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CENTRAL TEXAS SECTION OF THE IEEE

Year 2005 Fall Planning Meeting July 23, 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 Fall Planning Meeting July 23, 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 Fall Planning MeetingSan MarcosJuly 23, 2005

  5. Vice Chairs ReportIEEE Central Texas SectionFall Planning MeetingJuly 23, 2005San Marcos, TX

  6. IEEE Central Texas Section Fall 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 2005 Accomplishments • Wind Power (joint with AIAA) • Jan. 26 San Antonio – 75 attendees • E-Week Activities Feb. 20-26 Austin and San Antonio – monthly steering committee meetings • Region 5 Conference, Denver, Apr. 8-10 • CTS 75th Anniversary event in Austin – 55 attendees • John Meredith, Region 5 Director presented CTS History • Rodger Ziemer presented Continuing Education Opportunities • Sr. Membership elevation event May 18 in Austin – 69 applicants • Chapter Chairs get-together • Austin: Apr. 26, 10 participants

  8. IEEE Central Texas Section2005 Plans • Fall Chapter Chairs get-togethers planned • Austin – Nov. 15 • San Antonio – Nov. 15 • Sections Congress Oct. 14-17, Tampa

  9. Treasurer’s ReportIEEE Central Texas SectionFall Planning MeetingJuly 23, 2005San Marcos, TX

  10. Treasurer’s Report CTS Fall Planning MeetingSan MarcosJuly 23, 2005Garrett Polhamus garrett.polhamus@brooks.af.milpolhamus@ieee.org PH: 210.536.2091

  11. AGENDA • 2005 “Current” Status • Rules for Expenditures • Procedures for Reimbursement • Chapter Bank Accounts • Budgeting for 2006

  12. 2005 Current StatusAs of June 2005 • Profit-Loss Statement To date Budget • Opening Balance $100,780 • Income $ 35,524 $70,790 • Expense $ 37,086 $109,800 • Net ($1,562) ($39,010) • Balance Sheet $89,972

  13. 2005 To Go • Income • Fall Meetings $ 1,000e • Gain on Investment $ 1,000e • ICICDT Conference (net) $ 10,000e • Autotestcon 2004 $ 25,000e • EM Conference Sponsorship $ 4,000e • Com/SP loan payoff $ 4,950e Total $ 45,950e • Engr Mgt Conference 2005 $ 1,500e • Expected to be received in 2006.

  14. 2005 To Go • Expenses • Fall Meetings $ 3,000e • Travel (Attend Conferences) $ 30,000e • Student Branch Support $ 17,000e • ED Chapter Support $ 5,000e • EM Chap Spt (IPCC & IEMC) $ 5,650e • Society Conf Attendance $ 3,000e Total $ 63,650e

  15. Chapter Status

  16. Chapter Status

  17. Chapter Status

  18. Chapter Status

  19. Challenge for 2005 • Approved budget: -$39,010$ • Chapters’ budget:-$17,140 • Balance for Section: -$21,870 • Total Section/Chapter budget used to date: -$1,562 • However, projections for balance of 2005 year • Income $45,950 • Expenses of $63,650 • Opportunity to utilize more resources to enhance IEEE activities.

  20. Investment Asset ForecastNet of $ -10,000 in 2005 3xRebate=

  21. CTS Budget Approval Process • Requires approval by CTS ExCom • 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.

  22. 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

  23. 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

  24. 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

  25. 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.

