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					                             Approved Minutes for FY 09 BOD 1

  1. Welcome, Call to Order, Roll Call, Certify Quorum
      Meeting called to order at 1:32 pm CDT
      Voting Present: Virginia Connolly, Nora Lin, Frances Stuart, Joan Graf, Erin McGinnis,
        Siddika Demir, Melissa Tata, Bernice Brody, Karolyn Tiefenbach, Alyse Stofer, Diana
        Joch
      Voting Absent: none
      Non-Voting/Ex Officio Present: Betty Shanahan
      Guests: Brittney Elko, Brenda Stewart, Karen Horting, Ebalina Roitberg, Betty Irish,
        Jeff Brody, Carolyn Phillips, Marge Inden, Katherine Cunningham
      11 of 11 voting present = certified quorum at 1:12 pm EDT

  2. Approve Agenda
       Moved: Erin McGinnis
       Second: Siddika Demir
       Result: Approved

      Consent Agenda Motions
        i. 0905: Approve Prior Minutes - 07-07-08 Telecon
        ii. 0907: Adopt Written BOD Reports
              a. President
              b. President Elect
              c. Treasurer
              d. Secretary
              e. Executive Director
              f. Director Education
              g. Director External Affairs
              h. Director Membership
              i. Director Professional Development
              j. Director Regions
              k. Special Director for Strategic Initiatives
              l. Speaker of the Council
              m. Collegiate Board Representative
        iii. 0914: Approve Change of Account for Expenses Associated with New Office for
                      SWE Employees
iv.          Result: Approved with agenda approval

  3. Motions for Discussion
        i. 0906: Approve Changes to Annual Membership Meeting Agenda
            Maker: Frances Stuart
            Second: Diana Joch
            Result: Approved
       ii. 0908: Approve Gift Acceptance Policy
            Maker: Joan Graf
            Second: Fran Stuart
            Results: Approved
      iii. 0909: Approve Charter for Leadership Pipeline Task Force
            Maker: Nora Lin
                                                                                       Page 1 of 62
             Second: Alyse Stofer
             Result: Approved
      iv.   0910: FY 09 Government Relations and Public Policy Chair
             Maker: Melissa Tata
             Second: Nora Lin
             Result: Approved
      v.    0911: Approve Revised Region Bylaws Template
             Maker: Frances Stuart
             Second: Diana Joch
             Result: Postponed
      vi.   0912: Approve FY 09 Multi-Cultural Committee Chair Elect
             Maker: Bernice Brody
             Second: Diana Joch
             Result: Approved
     vii.   0913: Approve 2011 SWE National Conference Location and Date
             Maker: Betty Shanahan
             Second: Bernice Brody
             Result: Approved

4. Old Business
      i. Joan Graf asked for feedback closure on action item to change process for budget
         reports being sent out to board liaison and to board member at the same time.
     ii. Bernice Brody asked for information on how BOD information is reported to
         leadership

5. Good of the Order
         The BOD recognizes and thanks Melissa Carl, ASME, and Betty Shanahan
          for organizing an excellent reception for the presentation of the SWE
          President’s Award. They have made great strides in excelling our Public
          Policy work over the last few years.

         The BOD thanks Betty Shanahan for her leadership and vision for the E-
          Week Diversity Council.
         The BOD congratulates Karen Horting for receiving her Certified
          Association Executive status; only 5% of association executives have this
          certification and SWE now has two executives with this status.

         The BOD thanks Betty for all of her efforts in locating new office space.

         The BOD welcomes Peter Finn as Director of Training and Development.

         The BOD welcomes Troy Eller as SWE’s Archivist at the Reuther Library.

         The BOD thanks Malia Francisco and her team for organizing the Collegiate
          Leadership Forum.

         The BOD thanks Alyse Stofer and Patricia Eng for organizing the Region
          Governors Summit.

         The BOD thanks Betty Irish and Stacy DelVecchio for facilitating the
          Consistent Member Experience Mega Issue.

                                                                                      Page 2 of 62
            The BOD thanks Brenda Stewart, as always, for her excellent work in
           organizing BOD 1 and concurrent events.

            The BOD thanks Noi Keothammakhoun for organizing the Medtronic
           events.

            The BOD thanks Michelle Miller, Lee Butcher, and Michael Valencia for
           providing the support from Medtronic.

           The BOD thanks Region H and the Minnesota Section for hosting a great
           party.

6. Announcements and New Business
       Joan Graf will send out her new contact information.

7. Adjourned at 2:32 pm CEDT

8. A Closed Session Followed the Formal BOD Meeting

Attachments:
  Approved Agenda
  0905 Motion to Approve July 7 Telecon Minutes
  0905a Minutes of July 7 Telecon
  0906 Motion to Approve Changes to Annual Membership Meeting Agenda
  0908 Motion to Approve Gift Acceptance Policy
  0908a Gift Acceptance Policy
  0909 Motion to Approve Charter for Leadership Pipeline Task Force
  0909a Charter for Leadership Pipeline Task Force
  0910 Motion to Approve FY 09 Government Relations and Public Policy Chair
  0912 Motion to Approve FY 09 Multi-Cultural Committee Chair Elect
  0913 Motion to Approve Location and Dates of 2011 SWE National Conference
  0914 Motion to Approve Reallocation of Expenses for Tracking SWE Employee Office
  0907 Motion to Approve Written BOD Reports
  0907a President Report
  0907b President Elect’s Report
  0907c Treasurer Report
  0907d Secretary Report
  0907e Executive Director Report
  0907f Director Education Report
  0907g Director External Affairs Report
  0907h Director Membership Report
  0907i Director Professional Development Report
  0907j Director Regions Report
  0907k Special Director Strategic Initiatives Report
  0907l Speaker of the Council Report
  0907m Collegiate Board Representative Report




                                                                                     Page 3 of 62
                                         th
                    Wednesday, July 30 – The Marquette Hotel, Minneapolis, Minnesota
                                   *BOD invited, but not mandatory attendance

3:30 pm – 5:30 pm         CPC Basics*

7:00 pm – 9:00 pm         CPC Dinner*
                                                   st
                            Thursday, July 31 - Medtronic World Headquarters

7:15 am – 7:30 am         First Bus to Medtronic

7:40 am – 7:55 pm         Second Bus to Medtronic

7:30 am – 8:30 am         Continental Breakfast*

8:00 am – 12:00 pm        CPC Meeting*

12:00 pm – 1:15 pm        Lunch*

1:15 pm – 4:00 pm         CPC Meeting*

4:15 pm – 4:40 pm         Bus to Hotel Marquette

6:00 pm – 9:00 pm         FY09 BOD and Trustees Installation
                                              th
                           Friday, August 1 – Medtronic Mounds View Facility

7:00 am – 7:30 am         Bus to Medtronic World Headquarters                         All

7:30 am – 8:00 am         Continental Breakfast                                       All

8:00 am – 8:15 am         Review of Agenda and Expectations        15 minutes         Virginia Connolly

8:15 am – 9:15 am         FY 09 Operating Plan                     60 minutes         Virginia Connolly
                              Scorecard                                              Siddika Demir

9:15 am – 9:30 am         BREAK                                    15 minutes         All

9:30 am – 10:30 am       Leadership Pipeline Update                                   Nora Lin
                             Leadership Positions
                             Charters for Leadership
                                Pipelines
                             Out of Cycle Calls for Leaders

10:30 am – 11:00 am       Diversity and Inclusion Training         30 minutes         Bernice Brody
                          Update

11:00 am – 11:30 am       TBD                                      30 minutes

11:30 am – 12:00 pm       HQ Update                                30 minutes         Betty Shanahan

12:00 pm – 1:00 pm        LUNCH with BOD and Region                60 minutes total
                            Governors                                10              Fran Stuart
                              Section Bylaws and Charters              minutes       Diana Joch
                              Governance                            30
                                                                        minutes


                                                                                                    Page 4 of 62
1:00 pm – 4:30 pm   BOD and Region Governors Mega           210 minutes   Betty Irish
                      Issue Discussion                                    Stacey DelVecchio
                         How can SWE insure a
                           consistent and quality
                           experience across the
                           organization?

4:30 pm – 5:00 pm   Meeting Wrap-up                         30 minutes    Virginia Connolly

5:00 pm             Adjourn and Travel by bus to Hotel
                    Marquette

6:30 pm             Bus to Minnesota Section Hosted
                    Event for BOD, BOT, RG’s, and guests

7:00 pm             Minnesota Section Hosted Event for
                    BOD, BOT, RG’s, and guests

                    Note: Collegiates have a dinner event
                          scheduled at the hotel

9:30 pm             Bus to hotel




                                                                                       Page 5 of 62
                      Saturday, August 2nd – Hotel Marquette, Minneapolis, Minnesota

7:00 am – 7:45 am        Continental Breakfast with BOT, Region                  45 minutes    All
                         Governors, and CLF
                             Welcome                                                          Virginia Connolly
                             Overview of Agenda
                                 Breaks
                                 Sessions in other building

7:45 – 8:15              Self Introductions                                      30 minutes    All

8:15 am – 9:00 am        Joint Session with BOT, Region                          45 minutes
                         Governors, and CLF
                              FY 09 Goals and Objectives                                      Virginia Connolly
                              Financial Best Practices                                        Joan Graf
                              BOT Scholarships FAQ                                            Carolyn Phillips

9:00 am – 10:00 am       Leadership Pipeline Initiative Update                   60 minutes    Alyse Stofer and
                             Professional                                                     Pam Snyder
                             Collegiate


10:00 am – 11:00 am      SWE Communities                                         60 minutes    Betty Shanahan

11:00 am - 12:00 pm      COR Training                                            60 minutes    Diana Joch

12:00 pm – 1:00 pm       Networking Lunch with BOT, Region                       60 minutes    ALL
                         Governors, and CLF

1:00 pm – 1:30 pm        Feedback from Joint Meeting and Other                   30 minutes    Virginia Connolly
                         Follow Up Items

1:30 pm – 2:30 pm        Formal BOD Meeting                                      60 minutes    Virginia Connolly

2:30 pm – 3:00 pm        BOD Closed Session                                      30 minutes    Virginia Connolly

3:00 pm – 6:00 pm        Teleconference with COR GFIG                            180 minutes   Diana Joch
                         Note: This meeting is an actual working session of
                         the governance FIG, with all FIG members
                         participating in the discussion via teleconference.
                         The main purpose of the meeting is to discuss the
                         results of the current survey, identify questions for
                         the next survey, and to schedule August discussion
                         teleconferences with COR members. The
                         President is requesting that all BOD members
                         attend this meeting in order to get additional
                         information on the work of the governance FIG in
                         order to support their efforts.




