Get documents about "SOCIETY OF
Document Sample
SOCIETY OF
MANUFACTURING
ENGINEERS
MID-ATLANTIC
REGION 2
OPERATING PROCEDURES
2001
SME REGION 2 MID-ATLANTIC
OPERATING PROCEDURES
TABLE OF CONTENTS.
SECTION PAGE
1 Name....................................................1
2 Mission Statement.......................................1
3 Region Officers.........................................1
4 Region Committees.......................................2
5 Region Advisory Council.................................6
6 Chairman's Duties.......................................7
7 Chairman-Elect Duties...................................8
8 Vice Chairman’s Duties .................................8
9 Treasurer’s Duties......................................8
10 Secretary's Duties......................................9
11 Duties of Committee Chairmen............................9
12 Chapter Visitation......................................9
13 Procedures for Conducting Business.....................10
14 Region Finances........................................11
15 Expenses Allowed.......................................11
16 Financial Aid for COC Travel...........................12
17 Changes to Operating Procedures........................13
18 Region Calendar........................................13
19 Honors and Awards......................................16
Attachment A Chapter Listing........................................17
Attachment B Region Organization Chart..............................18
Attachment C Chapter Chairman Report Form...........................19
Attachment D Travel Expense Report Form.............................20
Attachment E Financial Aid Application Form.........................21
Attachment F Award of Merit Format..................................22
Attachment G Outgoing Chairman Award Format.........................23
SME Mid-Atlantic Region 2 Operating Procedures Page i
OPERATING PROCEDURES
SOCIETY OF MANUFACTURING ENGINEERS
MID-ATLANTIC REGION
REGION 2
SECTION 1 NAME
The name of the Region is the Society of Manufacturing Engineers (SME) Mid-
Atlantic Region and is designated Region 2.
SECTION 2 MISSION STATEMENT
The objective of the Region is to promote leadership within the SME Chapters
located in North Carolina, Virginia, West Virginia, and Northeast Tennessee (See
Attachment 'A'), and to provide training for officers and committee members. The
Region aids in the dissemination, discussion and evaluation of International
policies and programs. It also aids individual Chapters through interchange of
experience, programs and ideas.
SECTION 3 REGION OFFICERS
Region Officers shall perform the necessary duties defined in the
International Constitution, Bylaws, SME Procedures, and Operating Procedures.
Region Officers shall provide leadership and services as required to maintain a
progressive, financially viable Region. Region Officers shall serve as the
primary communications link between Chapters and International Headquarters.
A Region Officer must be a Senior or Regular SME member in good standing
residing within the boundaries of the Region, or an actively participating member
of a Chapter located within the Region, and an active participant in Regional
activities.
SECTION 3.1 REGION OFFICER POSITIONS
The members (Chapters) of the Region shall annually elect from the Senior or
Regular Society members of its Region the following officers:
a. Chairman-Elect
b. Vice Chairman
c. Treasurer
d. Secretary
The previously elected Region Chairman-Elect will serve his/her term as the
Chairman commencing upon installation of Officers.
No more than two members from any Chapter may be elected or serve as a
Regional Officer at the same time. (per SME Procedures)
SME Mid-Atlantic Region 2 Operating Procedures Page 1
SECTION 3.2 INSTALLATION OF OFFICERS
Region Officers are elected and sworn in during the Chapter Official's
Conference (COC). They shall take the official SME "Oath of Office" at that
meeting:
"I, (name of person)...do solemnly swear to abide by...the Constitution,
Bylaws, and Procedures... of the Society of Manufacturing Engineers...and to
discharge the duties of the office...to which I have been elected...to the
best of my abilities...so help me God." (Bylaws, Article 49).
At the discretion of the participants, the word "affirm" may be used instead
of "swear." The last phrase "...so help me God" is optional and may be altered
as desired to reflect individual beliefs.
The Officer installation ceremony shall be performed in a dignified manner.
The "Oath of Office" should be administered by an appropriate International
representative, the outgoing Chairman, or a Past Region Chairman. The group
should be sworn in as a body facing the assembly. Officers elected to fill
vacancies should be sworn in at an appropriate time and location.
Region Officers assume their duties beginning January 1. At the termination
of their term of office, outgoing Officers shall deliver all properties,
documents, and funds of the Region in their possession to the respective incoming
Officers.
SECTION 3.3 OFFICER VACANCIES
In the event the office of the Chairman becomes vacant, the Chairman-Elect
shall vacate his/her office and shall advance to the office of Chairman.
In the event of an officer vacancy other than Chairman, the Chairman shall
(1) appoint, with the concurrence of the remaining Region Officers, a Senior or
Regular member in the Region to fill the vacancy until a successor is elected,
and (2) notify the Chairman of the Region Nominating Committee of the office
vacancy and request suitable action (See Section 4.11.2).
SECTION 4 REGION COMMITTEES
The Region Chairman will appoint all Committee Chairmen and will assign each
of them to report to a voting member of the Executive Committee of the Region
(See Attachment 'B'). At the discretion of the Region Chairman, the committees
marked with ** may be assigned to the Region Advisory Council.
All Committee members shall be (1) Senior or Regular SME members in good
standing residing within the boundaries of the Region, or actively participating
members of a Chapter located within the Region, and (2) active in Region
activities.
