The IEEE, Kansas City Section

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Institute of Electrical and Electronics Engineers

IEEE-Kansas City Executive Committee Meeting

May 6, 2008

Agenda

1.      Budget Update – See attached file, new Items include balance of R5 Conference expenses, JEC dues, other items.

2.      Sections Congress 2008 – Meet in Quebec in September, KC to assign Primary Delegate

3.      CETS show in October – IEEE booth is available for us

4.      Any announcements or toasts for the Banquet on Thursday May 8?

Action Items:

1. KC Section needs to develop some issues to be discussed at Sections Congress
2. Cale Yates and Gabe Fleck need to make reservations for Sections Congress
3. Need a third person to attend Sections Congress in September
4. John will meet with Dick Hodgman on the honorarium for Ruth Dyer. Not yet
5. Jorge Marquez needs to send a payment of $500 to the conference fund for seed money.
6. John said that he would review the slides from last January’s IEEE ExCom meeting and will post it on the KC Section Communities.  This has not been done yet. Still need to do that.
7. John will check into what we can do about asking the person Bob Ronan wants to nominate for an award to present at a monthly meeting.  John said he would talk with the PES to see if they will ask him to present.  John also wanted a copy of the award criteria and Debby said she would send it to him.  Not done yet.
8. Shiva needs to contact the bank and ask for a copy of the year-end bank statement for the Communications Society.
9. Jorge will request that $500 be transferred to the Region 5 2008 Conference account.
10. Gabe Fleck will invite members from the Southwest MO subsection to have one person accompany the KC Section delegation to Sections Congress.
11. Cale Yates will send John Fessler – Chris Zugelder’s contact information
12. Dave Kasper will organize the KC Section’s entry into the CETS for this October
13. Debby will submit the reservations to the hotel for the Thursday meeting and make the name tags for attendees.
14. Jorge will submit a request to pay the 2007 & 2008 dues for the JEC.

Attendees: Gabe Fleck, Dick Hodgman, Jorge Marquez, Kevin Bullard (Southwest MO Treas.), John Fessler, Debby Dilks, Vishwa Soni, Cale Yates,  and Dave Kasper

A quorum was determined by Secretary Debby Dilks and the meeting was called to order at 12:04 by John Fessler, Chair.   The Agenda was sent out last week, but in the interest of time John asked Debby to read them and the minutes to everyone in attendance.

Minutes: Debby Dilks read the Action Items from the April 2008 minutes and the committee reviewed the actions taken. 

Action Items from April 2008 meeting:

15. KC Section needs to develop some issues to be discussed at Sections Congress
16. Cale Yates and Gabe Fleck need to make reservations for Sections Congress
17. Need a third person to attend Sections Congress in September
18. John will meet with Dick Hodgman on the honorarium for Ruth Dyer. Not yet
19. Jorge Marquez needs to send a payment of $500 to the conference fund for seed money.
20. John said that he would review the slides from last January’s IEEE ExCom meeting and will post it on the KC Section Communities.  This has not been done yet. Still need to do that.
21. John will check into what we can do about asking the person Bob Ronan wants to nominate for an award to present at a monthly meeting.  John said he would talk with the PES to see if they will ask him to present.  John also wanted a copy of the award criteria and Debby said she would send it to him.  Not done.
22. John will ask Jorge to renew the KC Section budget to include the Southwest Subsection’s expense requests.  This was accomplished.

Cale Yates moved that the minutes be approved and Dave Kasper seconded. April Minutes were approved with no corrections. 