                                                                                                              Page 6 of 62
                            FY 09 Formal Board of Directors Meeting # 1 Agenda
                                             August 2, 2008
                                    Hotel Marquette, Minneapolis, MN

I.          Convene Formal Board of Directors Meeting                                   5 Minutes

       A.   Call to Order                                           Virginia Connolly

       B.   Review Agenda, Roll Call, and Certification of Quorum   Fran Stuart

II.         Consent Calendar                                        Virginia Connolly   5 Minutes
                                                                    Fran Stuart

       A.   Adopt Agenda

       B.   Motion 0905 – Approve Prior Minutes – July7 Telecon
            Motion 0914 – Approve Change of Accounts for
                           Tracking SWE Employee Office
                           Expenses

       C.   Motion 0907 - Adopt Written BOD Reports
              full reports will be posted to BOD Shared unless
              “summary only” is requested
                 a. President
                 b. President Elect
                 c. Treasurer
                 d. Secretary
                 e. Executive Director
                 f. Director Education
                 g. Director External Affairs
                 h. Director membership
                 i. Director Professional Development
                 j. Director Regions
                 k. Special Director for Strategic Initiatives
                 l. Speaker of the Council
                 m. Collegiate Board Representative


III.         Discussions
                 NONE

IV.         Motions/Decisions for Discussion
              Motion 0906 – Approve Changes to Annual               Fran Stuart         5 minutes
                             Membership Meeting Agenda
              Motion 0908 – Approve Gift Acceptance Policy          Joan Graf           5 minutes
              Motion 0909 – Approve Charter for Leadership          Nora Lin            5 minutes
                             Pipeline Task Force
              Motion 0910 – Approve FY 09 Government                Melissa Tata        5 minutes
                             Relations and Public Policy Chair
              Motion 0911 – Approve Revised Region Bylaws           Fran Stuart         5 minutes
                             Template
              Motion 0912 – Approve FY 09 Multi-Cultural            Bernice Brody       5 minutes
                             Committee Chair Elect
              Motion 0913 – Approve 2011 SWE National               Betty Shanahan      5 minutes
                             Conference Location

V.          Old Business

VI.         Good of the Order
                                                                                             Page 7 of 62
VII.    Announcements and New Business

VIII.   Adjourn




                                         Page 8 of 62
                         Society of Women Engineers

                        FY09 Motion Submission Form


Date:
                  August 2, 2008                 Motion # 0905           Consent
                                                                         Governance

Title:            Approve Minutes of July 7 Telecon


Description:      Move to approve minutes of July 7 telecon


Motion Maker:     Frances Stuart                Second:            Consent




Discussion Pro
   This is a routine governance motion and needs to be approved.
Discussion Con
   NONE
Budget Impact
   NONE
Staff Recommendation


Decision


Action Items
   Post to website.




                                                                                      Page 9 of 62
                   Approved Minutes for 07-07-08 BOD Teleconference


 1. Welcome, Call to Order, Roll Call, Certify Quorum
     Meeting called to order at 8:03 pm EDT
     Voting Present: Virginia Connolly, Nora Lin, Frances Stuart, Joan Graf, Erin
       McGinnis, Siddika Demir, Melissa Tata, Bernice Brody, Alyse Stofer, Karolyn
       Tiefenbach, Diana Joch
     Voting Absent:
     Non-Voting/Ex Officio Present: Betty Shanahan
     Guests: Brittney Elko, Brenda Stewart
     11 of 11 voting present = certified quorum at 8:05 pm EDT

  2. Approve Agenda
       Moved: Nora Lin
       Second: Erin McGinnis
       Result: Approved
       Note: 2 abstentions due to late receipt of materials
     Consent Agenda Motions
       v. 0901: Approve Prior Minutes – 06-30-08 Telecon
vi.       Result: Approved with agenda approval

 3. Motions for Discussion
     viii. 0902: Approve Creation of a Strategic Awards Assessment Task Force and Chair
            Maker: Erin McGinnis
            Second: Stuart
            Result: Postponed to BOD 1
      ix. 0903: Approve Creation of Leadership Pipeline Task Force
            Maker: Nora Lin
            Second: Stuart
            Result: Approved
    x.     0904: Withdrawn

 4. Announcements and Good of the Order
     i.  Bernice Brody thanked Nora Lin for her work on the pipeline

 5. Adjourned at 7:04 pm EDT

 6. Secretary’s FY 09 Briefing

 7. Communities Session


 Attachments
     1. Approved Agenda of July 7 Telecon
     2. Motion 0901
     3. Approved Minutes of June 30 Telecon
     4. Motion 0903




                                                                                     Page 10 of 62
                            FY09 Motion Submission Form


Date:
                 July 7, 2008                 Motion # 0901         Approved
                                                                    Consent
                                                                    Governance

Title:           Approve Minutes of June 30 Telecon


Description:     Move to approve minutes of June 30 Telecon


Motion Maker:    Frances Stuart               Second:         Consent




Discussion Pro
   This is a governance motion and it needs to be approved.
Discussion Con
   NONE
Budget Impact
   NONE
Staff Recommendation
N/A
Decision
   Approved
Action Items
   Post to web site
                          Approved Minutes for 06-30-08 BOD Teleconference

  1. Welcome, Call to Order, Roll Call, Certify Quorum
      Meeting called to order at 8:01 pm EDT
      Voting Present: Michelle Tortolani, Virginia Connolly, Frances Stuart, Linette
        Patterson, Helen Patricia, Siddika Demir, Semahat Demir, Nora, Lin, Melissa Tata
      Voting Absent: Bernice Brody, Natalie Thompson
      Non-Voting/Ex Officio Present: Betty Shanahan
      Guests: Angela Nickels, Karolyn Tiefenbach, Diana Joch, Brittney Elko, Brenda
        Stewart
      9 of 11 voting present = certified quorum at 8:03 pm EDT

  2. Approve Agenda
       Moved: Siddika Demir
       Second: Linette Patterson
       Result: Approved

       Consent Agenda Motions
         vii. 0867: Approve Prior Minutes - 05-12-08 Telecon
         viii. 0875: Approve Prior Minutes - BOD 4
         ix. 0868: Approve Use of Standard Bylaws
         x. 0877: Rescind Motion 0870
         xi. 0880: Approve Charter for The Citadel Collegiate Section
                   Born at 7:07 pm CDT
xii.           Result: Approved with agenda approval

  3. Motions for Discussion
       xi. 0872: Fill Trustee Vacancy
             Maker: Virginia Connolly
             Second: Nora Lin
             Result: Approved
      xii. 0878: Approve 2011 National Conference Location and Dates
             Maker: Betty Shanahan
             Second: Bernice Brody
             Roll Call Vote Results: 2 for (Tortolani and Patricia); 4 against (Connolly, Stuart,
             Patterson, Tata) 3 abstain (Siddika Demir, Semahat Demir, Lin)= not approved
      xiii. 0879: Approve Award Recipients
             Maker: Helen Patricia
             Second: Michelle Tortolani
             Result: Approved

  4. Announcements and Good of the Order
      ii. Michelle Tortolani congratulated The Citadel Collegiate Section on receiving their
            charter
     iii. Everyone congratulated Angela Nickels on her appointment as a Trustee
     iv.  Siddika Demir extended everyone’s thanks to the FY 08 BOD, especially those for
            whom it was their last meeting/telecon

  5. Adjourned at 8:57 pm EDT
                                 Society of Women Engineers
                                   FY09 Board of Directors
                                  Motion Submission Form

                                                                     Approved
 Date:             7/7/2008                        Item #: 0903
                                                                     Discussion

 Title:            Leadership Pipeline Task Force

                   Move to create a Leadership Pipeline Task Force to evaluate the SWE
                   national leadership pipeline and succession planning related issues, identify
 Description:
                   needs and improvement opportunities, and recommend a pipeline building
                   process to be used at the national level.

 Motion Maker:     Lin                             Second:           Stuart


DISCUSSION PRO
In FY08 a leadership identification and development process was drafted to support the Diversity & Inclusion
strategy Pipeline pillar. This process was reviewed and agreed upon by all region governors and will be piloted
by all regions in FY09. Unfortunately, we have difficulty implementing this process at the national level. To
address the needs and support the SWE leadership pipeline priority (FY09 SWE Strategic Plan Priority goal
#4, objective #2), a task force with experienced people and right mixed of skills is needed. This task force will
evaluate the SWE national leadership pipeline and succession planning related issues, identify needs, and
recommend a pipeline building process that will identify high potential leaders and develop them to become
national level leaders. The task force may also work with HQ, the Director of PD (trainer) and other
committees (e.g., PD committee, LCC, CLCC, Awards, nominating committee, etc) to address the needs and
tie the pipeline process to the existing programs/services and infrastructure. The task force will document its
recommended process in a word file by the end of FY09.
Members of the task force should meet at least one of the following qualifications:
      SWE past president and/or national level leader who has strong mentoring/coaching and people
         development skills
      SWE leader who is well-respected nationally but is not seeking to be on the national ballot within the
         next 2-3 years,
      Senior SWE member who has served on the national nominating committee, and
      Senior SWE member or CPC member who has HR experience
The task force will be disbanded once a written recommendation is completed.


DISCUSSION CON
Add a new task force to the Society while we are trying to reduce the total number of committees and task
forces.


BUDGET IMPACT
None
STAFF RECOMMENDATION
N/A


DECISION
Approved


ACTION ITEMS
Present Draft Process at BOD 3
Develop and present charter at BOD 1
                                Society of Women Engineers

                              FY09 Motion Submission Form


Date:
                  August 2, 2008                  Motion # 0906           Approved
                                                                          Discussion
                                                                          Governance

Title:            Approve Changes to Annual Membership Meeting Agenda

                  Move to approve changes to annual membership meeting standard agenda
Description:
                  and follow up reporting

Motion Maker:     Frances Stuart                 Second:          Diana Joch




Discussion Pro
   The parliamentarian is recommending changes to the bylaws required annual membership meeting
   agenda. The recommended changes will bring the membership meeting in compliance with the
   required elements for a membership meeting for organizations like SWE. The required elements
   are reports on the current status of operations and finances and a forum for the membership to
   speak. These reports should be given by the President, Executive Director, Treasurer, and the
   Chair of the Board of Trustees. A proposed standard agenda is attached along with the agendas of
   the FY 07 and FY 08 meetings.
   The recommended changes delete the Immediate Past President’s presentation. The Immediate
   Past President’s presentation is a holdover from the June annual membership meeting as an FY to
   FY transition item. There is no need for a presentation on the previous FY’s accomplishments at a
   meeting in October or November of the current FY.
   The only items voted on during the membership meeting are the approval of the prior year’s
   meeting minutes and the location and time of the next membership meeting. There are no motions
   requiring deliberation. Although a presentation could still be made, the next year’s membership
   meeting location and time are predetermined and the approval is a formality. The next year’s
   membership meeting time and location can be included in the announcements.
   The parliamentarian is recommending that the membership meeting be an informational meeting
   with no quorum and no minutes required. The parliamentarian is recommending that an article
   about the meeting be distributed shortly after the meeting via the magazine or an E Blast. This
   would be much more timely and meaningful than minutes published almost a year later.
   The parliamentarian is recommending the addition of an open forum for members to speak. The
   open forum will be very tightly controlled in relation to length of time to speak per member and
   feedback mechanism.
Discussion Con
   Change is not always easy. Someone will have to be the first Immediate Past President to not
   present at the annual membership meeting. The National Conference schedule will have to be
   adjusted to accommodate the extra half hour the meeting will require.
Discussion Other
   With the exception of the open forum that may not be able to be scheduled in FY 09 the other
   changes should be able to be effective in FY 09 as the proposed agenda totals 60 minutes prior to
   the open forum.
Budget Impact
   NONE


Staff Recommendation


Decision


Action Items
   Update Script
   Notify CPB
   Notify local host sections for future conferences
   Set expectations for meeting
                              SWE FYXX Membership Meeting Agenda
                                     Saturday, XXX, XXX
                                        Location XXX


A.   Introductions and Welcome, Call to Order, SWE Remembers
            President XXX                       XX minutes

B.   President’s Report                      XX minutes
            President XXX

C.   Executive Director’s Report             XX minutes
            Executive Director XXX

D.   Treaurer’s Report                       XX minutes
            Treasurer XXX

E.   Board of Trustee’s Report               XX minutes
            Chair Carolyn Phillips

F.   Announcements                           XX minutes
            President XXX
G.   Open Forum                              XX minutes
            President XXX
H.   Adjournment
                        SWE FY08 Membership Meeting Agenda
                   Saturday, October 27, 2007, 10:00 a.m. - 11:00 a.m.
                              Nashville Convention Center
                                  Rooms 103 and 104