SME Mid-Atlantic Region 2 Operating Procedures Page 2
Committee members shall assume their duties as directed by the Region
Chairman. At the termination of their term of office, outgoing committee
chairmen shall deliver all properties, documents, and funds of the Region in
their possession to the respective incoming committee chairmen.
SECTION 4.1 REGION EXECUTIVE COMMITTEE
The Region Executive Committee shall have full authority to manage and
direct the business affairs of the Region. This committee shall be comprised of
the five elected Region Officers and the chairmen of standing committees and
councils. Any other Region members may attend committee meetings and, at the
discretion of the Region Chairman, may participate in discussions.
The voting members of the Executive Committee will be the five elected
Region Officers and the chairman of the Region Advisory Council (or an authorized
council representative - reference Section 5.1). A quorum shall consist of a
majority of the voting membership present.
SECTION 4.2 AUDIT COMMITTEE
During the Chapter Official's Conference (COC) meeting, the Chairman will
appoint an Audit Committee consisting of two (2) or more members to audit the
financial records for the year. The committee will review the records prior to
the first Executive Committee meeting of the year. A report will be submitted to
the Region Chairman prior to the Executive meeting. The Region Chairman will
submit this report at the spring planning meeting to the Chapter Chairmen for
approval.
SECTION 4.3 CERTIFICATION COMMITTEE
The Certification Committee will work with all the Chapters in the Region to
promote the SME Certification Program.
SECTION 4.4 MEETINGS MANAGEMENT COMMITTEE
The meetings Management Committee will be responsible for making all the
meeting arrangements for the annual Planning, COC, and additional meetings a the
discretion of the Region Chairman.
SECTION 4.5 COC FINANCIAL AID COMMITTEE
A COC Financial Aid Committee, consisting of three (3) elected members, will
determine the distribution of reimbursements no later than thirty (30) days prior
to the meeting each year based on need and available funds in accordance with
Section 16 below.
The COC Financial Aid Committee members will serve staggered three (3) year
terms: one member will be elected each year by the Region members (Chapters) in
accordance with Section 12.4 below. Incomplete terms will be filled by electing
a qualified replacement for the duration of the term. The Chairman of the
committee will be appointed by the Region Chairman.
SME Mid-Atlantic Region 2 Operating Procedures Page 3
SECTION 4.6 EDUCATION AND TRAINING COMMITTEE
The Education and Training Committee is responsible for all training
functions within the Region including the officer and committee training done at
the COC. The committee is also responsible for the training of the instructors
used at the COC.
SECTION 4.7 HISTORICAL COMMITTEE**
The Historical Committee is responsible for maintenance of all historical
documents and any other documents assigned by the Region.
SECTION 4.8 HONOR AWARDS COMMITTEE
The Honor Awards Committee shall cooperate and coordinate its activities
with the policies and programs of the International Honor Awards Committee as
well the Region Honor Awards.
SECTION 4.9 LONG RANGE PLANNING COMMITTEE**
The Long Range Planning Committee shall be responsible for monitoring Region
operations and for establishing long range plans to guide the Region in its long-
term goals.
SECTION 4.10 MEMBERSHIP COMMITTEE
The Membership Committee is responsible for assisting the Chapters in
planning membership recruitment activities and in monitoring membership records
of the Chapters.
SECTION 4.11 REGIONAL OFFICER NOMINATING COMMITTEE
A Regional Officer Nominating Committee consisting of four members shall be
annually elected by the members (Chapters). The chairman of this committee will
be appointed by the Region Chairman.
No more than one member from any one Chapter may be elected to or serve on
this committee at any time.
Upon accepting membership on this committee, for a period of one year, no
member of this committee can be considered for nomination by the committee even
if that member should resign from the committee.
SECTION 4.11.1 NOMINATING COMMITTEE DUTIES
This committee shall submit, through the Region Secretary, the names and
qualifications of not less than one (1) nor more than two (2) Region Officer
nominees for each Region Office.
SME Mid-Atlantic Region 2 Operating Procedures Page 4
Nominations must be submitted to the members (Chapters) sixty (60) days
prior to the meeting at which the election shall be held.
Additional nominations by the members (Chapters) may be made in writing, and
accompanied by both a written second (from another Chapter) and an agreement to
serve, if elected, from each nominee. However, an additional candidate cannot be
nominated if the candidate is from the same Chapter as a candidate selected by
the Nominating Committee. Such additional nominations must be received by the
Nominating Committee thirty (30) days prior to the election meeting. Names of
additional nominees shall be sent to the members (Chapters) by the Region
Secretary prior to the meeting.
Nominations for Region Officers from the floor at the election meeting are
not permitted.
SECTION 4.11.2 OFFICER VACANCIES
In the event of a Region Officer vacancy, the Nominating Committee shall act
in the following manner:
A. If the vacancy occurs within the first six (6) months of the term the
Nominating Committee shall immediately do one of the following:
1. Vacancy occurs in the office of the Chairman
a. Prepare a slate which moves up the Chair-Elect to Chairman
and Vice Chairman to Chair-Elect. The committee shall then select
at least one (1) but not more than two (2) nominees for the new
vacancy created in the Vice Chair position.
b. Select at least one (1) but no more than two(2) nominees for
the Chairman position.
