IEEE Orlando Section
Addendum/
Operating Procedures
(Revised April 5th
, 2011)
In all instances, the
Institute of Electrical and Electronics Engineers (IEEE) Bylaws,
Constitution,
IEEE Policy Manual, and
MGA Operations Manual shall prevail when
there is a conflict between these documents
and this document.
1.0
SECTION NAME
This organization shall be known as the IEEE
Orlando Section.
2.0
SECTION TERRITORY
The Orlando Section shall be composed of
IEEE members whose IEEE mailing addresses
are within the following counties, all in
the State of Florida:
2.1
Orange
2.2
Osceola
2.3
Seminole
2.4
Lake
2.5
Sumter
3.0
SECTION OFFICERS
3.1
Elected Officers and Duties
The following Officers shall be elected by
the general membership of the Section:
Chair, Vice-Chair, Secretary, and
Treasurer.
Section
member of Graduate Student Member or
higher grade may hold elected office, or
chair a Section Committee.
Students and Associate members may
not hold office nor chair a committee.
3.1.1
Chair
The
Section Chair is the executive officer of
the Section and has general supervision of
the affairs of the Section.
One of his chief duties is to act as
Chair of the Section Executive Committee, to
hold regular meetings of that committee and
see that, by action of that committee, the
affairs of the Section are handled properly
and in the best interests of IEEE.
He shall appoint chairs for all standing
committees of the Section with the approval
of the Section Executive Committee..
Each year, he shall appoint a
Nominating Committee not later than the date
set for the Executive Committee meeting in
August, with the approval of the Section
Executive Committee and an Election
Committee not later than the date set for
the Executive Committee meeting in October,
with the approval of the Section Executive
Committee.
He shall seek nominations for other
special committees and members-at-large (see
Section 5.1.7) as deemed necessary to
accomplish specific tasks.
The Chair presides at all meetings and
represents the Section at all IEEE meetings.
He serves as a member of the Finance
Committee.
He serves as the Section
representative on the Regional Committee and
shall serve as the representative of the
Section in the IEEE Florida Council
(FCIEEE).
3.1.2
Vice-Chair
The Vice-Chair shall automatically become
the Chair when a vacancy in the Chair's
office is created by any situation.
The Vice-Chair shall perform the
duties of the Chair whenever the Chair is
unable to attend or participate in those
activities.
He shall acquire, compile, and
distribute material relevant to the duties
of each office (elected and appointed).
The Vice-Chair shall serve as the Program
Committee Chair and as a member of the
Finance Committee.
He is an alternate delegate from the
Section to the Regional Committee and to the
IEEE Florida Council and shall serve as the
Section representative at any meeting of the
Regional Committee and of the IEEE Florida
Council in the absence of the Section Chair.
3.1.3
Secretary
The Secretary shall record and distribute
the minutes of all Section and Executive
Committee meetings.
He is also responsible for preparing
the Section Annual Report, summarizing all
of the meeting activities of the Section and
Group/Society Chapters for
the calendar year, submitting this
annual report and the officer confirmation
report so that they comply with IEEE
reporting deadline dates.
The Secretary shall keep a file of
all-significant correspondence, records, and
reports of the Section for the
administrative year.
3.1.4
Treasurer
The Treasurer is custodian of all funds of
the Section.
He shall keep a record of all
financial activities of the Section,
maintain a checking account in the name of
the Section, and invest reserves in the IEEE
investment fund.
The Treasurer shall serve as Chair of the
Section Finance Committee, which shall
include the Junior Past Chair, the current
Section Chair and Vice-Chair.
He shall assist the Section Chair in
preparing a Section Budget, which shall be
presented as defined Section 7.1 herein to
the Section Executive Committee for
approval.
He is responsible for managing that
budget by recording the income and
expenditures in relation to the Budget.
An overrun of the Budget shall be
immediately brought to the attention of the
Section Executive Committee.
He shall submit a report covering the
financial activities since the last previous
report at each regular Executive Committee
meeting.
He shall submit the annual Section
Financial Report for the prior calendar year
to the IEEE Headquarters no later than
February 1 of the current year.
3.2
Officer Elected By The Affinity
Groups/Society Chapters
Affinity Group/Society Chapters
Representative (Chapters’ Chair)
shall be elected by the Chapter Chairs each
year at the January meeting of the Executive
Committee, or as soon thereafter as a quorum
consisting of half the Chapter Chairs plus
one can be convened. The outgoing Affinity
Group/Society Chapters Representative shall
continue to serve until a successor is
elected.