A.     Introductions and Welcome, Call to Order
              President, Michelle Tortolani                5 minutes

B.     Quorum, Agenda/Minutes Approval
             Secretary Fran Stuart                                5 minutes

C.     SWE Remembers
            President Michelle Tortolani                   5 minutes

D.     President’s Report
              President Michelle Tortolani                 10 minutes

E.     Past President’s Report
              Immediate Past President Jude Garzolini      5 minutes

F.     Board of Trustee’s Report
              Chair Carolyn Phillips                       5 minutes

G.     Executive Director Report
               Executive Director Betty Shanahan           10 minutes


H.     Announcements
             President Michelle Tortolani                  5 minutes

J.     FY09 Meeting Motion
              2008 National Conference Local Host Representative Diana Joch
                                                       5 minutes
K.     Adjournment


The agenda items total 55 minutes. The meeting will start and end on time. The allotted times
for each section will be observed.
                                    SWE Membership Meeting Agenda
Saturday, October 14, 10:00 am - 11:00 am
KCC, 2103C


A.    Introductions and Welcome


B.    Call to Order, Quorum, Agenda/Minutes Approval


C.    SWE Remembers


D.    President’s Address


E.    Past President’s Address


F.    Board of Trustee’s Report


G.    Executive Director Report


H.    Vision Statement Announcement


I.    Announcements


I.    FY08 Meeting Motion


J.    Adjournment
                           Society of Women Engineers
                             FY09 Board of Directors
                            Motion Submission Form

                                                                    Approved
 Date:            8/2/08                          Motion #0908      Policy
                                                                    Discussion

 Title:           FY09 Approve Gift Acceptance Policy

 Description:     Approve Gift Acceptance Policy for use by BOT and HQ

 Motion Maker:    Joan Graf                       Second:           Fran Stuart


DISCUSSION PRO
A joint committee made up of members of the BOT and the Finance Committee has developed
a joint gift acceptance policy. This policy defines what can be donated to the SWE-EFI (SWE-
Endowment Fund, Inc) and to SWE. The committee has merged two previous policies together
to ensure there are no conflicts with the acceptance of gifts. The policy also defines what will
not be accepted.
Jeffrey Brody of the BOT has sent us the final version and with that we have made a couple of
minor changes so the policy can be completed and voted on. The BOT has approved this.

DISCUSSION CON
None


BUDGET IMPACT
No impact to budget.


STAFF RECOMMENDATION
HQ has reviewed this and have provided any updates concerns and those have been included
in the documentation.


DECISION


ACTION ITEM
            SOCIETY OF WOMEN ENGINEERS and SWE ENDOWMENT FUND INC.
                           GIFT ACCEPTANCE POLICY

Society of Women Engineers (SWE) mission is advanced every day through the dedication,

effort and creativity of our members and sustained by crucial financial support from

organizations and individuals who endorse SWE’s mission and objectives. Donors may choose

to designate their contribution to support a particular programmatic area or designate the

contribution as unrestricted. Unrestricted giving is critical for meeting the ever-changing, and

often unexpected, challenges of the future. This Gift Acceptance Policy is intended to serve as a

guideline regarding acceptance of gifts to the accounts of the Society of Women Engineers

(GOR, CRF or SWE-EFI ).

 The Society of Women Engineers Endowment Fund, Inc. (SWE-EFI) consists of: three

accounts:

       • The Scholarship Account provides income to the society for the endowed scholarships.
       1



       • The Awards Account provides income to the society for awards programs.

       • The Headquarters Account provides interest income to the society for the general

       operation of SWE Headquarters. In addition to general donations, life membership

       donations are made to this account.



The SWE-EFI is organized as a supporting organization to SWE by its corporate charter,

and is a 501(c)(3) organization. Donations are deductible as allowed by law.

GIFTS CURRENTLY ACCEPTED

       CASH AND OTHER ASSETS READILY CONVERTIBLE TO CASH


   1
     With the creation of SWE-EFI in 2006, all assets of the former Scholarship Fund were merged into
   SWE-EFI. There is a trade name document filed in the District of Columbia in the name of
   “Scholarship Fund of the Society of Women Engineers” in order to handle any gifts received in the old
   fund name.
SWE and SWE-EFI both accept cash gifts in the form of cash, checks or credit cards.

Donations may be made online via credit card at www.swe.org/support or via a credit

card authorization or check mailed to SWE at Suite 400

230 East Ohio Street, Chicago IL 60611-3265. It is imperative that the account name be

specified to insure proper allocation, those funds received over $25,000 without

designation will be placed in the Contingency Reserve Fund.

MATCHING GIFTS

       Moreover, many corporations match the gifts of their employees and retirees.

       Donors should check with their firm’s Human Resources department regarding

       eligibility. Matching forms should be submitted to SWE HQ for processing.

       SWE also encourages our supporters to consider planned giving as a way to

       provide future support for SWE.       The best planning giving options for SWE

       include bequests and gifts of retirement plan assets, see details below.



FINANCIAL INSTRUMENTS

In addition, SWE-EFI also accepts gifts of readily marketable securities, such as those

publicly available on the U.S. stock exchange, publicly traded stocks and bonds and

readily saleable mutual fund shares.      Gifts of appreciated securities are a popular

alternative to cash gifts since they offer many tax advantages. In addition to receiving an

income tax deduction for the full market value of the securities, donors may also avoid

capital gains tax on the appreciation, depending on your tax situation. In essence,

donors may be able to save twice--on income tax and capital gains tax. SWE-EFI will

work directly with the donor’s broker on the disposition of the gift. Donors should not sell

the stock and forward the proceeds to SWE. This will jeopardize the potential tax

benefits they could receive for the donation of the stock. SWE highly recommends that

donors consult with their own tax or legal advisor prior to making a gift of securities. The

Chair and the Treasurer of the SWE-EFI Board of Trustees (BOT) will be informed upon
receipt of notice of the securities donation at SWE Headquarters, and the BOT will

determine their acceptability. If Headquarters receives inquiries regarding securities

donations, they should contact the BOT Chair and Treasurer prior to accepting the

transfer in order to provide current transfer information. The donor should understand

that the BOT will make the decision to hold or sell the securities, and that the donor will

not be informed if the security is sold. Gift credit of the readily marketable securities will

equal the value of the average of the securities’ opening and closing prices on the day

that SWE-EFI receives ownership of the securities, as per IRS requirements – the donor

will be informed of this fair market value.

OTHER BENEFICIARY DESIGNATIONS

Donors may name SWE-EFI or SWE as a partial or total beneficiary on any life

insurance policy, annuity, trust, IRA or similar instrument. The value of the gift will be

recorded based on current Internal Revenue Service regulations

       WILLS / TRUSTS:

        A bequest is made through a donor’s will. For this option, donors should ask

       their attorney to draft their will with the Society of Women Engineers or one of the

       SWE-EFI accounts as the named beneficiary. In the case of conditional gifts, the

       BOD or BOT, as appropriate, will determine at its sole discretion if the requested

       conditions are acceptable. (Example of this would be someone leaving money to

       give a specific scholarship with specific criteria – can we meet them? Are they

       reasonable?)



       TAX DEFERRED ASSETS:

       While tax-deferred assets from IRAs, 401(k) plans, Keough plans, profit sharing

       plans, or 403(b) annuity plans are a great source of retirement income, they are

       not always the best gift for loved ones. Without careful planning, estate and

       income taxes can consume as much as 75% of these funds, leaving little for
                  heirs.   For this option, donors should work with their plan administrator to

                  designate the Society of Women Engineers or SWE-EFI as the beneficiary of any

                  remaining funds.



                  FUNDS HELD IN TRUST BY OTHERS:

                  These are funds derived from private gifts and bequests that are held in trust for

                  investment by outside trustees and the Society of Women Engineers is

                  designated as the income beneficiary



SWE highly recommends that donors consult with their own tax or legal advisor prior to making

a planned gift.



GIFTS NOT CURRENTLY ACCEPTED

       REAL ESTATE - Gifts of real estate are not accepted.

       TANGIBLE PERSONAL PROPERTY - Gifts of personal property (such as artwork,

       collections, vehicles or antiques) are not accepted.

       PRIVATELY HELD SECURITIES - Gifts of stock in privately-held companies are not

       accepted unless they are readily marketable.


RECOGNITION / OFFICAL TAX DOCUMENTATION


All contributions, regardless of size, receive an acknowledgement letter from SWE HQ (suitable

for tax purposes). All contributions of $100 or more receive acknowledgement in the SWE

Annual Report. However, SWE will honor any requests from donors who wish to remain

anonymous for the purposes of public acknowledgement.


MANAGEMENT OF FUNDS:
Except to the extent that powers are reserved to SWE, the Board of Trustees of SWE shall

supervise, manage and control the business activities of the endowment funds, as authorized by

the SWE-EFI Bylaws and Articles of Incorporation.


ADDITIONAL FUND DESCRIPTIONS / SPECIFICATIONS


   SCHOLARSHIP ENDOWMENT:


   A minimum donation of $25,000 is required for a $1,000 scholarship stipend. The entity

   providing the endowment has the right to name the scholarship with concurrence of the

   SWE-EFI Board of Trustees and the SWE Scholarship Committee. It is possible for an

   individual to make an initial donation for a scholarship and sign a pledge form to complete

   payments over 3 - 5 years. If the endowment is not completed in the specified time period,

   the SWE-EFI Board of Trustees reserves the right to use the money for the general

   scholarship endowment. Partially funded scholarships may not be refunded to the donor

   under any circumstances.


   AWARDS ENDOWMENT


   Donors may give restricted funds for an award program. Acceptance and establishment of an

   endowed award must be approved by the Board of Directors of SWE and the Board of

   Trustees of SWE.-EFI. The return to SWE for the award will be in the same ratio as the

   Scholarship Account.


   HEADQUARTERS ACCOUNT2



   2
    With the creation of SWE-EFI in 2006, all assets of the former Headquarters Fund were merged into
   SWE-EFI. There is a trade name document filed in the District of Columbia in the name of
Headquarters Account provides income to SWE for the general operation of SWE

Headquarters. Any gift amount is accepted and is added to the endowment.

Additional income generated will be used to support SWE's HQ.

Revised: new date
Approved: new date




   “Headquarters Fund of the Society of Women Engineers” in order to handle any gifts received in the
   old fund name.
                         Society of Women Engineers
                           FY09 Board of Directors
                          Motion Submission Form

                                                                    Approved
 Date:            7/23/2008                       Motion #0909      Discussion Agenda
                                                                    Leadership

 Title:           Leadership Pipeline Task Force Charter

 Description:     Move to approve the Leadership Pipeline Task Force Charter - adopted

 Motion Maker:    Lin                             Second:           Stofer


DISCUSSION PRO
This motion is to approve the charter of the Leadership Pipeline Task Force. This is an action
item resulting from the motion # 0903, which was approved by the FY09 board on the July 7
board teleconference call.


DISCUSSION CON
None


BUDGET IMPACT
None


STAFF RECOMMENDATION
N/A


DECISION
Approved


ACTION ITEMS
Title: Leadership Pipeline Task Force Charter
Effective Date: August 2, 2008       Revision: New                        Supersedes:
                                     Approved with BOD Motion
                                     0909

Purpose                The Leadership Pipeline task force is chartered to provide the Board of
                       Directors (BOD) with recommendations for a national level leadership
                       pipeline process for piloting by the end of FY09.

Background:            The BOD has the responsibility for creating an inclusive community and
                       increasing the number of potential leaders in the pipeline for the Society.
                       The deliverables from this task force will aid the BOD in supporting those
                       goals at a national level. The output set of recommendations will also
                       support the pipeline pillar of the SWE diversity and inclusiveness plan.

Scope                     Evaluate and recommend a process and infrastructure for identifying,
                           developing, tracking, and building a diverse and inclusive leadership
                           pipeline for the Society.
                          In scope:
                               o Identify gaps and recommend enhancements for the current
                                   process and infrastructure
                               o Ensure cohesive linkage between various levels of leadership
                                   pipeline processes
                               o Recommend ownership and accountability for the execution of the
                                   recommended leadership pipeline process
                          Out of scope:
                               o Implementation of process and infrastructure
                               o Identification of the leadership pipeline – candidates
                               o Implementation of the pipeline pilot process will be the
                                   responsibility of the FY10 BOD.