2. Vacancy occurs in the office of Chairman-Elect
a. Prepare a slate which moves up the Vice Chairman to the
Chair-Elect. he committee shall then select at least one (1) but
not more than two (2) nominees for the new vacancy created in the
Vice Chairman position.
b. If the vacancy occurs beyond the six(6) months after
installation, the appointed successor shall remain in office
until the next election.
3. Vacancy occurs in the Secretary (Treasurer) position
Prepare a slate that has at least one but no more than two
nominees for the Secretary (Treasurer) position.
In any case, the election may be conducted by mail ballot to all members
(chapters) in accordance with Section 13.4 below. The election should be
conducted as soon as practical after the vacancy occurs.
B. If the vacancy occurs beyond six months after installation, the
nominating committee shall appoint a successor who shall remain in
office until the next election. This appointment may involve the
appointment of more than one officer, for example, if the Chairman-elect
resigned, the committee may appoint the Vice Chairman to the Chairman-
elect position and appoint a new Vice Chairman.
SME Mid-Atlantic Region 2 Operating Procedures Page 5
SECTION 4.12 REGION REPRESENTATIVE ON THE INTERNATIONAL NOMINATING COMMITTEE
FOR REGIONALLY-ELECTED SME DIRECTORS
One member will be elected by the Region Executive Committee at the first
executive committee meeting in the odd number years.
To be eligible for election to this committee, a candidate must be a Senior
or Regular member in good standing residing within the boundaries of the Region,
or an actively participating member of a Chapter located within the Region.
Current Region Officers are not eligible for election to this committee, nor
may a candidate simultaneously run for election to this committee and a Region
Officer position.
(Reference SME Procedures, Article 31)
SECTION 4.13 OPERATING PROCEDURES COMMITTEE**
The Operating Procedures Committee shall be appointed by the Chairman. The
Committee will revise policies as required in accordance with legal actions of
the Region. The committee will publish and distribute authorized changes to the
SME Mid-Atlantic Region 2 Operating Procedures with a copy to all Chapter
Chairmen, Region Officers, and International Headquarters.
SECTION 4.14 PUBLIC RELATIONS AND PUBLICATIONS COMMITTEE
The Public Relations and Publications Committee is responsible for keeping
the Chapters, SME International, and the public informed of activities that are
taking place in the Region.
SECTION 4.15 AD-HOC COMMITTEES
At the discretion of the Region Chairman, one or more ad-hoc committees may
be appointed.
SECTION 5 REGION ADVISORY COUNCIL
The Region Advisory Council will consist of all Past Chairman of the Mid-
Atlantic Region and the now-defunct Piedmont Zone 5 who are currently SME members
in good standing, currently residing within the functional boundaries of the
Region, and not currently serving as a Region Officer.
The Region Advisory Council Chairman will be the immediate Past Chairman of
the Region. In the event the immediate Past Chairman of the Region is unable to
serve, the Region Chairman will, with majority consensus of the members of the
Region Advisory Council, appoint a Chairman of the Council to serve out the
remainder of term.
The Region Advisory Council Chairman will be a voting member of the Region
Executive Committee. In the event that the Council Chairman is unable to attend
an Executive Committee Meeting, he/she shall appoint a member of the Council to
SME Mid-Atlantic Region 2 Operating Procedures Page 6
be the authorized Council representative and notify the Region Chairman of the
appointment.
The Region Advisory Council will meet two (2) times per year in conjunction
with the Planning and COC meetings (prior to the Executive meetings) and at the
discretion of the Region Chairman. The Region Advisory Council Chairman will
appoint a Council Secretary.
The duties of the Council will be as follows:
A. Evaluate the performance of the outgoing Region Chairman and Executive
Committee.
1. The Council Chairman shall receive from the outgoing Region Chairman
a written Annual Report, including Committee Reports, at least one
(1) week prior to the COC meeting.
2. The Council will meet prior to the COC and prepare a point-by-point
evaluation of the Annual Report and Executive committee performance.
3. The Council's evaluation will be presented verbally to the Region
membership during the COC meeting by the Council Chairman. A
written report will be submitted to the Region Secretary within
thirty (30) days for inclusion into the Minutes of the Region
meeting.
B. Assist the Region Chairman in any way he/she may request.
C. Advise Region Officers on matters of policy.
D. Participate in the Visitation Program.
E. Ensure committee functions delegated to the Region Advisory Council by
the Region Chairman are fulfilled.
SECTION 6 CHAIRMAN'S DUTIES
Upon taking office, the Chairman shall perform the following duties:
A. Organize business affairs for proper and expedient presentation to the
Executive Committee while serving as Chairman of the Executive
Committee.
B. Insure that budgets and their accountabilities are established for
each operating office of the Region.
C. Assign committees and designate a Chairman for each, along with a
clear description of their responsibilities.
D. Before adjourning the COC meeting, the Chairman will appoint the
Chairmen of the Nominating Committee, the COC Financial Aid Committee,
the Career Awareness Council, and all other standing and ad-hoc
committees as required.