The Affinity Group/Society Chapters
Representative is a member of the Executive
Board.
He may be a present or past Chapter
Chair; his role is to act as a spokesman for
the chapters, to advise them on procedural
matter, and to maintain a meeting calendar
for Chapters and Section meetings, assisting
in setting meeting dates to avoid conflicts
between meetings.
3.3
Qualification For Elected Officers
All Elected Officers must be members of the
Orlando Section at the time of nomination
and must maintain an active membership
status throughout the term of office.
They must be willing and able to
serve in the capacity for which they are
nominated.
3.4
Appointed Officers And Duties
The Chair of the Standing Committees shall
be appointed by the Section Chair with
the approval of the Section Executive
Committee, and their terms correspond to
the term of office of the elected officers
of the Section.
Each Committee Chair shall appoint
his/her Committee members, with the approval
of the Section Executive Committee, and
their terms are to be the same as the
Chairs’ end-of-term date.
3.4.1
Standing Committees
All Standing Committees are to be included in
determining the presence of a quorum unless
its members are counted otherwise. The
standing committees are the following:
3.4.1.1
Program Committee
This Committee shall provide the programs
and speakers for the Section meetings as
directed by the Section Chair and the
Executive Committee.
It coordinates the timing of Section
meetings with the Affinity Group/Society
Chapter Representative.
This committee shall also make all
arrangements for facilities and for the
printing and distribution of tickets for
Section meetings and shall prepare and
maintain a current list of facilities that
may be used for Chapter meetings.
The list, to include capacities,
prices, dinner options, and reservation
information, shall be provided to the
incoming Chapter program Chairmen each
December.
3.4.1.2
Membership Development Committee
This Committee shall maintain an updated
list of all members in the Section (Is this
necessary – this is kept via SAMIEEE) and is
responsible for bringing the advantages of
IEEE membership to the attention of
potential members within the Orlando Section
territory.
It sends letters of welcome to new
members and to members transferring into the
Section area, encouraging them to become
active in Section affairs.
This Committee is also responsible
for encouraging transfers to highest grades
for which existing members are qualified.
In carrying out these duties, this
committee shall maintain and distribute an
adequate supply of related literature and
applications issued by IEEE Headquarters for
the purpose of membership and transfers.
(I
think this sentence could be removed since
the material is on the web)
3.4.1.3
Public Relations Committee
This committee shall be responsible for
properly advertising meetings of the section
and for all local publicity on IEEE matters,
including releases to the press on IEEE
awards and appointments, and other matters
of professional or human interest involving
Section members.
It shall maintain a media mailing
list with current names and addresses to be
used for press release dissemination.
There is no longer an IEEE Public
Relation Guide
3.4.1.4
Publications Committee
This committee is responsible for publishing
and distributing the Orlando Section
Monthly. In this capacity, this committee
shall seek and acquire suitable paid
advertisements for the Monthly in order to
minimize costs to the Section for their
publication.
3.4.1.5
Awards Committee
The Junior Past Section Chair shall serve as
the Awards Committee Chair.
This committee shall acquaint
themselves with all IEEE and other related
awards, taking appropriate action for the
active participation of the Section in
recommending deserving candidates for those
awards.
In addition, this committee shall
establish an on-going Awards Program to
recognize technical excellence and IEEE
service within the Orlando Section.
3.4.1.6
Florida Engineering Society (FES)
Liaison Committee
This committee is responsible for
maintaining close contact and liaison with
FES for the joint purpose of enhancing the
professional status of engineers.
3.4.1.7
Professional Activities Committee For
Engineers (PACE)
This committee shall promote and implement
those objectives, which reflect the
professional principles covered in the IEEE
Constitution.
This committee shall also be guided
by the policies and directives of the
National and Region III PACE groups.
3.4.1.8
Student Activities Committee
This committee shall include all IEEE
Student Branch Counselors or Section Student
Representatives (SSR) within the territory
of the Orlando Section.
This committee is responsible for
establishing Section cooperation with the
Student Branches and supporting Student
activities within the Section and Region.
3.4.1.9
Finance Committee
This committee, composed of the Junior Past
Chair, Section Chair and Vice-Chair, and
chaired by the Section Treasurer, will be
responsible for reviewing the financial
affairs of the Section and take initiative
for making recommendations to the Executive
Committee when warranted.
It shall preview the annual budget in
advance of its submission to the Executive
Committee.