Resources and             Existing policies and procedures relating to identification, selection, and
References                 feedback processes for national positions.

Authority &
                          No budget authority.
Limitations
Deliverables              Present a draft leadership pipeline process at BOD3.
                          Provide a whitepaper that contains the proposed leadership pipeline
                           process and recommended supporting infrastructure/programs (including
                           any required improvements and proposed responsibility assignment) by
                           the end of FY09.
                          Provide an overview of the proposed process in presentation format,
                           suitable for use in future BOD orientation meetings.
Membership1                 Chairperson
                            Up to 6 members. The composition of the task force should include, but
                             is not limited to, past presidents, current or previous board members or
                             national nominating committee members, senior SWE or CPC members
                             who have HR experience, and at least one collegiate member or the
                             collegiate board representative. The membership should include
                             underrepresented members. The membership should include individuals
                             from various regions.

Criteria for                Ability to pilot a process which allows the Board of Directors to track and
Success                      develop diverse leadership pipeline

Report To                President Elect, Nora Lin

Duration                 For the duration of FY09.


Notes:
1. Membership are selected via the process defined in the National Leader and Team Member Selection
   Procedure; dated 10/10/06
                         Society of Women Engineers
                           FY09 Board of Directors
                          Motion Submission Form

                                                                     Approved
 Date:             7/17/08                         Motion #9010      Discussion Agenda
                                                                     Leadership

 Title:            FY09 Government Relations and Public Policy Chair

 Description:      Move to promote GRPP Chair-elect to Chair - adopted

 Motion Maker:     Melissa Tata                    Second:           Nora Lin


DISCUSSION PRO
Alka Patel has done terrific work as FY08 Government Relations and Public Policy Chair
(GRPP) chair; however, has asked to step down since she will be having a baby in September
so she can no longer devote all the required time to this position. Cathy Pieronek served as
GRPP Title IX lead in FY08 and has done substantial work on Title IX including an upcoming
presentation with NASA on July 23 on behalf of SWE. Cathy has indicated that she is
interested in taking over as chair and we will make a call for applicants for a Chair-elect.
Some key highlights of Cathy’s SWE and work experience follow. In particular she has
substantial experience in researching, publishing and presenting on women in engineering and
Title IX in addition to leadership experience in the Chicago SWE section. Also, both references
are key leaders in SWE and provided positive feedback.
Cathy Pieronek is Director of Academic Affairs and Women’s Engineering Program at the
University of Notre Dame College of Engineering. Cathy’s professional experience includes her
work as a senior systems engineer on NASA projects for TRW Space & Defense Sector in
Redondo Beach, California, from 1984 to 1992. She also worked as Director of Law School
Relations for the Notre Dame Law School from 1996 to 2002. In 2002, she joined the College of
Engineering at the University of Notre Dame, as first director of the Women’s Engineering
Program at Notre Dame.
Cathy has belonged to SWE for 27 years, and has been a member of the Chicago Regional
Section since 1992. She became active in SWE-CRS in 2002, and has served the section as
Student Section Liaison (FY03-FY04), a Council of Representatives member (FY05-FY08) and
vice-president and president-elect (FY09). Cathy serves the region as a member of the
conference planning committee (FY06-present).
Cathy’s research interests focus on engineering education, particularly, on issues that affect the
persistence of women in engineering. She has published and presented peer-reviewed papers
on various aspects of her research at conferences sponsored by ASEE, SWE, WEPAN, FIE and
AIAA. She incorporates her law background in her research by addressing issues of gender
equity and Title IX in engineering education and recently authored a white paper and position
paper for SWE on that subject. Her work in this area has also led to several published papers in
refereed law journals, and to her appearance on a number of television shows. She is also a
27-year senior member of AIAA and is a member of ASEE and WEPAN. She also serves as an
assistant editor for the Journal of College and University Law.

Please find chair application and resume attached.

DISCUSSION CON
None


BUDGET IMPACT
No impact to current budgets; leverage funding already in FY09 operations budget.


STAFF RECOMMENDATION
Strongly support


DECISION


ACTION ITEM
                          Society of Women Engineers
                            FY09 Board of Directors
                           Motion Submission Form

                                                                   Approved
 Date:            8/2/2008                       Item #: 0912      Discussion Agenda
                                                                   Leadership

 Title:           Approve Mononita Ghosal as Multicultural Committee Chair-Elect

                  Move to approve Mononita Ghosal as the Multicultural Committee Chair
 Description:
                  Elect for FY09

 Motion Maker:    Brody                          Second:           Diana Joch


DISCUSSION PRO
Mononita Ghosal from Section D001 (SouthEast) has volunteered to be the Chair-Elect for MCC
in FY09. Mononita’s SWE experience is mostly through her company (Agilent Technology)
participation - she worked on encouraging SWE professional members for Agilent participation
in SWE Conference; she assisted SWE Agilent CPC representative with internal operations
(related to SWE Agilent activities) and internal newsletter. She participated in last 3 SWE
National Conferences as a member of Agilent team. Mononita put a lot of efforts on recruiting
more women into engineering field. She developed and conducted new hires training on
Diversity and inclusion. In addition, Mononita has conducted D&I short training for employees
during Agilant “brief training days”. Mononita assisted with Agilent booth at SWE National
Conferences and will be speaking on global competency at SWE Conference in Baltimore this
year.
Mononita is strongly recommended by SWE CPC member (member of SWE since 1991) who is
also serving on the Outreach Committee;
MCC major strategy has been discussed with Mononita during a phone interview. She is aware
of the needs and expectations. Mononita is well-respected professional member and has the
ability for a strategic thinking. Her qualifications, skills, SWE experience and knowledge will
benefit further development of MCC & diversification of leadership pipeline.


DISCUSSION CON
None


BUDGET IMPACT
None


STAFF RECOMMENDATION
N/A
DECISION


ACTION ITEMS
                            Society of Women Engineers
                              FY09 Board of Directors
                             Motion Submission Form

                                                                    Approved
 Date:             8/2/08                         Item #: 0913      Discussion Agenda
                                                                    Administrative

 Title:            Select Chicago for the 2011 SWE National Conference

                   Move to direct the executive director to secure the appropriate facility and
 Description:      hotel contracts to hold the SWE National Conference in Chicago at the West
                   Hall in McCormick Place October 13-15.

 Motion Maker:     Shanahan                       Second:           Brody


DISCUSSION PRO
An evaluation of appropriate options for the 2011 SWE conference was undertaken by the
conference manager and the executive director. This review included balancing venue appeal,
costs for the member and the Society, accessibility, space requirements, and drivability, and
board feedback on conference dates. We recommend holding the conference in the West Hall
of McCormick Place in Chicago IL.
An accompanying presentation details the evaluation.


DISCUSSION CON
The West Hall of McCormick Place is a magnificent facility, but it is also expensive,
approximately $100,000 more in facility fees than the lowest cost option of holding the
conference in Houston the week before Thanksgiving.
There is a wide range of hotels, offering cost-effective options for collegiate members. However,
the typical “regular” room will be about $250/night.
Shuttling will be required. However, Chicago has an innovative system where a convention
center shuttle has a travel lane that parallels the commuter rail right-of-way. This avoids all
downtown traffic except for the area immediately around the hotels.


BUDGET IMPACT
No budget yet established for conference.


STAFF RECOMMENDATION
Staff recommends.
DECISION
Approved


ACTION ITEM



                      Society of Women Engineers
                        FY09 Board of Directors
                       Motion Submission Form

                                                                  Approved
Date:           8/02/08            Item #: 0914                   Administrative
                                                                  Consent

Title:          Reallocate expenses for tracking SWE employee office

                Move to change account for expenses associated with the SWE employees
Description:    and their office from “general office” to new “executive offices” account per
                table.

Motion Maker:   Shanahan           Second:                        Graf
                                       Original    Change       New
       General Office:
        5192-62 Postage                      500       (300)        200
        5192-64 Telephone                  2,500     (1,000)      1,500
        5192-66 Supplies                   7,000     (4,000)      3,000
        5192-73 Consulting Fees            1,000     (1,000)        -
        5192-74 Payroll Service Fees         300       (300)        -
        5192-75 Benefits/Taxes           165,000   (165,000)        -
        5192-95 Salaries                 825,000   (825,000)        -
        5192-99 Miscellaneous                500       (300)        200

       Facilities:
        5191-11 Rent&Occupancy            88,800    (44,400)     44,400
        5191-12 General Support           73,300    (36,650)     36,650

       Executive Offices
       5195-11 Rent&Occupancy                 -     81,050       81,050
        5195-62 Postage                       -        300          300
        5195-64 Telephone                     -      1,000        1,000
        5195-66 Supplies                      -      4,000        4,000
        5195-73 Consulting Fees               -      1,000        1,000
        5195-74 Payroll Service Fees          -        300          300
        5195-75 Benefits/Taxes                -    165,000      165,000
        5195-95 Salaries                      -    825,000      825,000
        5195-99 Miscellaneous                 -        300          300

       Total                           1,163,900        -      1,163,900




DISCUSSION PRO
Provides a more accurate tracking of staff expenses between SWE employees and Bostrom
staff


DISCUSSION CON
None


BUDGET IMPACT
No impact, this motion is reallocating approved expenses.


STAFF RECOMMENDATION
Staff requests.


DECISION
Approved
ACTION ITEM
Implement
                              Society of Women Engineers

                        FY09 BOD Motion Submission Form


 Date:
                       August 2, 2008                       Motion # 0907         Approved
                                                                                  Consent
                                                                                  Governance

 Title:                Adopt BOD 1 Reports


 Description:          Move to adopt BOD 1 reports.


 Motion Maker:         Frances Stuart                       Second:         Consent




Reports:

          a.   President
          b.   President Elect
          c.   Treasurer
          d.   Secretary
          e.   Executive Director
          f.   Director Education
          g.   Director External Affairs
          h.   Director membership
          i.   Director Professional Development
          j.   Director Regions
          k.   Special Director for Strategic Initiatives
          l.   Speaker of the Council
          m.   Collegiate Board Representative


Discussion Pro
   This is a routine governance motion and needs to be approved.
Discussion Con
   NONE
Budget Impact
   NONE
Staff Recommendation


Decision
Action Items
   Post to website.
                         Society of Women Engineers
                        FY09 Board of Directors Report

 BOD Member:        Virginia Connolly, President   Reporting Period:        July 2008

SUMMARY
Initial meetings have been held with Chairs of the Nominating and Audit Committees as well as
the BOT . Reviewed “business as usual” for FY09 as well as additional requirements or policies
with each of these leaders. Attended ICWES in Lille, France and found it to be a very
interesting experience; I met women from all over who are very interested in SWE. Attended
the very successful presentation of the President’s Award to Rep. Eddie Bernice Johnson, an
Eweek Diversity Council meeting to explore how our groups can work with the next
administration on STEM/Diversity related issues, and attended the FY09 Public Policy strategy
session with our staff and Director of External Affairs.
Nominating Committee – Suzanne Woll
Held initial meeting the Chair and reviewed plans/needs for FY09. I’ve asked Suzanne to follow
up on a request for the Nominating Committee to develop a policy recommendation on
“campaigning” for SWE elections. The board should expect to review this policy either at Board
2 or the December call. Suzanne is still waiting on names of committee representatives from
some Regions.

Audit – Anne Lucietto

Held initial meeting the Chair and reviewed plans/needs for FY09. A procedure was approved
last year that had been in the queue for quite some time. Unfortunately this revision did not
include al the changes that were submitted. Anne will be reviewing the items that weren’t
included as well as ensuring the timeline for work processes is agreeable to all of the parties
involved in the process (i.e., BOT, Treasurer, and Staff). The review of the timeline will begin in
August. Per the motion that was passed at the end of FY07, we will continue using the same
auditor as we did last year. I have also asked Anne to review the need for any additional audit
reviews (i.e., additions due to SOX, internal controls).

