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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

				
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