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Society of Women Engineers
FY09 Board of Directors
Motion Submission Form
Date: 12/14/09 Item #: 1030 Consent
Governance
Title: Approve FY 10 November Telecon Minutes
Description: Approve FY 10 November Telecon Minutes
Motion Maker: Stuart Second: Consent
DISCUSSION PRO
This is an administrative governance motion that needs to be approved.
DISCUSSION CON
BUDGET IMPACT
STAFF RECOMMENDATION
ACTION ITEM
Page 1 of 16
Draft Minutes for 11-09-09 BOD Teleconference
1. Welcome, Call to Order, Roll Call, Certify Quorum
Meeting called to order at 7:02 pm CDT
Voting Present: Nora Lin, Siddika Demir, Frances Stuart, Joan Graf, Melissa Tata,
Linette Patterson, Lana Fountain-Flakes, Alyse Stofer, Bernice Brody, Erin McGinnis,
Dr. Mary Anderson-Rowland
Voting Absent: none
Non-Voting/Ex Officio Present: Betty Shanahan
Guests: Collegiate Board Representative: Martha Anderson, HQ Staff: none, BOT
Chair Marge Inden through Item 3a.
of 11 voting present = certified quorum at 7:0 pm CST
2. Approve Agenda
Maker: Anderson-Rowland
Second: McGinnis
Result: Passed
Consent Agenda Motions
i. B1025: Approve Extending End Date for Planned Giving Task Force
ii. B1026: Approve Sunsetting of Professional Development Committee
Result: Passed with approval of agenda
3a. i. Management of SWE Investments
Topic: Briefing of the BOT decision to have a management firm managing the SWE funds
Desired Outcomes: BOD is aware of BOT’s decision and investment approaches
After giving a brief history of the past investment strategies, BOT Chair Marge Inden
reported that the BOT had made several initial decisions about the future of investments.
After evaluating a number of firms for what is best for SWE the BOT interviewed several
firms. The BOT decided to invest 40%of SWE’s endowment fund with Common Fund.
The funds include the Scholarship, HQ, and Awards endowments. Common Fund is a
non-profit that was established in 1971 to help colleges and universities. Common Fund
currently has over 2000 clients and manages $40B. Common Fund helps with investment
strategies and offers free seminars. Each Trustee has attended at least one of the
seminars. The BOT will continue to analyze the SWE investment strategy and make
investment decisions.
4. Motions for Discussion
i. B1024: Approve Letter of Agreement with FIRST
Maker: Flakes
Second: Tata
Page 2 of 16
Result: Passed
ii. B1027: Approve Professional Development Advisory Board Charter
Maker: Patterson
Second: Brody
Result: Passed
iii. B1028: Approve Curriculum Committee Charter
Maker: Patterson
Second: Brody
Result: Postponed to December Telecon (Maker: Demir; Second: Flakes)
3b. Other Topics as Defined
i. Women in Academia
Topics: Goals and planned activities for FY 10
Desired Outcomes: BOD to provide feedback on goals and planned activities
Dr. Mary Anderson-Rowland briefed the BOD on her progress to date and future
plans for the Women in Academia effort. Action items were taken to schedule a
series of telecons for two BOD interest groups to assist Dr. A-R with her task.
The two groups are how WIA relates to the conference programming and where
WIA fits into the SWE structure including leadership.