E. Insure that Region publicity and individual service recognition remain
high on his/her list of priorities and is consistent with the policy
and goals of SME International Headquarters.
SME Mid-Atlantic Region 2 Operating Procedures Page 7
F. Keep the Region Executive Committee advised of SME International
Headquarters activities.
G. Accept responsibilities for and perform duties as required to maintain
a progressive, and financially viable region.
H. Call or cause the secretary to call, all regular and special meetings
and see that written notices are issued to all members (chapter) and
committees and council members.
I. Prepare an agenda for each meeting stating the business to be brought
before the members and the order in which it will be transacted. All
information shall be sent out in time for each Chapter to have the
opportunity to review it at its regular executive meeting prior to the
Region meeting.
J. Before closing a meeting, the Chairman shall announce the time and
place of the next meeting. Also, he/she shall verify with the
Secretary that the Secretary has in his/her possession the name,
address, phone number, fax number, and E-mail address (if any) of
every officer, committee member, Chapter Chairman and Chapter
Chairman-elect before allowing the meeting to close.
K. The outgoing Region Chairman will submit a written Annual Report,
including Committee Reports, to the Region Advisory Council Chairman
at least one (1) week prior to the COC meeting. After review by the
Region Advisory Council, the Chairman shall submit a copy of Annual
Report to SME International Headquarters.
SECTION 7 CHAIRMAN-ELECT'S DUTIES
A. Perform all duties of the Chairman and acts as presiding Officer in
his/her absence.
B. Assist the Chairman and perform all duties assigned to him/her.
C. May serve as an ex-officio member of any committee and assist them in
fulfilling their responsibilities.
D. Prepare a budget for submission as the incoming Chairman at the COC
meeting.
SECTION 8 VICE CHAIRMAN'S DUTIES
A. Coordinate the Region's visitation Program
B. Coordinate the Region's Membership Committee
C. Perform other duties as assigned by the Chairman
SECTION 9 TREASURER'S DUTIES
A. Pay all bills approved by the Region Officers in accordance with the
allowable expenses specified in Section 14 below. Ensure that all
claims for reimbursement are accompanied with a completed Travel
Expense Report form (Ref.: Attachment 'C') and applicable receipts.
SME Mid-Atlantic Region 2 Operating Procedures Page 8
B. Advise all Region Officers as to the location of the bank where the
Region funds have been deposited and provide a signature card for the
Region Chairman so that funds will be available to the Region in the
event the Treasurer should be unable to fulfill his/her duties.
C. Before and during each meeting, be prepared to accept monies for
meeting registration and/or the noon meal.
D. Prepare adequate financial reports for distribution at called
Executive Committee and Region meetings.
E. Before the COC meeting, prepare the Region's financial records for
review by the Audit Committee.
F. Make available, prior to the start of each meeting, registration forms
and name labels so that all members and guests may be identified as to
their office and Chapter.
G. Submit a copy of his/her annual report to SME International
Headquarters and to the Region Chairman.
SECTION 10 SECRETARY'S DUTIES
A. May serve as an ex-officio member of any committee.
B. Submit Region Officer listings forms to SME International Headquarters
and the Region Chairman.
C. Maintain an up-to-date roster (name, address, and phone numbers) of
every Region Officer, committee member, and Chapter Chairman and
Chapter Chair-Elect. Ensure such information is current by polling
members during each Region meeting.
SECTION 11 DUTIES OF COMMITTEE CHAIRMEN
The duties of each Committee Chairman include, but are not limited to the
following:
A. Upon receiving the Chairman's charges, review and make plans to
accomplish the tasks assigned.
B. Receive guidance from the Region Officer to whom the committee reports
and keep him/her advised of all committee activities and goals.
C. Prepare a brief report on committee activities for presentation at
each Region meeting.
SECTION 12 CHAPTER VISITATION
All Region officers and all Committee Chairmen shall visit at least one
chapter besides his/her own chapter during the year. Visitation schedules should
assure that every chapter in the Region receives a visit from a member of the
Region Executive Committee.
SME Mid-Atlantic Region 2 Operating Procedures Page 9
SECTION 13 PROCEDURES FOR CONDUCTING BUSINESS
The business of the Region shall be conducted under the provisions of the
International Constitution and Bylaws, SME Procedures, and Operating Procedures.
All parliamentary procedures not otherwise covered shall be conducted under
the rules obtained in Robert's Rules of Order, Revised.
SECTION 13.1 REGION MEETINGS
A. Region meetings should be held semi-annually: a Planning meeting to be
held in the Spring of each year and a Chapter Official's Conference
(COC) to be held in the Fall. Additional meetings may be called by
the Region Chairman as required.
B. Members (Chapters) shall be given sufficient notification of all
called meetings with an agenda so that each Chapter's Executive
Committee will have the opportunity to review all issues during a
regularly scheduled meeting.
C. At both COC and Planning meetings, the agenda should allot time to
provide each Chapter Chairman up to five (5) minutes for a brief
report on Chapter's activities since last Region meeting. Chapter
reports should follow the format shown in Attachment 'D'.
D. Student Chapters are encouraged to participate in Region activities;
need-based financial assistance will be available to support Student
Chapter attendance at the COC.