Tellers – TBD
See motion section in this report.

BOT – Carolyn Phillips
Held initial meeting with Carolyn to review needs for FY09. We have added installation of the
BOT to occur along with the BOD and will perform this for the first time in Minneapolis. (I don’t
think they have been installed before) The BOT will be presenting FAQs about scholarships at
the joint meeting on Saturday at Board 1. We have also discussed scheduling for our SWEEFI
meeting at conference and we are currently planning a meeting on Tuesday morning.

Events and Planning for the next quarter (or so)
    Planning to attend “working” session for upcoming Council restructuring in Baltimore on
       Saturday August 30th. The outcome of this session is to develop the bylaws changes
       that will be put forward for consideration by the Council.
                                                                  th
    Will attend ABJ meeting in Scottsdale, AZ on September 27 .
      I am considering attending the AISES National Conference in Anaheim the week before
       our conference
      Will attend the SHPE National Conference in Phoenix, 11/12 – 16


Summary of Events attended since last report
ICWES – Lille, France - July 15 - 19, 2008
 The conference was very interesting and really opened my eyes to opportunities in this
arena. I met women from all over the globe. It was reported that over 500 people were in
attendance, although it never felt that large. Most people were surprised to hear how large
SWE is.
 The majority of the presenters and presentations at the conference were academic focused.
Many social scientists, who study women in science and engineers, presented. There were
tracks focused, as you would expect, on STEM, women in engineering/leadership/academia as
well as a few technical tracks (energy, sustainability, supply chain.)
 Many countries seemed to report very similar statistics and experiences as we see in the
US. I did wonder if there was a self selection mechanism at work though; for the countries were
women might have a very high presence of women; did they feel the need to attend? Some
notable observations
      o Several women from former Eastern European countries reported very high levels of
          women in engineering (approaching equity) but the women tended to be employed in
          certain areas (e.g., academia) and the women were not represented through the layers
          of the organizations. They stated that the gender culture and role expectations had
          not changed yet so even though they had a critical mass (and often equity) in numbers
          the environment had not changed substantially.
      o Korea has put a large focus and effort on increasing the percentage of women in
          science and engineering roles. I don’t have the exact data from the presentations but I
          believe they were reporting that approximately 5-7 years ago the government
          established an office/department to work on gender equity and thus they have seen
          very steady progress.
      o I found that several behaviors I thought were based in American culture were evident
          elsewhere, so there goes that theory. An example of this is how boys and girls are
          treated and related to in the classroom (i.e., Teachers focusing on boys, boys being
          the ones to take over lab equipment). I heard a presentation by a teacher from
          Mauritius (an island off the coast of Madagascar) who reported this behavior.
 Attended and represented SWE at the INWES business meeting. At this meeting several
    bylaws changes were approved including creating a membership level of “very large” and
    setting the dues for that level of $1000 (SWE is in this group and we had been paying dues
    of $300)

Washington Visit - July 23/24, 2008
 Attended the reception for the presentation of the President’s Award to Rep. Eddie Bernice
Johnson (EBJ). The room was packed and there was a long stream of members of congress
who came to thank SWE and EBJ. Most of the Congress members came with prepared
remarks.
 Attended Eweek Diversity Council meeting in which we explored how our groups can work
with the next administration on STEM/Diversity related issues. This was a very exciting
conversation that I’m glad SWE was at the table to participate in. This is an area where our
public policy work has helped us become part of the conversation.
 Attended the FY09 Public Policy strategy session with our staff, GRPP Chair candidate, and
Director of External Affairs.
 Betty Shanahan (on AWE) and Cathy Pieronek (Title IX education) presented to a
government session on Title IX. It is of note that they were asked to present from independent
organizations.



ISSUES
None


MOTIONS
Will be presenting a motion to fill our Teller role(s) in the near future (either Board 1 or Sept/Oct
con call). I have a few candidates in mind and am in the process of contacting them. This role
was not filled in the regular call process last FY.



                        FY09 Board of Directors Report

                     President-Elect
 BOD Member:                                         Reporting Period:        June and July 2008
                     Nora Lin



SUMMARY:
Training, transition and orientation were the focus of this period. Accomplishments are listed
below:
    o Attended the Diversity training, BOD4 meeting, FY09 board orientation, and two board
        teleconference calls. Made a motion on creating a Leadership Pipeline Task Force and
        discussed it on July’s board telecon. The charter of the task force was prepared and
        will be presented at the BOD1 meeting.
    o Completed the transition with Alyse Stofer and Virginia Connelly.
    o Developed a training module and drafted the FY09 goals and objectives for the FY09
        DR/DDR/RGs/MAL President to use. The training module was presented on June 16
        as the 1st part of RG training. I also supported the 2nd part of training on June 30 by
        discussing the FY09 SWE Strategic priorities and FY09 goals and objectives for the
        group.
    o Supported a white paper development for the mega issue 00102 (i.e., How can SWE
        ensure a consistent & quality member experience across the organization?)
    o Supported several teleconference calls to plan the upcoming RG Summit and Collegiate
        Leadership Forum.
    o Participated in a telecon hosted by Strategic Planning Committee chair and chair-elect
        to identify the metrics to be used for monitoring the progress of SWE strategic priorities.
    o Participated in a focus group discussion on SWE Communication.
    o Reviewed and commented on the Committee Chairs and Section Officers leadership
        coach training modules.


ISSUES
None
MOTIONS
   o   Move to approve the charter of the leadership pipeline task force at BOD1.



                       FY09 Board of Directors Report

                    Treasurer
 BOD Member:        Joan Graf                     Reporting Period:        June and July 2008




SUMMARY:
      PDG – PDG had a successful transition with documentation provided. Committee
       formed with 11 members including Chair and Chair-elect. 2 PDG Webinars hosted (July
       15 and 16) in order to increase awareness of PDG funds to SWE leadership. Both
       webinars were well-attended with over 20 attendees at each session and several
       followup emails from those who could not attend, requesting information. Webinar slides
       posted to PDG Community. First PDG Proposal deadline for FY09 is August 1st. First
       FY09 PDG Committee meeting to be held next week. Will set goals for FY09 including
       target for number of proposals to receive this year as well as committee member roles.
      Finance Committee –New chair has been provided transition documentation and a
       transition meeting was held. Action items were developed for past chair and current.
       Documentation has been provided to chair for review. Meeting is being set up for first
       part of August.
      Treasurer – had a transition meeting with past treasurer. Past documentation provided
       and goals of the committees were reviewed. Been working with BOT gift acceptance
       policy leader to bring policy to Board for approval. Also, developed first high level draft
       of safeguarding information. Audit committee chair has contacted me to review timelines
       and procedures for an August discussion.




ISSUES
PDG issue – PDG chair would like to work with HQ to define best way to have the PDG info on
the website. She has received many questions about the due dates and the powerpoint used in
the Webinars. She has found that the My Communities search capabilities has not worked well
for people and for her work too.



MOTIONS
Motion to accept the SWE gift policy.
                       FY09 Board of Directors Report

                    Secretary
 BOD Member:                                      Reporting Period:      June and July 2008
                    Fran Stuart



SUMMARY

The Secretary has been very busy supporting FY 08 BOD 4, FY 09 Orientation, the June 30
telecon, the July 7 telecon, and FY 09 BOD 1 which includes joint meetings with the BOT,
Region Governors, and CLF. The Secretary has also been very busy approving bylaws, having
the use of standard bylaws approved by the BOD, and working with the Bylaws Committee on
an E Blast about bylaws. Wendy Landwehr of the Chicago regional Section was approved by
the BOD as the FY 09 Procedures Committee Chair and will become active with the position in
August. The Secretary attended the Diversity and Inclusion training. The Secretary attended
the Chicago Regional Section annual banquet.


ISSUES
It’s difficult to locate items in the communities. Not every item has transferred to the
communities. Using the old web site structure may not be the best way to go. None of the
Society’s governance oriented members were included in the set up of the communities.
The monthly telecons take a lot of time to support. The Secretary always seems to be preparing
for the next telecon or in person meeting. This doesn’t leave time for other things that need to
be done to complete the documentation from previous meetings and for other projects.
Documentation in general is not in good shape.


MOTIONS
Approve July 7 telecon minutes
Approve changes to membership meeting agenda
Approve revised region bylaws template



                        Society of Women Engineers
                       FY09 Board of Directors Report

                        Executive Director
 BOD Member:                                      Reporting Period:      6/11/08 to 7/25/2008
                        Betty Shanahan


SUMMARY
A separate summary document, appropriate for publication on the leadership web page, will be
provided as a separate document.
MEMBERSHIP

Status
We completed FY08 with 3.5% growth in professional membership and 0.6% decline in
collegiate membership.
 Type        6/30/02       6/30/03       6/30/04      6/30/05      6/30/06    6/30/07    6/30/08
 Collegiate 10,367          11,387        10,829       10,859       10,808     11,104     11,037
 Professional 5,688          6,433         7,290        7,957        8,417      9,147      9,472
 Total        16,055        17,820        18,119       18,816       19,225     20,251     20,509

In the six-year period from the end of FY02 to the end of FY08 the Society’s membership growth
has been:
        Overall:          28%
        Collegiate:        7%
        Professional:     67%


MAGAZINE
SWE Magazine won three APEX awards again this year.


OPERATIONS
The transition to the FY09 leadership was completed with the information that HQ had on time.
However, there are a large number of leadership groups that did not provide their information. I
encourage the BOD members to work with their reports to ensure all leadership information is
provided to HQ to support the transition.


OUTREACH
With funding from the National Science Foundation, the National Academy of Engineering
undertook the first-ever effort to use market research techniques to improve the public image of
the engineering profession. The result of that project has just been published. Changing the
Conversation: Messages for Improving Public Understanding of Engineering, is available for
download at www.nap.edu. I encourage all to become familiar with the themes of this important
report.


CONFERENCE

Future Conferences
At the board meeting, Betty will present a summary of those visits and will recommend that we
pursue developing an agreement with Chicago.
We continue to speak with SHPE for a co-located conference in 2012, returning to consideration
of Houston.

WE08
We have encountered hotel rooms being sold out, but not to the extent that we experienced in
Nashville. The use of the housing bureau is improving member access to rooms and member
experience. We have contracted for additional rooms to ensure attendees can find rooms.
MARKETING AND COMMUNICATIONS

SWE Member Communications and Experience
We are in the midst of collecting the information from focus groups. The last of the data
collection will be completed with a session at the Collegiate Leadership Forum during BOD1.
From there, that data will be used for a survey to obtain quantitative results from the full
membership. To date, there has been great input with strong participation from each targeted
segment of SWE.

Website
The new SWE website, with a new public website, outreach website, and My SWE communities
was successfully launched on April 15. Feedback has been positive, but there have been
requests for more training for the communities. “Quick start” guides are included on the site and
podcast training sessions are being completed.


FUND DEVELOPMENT
Please treat information about fund development relationships and discussions with current and
potential partners as confidential.

CPC
A team from the CPC met at the Chrysler Museum on June 24. Rockwell Collins donated the
services of a facilitator who worked with the team. This team drafted the material for the
strategic planning discussion being presented at the CPC meeting on July 30.