Since its members are counted
otherwise, this committee is not included in
determining the presence of a quorum.
3.4.1.10
Conference Committee
This committee shall be responsible for
coordinating Section activities in the
support or production of technical
conferences or seminars, including making
recommendations for such involvement,
proposing appropriate facility and other
arrangements for them subject to Section
approval, and extending invitations to IEEE
entities to hold conferences, seminars, or
technical exhibitions within the Section's
jurisdiction.
This committee coordinates closely
with the Education Committee for the
production of short courses and other
educational endeavors beneficial to the
section.
3.4.1.11
Historian
This committee maintains archival records of
interest in recording the history of the
Section, and prepares (with annual updates)
a narrative describing the activities of the
Section, from which excerpts can be taken as
appropriate in defining award eligibility,
Section growth, etc.
3.4.1.12
Education Committee
This committee is responsible for the
planning and execution of programs to aid in
members' continuing education, through the
conduct of tutorials and short courses.
Budgets for such activity sponsored
by the Section require approval of the
Section Executive Committee.
3.4.1.13
Other Committees
As necessary to accomplish defined
activities that require functioning of the
Committee on a continuing or "year-around"
basis.
All Other Committees are to be included in
determining the presence of a quorum unless
its members are counted otherwise.
i.
Strategic Planning Committee
This committee is responsible for
evaluating strategies for using and
investing the Section's assets so as to best
serve the Section membership, while
maintaining Section liquidity.
This committee will discuss all
suggestions made by Section members relative
to future Section activities, and make
suggestions on appropriate actions to the
Executive Committee.
ii.
Communications Committee
This committee is responsible for the
operation of the web site and e-mail for the
Section.
Not less than once
a year a hard copy mailing should be sent to
the active Section membership including at
least the following information: how to
subscribe to the Section email list, the URL
for the Sections’ web page, and how members
may update their contact information in the
IEEE master database.
3.4.2
SPECIAL COMMITTEES
3.4.2.1
Nominating Committee
This committee shall select from the Section
membership candidates qualified for the
elective offices of the Section:
Chair, Vice-Chair, Secretary, and
Treasurer.
The committee shall determine that
each nominee is eligible and willing to
accept the responsibilities of the office,
if elected.
This committee shall comprise at
least three (3) members (not currently
seeking an elected office) who are all
appointed by the Section Chair.
Duties of this committee are
described in Section
4.2.
3.4.2.2
Elections Committee
(Is
this committee still necessary? – we have
vtools elections)
This committee is responsible for the timely
implementation and conduct of the elections
for Section officers.
It is their duty to ensure a fair
election in accordance with the provisions
of these Bylaws.
This committee shall comprise at
least three (3) Section members appointed by
the Section Chair who are not nominees in
the current election, who are not members of
the current Nominating Committee, and who
have not submitted a nominee for the current
election.
Duties of this committee are
described in Section
4.4. (This committee may not be
necessary as the vtools election software
can also be used for an election)
3.4.2.3
Other Committees
Other committees shall be established as
necessary to accomplish specific activities
of a short term basis such as Constitution
and Bylaws, Special Events, etc.
3.4.3
Operations and Planning
Each committee shall prepare a yearly
activities plan.
No officer, committee, or Section
member shall commit the name Orlando Section
IEEE (explicitly or by inference) to any
endeavor without approval of the Section
Executive Committee.
3.5
TERMS OF OFFICE
The term of office shall begin on January
1st for elected offices and immediately
after appointment for appointed officers and
shall expire on
December 31st or until a successor is
elected/appointed and takes office,
whichever comes last.
No elected officer may hold the same
office for which he was elected by the
Section membership for more than two
successive years. (this may change based on
MGA action on term limits)
3.6
Duties and Responsibilities
The duties
of the elected officers shall be available
IEEE Center for Leadership Excellence.
4.0
SELECTION OF OFFICERS
4.1
The Section Chair shall appoint by the
Executive Committee meeting in August of
each year a Nominating Committee consisting
of at least three (3) Section members not
then elected Section officers.
4.2
The Nominating Committee shall present its
slate of nominees to the Section Chair at
the September Executive Committee meeting so
that all Section members may be notified of
the nominations through the October issue of
the Orlando Section Monthly.
4.3
The
Section membership may make additional
nominations by submitting qualified
petitions.