SECTION 13.2 CHAPTER OFFICIAL'S CONFERENCE (COC)
In accordance with Sections 6 and 7, the following procedures apply
specifically to the Chapter Official's Conference:
A. The following training programs are mandatory at the COC meeting:
1. Chairman and Chairman-Elect
2. Secretary
3. Treasurer
B. The following training programs should be offered at the COC for the
needs of member Chapters.
1. Bulletin
2. Programs
3. Education
4. Membership
5. Long Range Planning
6. Seminars
7. Certification
8. Student Chapters
9. Sub-Chapter Sponsorship
10. Other Topics as needed
C. The outgoing Chairman should ensure that all preparations are in place
to effect fair and orderly elections and subsequent installation of
officers.
SME Mid-Atlantic Region 2 Operating Procedures Page 10
SECTION 13.3 CHAPTER MEMBERSHIP IN THE REGION
Each Chapter and Forming Chapter present is entitled to cast one vote on
questions before the Region and in Region elections. The vote is to be cast by
the ranking officer present. In the event that none of the elected officers can
attend, a Chapter may, at a properly called meeting, designate by resolution a
Senior or Regular member who holds a primary membership in the Chapter, as a
specially appointed "assistant secretary" for the purpose of attending and/or
voting at a Regional Meeting. This individual shall be given credentials to
verify their status and shall be the “ranking officer” present. All specially
appointed “Assistant Secretaries” must present their credentials to the Region
Secretary prior to the start of a Region business meeting. No individual may
represent more than one Chapter.
SECTION 13.4 MAIL BALLOTS
All mail ballots are to be mailed to the Chapter Chairmen at their preferred
mailing address. The Chapter Chairman is responsible for casting the vote for
the Chapter.
SECTION 13.5 RESOLUTIONS OR MOTIONS
Only those who have authority to vote at a Region meeting have authority to
offer resolutions or to make motions.
SECTION 14 REGION FINANCES
A. Money to operate the Region will come mostly from SME funding provided
by SME International Headquarters.
B. The Region will charge registration fees for both the Planning and COC
meetings to help defray the cost of luncheons and coffee breaks.
C. Any funds deemed necessary by the Region Officers shall be obtained by
methods which are in keeping with SME guidelines.
SECTION 15 EXPENSES ALLOWED
All claims for reimbursement must be accompanied with a completed Travel
Expense Report form (Ref.: Attachment 'D') and applicable receipts.
A. Postage for Region Business
B. Stationery and other printed materials for Region Business
C. Telephone calls for Region Business
D. Meeting expenses for Planning and COC meetings including the
following:
1. Coffee breaks
2. Meeting room rental charges
3. rental of audio/visual equipment
4. Differences in cost of meals not covered by the monies collected for
SME Mid-Atlantic Region 2 Operating Procedures Page 11
same.
5. Travel, lodging, and meal expenses of the Executive Committee
members at approved Region rates if these expenses are not
reimbursed by their company, Chapter or other organization.
E. Pay expenses incurred by the Region Chairman for travel, lodging, and
per diem when the Chairman is in the process of performing the duties
of the office within the approved budgeted amounts.
F. Expenses allowed for elected Region Officers and Region Advisory
Council Chairman attending Region meetings are to be approved at the
planning meetings for the next year.
Current rates are:
1. Mileage for use of personal automobile, reimbursement rate set by
the Executive Committee at a rate not to exceed the prevailing IRS
guidelines.
2. Fixed per diem of $26.50 per day for meals at the rate of ($6.50
Breakfast, $8.00 Lunch, $12.00 Dinner).
3. Lodging at the Region meeting place at current room rates.
4. Maximum expenses allowed any elected officer per meeting may be
limited due to a shortage of funds except that the Chairman will be
totally reimbursed based upon the limits in 1, 2, & 3 above.
G. Expense rates approved for all other Executive Committee members shall
be consistent with F. 1, 2, & 3 above, except that the maximum amounts
are to be determined each year by Executive Committee action and will
be based upon funds available to the Region.
H. Region Advisory Council members will be reimbursed in accordance with
this Section if approved by the Executive Committee.
SECTION 16 FINANCIAL AID FOR COC TRAVEL
A. The Region will set aside a COC travel fund to insure that all Chapter
officials have an opportunity to obtain the training necessary to
properly serve their Chapters. This supporting fund, administered by
the COC Financial Aid Committee (see Section 4.5), is to be used to
support travel and expenses to the COC meeting for Chapter requesting
aid.
B. The funds will be accumulated by annual allocations from the Region
and by voluntary contributions from Chapters, individuals, companies
of any other legitimate sources.
C. All contributions to the fund will be used solely for the purpose of
reimbursement for COC travel to Chapters that are unable to provide
travel assistance to their officers through other means.
D. All Senior, Forming, and Student Chapters are eligible to request
assistance from the fund as required. The amount of money available
to any individual Chapter will depend upon its financial needs as well
as the number of officers that show up for training, and the total
amount of money budgeted for the fund.
E. Disbursement of approved aid will be made according to attendance and
SME Mid-Atlantic Region 2 Operating Procedures Page 12
registration at the COC.
F. All claims for assistance must be accompanied with a completed
Financial Aid Application form (Ref.: Attachment 'E') and applicable
receipts.