STAFF
Troy Eller joined the Reuther Library on June 16. She will serve as SWE’s archivist.
Peter Finn joined SWE as the Director of Training and Development on July 15.
Betty and Karen have completed the move from Bostrom’s offices. Going forward, the mailing
address for Betty, Karen, Brian and Peter is 120 S. La Salle Street, Chicago, 60603. The new
office has sufficient space to house all employees we are budgeted for in FY09.
Significant time was required by Betty and Karen for the move. Although there was time
invested prior to this reporting period in finding an office and dealing with the contract and
insurance, that was spread across several weeks. However, in this reporting period, extensive
time was required for packing, unpacking, the actual move and acquiring furniture and supplies
during a few short calendar weeks. Fortunately, it was a quiet time SWE and the Bostrom staff
was minimally involved, so we believe that the membership did not see any change in service.


PUBLIC POLICY

Title IX
On July 23, Cathy Pieronek presented at a Title IX workshop for federal officials on how Title IX
can be used as a tool to increase diversity in STEM fields. Cathy was asked by NASA to give
this presentation, and this was a direct result of SWE’s March meeting with the NASA officials
regarding their recent Title IX reviews. Melissa Carl assisted Pieronek in developing and
coordinating the logistics for her presentation.
Betty also presented at the same meeting on AWE as a member of a panel organized by the
National Science Foundation.
Melissa Carl met with the ED of AWIS to discuss opportunities to ally in public policy. The first
opportunity has been in the joint development of an op-ed piece in response to the New York
Times article on Title IX and STEM. Through a grant at the National Women’s Editorial Forum
(http://www.mediaforum.org/NWEF/) this piece will be sent to 100 publications.

EWeek Diversity Council
The EWeek Diversity Council is in the process of getting the issues of diversity in engineering
into the campaign issues by both candidates. Melissa Carl attended a meeting the education
staffer of the Obama campaign and Betty (with Virginia, Melissa Tata and Cathy Pieronek)
attended a meeting with the policy staffer of the McCain campaign.

Diversity and Innovation Caucus Reception
On July 23, SWE hosted a reception in honor of the House Diversity and Innovation (D&I)
Caucus, recognizing their efforts over the past year. The D&I Caucus released its policy
objectives at the reception. The “policy objectives” were developed from the stakeholder
feedback from the Caucus February 2008 listening meeting.
SWE presented its first-ever President’s Award to Representative Eddie Bernice Johnson (D-
TX), for her efforts in promoting diversity and inclusion in the STEM fields. 15 organizations co-
sponsored the event: the American Association for the Advancement of Science; the American
Association of University Women; the Anita Borg Institute for Women and Technology; the
Association for Women in Science; the American Society of Civil Engineers; the American
Society of Heating, Refrigerating, and Air-Conditioning Engineers; ASME; IEEE-USA; The
National Action Council for Minorities in Engineering, the National Association of Multicultural
Engineering Program Advocates Inc., the National Organization of Gay and Lesbian Scientists
and Technical Professionals Inc., the National Science Teachers Association; SAE
International; the Society of Hispanic Professional Engineers; and the Women in Engineering
ProActive Network.

Other
On July 16th, SWE co-sponsored a briefing held in conjunction with the Congressional Caucus
on Women’s Issues and the House STEM Education Caucus entitled, “STEM Education, Girls,
and the Challenges that Follow.” For the second year in the row, one of the Congressional
Caucus for Women’s Issues “must pass” items is strengthening math and science education for
girls. Melissa Carl attended the briefing
All organizations have been invited to have a liaison to the ASEE’s Engineering Education for
the Global Economy. Peggy Layne is serving as that liaison
On June 18, Melissa Carl attended a briefing hosted by Representative Mike Honda (D-CA) on
his Enhancing STEM Education Act of 2008. The bipartisan legislation, which is in line with
SWE’s general position statement on STEM education, highlights the importance and need to
enhance the coordination between existing federal STEM education efforts, including how these
efforts impact underrepresented groups. The bill also aims foster the cooperation between the
states and federal agencies. Michelle Tortolani, SWE FY 2008 President, spoke at the bill’s
introductory press conference in May about the importance of diversity to the future of the
STEM workforce.
On June 19, Melissa Carl participated in the NCWIT information technology roundtable, which
discussed the decline in diversity in the computing fields over the past ten years. Over twenty-
five representatives from IT-related corporations and trade association attended the event. SWE
was an affiliate sponsor of the event, and Melissa helped NCWIT secure event attendees.
A letter signed by thirty-one STEM and women’s organizations was sent to Chairman Gordon in
support of Representative Eddie Bernice Johnson’s revised gender bias bill entitled, “Fulfilling
the Potential of Women in Academic Science and Engineering Act of 2008.” SWE drafted letter,
and worked with AWIS and ACS to secure sign-ons to the letter.


PROFESSIONAL DEVELOPMENT

Smith College
The director for Smith Executive Education will be in Chicago in early August for the planning of
the director level program.


ETC.
Karen will be on vacation September 5-12. Betty will be on vacation August 28-September 5


ISSUES

MOTIONS
Conference Site Selection for 2011
Budget recoding to support tracking new office




                       FY09 Board of Directors Report

                    Dir of Education
 BOD Member:                                      Reporting Period:        June and July 2008
                    Siddika Demir



SUMMARY:
    Attended the D&I training, BOD meetings, orientation and telecons
      Developed the FY09 Scorecard, which will be rolled out during BOD1
      Coordinating with HQ and the Collegiate Focus Group Taskforce about the collegiate
       focus groups to be conducted in FY09. Scheduled a meeting with ED and President in
       August to gain alignment and develop the charter of the focus groups
      Had telecon with ED, Deputy ED, President and Outreach Chair to clarify direction about
       SWE’s role in the AWE/SWE partnership. (Please refer to the Outreach Committee –
       Metrics section for details.)
Scholarship – April Privett (chair)
July 2008 has been a time of completing some FY08 documentation and transition to FY09
leadership. A scholarship chair transition meeting occurred. A procedures document has been
reviewed, revised, and rerouted through the FY08 committee. FY09 members indicating
interest in the committee and FY08 committee members have been contacted. The committee
roster has been finalized.
Freshman scholarships are in the judging phase. Resumes, judging packets, and procedures
have been provided to the judging sections.

Collegiate Focus Groups – Jessica Flasche (taskforce leader)

Collegiate Focus Groups will conduct the first informal survey at the collegiate
leadership forum on August 2, 2008. The Collegiate Focus Group taskforce leader is
Jessica Flasche.

CIC – Tracy Van Houten (chair)
CIC is assisting the preparation of CLF.

Outreach – Allison Pedersen (chair)
Girl Scouts – Esther Heller and Sue Anderson:
     Engineering Your Future 2008: Event is being publicized within the Girl Scouts
         organization
     SWE booth at the October 2008 GSUSA National Council Meeting and Convention in
         Indianapolis: Esther will be at the booth and will be looking for local SWE members to
         help as well
Girls, Inc. – Linda Bradley:
Updates: None to report
FIRST – Kathleen Harer:
Updates: None to report
Outreach Awards – Elizabeth Bierman:
Accomplishments:
     Twelve Committee members have volunteered to judge awards (and several alternates,
         should people back out)
Updates:
     On July 23, Elizabeth was finally able to view the outreach award applications
             o These applications were submitted electronically by July 1
                       Why does it take so long for these awards packets to get to us for review?
             o As much as we would like to see more sections apply for awards, we are excited
                  to report the number of sections that have applied for FY08 awards has
                  increased!
                       Outreach Event/Series – 14 Professional Sections, 7 Collegiate Sections
                       Connecting Educators to Engineering – 4 Professional Sections, 1
                         Collegiate Section
                       Girl Scouts – 13 Professional Sections, 4 Collegiate Sections
                       Corning Incentive – 4 Professional Sections, 0 Collegiate Sections
     Currently the majority of Outreach Awards have no monetary award. Therefore, for
         FY09 budgeting, we asked for additional money for awards. We feel it needs to be a
         priority to work on acquiring corporate donations for all awards to increase this funding to
         what was asked for in FY09.
Hoffman Program – Mary Phelps:
Accomplishments:
      Mary and Allison attended the American School Counselors Association (ASCA)
       National Conference in Atlanta held June 28 through July 1 – approximately 2,000
       school counselors attend this conference every year
           o Mary and Allison hosted a SWE booth during the exhibits portion of the event
               (two full days and one evening)
                    We handed out brochures on SWE scholarships and outreach
                    We talked to school counselors about what SWE has to offer at schools,
                        how to find local SWE sections, and what we are working on for the
                        Hoffman Program
                    Approximately 250 school counselors stopped by our booth
           o Allison spoke at a session called “Careers Your Students Need to Know About”
                    Several different speakers talked and Allison had 9 minutes to present on
                        SWE and engineering careers – Summary presentation was given
                    Approximately 45 people were in attendance
    Consultants from Ohio State University regarding Hoffman has provided a lesson plan to
       us for review
           o Overall content is great!
           o During the ASCA Conference, Mary and Allison were able to meet one of the
               OSU consultants, Lisa Hinkelman, and provide her verbal feedback
                    We agreed to provide formal written feedback by July 26 with the OSU
                        team planning to complete the final lesson plan by Aug 15.
Community College – Eileen Velez-Vega:
Updates: None to report
Eweek – Patti Garland:
Updates:
    ISSUE: SWE continues to be a member of the Eweek Diversity Council. Issue – It is not
       clear the activities of the Diversity Council for FY08.
           o At our last Outreach Committee conference call (May 13), Siddika and Karen
               took actions to find out more about what the Eweek Diversity Council is working
               on.
           o Issue – The SWE Eweek Task Force recommended SWE pay the Eweek
               sponsorship dues for FY08. However, the funding was not prioritized above the
               “cut” line of the SWE budget.
                    Action: SWE sponsorship of Eweek should be reconsidered on an annual
                        basis
           o Some e-mails have circulated since this call, but to date we have not seen any
               information on what the Eweek Diversity Council is doing.
Details on Other Items:
Wow! That’s Engineering!:
    Central Ohio
           o Scheduled for October 25 with Abbott Laboratories as the host
           o Initial planning is being discussed
Program Development Grant Template:
           o Wow! That’s Engineering! PDG express template was publicized during the PDG
               related webinar, Obtaining Funds for your Section through SWE Program
               Development Grants
Outreach Metrics:
    A subgroup of the SWE Outreach Committee (the Outreach Metrics Group –Judy
       Kersey, Mary Phelps, and Allison Pedersen) has reviewed the AWE materials (found on
       their website, http://www.engr.psu.edu/awe/, note: you must log-in to review all of their
       materials, go the log-in page, select “Other”, and then find your local section/MAL
       region)
    We recently had a call with Siddika, Karen, and Betty
           o   SWE/AWE Partnership Information:
                     AWE to generate metrics tools for SWE and other engineering
                       organizations to use to assess impact
                     SWE to promote metrics tools to members and then use the tools
          o Our plan moving forward:
                     Metrics Group to create a Voice Of the Customer document to present to
                       AWE highlighting what SWE wants from the surveys and how AWE can
                       help us
                     Betty will be set up a call with Metrics Group and AWE to discuss (for
                       early August)
    Plan is to roll out new metrics tools at the SWE National Conference – potentially a By
      Invitation Only session will be held on this for those actively involved in Outreach
    For national items (Wow! and PDG) the metrics tools will be used – We should
      encourage sections to use them and need to be thinking about how to roll these out
      most effectively
Outreach Expo
    Karen and Allison discussed responsibilities
          o Elaine sent out a Save the Date e-mail to all external organizations – Karen will
               follow-up with these external organizations and keep information on who is
               attending
          o Allison will coordinate who will be attending from SWE
          o Karen will work with Jeanne Elipani on logistics


ISSUES
Scholarship
The majority of scholarship committee members are either new or have not participated in the
scholarship process. The group will rely heavily on the recently completed procedures
document for direction during FY09. The committee intends to build depth and utilize
succession planning techniques to determine the FY10 Chair elect.

