporated into the Policy. The changes were discussed, reviewed and finalized.

A motion was moved by Fred Granville and was seconded by Taimur Ellahi. Vote was unanimous in favor of accepting the motion.

3. Cleon Anderson, IEEE 2004 President-Elect will be the Guest Speaker at the KC Section May Banquette on 6 May 04.
1. Bill Ritter will provide transportation for Cleon while he is in Kansas City. Cleon will be staying at the Marriott for 1 night. There are not costs to the section for Cleon directly, but the Section Chair will have some costs in conjunction with the visit. Request authorization for 1 night’s stay at the Marriott, mileage in the KC area, and associated meals (excluding IEEE Dinner meal), while assisting Cleon back and forth to the airport.

The EXCOM agreed about the importance of Mr Cleon Anderson’s visit to Kansas City, and also felt it was necessary that Bill be authorized a 1 night stay at the Marriot, and associated meals etc.

A motion was moved by Ted Atchinson and was seconded by Taimur Ellahi. Vote was unanimous in favor of accepting the motion.

2. Taimur Ellahi has volunteered to draft a generic letter to upper management, requesting that they consider attending this meeting. IEEE members can use this letter within their own organization. It will be signed by both the individual and by the IEEE Section Chair. It is hoped that in this way upper management will become more aware of the IEEE member’s professional development.

Bill briefed the EXCOM about the intent and importance of the letter and shared it for review. The letter provides an excellent opportunity for the IEEE Member to inform their upper management that their participation in IEEE provides them with not just a network of professional people, but provides the member with leadership as well as communication skills, which in turn are advantageous to the employer. Letter is attached.

3. Cleon will present the UMKC IEEE Branch with the RAB Student Branch Membership Growth Award for their success for Outstanding Leadership and Results in IEEE Membership Development Activities for the IEEE Kansas City Section, in Region 5.

Members were briefed about UMKC’s award, and that they will receive it from Mr. Cleon Anderson at the May Banquet.

4. Request to add the IEEE Student Advisors to the Kansas City Section EXCOM as Non-Voting members. This will improve interaction between the IEEE Student Branch and Kansas City Section.

A motion was moved by Ted Atchinson and was seconded by Fred Granville. Vote was unanimous in favor of accepting the motion.

5. Chris Zugelder – Status on updating the IEEE Student Branch’s, their officers and advisors.

Bill Ritter provided an initial list of IEEE Student Branches to Chris. It includes their current officers and advisors. Chris will in turn complete the list. This is an important list as it provides both the section and the student branches contact information.

6. David Kasper – Status on the PACE/Membership Development/Section shared project to increase IEEE Student registrations throughout the Section.

David briefed the members in detail about the recent programs that he has been working on in collaboration with Mr. Randy Winzer (Student Advisor at Pittsburg State University), to improve student participation and registration in the section.

7. Need to form a committee to review what is on the Website and make recommendations for updating, adding, and deleting information.

A committee was formed with Taimur Ellahi, Fred Granville and David Kasper. They will all review the Website and make suggestions on how to make it more user friendly, so that information can be more easily accessible, and to make sure that all links are up-to-date.

8. 2005 Officer Nominations – Dawn Van Dee is the Chair of the Nominating Committee. The following dates are dictated by the Section Bylaws.
1. Nominating Chair accepts responsibilities as Chair 3 May 2004
2. Slate of potential 2005 Officers (Section, Chapter and Affinity Groups sent to section members via E-mail and is posted on the Website by 5 August 2004.
3. Deadline for additional nominations by petition 2 September 2004
4. Nominations are closed for 2005 elections at the September IEEE Dinner Meeting (3^rd Thurs) 16 September 2004.
5. If more than 1 person is seeking a position, an e-mail vote will be conducted and finalized for the October IEEE Dinner Meeting 21 October 2004
6. If only 1 person is seeking each position, a vote will be taken at the October IEEE Dinner Meeting 21 October 2004.

Dawn has accepted the responsibility as Chair of the Nominating Committee. She will select members to serve on her committee. The committee will prepare the 2005 Slate of Officers for the KC Section (Section Chair, V-Chair, Treasurer, Secretary and Chairs of the Chapters and Affinity Groups).

9. A number of section members have not been receiving electronic newsletters (eNL’s). This problem is a serious problem. We use this method to announce meetings and special topics. We have a Website, but if they do not access it regularly, they will miss important information.

Bill Ritter and Mark Lamendola are working to resolve this problem. If a section member is aware that they have not received a eNL, they need to contact Mark immediately. Mark will contact Piscataway and find out if that individual is in their database. If that person is in the database, then a filter is stopping the eNL, possibly, before it arrives. If the individual is not on the list, then Mark will provide the information necessary for the individual to sign up again for eNL’s

10. Next IEEE Dinner Meeting – Thursday, April 15, 2004, Sponsored by the Computer Society, Kansas City Chapter and sponsored jointly by the Audio Engineering Society.

3. Approval of Minutes from 15 January 2004 EXCOM Meeting.

Dale Rummer moved that the 15 January 2004 EXCOM Meeting Minutes be approved as presented and Saad Siddiqui seconded the motion. Vote was unanimous in favor of accepting the motion.