SECTION 17 CHANGES TO OPERATING PROCEDURES
A. Any changes made in the SME Mid- Atlantic region 2 Operating
Procedures will be approved with a two-thirds vote by the members
(Chapters) of the Region during a regularly scheduled meeting, and
review by International Constitution & Bylaws Committee.
B. If a change in Operating Procedures is requested, the requestor will
submit a proposal in writing to the Region Chairman, the Operating
Procedures Committee Chairman, and each Chapter Chairman in the Region
sixty (60) days prior to the next regularly scheduled Region meeting.
During the meeting in which action is to be taken on a request, a
special time should be set aside during the Region business to discuss
the issue and bring it to a voice vote.
SECTION 18 REGION CALENDAR
A. JANUARY
1. Chairman - Coordinate Executive Committee Spring meeting.
2. Treasurer - Submit the annual financial report to the
International Secretary/Treasurer and the Region Secretary for
the period of January 1st thru December 31st by January 30th.
3. Secretary - (a) Contact SME International Headquarters and obtain
the number of members on the roster for each Chapter as of
January 1st and (b) prepare to issue an agenda and other
pertinent information about the Spring meeting.
4. Committee Chairmen - (as required) Prepare and submit status
reports to the prior to Executive Committee Spring meeting.
5. Nominating Committee (If required for special election) -
Communicate slate of candidates to Executive Committee prior to
Spring meeting.
6. Executive Committee-(a) Hold spring meting (b) formulate Regional
positions on Spring meeting agenda items and firm up meeting place,
meals, agenda, speakers, spouse program, etc. for next year's
meetings
7. Audit Committee will audit the books and report the results as
described in Section 4.2
B. FEBRUARY
1. Region Chairman - Finalize plans for Spring meeting.
2. Secretary - (a) Receive from Region officials by February 1st all
materials to be included in Spring planning meeting notification.
(b) Mail notices of meeting time and place, reservation information,
agenda, business items, etc. to each Region official and Chapter
Chairman in time to meet the notification requirement of sixty (60)
days prior to the Spring planning meeting.
3. All officers and committees - (a) Review and finalize plans for
Spring planning meeting and attend to any items not fully resolved
SME Mid-Atlantic Region 2 Operating Procedures Page 13
for the meeting. (b) If appropriate, prepare any necessary reports
and submit to Secretary not later than February 15th.
C. MARCH
1. Chapter Chairmen - (a) Solicit Chapter response to upcoming agenda
items. (b) Finalize plans to attend Spring planning meeting and
preregister.
2. Chairman - Make last minute check with all committees and others who
may be involved in the Spring planning meeting to be sure all is in
readiness for a smooth and meaningful transaction of Region
business.
3. Treasurer - Have materials available for accepting monies for
registration and payment of allowable expenses.
4. Secretary - Prepare program packets (agenda, current roster,
committee/Chapter reports, etc.) for all Region officers, Chapter
chairman and committee members.
5. Education and Training Committee Chairman - (a) Formulate a training
schedule to be offered during the Fall COC. (b) (optional)
Coordinate delivery of any required "train the trainers" sessions.
6. Region Advisory Council & Executive Committee - Meet prior to the
Spring planning meeting.
7. Chapter Chairmen (or representative) - (a) Prepare and present semi-
annual Chapter Chairman's report in accordance with Attachment C.
(b) Offer and discuss items that should be included in the Fall
meeting agenda.
E. MAY
1. Secretary - Issue new roster and mail a copy to each person listed
on the roster by May 15th. Roster will include Region Officers,
Committee Members, Chapter Chairmen, Chapter Chairmen-Elect, and
other persons in the Region whose names, address, and telephone
number would be of importance to the members of the Region.
F. JUNE
1. Chairman - Make arrangements for installation of new officers during
Fall COC meeting (speakers, etc.).
G. JULY
1. Chairman - Coordinate planning for the Fall COC meeting and the
Executive Committee Summer meeting.
2. Secretary - Contact SME International Headquarters and obtain the
number of members on the roster for each Chapter as of July 1st.
3. Nominating Committee - Determine and communicate slate of candidates
to Executive Committee prior to Summer meeting.
4. Education and Training Committee Chairman - Determine and
communicate proposed training schedule to Executive Committee prior
to Summer meeting.
5. Committee Chairmen - (as required) Prepare and submit status reports
to the Executive Committee prior to Summer meeting.
6. Executive Committee - (may be held in August) (a) Hold Executive
Committee Summer planning meeting. (b) Formulate Regional positions
on Fall meeting agenda items.
SME Mid-Atlantic Region 2 Operating Procedures Page 14
H. AUGUST
1. Secretary - (a) Receive from Region officials by August 1st all
materials to be included in Fall COC meeting notification. (b) Mail
notices of meeting time and place, reservation information, agenda,
slate of candidates, etc. to each Region official and Chapter
Chairman in time to meet the notification requirement of sixty (60)
days prior to the Fall COC meeting.
2. Incoming Chapter Chairmen - (a) Prepare for Officer Elections. (b)
Coordinate with newly elected/appointed Chapter officials to attend
Fall COC meeting and training sessions.