5. Announcements and Reminders
i. Audit will be approved on December Telecon
ii. Feedback on FY 11 BOD/BOT nominees is due by November 15
iii. Next BOD telecon is scheduled for December 14 with materials due by December
7
iv. Nora reminded everyone of the BOD challenge and the need to have 100%
participation by the end of the calendar year
6. Good of the Order
i. Nora thanked Marge and the BOT for their work on the investments strategy
ii. Erin thanked the HQ Staff and SWE volunteers for a very successful recent WOW
event in Los Angeles
7. Adjourned at 8:13 pm CST
Attachments:
1. Approved Agenda
2. B1024 Approve Letter of Agreement with FIRST
3. B1025 Approve Extending End Date of Planned Giving Task Force Charter
4. B1026 Approve Sunsetting of Professional Development Committee
5. B1024 Approve Letter of Agreement with FIRST
6. B1027 Approve Professional development Advisory Board Charter
Page 3 of 16
Approved Agenda for 11-09-09 BOD Teleconference
8:00 pm EST, 7:00 pm CST, 6:00 pm MST, 5:00 pm PST
Call-In Information: 877.740.2201; Participant Pass Code: 334823
1. Welcome, Roll Call, Certify Quorum Nora Lin 10 minutes
Fran Stuart
2. Approve Agenda Nora Lin 5 minutes
Fran Stuart
Consent Agenda Motions (approved with agenda
approval)
i. B1023: Approve BOD 2 Minutes
ii. B1025: Approve Extending End Date for
Planned Giving Task Force
iii. B1026: Approve Sunsetting of Professional
Development Committee
3a. Other Topics as Defined
i. Management of SWE Investments Marge Inden 10 minutes
Topic: Briefing of the BOT decision to have a (guest presenter)
management firm managing the SWE funds
Desired Outcomes: BOD is aware of BOT’s decision
and investment approaches
4. Motions for Discussion
i. B1024: Approve Letter of Agreement with Lana Flakes 10 minutes
FIRST
ii. B1027: Approve Professional Development Linette Patterson 10 minutes
Advisory Board Charter
iii. B1028: Approve Curriculum Committee Linette Patterson 10 minutes
Charter
3b. Other Topics as Defined
Mary Anderson- 15 minutes
ii. Women in Academia
Rowland
Topics: Goals and planned activities for FY 10
Desired Outcomes: BOD to provide feedback on goals
and planned activities
Page 4 of 16
5. Announcements and Reminders 2 minutes
v. Audit will be approved on December Telecon
6. Good of the Order 2 minutes
7. Adjourn
Attachments:
B1024 Motion to Approve Letter of Agreement with FIRST
B1025 Motion to Approve Extending End Date for Planned Giving Task Force
B1026 Motion to Approve Sunsetting of Professional Development Committee
B1027 Motion to Approve Charter for Professional Development Advisory Board
B1028 Motion to Approve Charter for Curriculum Committee
Page 5 of 16
Society of Women Engineers
FY09 Board of Directors
Motion Submission Form
Passed
Date: 11/9/09 Item #: B1024 Discussion
MOU
Title: Letter of Agreement with FIRST
Approve the Letter of Agreement with FIRST. LOA is an attachment to the
Description:
motion.
Motion Maker: Flakes Second: Tata
DISCUSSION PRO
SWE members have been supporting FIRST events for many years, but without a formal
relationship between the organizations. Approximately 10 years ago SWE had a one year MOU
with FIRST that was not renewed. This LOA gives SWE the opportunity to leverage this
informal relationship for more visibility and impact with a leading program in engineering
outreach.
DISCUSSION CON
Although FIRST supposedly supports women and minority students, the motion is not seen to
include any words about diversity being a goal for their teams. If we are going to encourage
young women to participate in FIRST, FIRST should do two things:
Include diversity in their goals, specifically that women and minority students are
encouraged to participate in FIRST.
Each FIRST team shall include at least two women and two underrepresented minority
students on its team.
From one board member’s knowledge of FIRST, teams are often made up of all males, and often
all white males. If the students are to gain the full potential from working in teams, the team
needs to be diverse, including both women and underrepresented minority students.
T there has not been an appreciable increase in the participation of women in FIRST over the
years. Signing this MOU will not necessarily change that since teams are formed at the local
level. If we can get FIRST to change their structure on teams that compete, we will have made a
difference.
Page 6 of 16
BUDGET IMPACT
None except for time of staff and volunteers.
STAFF RECOMMENDATION
Staff supports. Outreach Manager Randy Freedman and Deputy Executive Director Karen
Horting have been negotiating with FIRST on behalf of SWE.
ACTION ITEMS:
1. Karen Horting and Randy Freedman are to work with FIRST to develop and track
statistics to document the impact of the partnership; also to encourage FIRST to
value diversity
2. Director of Regions to communicate partnership to Regions, Sections, and MALs and to
encourage involvement with local FIRST activities.
3. BOD to reevaluate partnership in FY11
Notes: LOA is in a .pdf format and could not be incorporated
into this document. It has been provided as a
separate document.
Page 7 of 16
Society of Women Engineers
FY10 Board of Directors
Motion Submission Form
Passed
Date: 11/9/09 Item #: B1025 Consent
Charter
Title: Extend the Duration of Planned Giving Taskforce
Description: Move to extend the duration of the planned giving taskforce.
Motion Maker: Lin Second: Patterson
DISCUSSION PRO
The task force was officially created in late June 2009. Since then the task force has had two
face-2-face meetings, two conference calls and many email communications among its
members. There is a list of action items still to be completed by the task force. By extending
the duration of the taskforce for 6 months will allow the task force to complete its planned
activities and achieve the desired outcomes stated in its charter.
DISCUSSION CON
According to the charter, the task force is supposed to complete all its work by calendar year
end of 2009. Due to the amount of work remaining, the task force will not be able to complete
its work without additional time.
