IEEE Orlando Section Addendum/Operating Procedures

(Revised April 5^th , 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  (Can you clarify this area? Does this person serve on the Section Committee?  What is the Affinity Group/Society Chapter rep being elected to?)

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.

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   (I think this should be 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  (Does the committee still appoint this 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.

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.  (Do you want to be this specific?  We have the vtools election software which 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

Note – typically a quorum is the majority of the voting members of the committee.   How many members are on the Section ExCom?

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.

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        Publications

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 Bylaws, amendment or revocation.  Such amendments must be reviewed by IEEE Staff, and approved by the Region Director and MGA Board

10.0      GENERAL

These Bylaws establish the governing, operations, and administration of the Orlando Section in accordance with the provisions contained in the IEEE Constitution and Bylaws.

 

Updated 04/05/2011