I. SEPTEMBER
1. All officers and committees - (a) Review and finalize plans for Fall
COC meeting and attend to any items not fully resolved for the
meeting. (b) If appropriate, prepare any necessary reports and
submit to Secretary no later than September 31st.
2. Chair-Elect - Solicit committee chairmen and members for his/her
term of office.
3. Education and Training Committee Chairman - Prepare final training
agenda (i.e., programs, times and locations) and submit to Secretary
no later than September 31st.
4. Incoming Chapter Chairmen - (a) Solicit Chapter response to upcoming
agenda items. (b) Finalize plans for Chapter officers and committee
chairmen to attend Fall COC meeting/training sessions. (c)
Encourage preregistration of all Chapter officials attending Fall
COC meeting.
J. OCTOBER (prior to FALL COC Meeting)
1. Chairman - (a) Select an Auditing Committee to audit the Treasurer's
financial records for the past year according to time table
described in Section 4.2. (b) Make last minute check with all
committees and others who may be involved in the meeting to be sure
all is in readiness for a smooth and meaningful transaction of
Region business. (c) Prepare and submit to the Region Advisory
Council a written annual report.
2. Chair-Elect - Finalize committee chairmen/member selections and
prepare to assume responsibility for running the affairs of the
Region.
3. Treasurer - Have materials available for accepting monies for
registration and payment of allowable expenses. The outgoing
Treasurer shall take care of all financial matters since the funds
are still his/her control at this time.
4. Secretary - (a) Submit copies of all reports to the Chairman for the
annual report. (b) Prepare program packets (agenda, current roster,
training schedule, committee/Chapter reports, etc.) for all officers
and Chapter chairman and committee members.
5. Education and Training Committee Chairman - (a) Ensure all trainers,
materials, and rooms are prepared. (b) Coordinate delivery of
training during COC.
6. Honor Awards Chairman - Prepare awards to be given at the meeting.
7. Region Advisory Council - Evaluate the performance of the Chairman
and Executive Committee and report to the membership during the COC
meeting.
SME Mid-Atlantic Region 2 Operating Procedures Page 15
8. Chapter Chairmen (or representative) - (a) Prepare and present semi-
annual Chapter Chairman's report in accordance with Attachment C.
(b) (optional) Prepare and submit Financial Aid application for COC
travel. (c) Offer and discuss items that should be included in the
Spring meeting agenda.
K. NOVEMBER
1. Secretary - Issue new roster and mail a copy to each person listed
on the roster by year end. Roster will include Region Officers,
Committee Members, Chapter Chairmen, Chapter Chairmen-Elect, and
other persons in the Region whose name, address, and telephone
number would be of importance to the members of the Region.
L. DECEMBER
1. All Officers and Chairman - Attend to items coming up during this
period, as may be required.
2. Chairman - Coordinate making plans for the Spring planning meeting
and the Executive Committee Spring meeting.
3. Treasurer – Prepare the books for audit and prepare the annual
financial report due in January.
SECTION 19 HONORS AND AWARDS
The Region 2 Honors and Awards program shall be presented at the Fall COC
meeting and will include the following:
A. SME President's Award (Service Pin)
Awarded to an individual who has made an outstanding contribution to
Region 2 during the past year. The individual receiving this award
will be selected by the Region 2 Chairman.
The Award will consist of the "President's Pin" and certificate. The
certificate will be mounted in a frame befitting the prestigious
award, but in no case shall the framed certificate be smaller than 12
by 15 inches.
B. Mid-Atlantic Region 2 Award of Merit
This award will be conferred annually to honor an outstanding
individual SME member who has made valued, balanced contributions to
Region 2's professional activities and growth. The individual
receiving this award will be selected by the Region 2 Chairman. See
Attachment 'F'.
C. Outgoing Chairman Appreciation Award
The incoming Chairman will present the outgoing Chairman with a
commemorative gavel bearing a plate to be inscribed as shown in
Attachment 'G'.
D. Additional awards may be presented at the discretion of the Region
Chairman.
E. International Awards
Deserving individuals in Region 2 should be considered for nomination
for Awards administered by SME International Headquaters.