Collegiate Focus Groups
Money allocated to the collegiate focus groups for 2008 has been used by HQ to conduct
membership surveys. After, CLF, the ability and need to conduct the collegiate focus groups as
intended at the national conference needs to be discussed.
Outreach
Outreach Awards:
Award packets were due electronically by sections on July 1. However, Elizabeth just got
access to them on July 23 (the other judges can not yet see them). Why does it take this long
for us to get access to the award submissions?

Currently the majority of Outreach Awards have no monetary award. Therefore, for FY09
budgeting, we asked for additional money for awards. We feel it needs to be a priority to work
on acquiring corporate donations for all awards to increase this funding to what was asked for in
FY09.

Eweek:
SWE continues to be a member of the Eweek Diversity Council. Issue – It is not clear the
activities of the Diversity Council for FY08.
     At our last Outreach Committee conference call (May 13), Siddika and Karen took
         actions to find out more about what the Eweek Diversity Council is working on.
       Issue – The SWE Eweek Task Force recommended SWE pay the Eweek sponsorship
        dues for FY08. However, the funding was not prioritized above the “cut” line of the SWE
        budget.
            o Action: SWE sponsorship of Eweek should be reconsidered on an annual basis
       Some e-mails have circulated since this call, but to date we have not seen any
        information on what the Eweek Diversity Council is doing.



MOTIONS
No motions at this time.
Freshman scholarship winner motion will be prepared in time of BOD2 meeting.



                         FY09 Board of Directors Report

                      Director External Affairs
 BOD Member:                                          Reporting Period:         July 1-25, 2008
                      Melissa Tata


SUMMARY:
Learning the role and planning the year were the focus of this period. Accomplishments are listed below:
    o Began recruiting Government Relations and Public Policy (GRPP) committee members as this
        group hasn’t met since National conference.
    o Cathy Pieronek presented on how Title IX can be used as a tool to increase diversity in the
        STEM workforce to federal officials at a July 23 workshop based on invite from NASA.
    o Attended the “House Diversity and Innovation Caucus” reception for Eddie Bernice Johnson (first
        ever SWE President Award recipient) with Virginia Connolly (President), Betty Shanahan (CEO
        & Executive Director), Michelle Tortolani (Past-president), Semahat Demir (Past-director external
        affairs) Cathy Pieronek (GRPP Chair-Elect), and Melissa Carl (SWE Washington DC
        Representative). The event was a great success and included participation by 8 members of
        Congress including Eddie Bernice Johnson(D-TX), Mike Honda(D-CA), Silvestre Reyes(D-TX),
        and Ruben Hinojosa (D-TX). Melissa Carl successfully encouraged 15 organizations to co-
        sponsor this event with many even providing funding including: American Association for the
        Advancement of Science; American Association for University Women; Anita Borg Institute for
        Women and Technology; Association for Women in Science; American Society of Heating,
        Refrigerating and Air-Conditioning Engineers; ASME; SAE International; Society of Hispanic
        Professional Engineers; National Organization of Gay and Lesbian Scientists and Technical
        Professionals Inc; National Association of Multicultural Engineering Program Advocates, Inc;
        National Science Teachers Association; and Women in Engineering ProActive Network.
    o Together with Pieronek, Shanahan and Connolly in addition the EWeek Coalition, met with
        McCain Staffer to discuss STEM position recommendation (already met with Obama staffer
        earlier in year and may be another meeting in Chicago).
    o Met with Kathryn Holmes (ASME Director of Government Relations) and Melissa Carl for annual
        joint ASME/SWE planning meeting with Connolly, Pieronek and Shanahan to review FY08
        accomplishments and to establish FY09 plan including brainstorming key activities.
    o Aligned on key metrics for strategic plan goal as (1) number of discussions sponsored by
        SWE/participated in by SWE at a National level and (2) hits on advocacy website and Public
        Policy Community (GOAL: SWE will be a catalyst for changing the professional climate to enable
        women in engineering and technology to excel, PRIORITIZED OBJECTIVE: Increase the
        number of discussions with industry, government and academic influencers).
    o Participated in Personnel subcommittee and COR governance planning meetings.
    o Completed COR Speaker transition report.
    o    Helped Melissa Carl (SWE Washington Representative), Cathy Pieronek, and Betty Shanahan
         compile Letter to Editor response to NY Times article on “A New Frontier for Title IX: Science”
         by John Tierney jointly with AWIS highlighting the importance of diversity.
    o    Currently leveraging AAUW position paper to compile a SWE position paper on anti-affirmative
         action legislation up for vote in Arizona, Colorado and Missouri in 2008.



ISSUES
   1. Would be helpful to train the entire Board on Public Policy – trying to organize as part of BOD2
      and if possible request attendance Fri, Nov 7 1:30-3PM at Public Policy overview including 10
      minutes of accomplishment review and 80 minutes explaining how members can get involved (no
      trip to Capitol Hill this year because it will be empty due to election week).
   2. May need funding for travel for key events particularly for Pieronek to speak about Title IX on
      behalf of SWE.

MOTIONS
    o    Move to approve FY09 Government Relations and Public Policy Chair at BOD1. (Replace the
         Government Relations and Public Policy GRPP Chair with the Chair-Elect due to personal time
         constraints of the chair).



                          FY09 Board of Directors Report

                      Director of Membership
 BOD Member:          Initiatives                      Reporting Period:         June and July 2008
                      Erin McGinnis



SUMMARY:
Focusing on training and transition. Accomplishments are listed below:
   o Attended the BOD4 meeting, FY09 board orientation, and two board teleconference
       calls. Made a motion to create a Taskforce to focus on the strategy for the Awards
       going forward and discussed it on the July board telecon. The discussion will continue
       at the BOD1 meeting.
   o Transition with Helen is complete. The new leader for the Environmental Scanning FIG
       subcommittee has not been identified; transition on hold.
   o Initial Email and Telecons held with direct reports.

The Membership Committee has outlined plans for each meeting planned in the reminder of
2008 as follows
            o 1st telecom will include welcome activities and theme of team improvement and
               Lean (Intel has donated “The Hitchhikers Guide to Lean” for all Membership
               Committee Members).
            o 2nd telecom, September, will focus on picking three specific areas to focus
               (transitions, retention, benefits for senior member, etc).
            o 3rd telecom, October, will focus on preparation for the national conference.
            o 4th meeting, face to face in Baltimore, will address roles and responsibilities.
The Awards & Recognition Committee has finished out the last quarter of FY08 by notifying all
Individual Award nominators and recipients, as well as accepting all Section Award
submissions. The Chair-Elect of the committee, Kristin Ramey, has begun her training and is
working side by side the Chair to accomplish the tasks at hand.

The Awards Committee would like the Board to consider the creation of a sub-committee to
focus on strategic objectives and issues pertaining to the committee. Chair and Chair-Elect will
oversee this committee and provide a call to the membership for interest in serving on this sub-
committee. This subcommittee will, but is not limited to, always be forward looking and perform
an annual review of the Society’s strategic plan and make recommendations to the committee
for the addition, modification or removal of awards. The sub-committee will also perform special
tasks as assigned.


ISSUES
Items to potentially include in the next call for leaders
    o New owner for the Transition (formally known as “upgrade”) subcommittee, is needed
    o New Collegiate Section Coordinator or name as new person for that roll if Kristin Ramey
        is unable to continue in the role


MOTIONS


                       FY09 Board of Directors Report

                    Director of Membership
 BOD Member:        Initiatives                   Reporting Period:      June and July 2008
                    Erin McGinnis



SUMMARY:
Focusing on training and transition. Accomplishments are listed below:
   o Attended the BOD4 meeting, FY09 board orientation, and two board teleconference
       calls. Made a motion to create a Taskforce to focus on the strategy for the Awards
       going forward and discussed it on the July board telecon. The discussion will continue
       at the BOD1 meeting.
   o Transition with Helen is complete. The new leader for the Environmental Scanning FIG
       subcommittee has not been identified; transition on hold.
   o Initial Email and Telecons held with direct reports.

The Membership Committee has outlined plans for each meeting planned in the reminder of
2008 as follows
            o 1st telecom will include welcome activities and theme of team improvement and
               Lean (Intel has donated “The Hitchhikers Guide to Lean” for all Membership
               Committee Members).
            o   2nd telecom, September, will focus on picking three specific areas to focus
                (transitions, retention, benefits for senior member, etc).
            o   3rd telecom, October, will focus on preparation for the national conference.
            o   4th meeting, face to face in Baltimore, will address roles and responsibilities.

The Awards & Recognition Committee has finished out the last quarter of FY08 by notifying all
Individual Award nominators and recipients, as well as accepting all Section Award
submissions. The Chair-Elect of the committee, Kristin Ramey, has begun her training and is
working side by side the Chair to accomplish the tasks at hand.

The Awards Committee would like the Board to consider the creation of a sub-committee to
focus on strategic objectives and issues pertaining to the committee. Chair and Chair-Elect will
oversee this committee and provide a call to the membership for interest in serving on this sub-
committee. This subcommittee will, but is not limited to, always be forward looking and perform
an annual review of the Society’s strategic plan and make recommendations to the committee
for the addition, modification or removal of awards. The sub-committee will also perform special
tasks as assigned.


ISSUES
Items to potentially include in the next call for leaders
    o New owner for the Transition (formally known as “upgrade”) subcommittee, is needed
    o New Collegiate Section Coordinator or name as new person for that roll if Kristin Ramey
        is unable to continue in the role


MOTIONS


                        FY09 Board of Directors Report

                     Director of Professional
 BOD Member:         Development                    Reporting Period:        June and July 2008
                     Bernice Brody



SUMMARY:
        The Multicultural (MCC) committee prepared suggested Diversity and Inclusion metrics
to the Board in June. The input was used during development of FY09 organizational metrics.
The committee is currently working on defining new role / mission for MCC in future, awards
judging for the Motorola Multicultural Awards and the Boeing Company Multicultural Awards,
and is hoping to provide input to how to refocus the Multicultural Awards. MCC Chair reviewed
and interviewed candidates for MCC Chair-Elect and a motion is being presented at BOD 1. The
new SWE diversity brochure prototype was reviewed for staff and input provided back to
Executive Director (ED.) A big thank you to the ED and staff for the ED initiative to complete this
brochure/communication in FY08.
        Professional Development (PD) committee continues to work its master plan. One of the
major components of the plan is to identify specific leadership skills / needs by level in the
Society. Since the PD chair has training and experience in the Center for Creative Leadership's
(CCL's) model for developing leadership talent, we'll be using CCL's model to create a
leadership competency model for SWE. The process calls for interviews with a sampling
of leaders at different levels about the organization and its current challenges and future
opportunities. Then a model will be created based on the 99 competencies from CCL
based on the feedback. This model will identify the competencies that are necessary to
be success as a SWE leader at all levels within the organization. The weight of the
different competencies may depend on the level of leadership. After the model is
reviewed and approved by the BOD, it will be used as input to the upcoming training
strategy for our current SWE leaders and the future leaders in the pipeline. PD
welcomes the new professional development staff lead!
       Leadership Coaching (LCC) has been busy preparing our SWE leadership for
their new roles. Three (3) sessions for committee chair training in June and ten (10) for
section leadership training in July were facilitated by LCC. New for FY09: Nuts and
Bolts of SWE, an overview of SWE's organization and roles was offered as a separate
session for section leadership and all members, significant new material from the
directors, the treasurer, the president and the ED was incorporated in the FY09 training
modules.
       Collegiate Leadership Coaching (CLCC) is preparing for their conference
presentations and committee meetings. CLCC will present 5 sessions at conference in
Baltimore: Leadership, Strategic and Tactical Planning, Managing Effective Meetings,
Building Membership and Dealing with Leadership Burnout. They are also planning
updates to the CLCC community to better promote modules. A meeting with the new
staff PD lead is planned to complete brainstorming on this idea.