BUDGET IMPACT
Overall the impact to budget should be minimal and be able to be absorbed within FY10
budgets.
Staff (salaried) will support this taskforce thus there will be an opportunity cost associated with
their time but it is expected that the outcomes of this work will provide a favorable ROI in the
long run.
There may also be some costs to produce the “tools” for this work (e.g., brochures) but these
should be able to be absorbed in current budgets with minimal impact as the volume will be low.
STAFF RECOMMENDATION
ACTION ITEMS
Post the revised charter with the other approved charters (Secretary)
Page 8 of 16
Title: Planned Giving Taskforce Charter
Effective Date: November 9, 2009 Revision: A Supersedes: New
Approved with BOD Motion
B1025
Purpose The Planned Giving Taskforce is tasked with developing a process to discuss
giving opportunities with our members including estate planning and
unrestricted gifts.
Background: Many of our members have the ability to provide generous donations to help
SWE further our progress towards our goals. Some of our members would
like to include SWE in their estate planning process. We need to provide our
members tools and knowledge on how to do this. We also need to have our
members be the catalysts for the first conversations on this subject. It takes a
member to ask for a significant contribution.
Scope In scope:
o Identifying the “value proposition” specific to our members for
planned giving opportunities. (e.g., what would make them give to
SWE at a higher level than they have and/or include SWE in their
estate plan, what recognition would be of meaning to our
members).
o Developing a process that will engage SWE members in starting
the discussion with members on planned giving. Including
identification and commitment of members to perform this task for
FY10. Include a method for refreshing this group when needed.
o Working with targeted members for initial discussions.
o Review and provide customer input (both from a member
perspective and that of a recruiter perspective) for tools and
materials.
o Determine best methods of thanking our significant donors.
o Development of material and tools for this process. (HQ liaison
will take the lead on development and volunteer members of
taskforce will provide input and review)
Out of scope:
o HQ will assist with development of target lists (including past
donors, long time members).
o HQ will provide follow up with targets after initial conversations
by members.
Resources and Gift acceptance policy. Prior work and notes on this subject.
Page 9 of 16
References
Authority & Expenditures are expected for development and production of tools and
Limitations brochures. It is expected that these would be within the authorized HQ
Operations budgets.
Deliverables Development of a toolkit (e.g., brochures, conversation scripts) for
members to participate in the initial discussions of this process.
Hold or schedule initial discussions with initial targets during WE09.
Governance/leadership structure needed for continued success.
Membership1 Chairperson
The composition of the task force may include, but is not limited to, past
board members, board of trustees members (past and current), and
members with experience in planned giving.
HQ Staff. Suggested that this be Deputy Executive Director and Fund
Development Manager
Criteria for Tools, people, and process in place to begin discussions at WE09.
Success Clear roles and responsibilities between staff and volunteers for the
ongoing future of this process.
Method to recruit new members in these roles in the future.
Report To President, Virginia Connolly for FY09 and transitioning to Nora Lin as FY10
President
Duration Have a draft plan for working this process in October 2009 at WE09 Long
Beach. Finalize plans and bring to a continuation state by the end of fiscal
year FY10.
Notes:
1. Membership are selected via the process defined in the National Leader and Team Member Selection
Procedure; dated 10/10/06
Page 10 of 16
Society of Women Engineers
FY09 Board of Directors
Motion Submission Form
Passed
Date: 09/09/09 Item #: 1026 Consent
Administrative
Title: Approve Sunsetting of Professional Development Committee
Description: Sunset Professional Development Committee
Motion Maker: Patterson Second: Brody
DISCUSSION PRO
The Professional Development Committee has not been active and does not currently
have a chair.
The Professional Development Committee did not create a charter for itself.
The Professional Development Committee is being superseded by the Professional
Development Advisory Board.
DISCUSSION CON
BUDGET IMPACT
STAFF RECOMMENDATION
ACTION ITEM
Page 11 of 16
Society of Women Engineers
FY10 Board of Directors
Motion Submission Form
Passed
Date: November 9, 2009 Item #:B1027 Consent
Charter
Title: Approve Professional Development Advisory Board Charter
To approve the Professional Development Advisory Board Charter (Revision:
Description:
New)
Motion Maker: Patterson Second: Brody
DISCUSSION PRO
The Professional Development Advisory Board will replace the existing Professional
Development Committee (that is inactive with no charter or committee chair). The Advisory
Board will provide high level and strategic input on future professional development
programming (outside of the annual conference).