A qualified petition shall meet the
following conditions:
a)
Specify the office,
b)
Bear the signature of at least
of
one percent of the voting Section members,
c)
Contain statement of nominee's consent to
serve,
d)
State nominee's qualifications and
biography,
e)
Be delivered to the Section Chair on or
before October 1st.
4.4
The
Section Chair shall appoint an Elections
Committee at the October
Executive Committee meeting each
year.
Whenever there is more than one
nominee for any office, the Elections
Committee will prepare a resume of all
nominees and an election ballot for
publication in the November issue of the
Orlando Section Monthly.
The Elections Committee shall
establish the address to which the ballots
are to be mailed, Emailed or hand delivered,
the procedures for verifications and the
cutoff date for receipt of ballots.
The Elections Committee will advise
the Section membership of the time and place
for counting the ballots; this event shall
be open to any Section members.
The results of the election will be
provided to the Publication Chair in time to
be published in the December issue of the
Orlando Section Monthly.
In the event of a tie vote, the
Executive Committee shall then select the
winner by secret ballot.
(The vtools election software can
also be used for an election).
4.5
In the
event there is only one nominee for each
office, the
election process shall be by secret ballot
4.6
The newly
elected officers shall be installed at the
Executive Committee Meeting of the Section
held in
December.
4.7
Vacancies
in elected offices, except for Section
Chair, occurring during the year shall be
filled by Executive Committee action.
A vacancy in the office of Section
Chair shall automatically be filled by the
Vice-Chair.
The resulting Vice-Chair vacancy
shall then be filled by Executive Committee
action.
A vacant office, except of the Chair,
may be filled for the unexpired term by
nominations from the floor and a majority
vote of the members present.
(The requirements of Section
4.3 c and d shall apply to all
nominations and may be submitted either
written or orally.)
4.8
Recall -
If for any reason the best interests of the
Section seem to require a change in the
governing body during the administrative
year, the matter shall be duly and carefully
considered by the Section Executive
Committee
The process noted in the MGA
Operations Manual should be followed..
5.0
THE EXECUTIVE COMMITTEE
5.1
Composition
The
governing body of the Section shall be known
as the Executive Committee.
It shall consist of the following:
5.1.1
The four (4) elected Section officers;
5.1.2
An Affinity Group/Society Chapter
Representative (Chapters’ Chair); (if you
have the Chair of each Affinity
Group/Technical Chapter on the committee –
why do you need this position?)
5.1.3
Chairmen of the Standing Committees;
5.1.4
Chairmen of each Affinity Group/Society
Chapter;
5.1.5
The two most recent past Chairmen of the
Section who are willing and able to serve on
the Executive Committee;
5.1.6
Chairmen of the Student Branches/Chapters;
5.1.7
Not more than five (5) members-at-large who
are elected by the membership.
5.2
VOTING
No vote by
the Executive Committee shall be binding
unless a quorum is present. The following
voting members of the Executive Committee
shall constitute a quorum:
Three elected Section
officers
One elected Affinity Group/Society Chapter
Chair
One appointed Standing Committee Chair
5.2.1
All
members of the Executive Committee may vote
on any and all business of the Committee.
5.2.2
Standing
Committee, Student Branch/Chapter, and
Affinity Group/Society Chapter chairmen may
designate a voting alternate by notifying
the Section Chair in advance of the meeting.
5.2.3
No
individual shall cast more than one vote,
although an individual designated in writing
to the Chair to act by proxy for an absent
elected or appointed member may vote for the
absent member in addition to casting his own
vote.
If the proxy is for a quorum-counted
member, the proxy shall be counted in the
quorum.
5.2.4
All voting members of the Executive
Committee shall be members of the Orlando
Section.
5.2.5
In the
event that a member of the Executive
Committee may hold more than one office
(e.g., Vice-Chair may also serve as Program
Chair), the number of voting members
required to constitute a quorum will be
reduced accordingly; however, each voting
member shall have only one vote regardless
of the number of offices held.
6.0
THE EXECUTIVE BOARD
Does
the Section still use this?
The
Executive Board shall be authorized to take
action on Section matters, which may be
necessary between meetings of the Executive
Committee, subject to the Executive
Committee approval.
6.1
The Board
shall consist of the four (4) elected
officers and the duly elected Affinity
Group/Society Chapters Representative.
6.2
A quorum
of the Executive Board shall be three (3) of
the five (5) members.
7.0
SECTION OPERATIONS
The
Section administrative year shall be January
1st to December 31st.