       Conference Programming Board (CPB) is meeting in Minneapolis on June 30.
Topics include debriefs on significant SWE strategic directions including, Diversity &
Inclusion, international presence, and professional development enhancements and
how they will affect conference in the future, and a review of CPB procedures,


ISSUES:
       During ongoing dialogue, MCC has requested significant improvement of
communications between MCC, BOD and SWE Leadership. The Director of
Professional Development will provide quarterly updates to MCC, through the MCC
Chair that highlights how we are embedding diversity and inclusion throughout SWE.
       Director of Professional Development needs to complete plan for Affinity group
launch with ED/staff.
       MCC is requesting expanding diversity panel discussions at conference (already
have African-American and Latina women engineering panel discussions.) Director of
PD will debrief CPB with this request.
       Director of Professional Development needs to close on enhancements to
nomination and awards procedures to embed diversity and inclusion parameters.

MOTIONS
A motion to approve MCC Chair-Elect will be presented at BOD 1 in Minneapolis.
                       FY09 Board of Directors Report

                    Position – Director of
                    Regions
 BOD Member:                                      Reporting Period:       June and July 2008
                    Name – Alyse Stofer




SUMMARY:
During June 2008, I attended the Diversity and Inclusion training that was held June 5-7, as well
as BOD4 and orientation, which was held June 13-14, 2008. Additionally, I worked with Nora
Lin on developing the strategic plan for the RG Council and the training material for the RG
Council. In June, Nora and I held two conference calls with the RG Council to provide RG
training. We also completed the transition for the Director of Regions position.

In June, I also worked with Nora to create the preliminary white paper and PowerPoint
presentation for the Mega Issue (MI 00102) – How can SWE ensure a consistent and quality
member experience across the organization. Nora, Patricia and I brainstormed in June about
possible IBM Region Programming Excellence Award topics. IBM accepted Patricia’s
recommendation of “Managing Different Generations in a Volunteer Organization” for the FY09
topic.

In July, I planned and created the PowerPoint presentation for the two-day RG Summit. I
worked with the DDR, RCR/RCNE Coordinator and CIC Coordinator to create the final RG
Summit schedule. Patricia Eng, the DDR, and I held weekly calls to improve our communication
and confirm our alignment on issues and presentations for the RG Summit. Also, the
RCR/RCNE Coordinator, RCR/RCNE Coordinator Elect, Nora Lin and I created the PowerPoint
slides for the Leadership Pipeline discussion that will be presented during the board meeting in
Minneapolis in August.

In July, I also worked with Stacey Delvecchio on the Director of Regions FY09 Strategic Plan
metrics and strategies. For the Goal 2, Objective 2 related to increasing the quality of
professional development programs for all career stages, I will work with RGs on the metric of
adding at least one additional career stage session in each FY09 Region Conference. For Goal
4, Objective 2 regarding increasing the number of potential leaders in the pipeline, I will work
with the RG Council on the metric of increasing the number of leaders identified at the region
level, as well as the number of regions implementing the leadership pipeline process in FY09.


ISSUES
The treasurer and lieutenant governor in Region i withdrew from their responsibilities. Brenda
Wolfe, the Region i Governor, is working with the region nominating committee on electing a
new lieutenant governor and treasurer by mid-August.
MOTIONS
N/A



                        FY09 Board of Directors Report

                     Position Special Director
 BOD Member:         Name K. Tiefenbach             Reporting Period:       June and July 2008




SUMMARY:
For International, we have agreement to go forward with 4 pilots. A memorandum of
understanding will launch the Nigerian “Affiliate Pilot” and SWE News will include an article on
the 4 pilots. We will be working under the assumption that the membership rebate will be
funneled into the International Budget.

The 4 pilots are Nigeria as an affiliate pilot, Germany as a section pilot, India/John Deere as a
Corporate Pilot, and a Japan Pilot. Discussions with Japan continue to define further.

Additionally, Virginia Connolly, Gail Matson, I and Karen Horting attended the ICWES
Conference in France to further understand our role in International.



                        FY09 Board of Directors Report

                     Speaker of the Council
 BOD Member:                                        Reporting Period:       June and July 2008
                     Diana Joch



SUMMARY:
At the end of FY08, the Environment Scanning FIG was moved to report directly to the Strategic
Planning Committee. Also, the Career Mapping FIG was sunset, as its work had been
completed.
We have circulated key meeting dates and time for COR members to attend at the annual
conference. We are also working to establish numerous goals for this year, continuing the focus
on the roles and responsibilities of COR as well as completing the work of the Member Grade
FIG.
With the continued work of the Governance FIG, COR members will be working overtime to get
up to speed on the issues and participate in the surveys and teleconferences over the next few
months. We are focusing on direct and detailed communication, with monthly or as-needed
email and postings on the COR Community.

ACCOMPLISHMENTS
   Speaker of Council – Diana Joch
   As part of training and transition, I attended the FY08 BOD #4 meeting, the FY09 BOD
   Orientation and the June and July BOD teleconferences. Transition with Melissa has been
   completed. Transitions between past chairs have also been completed. Initial emails and
   telephone calls with direct reports have been conducted; we are working on our FY09 goals
   for the COR leadership and committees.
   I have worked with Ramona Hopkins to make numerous updates to the COR Community.
   Ebalina and I established a Project file with deliverables for all the chairs for FY09 and I
   conducted Q&A/training sessions with new chairs.
   I have been leveraging Alyse Stofer, Director of Regions, and the Region Governors to
   obtain contact information for new COR, having identified 139 out of the 165 eligible voting
   representatives so far. Thirty-three alternate representatives have also been identified.
   Ebalina and I are currently conducting new COR training using GoToMeeting/GoToWebinar.
   The new COR training has been updated. In addition, I have compiled a new training
   presentation focused on parliamentary procedure and a review of Robert’s Rules of Order;
   that presentation has been provided to the Deputy Director of Regions for use in training
   Region Governors and Section Presidents. Both presentations are being reviewed during
   new COR training, which is being conducted through the end of July. In the first three
   training sessions, there have been over 50 participants, including several Region
   Governors, the Deputy Director of Regions and the MAL President.
   Upcoming Meetings:
   CPB, CPC and BOD #1 – July 30 – Aug 2
   GFIG Working Meeting – Aug 2
   GFIG Working Meeting – Aug 30
   ABJ Meeting – Sep 27

   Deputy Speaker of Council – Ebalina Roitberg
      Ebalina is currently continuing to learn the responsibilities of the Deputy Speaker and is
      also serving as a member of the Governance FIG. As a new part of the Deputy Speaker
      duties, Ebalina will be serving as a member of the Strategic Planning.
      Ebalina will be participating at BOD #1 in Minneapolis.

   COR Communication Committee – Mary Steblein
     Mary is continuing as the chair of the committee, however, a chair-elect does need to be
     identified. Also, a call for committee members will be sent out within the next few weeks.

       The first committee teleconference will be held in August when committee
       members are confirmed. Monthly or bi-monthly teleconference calls will be held
       as necessary, with communication via email and the SWE COR Communications
       Committee Community. September, October and early November will be the
       busiest time of the year.

       The main goal for FY09 is to have a successful COR meeting at the National
       Conference. An additional goal is to ensure good communication, building on
       feedback from past years. Will need to measure success of transition from COR
       webpage to the COR Community in the Post-COR Meeting annual survey.
   Other tasks being completed over the next few months include:

   -   Begin updating forms and reviewing internally, with the call for motions going
       out in early August.
   -   Reviewing plan provided by COR Speaker and providing input if necessary.
   -   Working with the rainbow chart, preliminary deadline dates have been
       established for critical tasks. Some of these need to be reviewed based on
       issues from last year.

Mega Issue Task Force – TBD
  Three mega issues topics have been assigned to the COR to work on. They have been
  prioritized and are the following:
           First Priority
           MI 00104 - How do we match the skills, interests, and capacities of our
           volunteers with the needs of SWE to create a satisfying partnership that will last
           throughout their lifecycle?

           Second Priority
           MI 00105 - How can women engineers be successful in the engineering
           workforce of 2020? What will be the impact of the changing demographics of the
           engineering workforce?

           Third Priority
           MI 00106 - How can we empower women engineers to be successful on their
           own terms?
   Attempts to identify a chair for any of the topics have been unsuccessful. Additional
   calls for participation will be sent out.

Member Grade FIG – Deanna Heffron
  Proposed bylaws changes streamlining SWE’s membership grades will be presented at
  the FY09 COR meeting in Baltimore. A separate proposed bylaws change has been
  submitted by the Space Coast Section requesting the addition of a K-12 educator grade,
  with similar membership privileges and dues as collegiate members. This FIG will be
  sunset after the November COR meeting.

Governance – Helen Patricia
  The motion to asking the Council to endorse the recommendation of the Governance
  FIG to create a smaller Council and tasking the Governance FIG to continue its work to
  define the size and structure of a smaller Council and to prepare and present bylaws
  amendments and procedure changes for their consideration at the November 8, 2008
  meeting passed. A survey of the FY08 and FY09 Society Leadership is being conducted
  through July 31 in order to clarify issues that members are concerned about. This
  survey, in addition to others and a series of teleconferences with COR members will be
  conducted over the summer in order to finalize the details of the bylaws proposals that
  will be presented at the COR meeting in November.
  In addition to periodic teleconferences and work via email, two working sessions of the
  Governance FIG have been scheduled. The first meeting will be held on August 2 and
  will discuss the results of the first survey to the membership, schedule the discussion
  teleconferences, develop the questions for the next survey, and to discuss the list of
  proposed bylaws changes that will be presented to the COR. The next meeting will be
  on August 30. That meeting will be held with the Society Parliamentarian and members
      of the Bylaws Committee to finalize the wording of the proposed bylaws as well as to
      determine the order in which the proposals need to be reviewed at the COR meeting.

   Liaisons to Finance Committee – Judy Kersey and TBD
       The liaisons will participate on the finance committee and support the activity of the
       finance committee. Quarterly updates to the COR on the activity of the finance
       committee will be provided via the BOD reports from the Speaker and COR Community
       postings. As actual expenses come out, additional updates will be provided via the COR
       Community to keep the COR informed of budget tracking for the fiscal year.
       Judy Kersey will be serving as one of the liaisons, with Stephanie Hanes being
       considered for the other liaison position.
       The removal of the requirement for COR members to serve on the finance committee
       will be presented as a proposed bylaws change at the November 8, 2008 COR meeting.

   Liaison to Audit Committee- Marie Laplante
       The liaison will participate on the audit committee and support the activity of the audit
       committee. Quarterly updates to the COR on the activity of the audit committee will be
       provided via the BOD reports from the Speaker and COR Community postings. As
       actual expenses come out, additional updates will be provided via the COR Community
       to keep the COR informed of budget tracking for the fiscal year.
       Marie Laplante is willing to serve as the liaison, however, she is interested in having a
       newer COR member with interest take over the position.
       The removal of the requirement for a COR member to serve on the audit committee will
       be presented as a proposed bylaws change at the November 8, 2008 COR meeting.

ISSUES
      As of July 25, we still are missing contact information for 26 out of 165 eligible COR.
      Given the amount of work to be conducted between now and the COR meeting in
      November, not having these representatives identified is a concern.
      While the COR will continue to focus on governance, work on other mega issues needs
      to be started. Identifying a chair and members of the task force is needed soon.


MOTIONS
None for the BOD #1 meting.




                      FY09 Board of Directors Report

                   Collegiate Board
 BOD Member:       Representative*               Reporting Period:       June and July 2008
                   Brittney Elko
SUMMARY:

I have attended BOD orientation and have continued my participation on
the governance fig. Fran has also suggested that I work with the editorial
board. The transition has been great, Angela has provided me with her past
reports and all the work she accomplished last year. Angela’s research
relating to the collegiate focus groups will be something i will continue to
work on this year. Her work has also helped me identify what other things I
want to focus on as CBR this year.

ISSUES
none


MOTIONS
none

				
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