The Advisory Board members represent various groups within SWE that deliver components of
the SWE professional development strategy. The new board would foster greater
communication, collaboration, and synergy between HQ, the BOD, and these groups.
DISCUSSION CON
This is an additional responsibility for the committee chairs who are members of the Advisory
Board.
BUDGET IMPACT
The committee will meet 2-4 times annually via conference call. The expenses for these calls
can be absorbed within the existing Professional Development budget.
STAFF RECOMMENDATION
Staff Supports
ACTION ITEMS
Page 12 of 16
Title: Professional Development Advisory Board
Effective Date: 11-09-09 Revision: New Supersedes: N/A
Approved with BOD Motion
1027
Purpose To provide high level and strategic input on future professional development
programming (outside of the annual conference).
Background: The Professional Development Committee has been in operation for many years
focused on setting the SWE Professional Development strategy, evaluating
leadership curriculum, and ensuring quality programming throughout the
organization. The committee did not have an approved charter.
Currently, the Professional Development Committee has no Chair and is
inactive. The Director of Professional Development and the former Professional
Development Committee Chair met to discuss a potential reorganization. The
former chair agreed that there needs to be more synergy between the various
groups involved in professional development. The existing position remains
open at this time.
The Director of Learning and Development was hired in 2008 to help implement
and drive the SWE professional development strategy. Since joining the team,
the Professional Development Committee has played less of a role in strategy.
Advisory Board members represent various groups within SWE that deliver
components of the SWE professional development strategy. The new board
would foster greater communication, collaboration, and synergy between HQ,
the BOD, and these groups.
Scope Establish a stronger network of members focused on professional development
activities
Actively engage the membership to pursue lifelong learning
Support and encourage partnerships with external partners in the area of
professional development
Identify and leverage synergies between the various committees devoted to
professional development
Support evaluation and continuous improvement of SWE professional
development activities
Resources and Committee collateral and resources
References HQ staff
Authority & The Professional Development Advisory Board sets strategy but each committee
Limitations is responsible for implementation
Deliverables Insight on ways to support and establish an active network
Focused input on PD programming
Develop and implement strategy devised within the advisory board within
their own committees
Page 13 of 16
Support the Director of Professional Development and Director of Learning and
Development as needed
Membership Director of Professional Development
Director of Learning and Development
Leadership Coaching Committee Chair
Collegiate Leadership Coaching Committee Chair
Curriculum Committee Chair
Collegiate Interest Committee Chair
Collegiate Leadership Forum Coordinator
Conference Programming Board Chair
International Member Coordinator
Multicultural Committee Chair
Women in Government Chair
Women in Academia Chair
Criteria for New programming that meets the professional development needs of the
membership
Success
SWE is recognized as a respected and vital resource of professional (and
leadership) development curriculum for women in STEM
The advisory board is a respected resource for input and insight on professional
(and leadership) development within SWE
Report To Director of Professional Development
Duration Review in FY12
Notes:
1. Membership are selected via the process defined in the National Leader and Team Member Selection
Procedure; dated 10/10/06
Page 14 of 16
Society of Women Engineers
FY10 Board of Directors
Motion Submission Form
Postponed
Date: November 9, 2009 Item #: B1028 Consent
Charter
Title: Approve Curriculum Committee Charter
Description: To approve the Curriculum Committee Charter (Rev: New)
Motion Maker: Patterson Second: Brody
DISCUSSION PRO
The Curriculum Committee will recommend topics and input for future professional
development programming (outside of the annual conference). This includes:
Providing input on, and supporting academic professional development activities at the
regional conferences, section events, and virtual training.
Advising on and supporting the development of new professional development
programing for SWE by serving as the “voice” of the membership in determining new
topics that will support different target audiences.
Bringing cohesion amongst the different committees working on professional
development by maintaining high standards of quality and promote lifelong learning
within SWE.
Keeping program tracks consistent across our training activities and events (objectives &
outcomes defined) through the high-level review process.
Participating in the high level review of program evaluation data.
This activity was done as part of several committees historically. Forming a cohesive group to
do this will ensure we have people with the right skill set evaluating the content. It will also
ensure this activity isn’t overlooked by already busy groups.
As SWE seeks avenues to offer internal Continuing Education Units/Credits, we are required to
have a group and process to conduct reviews of curriculum content on a regular basis.
DISCUSSION CON
This is an incremental add of a new committee to SWE’s leadership structure.
Page 15 of 16
BUDGET IMPACT
The committee will meet 2-4 times annually via conference call. The expenses for these calls
can be absorbed within the existing Professional Development budget.
STAFF RECOMMENDATION
Staff Supports
ACTION ITEMS
Page 16 of 16