  26. the 2006 Budget…. • Prepare for a financially active 2006 • Provide budget input when requested ~ 1 Dec 2005 • Be prepared to support your budget request. • Participate in planned budget review meetings or conference calls. • Use $$$ for the benefit of the IEEE and its members

  27. Secretary’s ReportIEEE Central Texas SectionFall Planning MeetingJuly 23, 2005San Marcos, TX

  28. Analog / Electronic Communication ReportIEEE Central Texas SectionFall Planning MeetingJuly 23, 2005San Marcos, TX

  29. Conference ReportIEEE Central Texas SectionFall Planning MeetingJuly 23, 2005San Marcos, TX

  30. Student Liaison’s ReportIEEE Central Texas SectionFall Planning MeetingJuly 23, 2005

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

  32. IEEE Central Texas Section Student Branches

  33. IEEE Central Texas Section 2005 Accomplishments • Student Presentations at Spring Planning Meeting • Region 5 Conference Denver Colorado • Analog News Articles • Establishing Liaisons with new Student Branch Officers at UTA and UTSA • Providing UTA History to John Meredith for CTS 75th Anniversary Ceremony • June 30th Funding Proposals • Student Presentations at Fall Planning Meeting

  34. Region 5 Conference Denver Colorado Robotics Competition

  35. Region 5 Conference Denver Colorado The St. Mary’s Team

  36. Region 5 Conference Denver Colorado St. Mary’s Robot

  37. Region 5 Conference Denver Colorado The UTSA Team

  38. Region 5 Conference Denver Colorado The UTSA Robot

  39. Region 5 Conference Denver Colorado LSU – First Place Team

  40. IEEE Central Texas Section Fall Planning - 2005 Student Branch Presentations • Trinity University • UT San Antonio • UT Austin • St. Mary’s University

  41. IEEE Central Texas Section 2005 – 2006 Plans • Fall Site Visits to Student Branches • Analog News Articles • Planning for 2006 Region 5 at UTSA • Engineering Management Conference • September 30th Competitive Funding Proposals • S-PAC Activities with Kristi Hummel • Section Student Paper Competition for Region 5 • Student Presentations at Spring Planning Meeting (January 2006) • Region 5 Conference in San Antonio (April 2006)

  42. IEEE Central Texas Section Fall Planning - 2005 General Notes and Observations • The Faculty Advisors show great dedication and devotion to their Students. Conference and travel costs for the Advisors is a big help to them. • The Students enjoy and benefit from participating in IEEE Conferences. • The Student Branches and Advisors very much appreciate the interest, attention, and financial support given them by the Central Texas Section.

  43. Engineering Management Society CTS Spring Planning MeetingSan MarcosJuly 23, 2005

  44. 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)

  45. Central Texas EMS Leadership Team • Chair – Leslie Martinich, lmartinich@ieee.org, 512-423-5121 • Vice-Chair – Steve Prough, sprough@austin.rr.com 512-291-9589 • Advisor – Scott Atkinson scotta@isciconsulting.com (210) 545-4228 • Advisor – Tom Grim tgrim@ieee.org (512) 342-0373 • Executive Committee – Nils Smith nils.smith@swri.org(210) 522-3685 • Executive Committee – Eric Cowan eric.cowan@motorola.com(830) 372-7559

  46. Engineering Management Society • Web site http://www.ewh.ieee.org/r5/central_texas/ems/Members – up from 75 to 154 • Average attendance at meetings = 20

  47. Upcoming Meetings • Tuesday, August 16 • Maura Nevel, “Reclaim Your Time!” • Tuesday, September 6 • Don Shafer, editor-in-chief, IEEE Computer Science Press • Joint meeting with PMI, Austin Chapter • Planned joint meetings / seminar series with PDMA in 2006, on delivering innovative products.

  48. Conferences • July 27-29, 2005 6th Annual IEEE UT Engineering Management Conference, IEEE UT EMC 2005, "Managing in Uncertain Times," Austin, Texas, USA • September 11-13, 2005 International Engineering Management Conference (IEMC) 2005, "A Strategic View of Engineering and Technology Management", St. John's, Newfoundland, Canada 

  49. Plans 2005 • Grow participation in order to support our conference plans • Continue to improve the productivity of engineers and the management skills of engineering managers

  50. Needs • Need volunteers for IEEE UT Engineering Management Conference, August 9-11, 2006 (Austin) • Program Planning – submitting and refereeing papers

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