IEEE Orlando
Section Operating Procedures
(Revised September 29, 2016)
In all instances, the Institute of Electrical and Electronics Engineers (IEEE) Bylaws,
Constitution, IEEE Policy
Manual, and MGA Operations Manual
(MGAOM) 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 (see MGAOM Section 9.4
F 1-10)
3.1.1 Chair (See MGAOM Section 9.4 F3)
The
Chair serves as a member of the Finance Committee. The Chair 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 (See MGAOM Section 9.4 F4)
The
Vice-Chair shall serve as the Program Committee Chair and as a member of the
Finance Committee. The Vice-Chair 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.
The
Vice-Chair shall automatically become the Chair at the conclusion of their
term. (Option allowed by MGAOM Section 9.4 F)
3.1.3 Secretary (See MGAOM
Section 9.4 F5)
3.1.4 Treasurer (See MGAOM
Section 9.4 F6)
The
Treasurer shall 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.
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
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. Election of all officers shall take place every two years year.
(Option allowed per MGAOM Section 9.4 F7)
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 Section or Chapter meetings. The list, to include capacities, prices,
dinner options, and reservation information, shall be provided to the incoming
program Chairmen each December.
3.4.1.2 Membership Development Committee
This
Committee 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.
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.
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 3 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 Section Nominating Committee (See
MGAOM Section 9.4 G)
3.4.2.3 Other Committees
Other
committees shall be established as necessary to accomplish specific activities
of a short term basis such as Operating Procedures, 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
a) 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.
b)
Section Election Process (See MGAOM Section 9.4 F-7)
4.0 Section Election Process
(See MGAOM Section 9.4 H)
5.0 Section
Management (See MGAOM Section 9.4 D)
7.0 SECTION OPERATIONS
The Section administrative
year shall be January 1st to December 31st.
7.1 FINANCIAL
7.1.1 Section Funds (See MGAOM Section 9.4 I)
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 1st .
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 Operating Procedures, 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.
7.3.8
The Chapter Secretary shall prepare a Chapter
Meeting Report and submit it to the Section Secretary within 10 days after each
meeting.
7.3.9
No Affinity Group/Society shall commit the
name Orlando Section IEEE (explicitly or by inference) to any endeavor without
approval of the Section Executive Committee.
7.4 Florida Council IEEE Activity
The Orlando Section, as a member section in
the Florida Council of IEEE, participates fully in the meetings and activities
of that body. Unless otherwise
designated, the Section Chair and Vice-Chair are the Section representative and
alternate representative to the Council, empowered to vote on behalf of the
Section in Council matters. If these
representatives are unable to attend a duly called Florida Council meeting, it
shall be the responsibility of the Section Chair to designate a proxy to vote
the Orlando Section's votes at the meeting.
This designation shall be in writing, addressed to the Chair, Florida
Council, and dispatched in sufficient time to be received prior to the meeting
concerned. The designate proxy may be
the Chair of the Florida Council.
7.5 Section Publications (See MGAOM Section
9.4 J)
The Section shall publish a periodical named
ORLANDO SECTION MONTHLY or similar such title, which will be the major medium
of communication with the Section membership.
Subject to approval of the Executive Committee, the Chair of the
Publications Committee shall determine format and title, establish deadlines,
set advertising rates, and obtain advertising for the Orlando Section
Monthly. This committee may include a business
manager charged with the responsibility for advertising sales, billings, and
collections. Funds received from
advertising shall be deposited with the Section Treasurer as soon as
practicable.
8.0 MEETINGS
Section Meetings will normally be held during
the months of January through December.
This Section shall hold no less than five meetings during the year.
8.2 Executive Committee Meetings
The Executive Committee shall meet each
month, except in July, and upon the call of the Section Chair or Executive
Board. A quorum must be present to
conduct business (see Section
5.2). These meetings shall
be open to all members of the Orlando Section.
9.0 AMENDMENT
Proposed
changes thereto, and the reasons therefore, shall be delivered or mailed
to the Section Executive Committee members at least twenty days before the
stipulated meeting of the Section Executive Committee at which the vote shall
be taken. Two-thirds (2/3) of all votes
cast at that meeting shall be required to approve any new Operating Procedures,
amendment or revocation. Such amendments
must be reviewed by IEEE Staff, and approved by the Region Director and MGA
Board
10.0 GENERAL
These Operating Procedures establish the
governing, operations, and administration of the Orlando Section in accordance
with the provisions contained in the Member and Geographic Activities
Operations Manual (MGAOM), IEEE Constitution and Bylaws.
Updated 09/29/2016