4. Old Business:
1. EXCOM Reports Officer is now Section Business Information Officer. The old Reports Depot is in the process of change per discussion from the last meeting and suggestions received during this past month.

Not many suggestions were received, but the Section Business Information Officer has made a number of changes to what used to be called the "Reports Depot".

2. All Section, Chapter, and Affinity Group Meeting Reports for 2003 have now been submitted with the exception of the 2^nd meeting for the GOLD Affinity Group, which did not have a 2^nd meeting.

Thanks to Dawn Van Dee, who is our Junior Past Chair, all available 2003 reports have been sent in, with the exception of the GOLD Affinity Group. They only had 1 meeting last year, so the 2^nd report was not submitted

3. IEEE-USA Leadership Conference, 19-21 Mar 04, Atlanta, GA
1. Chris Zugelder - 1 of 2 section participants
2. David Kasper - 2 of 2 section participants
3. http://www.ieeeusa.org/conferences/2004workshop/default.asp

These individuals are still scheduled to attend the IEEE-USA Leadership Conference.

4. R-5 2004 Annual Technical Conference and Leadership Workshop
1. Section Chair will participate as R-5 EXCOM participant
2. Ted Atchinson as Primary Section Participant (Paid by R-5)
3. Taimur Ellahi as Section Paid Participant
4. Omar Marte as Alternate for Taimur Ellahi.
5. www.r5okc.org

 

Taimur Ellahi will be unable to attend. Omar Marte will be contacted to determine if he will be able to attend in Taimur’s place.

 

5. Submission of request to R-5, for the KC Section to host the 2008 R-5 Annual Technical Conference and Leadership Workshop.

 

Dale Rummer moved that the Kansas City Section request that the 2008 R-5 Technical Conference and Leadership Workshop be held in Kansas City.and Taimur Ellahi seconded the motion. Vote was unanimous in favor of accepting the motion.

 

There was a lot of positive discussion prior to the vote. Specific points brought up were:

- The last time the section hosted the event was in the early 1990’s.

- This could potentially raise revenues for the chapter.

- The last meeting in New Orleans had a total of 550 attendees (225 members + 300 students).

- Possibly start looking for a chair, and people to get involved in the organizing committees.

 

6. Discussion on raising dinner meeting costs. Member $18 to $20 and Student $10 to $15.

Fred Granville moved that the Kansas City Section:

1. Raise IEEE Member Dinner meeting fee from $18 to $20.

2. Raise IEEE Student Dinner meeting fee from $10 to $15.

3. Raise late registration fee from $2 to $5.

Dale Rummer seconded the motion. Vote was unanimous in favor of accepting the motion.

Ted Atchinson (Section Secretary) was volunteered to write a New Meal Policy, based on the following guidelines, which were provided by all EXCOM Members attending the meeting.

1. IEEE Member Dinner meeting fee $20.

2. IEEE Student Dinner meeting fee from $15.

3. Late registration fee from $5.

4. IEEE Members (including students) need to provide their IEEE Number when registering.

5. IEEE Student Members need to be enrolled full-time to get the discounted rate.

6. No Shows, how and what do we charge, if anything. Do walk-ins cancel a no show?

5. New Business
1. Discussion and approval of 17 IEEE Section, Chapter, and Affinity Group Job Descriptions.
1. Section Chair & V-Chair
2. Section Secretary
3. Section Treasurer
4. Section Junior Past Chair
5. Section Chair Emeritus
6. Section Awards & Recognition Coordinator
7. Section Educational Activities Coordinator
8. Section Electronic Communications Coordinator (Webmaster)
9. Section Membership Coordinator
10. Section Professional / Career Activities Coordinator
11. Section Student Activities Coordinator
12. Chapter Chair & V-Chair
13. Chapter Secretary
14. Chapter Treasurer
15. Affinity Group Chair & V-Chair
16. Affinity Group Secretary
17. Affinity Group Treasurer

Fred Granville moved that the Job Descriptions presented be modified as per the discussion and Taimur Ellahi seconded the motion. Vote was unanimous in favor of accepting the motion.

These Job Descriptions will be located in the Business Information portion of the Section’s Website. Any further changes will be determined by the EXCOM.

2. Discussion and approval of revised Travel Policy relating to receiving mileage per mile instead of normal airfare.
1. Policy – Travel, Mileage in Place of Airfare

Fred Granville moved that the Revised Travel Policy be approved as presented and Dale Rummer seconded the motion. Vote was unanimous in favor of accepting the motion.

3. Discussion and approval to use the same Expense Report Forms (modified for KC Section), that R-5 currently uses.
1. IEEE Regional/Section Expense Report
2. KC Section Financial Tracking Form

Fred Granville moved that the Expense Report Forms and Financial Tracking Form be approved as presented and Dale Rummer seconded the motion. Vote was unanimous in favor of accepting the motion.

6. Set March EXCOM Telephone Conference – 1st Monday of Month
1. Date: 1 March 2004
2. Time: 12:00 noon to 1:00 PM

 

The date and time was not changed from the normally scheduled EXCOM Telephone Conference date and time.

 

7. The meeting was adjourned at 12:50 PM.

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Last updated July 09, 2008.