Budget: John Fessler sent out a copy of the revised budget on the 30^th of April.  The Southwest MO section’s expense requests were added.   Because Kevin Bullard was just elected as Treasurer of the Southwest MO Subsection and wasn’t up to speed yet on their budget, Gabe Fleck shared the format they used in their budget for submission the KC Section.   They used the KC Section budget as a template and used the same numbering scheme and put in $500 for a rebate on income and $2500 from the KC section as income.  They had $500 for meeting expenses to cover student member meals and the other $2500 is for travel for Gabe Fleck to go to Sections Congress in Canada.  Jorge said that it sounded perfect for what he would expect from them.  Jorge then began discussing the KC Section budget update that was sent out April 30th.  We have rebates from the headquarters and expect to have some money back from the seed money sent to the Region 5 conference.  Jorge said that we paid $3200 to Region 5. (Not sure about this amount.) Debby said that the conference was not a moneymaker and that we probably will not be getting our money back from the conference.  She also said that the original contract said something about splitting the cost with the Region 5 on a 60-40 split.  Jorge said that we have about $55, 000 and $30,000 in the checking account and $25,000 in investments.  So we shouldn’t go broke.  Continuing on the submitted budget, Jorge explained that he took the income and tried to distribute it throughout the year in a more detail oriented way, because that is what IEEE wants.  We need the input from all of the chapters in order to make an analysis for the year and see where the money has been spent.   He arranged the budget so that it will be a lot easier way to file the reports at the end of the year.  Jorge added that just this morning he called Shiva and Shiva is getting the bank statements for the Communications Society gathered, but he doesn’t have the year-end statement.  It was suggested that Shiva contact the bank and ask for a copy of the needed bank statement.  So hopefully we are getting closer to getting that piece of paper.  Jorge said that he scheduled a meeting tomorrow, Wednesday, May 7 at 11:30 to 1:00 at the Panera Bread at 103 and State Line to discuss the budget and the reporting situations.  Dave Kasper asked if a notice was sent out on the meeting and Jorge said that he only sent it out to the Chapter Chairs and Treasurers with the intent of making it a smaller working group and then will pass the information on to ExCom.   Cale complimented Jorge on doing an excellent job on the report and all agreed.  Jorge asked about the $500 approved at the last meeting and Debby explained that the $500 was to be included with the $2000 that was to go as seed money for the conference and that the concentration banking account was managed by Vishal Mody, Treasurer of the conference.  Jorge said that he would request that the money be transferred.

John mentioned that we have some society chapters and affinity groups that need to fill all of their officers’ slots.  We need to get all of that updated or reduce the offices needed to reduce the overhead of maintaining all of those officer slots.

Sections Congress 2008:  John said that Bill Ritter has us lined up with a primary delegate and John sent an invitation to Chris Zugelder to do this, but he hasn’t heard back from him yet.  So the question went out if any others want to represent us at the Sections Congress?  We also have to come up with an issue that the delegates can take to the Sections Congress.  A suggested issue has been posted on the Communities by Bill Ritter and John will send out the rules on coming up with the issues.  Cale volunteered to be the Primary Delegate and asked Gabe if he had a problem with that?  Gabe did not object and said that he felt it should be someone from the KC Section.  Gabe said he would be happy to open up the invitation to the membership from the SWMO subsection.  It was agreed that he could do open the invitation so Gabe will present it as an opportunity at the SWMO subsection meeting tomorrow night.  Debby asked with the reservation deadline was and Gabe said that one of them is in two weeks, so she suggested that since the deadline will be before our next ExCom meeting that we should give Gabe a blanket approval if he finds someone so they can get the reservation in – in time.

Cale has contact information for Chris Zugelder and will send it to John Fessler as another possibility.

CETS show: John Fessler introduced the subject of the Consumer Electronics Trade Show (CETS).  He said that they, CETS, sent us the website and John shared it with everyone  www.consumerets.com.  It will be at the Marriott on October 10th.  We could even have a little meeting room there and we could host a meeting and Brian Wilson, the organizer of this event will give us lunch.  Dave Kasper offered to take on the task and added that he was given the material for it from Wendy Lu, (National IEEE) at the Region 5 conference.  CETS is just getting started in Kansas City with this show and we should support it.  We might host a national speaker for our October meeting and then include them at the show.   Debby Dilks and Cale Yates also offered to help at the booth as did Gabe Fleck.  Dave Kasper moved that we support a booth at the show.  Debby seconded. Motion was approved.

Announcements: John will not have much of a business meeting Thursday night and will mostly just introduce our speaker.  Debby suggested that John mention some of the things we have been doing this year such as including the Sections Congress.  Debby asked for a count on how many reservations we have for the meeting so she can get the reservations turned in to the hotel.

Jorge said that Shiva is stepping down from the Communications Society and Mohammad is replacing him.  John said that we really need three chapter officers to maintain a society, so they need more than just Mohammad.

Other:  Dave Kasper moved that IEEE pay the JEC dues for 2007 and 2008 with a total of $205.  That amount will pay for our advertising in their directory and the website.  We pay dues of $102 each year so we need to take part out of last year and part out of this year’s budget.  Cale Yates seconded the motion and the motion passed unanimously.

Dave also said that he learned a lot by hosting the student paper contest this year.  He suggested that next year we support it more and encourage students to enter this contest, but he will table it until next year. 

Cale said that he looked on Sections Congress website and found the deadline for reservations is 15 August 2008.  

At 1 p.m. Cale Yates moved that the meeting adjourn and Jorge Marquez seconded.

Minutes respectfully submitted by,

Debby Dilks

IEEE-Kansas City Section Secretary