SME Mid-Atlantic Region 2 Operating Procedures Page 16
REGION 2 CHAPTER LISTING
NO. CHAPTER NAME CITY STATE
082 Northern Piedmont Winston-Salem NC
133 Raleigh Durham Raleigh NC
182 Southern Piedmont Charlotte NC
191 Land-O-Sky Asheville NC
215 Crescent Gastonia NC
217 Hampton Roads Newport News VA
228 Richmond Richmond VA
284 Star City Roanoke VA
302 Coastal Plains Greenville NC
304 Central Piedmont Greensboro NC
339 Sanford Sanford NC
342 Cape Fear Wilmington NC
F402 Sand Hills Fayetteville NC
F280 West Virginia Lewisburg WVA
S028 Gaston College Gastonia NC
S044 North Carolina A&T University Greensboro NC
S107 Western Carolina University Cullowhee NC
S113 Old Dominion University Norfolk VA
S114 East Tennessee State University Johnson City TN
S116 Virginia Poly. Inst. & State College Blacksburg VA
S128 Central Piedmont Community College Charlotte NC
S136 Rowan-Cabarrus Community College Salisbury NC
S154 East Carolina University Greenville NC
S198 Norfolk State University Norfolk VA
S245 Forsyth Technical College Winston-Salem NC
S250 Wake Technical College Raleigh NC
S253 University of North Carolina Charlotte NC
Senior Chapters 13
Forming Chapters 2
Student Chapters 13
ATTACHMENT "A"
SME Mid-Atlantic Region 2 Operating Procedures Page 17
Society of Mid-Atlantic
Manufacutring Region 2
Engineers Region Chairman
Nominations Audit
Honor Awards
Chairman-Elect Vice Chairman Treasurer Secretary Advisory
Council
Chapter Liason Student Liason Finance Meetings Historian
Management
Public Relations Membership COC Financial Education & Operating
& Publications Aid Training Procedures
Long Range
Certifications Planning
Visitation ATTACHMENT 'B'
Program
SME Mid-Atlantic Region 2 Operating Procedures Page 18
CHAPTER CHAIRMAN'S REPORT
A. Total Membership
B. Financial Status
C. Cost and Type of Dinner
D. Were Drinks Available and Their Cost
E. Average Attendance at Monthly Meeting
F. Plans to Improve Attendance
G. Cost of Bulletin
H. Revenue of Bulletin
I. Projects to Increase Treasury
J. What Were Your Two Best Programs In The Last Twelve Months (Names, Address,
Telephone, Speaker's Name)
K. Types of Plant Tours
L. Plans for Year (Active and Complete)
M. Chapter Awards - Names
N. Other Important Comments
O. Suggestions to Improve the Next Fall COC Meeting
ATTACHMENT 'C'
SME Mid-Atlantic Region 2 Operating Procedures Page 19
SOCIETY OF MANUFACTURING ENGINEERS
Mid-Atlantic Region 2
Travel Expense Report
Name: ______________________________________________________________________
Address: ______________________________________________________________________
Region Title: ______________________________________________________________________
Date: ______________________________________________________________________
Purpose of Expense: _________________________________________________________________
_________________________________________________________________
Account # Account Description Date Date Date Date Total
2110 (*) Auto Mileage mi.@$0.
2120 Air Fare
2150 Auto Rental
2160 Parking/Tolls
2210 Lodging
2230 (*) Breakfast ($6.50) per diem
Lunch ($8.00)
Dinner ($12.00)
2360 Hospitality Room – Food
2370 Hospitality Room – Beverages
2380 Recreation/Social (Explain)
2410 (*) Postage
2420 Telephone
2430 Supplies
2440 (*) Photocopy/Facsimile
2450 Photography
2460 Printing
2530 (*) Meeting Registration
Other(Explain–See back of page)
(*) Receipts not required Totals $ $ $ $ $
for this expense
I hereby certify that all expenses Less Advance $
claimed were incurred on SME business.
Total Due $
Signature: ________________________________
Approved By: ________________________________ Date: ___________________
Region Title: __________________ Check No.: ________ Transact #_________
SME Mid-Atlantic Region 2 Operating Procedures Page 20
FINANCIAL AID AND COC TRAVEL APPLICATION
CHAPTER NAME: NUMBER: ______________
NUMBER OF PROSPECTIVE COC ATTENDEES:________________________________________
AMOUNT REQUESTED:____________________________
REASON FOR REQUEST:
DATE OF APPLICATION:
CURRENT CHAPTER NET WORTH:
CURRENT OPERATING YEAR PROJECTED INCOME:
CURRENT OPERATING YEAR PROJECTED EXPENSES:
We hereby request the above funds and understand that the amount allocated will
be based on our defined need and the amount of Region 2 funds available.
CHAPTER CHAIRMAN: CHAPTER TREASURER:______________________
=========================
(FOR REGION USE ONLY)
AMOUNT APPROVED (By Committee): DATE:___________
REGION 2 TREASURER: DATE:___________
REGION 2 CHAIRMAN: DATE:___________
ATTACHMENT 'E'
SME Mid-Atlantic Region 2 Operating Procedures Page 21
MID-ATLANTIC {18 pt Roman Bold}
REGION 2 {18 pt Roman Bold}
{YEAR} {14 pt Roman Bold}
{2" X 3.5" Brass Plate}
{2" x 3.5" Brass Plate}
AWARD OF MERIT {18 pt Roman Bold}
Granted to {14 pt Roman Bold}
{RECIPIENT NAME} {18 pt Roman Bold}
in recognition of outstanding
contributions to Region 2's {14 pt Roman Bold}
professional activities and growth
___________________ _____________________ {9 pt Roman Bold}
CHAIRMAN, REGION 2 SECRETARY, REGION 2
{9 pt Roman Bold}
{3.5" X 4.5" Brass Plate
{7" X 5.5" Walnut Base}
ATTACHMENT 'F'
SME Mid-Atlantic Region 2 Operating Procedures Page 22
MID-ATLANTIC, REGION 2
CHAIRMAN, {YEAR}
{RECIPIENT NAME}
{1.5" X 3.5" Brass Plate
Note: All lettering in 12 pt Roman Bold
ATTACHMENT 'G'
SME Mid-Atlantic Region 2 Operating Procedures Page 23
Related docs
Other docs by 9HNZ9Z5e