7.1
FINANCIAL
7.1.1
Fiscal Operations
The
Section fiscal year shall run from January
1st to December 31st.
Disbursements shall be made by check
where practical; the Treasurer shall select
the depository subject to approval by the
Executive Committee.
Checks shall be drawn with the
Treasurer's signature or with the Chair's
signature.
Section rebates, refunds to Society
Chapters by parent societies for meeting
activities, surpluses from tutorials,
conferences, or other special events
sponsored by Chapters of the Orlando
Section, and repayments of monies advanced
to Chapters by the section, shall all accrue
to the account of the Section treasury.
Without
prior authorization of the IEEE MGA Board,
Section funds can be used only for normal
operations of the Section.
Those activities which fall outside
of normal operations include donations,
establishment of scholarship funds, and
investment of funds outside of the IEEE
Investment Program.
Additional information is available
from IEEE Financial Services Staff.
If
permitted by government and banking
regulations, all unit bank accounts will
provide for the signature authority of the
IEEE Staff Director, Financial Services.
7.1.1.1 Investment Fund
The Section Investment Fund was established
in 2006 to invest a surplus (generally funds
exceeding 18 to 24 months of operating
budget) generated by the Section.
The income from the Investment Fund
is intended to provide future funding of
Section initiatives to support Student
Chapters, scholarship programs/grants, and
other Section and Chapter activities if
deemed necessary by the Section Executive
Committee.
The objective of the Section’s
Investment Fund is to provide these
financial resources while attempting to
preserve the principal balance of the
initial investment in order to provide a
continued revenue source for the Section.
Movement of funds between the Concentration
Bank Account and the IEEE Investment Fund
are the responsibility of the Section
Treasurer and requires advance authorization
of the Section Executive Committee by a
simple majority.
7.1.2
Budget
The
Treasurer shall prepare a proposed Section
budget for the fiscal year beginning January
1 and submit it for approval at the October
meeting of the Executive Committee.
7.1.3
Final Budget
The
Treasurer shall submit a final Section
budget for approval at the November meeting
of the Executive Committee.
7.1.4
Operating Budget
The
Section shall begin administrative
operations January 1st using the budget that
went into effect on the previous January 1.
7.2
Audit
The
Section financial records shall be audited
by the Finance Committee.
An audit shall be made whenever there
is a change of Section Treasurer, by an
audit committee appointed by the Section
Chair.
An annual audit shall be made by the
Finance Committee at the end of the calendar
year and shall be the basis of the Annual
Financial Report to IEEE Headquarters.
7.3
Affinity Groups/Society Chapters
(Subunits)
The Orlando Section has
the policy to encourage the formation and
continuous operation of Affinity
Groups/Society Chapters in all specialty
fields in which 12 or more members of the
Section, above student grade, have an active
interest.
Management of the subunits
will be undertaken by the Section and
governed as detailed in these bylaws,
including financial activity where
appropriate, as well as officer and election
activity.
7.3.1
Each Chapter will operate
on a January 1st to December 31st fiscal
year.
7.3.2
Each Chapter is to conduct
annual elections
such that the Chair for the following twelve
months has been selected by the date of the
December Executive Committee meeting each
year.
7.3.3
Each Chapter is to have
its Chair or his designated
representative(s) at each Section Executive
Committee meeting in order that liaison and
awareness of each other’s activities may be
maintained.
7.3.4
Each Chapter shall hold at
least two meetings each year as prescribed
by the IEEE Bylaws.
7.3.5
All Section members shall
be notified of all Chapter meetings.
These meetings shall be announced in
the Orlando Section Monthly and by Email.
7.3.6
Chapter Operating Budgets
7.3.6.1
The Chapter Chair shall
submit a proposed operating budget for the
January 1st December 31st fiscal year to the
Section Treasurer by the October meeting of
the Executive Committee.
7.3.6.2
The Chapter Chair shall be
responsible for submitting a final budget by
the November meeting of the Executive
Committee.
7.3.6.3
Chapters may begin
administrative operations on
January 1st using the budget in
effect on January 1st.
7.3.6.4
Chapters will have control
of their budgeted funds.
If expenditures will exceed the
amount approved in the operating budget,
chapters will be required to have their
budgets amended by a vote of the Executive
Committee or by the Executive Board at a
specially called meeting.
Chapter meeting rebates from parent
Societies shall revert to the Section
Treasurer's account (see Section
7.1).
7.3.7
All Chapter meetings will
be coordinated by the Group/Society
Representative.
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Orlando
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