+ All Categories
Home > Documents > Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

Date post: 18-Jan-2018
Category:
Upload: nancy-bennett
View: 216 times
Download: 0 times
Share this document with a friend
Description:
S1403: International Member Coordinator Overview Removes the IMC position from the bylaws no longer making it a bylaws- designated volunteer leader position like Region Governor or MAL. Background In FY13 the international expansion task force recommended that SWE hire an individual to oversee and direct the international expansion efforts and sunset the international membership coordinator position. Upon further discussion it was realized that some sort of membership coordinator would still be valuable and important to support the international members in a manner similar to that of the region governor and MAL president does for their constituency. It was felt that this could be handled by the discretion of the board to create any committee or coordinator role needed, just like how they would create any other committee to fulfill any other need of the Society instead of being called out in the bylaws.
32
Senate Winter Meeting Preparation January 4 th & 9 th , 2014
Transcript
Page 1: Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

Senate Winter Meeting PreparationJanuary 4th & 9th, 2014

Page 2: Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

Bylaws and Motions

Bylaws Amendments• S1403: International Member Coordinator• S1405: Bylaws Amendments Electronic Voting • S1406: Collegiate Region Representatives• S1407: Nomination Chair Election by BOD• S1408: Nominating Committee Deputy Chair

Senate Motions• None

Page 3: Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

S1403: International Member Coordinator

• Overview • Removes the IMC position from the bylaws no longer making it a bylaws-

designated volunteer leader position like Region Governor or MAL.

• Background• In FY13 the international expansion task force recommended that SWE hire

an individual to oversee and direct the international expansion efforts and sunset the international membership coordinator position.

• Upon further discussion it was realized that some sort of membership coordinator would still be valuable and important to support the international members in a manner similar to that of the region governor and MAL president does for their constituency.

• It was felt that this could be handled by the discretion of the board to create any committee or coordinator role needed, just like how they would create any other committee to fulfill any other need of the Society instead of being called out in the bylaws.

Page 4: Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

S1403: International Member Coordinator

• Section 2. International Member Coordinator• The international members shall have a coordinator, appointed by

the president with the approval of the board of directors. The coordinator shall have a board contact designated by the president and shall be responsible for coordinating communications among international members, for identifying needs, for being a resource for the international members, and for preparing and submitting reports of activities as requested by the board of directors or the senate. The coordinator shall have procedures for the operations of the international members, and such procedures may not conflict with these bylaws or other adopted rules of the Society.

S1403 - International Member Coordinator

Page 5: Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

S1403: International Member Coordinator

• Pros• The Society will be focusing on investigation and

development of an organizational structure that will better serve the Society moving forward in both the US and abroad.

• Removal of the IMC position from the bylaws is the first step in this process. Without it in the bylaws the board has full flexibility to build and alter a structure that is effective for our international members.

Page 6: Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

S1403: International Member Coordinator

• Cons• This would leave the international members with no

bylaws-designated volunteer leader at a similar level like a MAL president or region governor.

• Once the international structures are figured out would be a better time to remove the IMC from the bylaws.

Page 7: Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

S1403: International Member Coordinator

• Who does this directly affect?• International members

• Budget Impact• none

• Impact to Region• To be filled out by Senator

Page 8: Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

S1405: Bylaws Amendments by Electronic Ballot

• Overview• In the case of a need to vote on a bylaws amendment without the benefit

of real time face-to-face debate, proposal is to allow an electronic vote that requires 90% of the entire senate voting membership to pass.

• Background• In the senate we often have proposed bylaws amendments that are either

very straightforward/non-controversial that are usually placed on the consent agenda or maybe need to be passed prior to a face to face meeting.

• This would mean only amendments that would pass easily without a lot of needed face-to-face discussion would be discussed via teleconference and voted on electronically.

• If the required electronic percentage is not met, the amendment would instead be automatically put on the agenda for the next in-person meeting.

Page 9: Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

S1405: Bylaws Amendments by Electronic Ballot

A. These bylaws may be amended at any in-person meeting of the senate or by an electronic ballot vote.B. unchangedC. The exact text of the amendment shall be made available to the membership by posting on the Society’s website at least forty-five days before the senate meeting at which the vote will be taken or the date on which the electronic ballot is sent. Copies of the proposed amendments shall be sent to voting members upon request. The senators shall be notified when proposed amendments are posted.D Two-thirds of the entire voting membership of the senate at an in-person meeting or ninety percent of the entire voting membership of the senate by electronic ballot shall be required to amend these bylaws. If the electronic ballot requirement is not achieved, the proposal shall automatically be placed on the agenda of the next in-person meeting.

S1405 - Bylaws Amendment

Page 10: Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

S1405: Bylaws Amendments by Electronic Ballot

• Pros• Allows senate to be more agile and vote electronically on motions that

would easily pass in person.• If an urgent bylaws amendment were ever needed, this motion would

make it possible to pass an amendment quicker.• Gives more time to in-person senate meetings to discuss more

controversial motions as well as other strategic initiatives.• The more stringent number of votes required to pass an electronic vote

makes it more likely that motions requiring thorough discussion will be handled at a face-to-face meeting.

• This would allow the senate to be more agile in passing bylaws amendments but prevent the assumption that all bylaws amendments should be voted on this way, still upholding the expectations that in person face-to-face meetings are the best way to hold discussions in the senate.

Page 11: Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

S1405: Bylaws Amendments by Electronic Ballot

• Cons• Doesn’t allow for effective democratic discussion and debate, since no

changes could be made to an amendment once it is posted; the vote can only be up or down, with no possibility of amending the proposed amendment.

• Allowing electronic voting for non-controversial amendments would actually take more time than having the proposed amendment on the consent agenda for a meeting.

• Bylaws committee could receive bylaws amendments at any time throughout the fiscal year instead of the usual 90 days prior to an in person face-to-face senate meeting, necessitating additional meetings by the bylaws committee for preparing bylaw amendments for posting.

• The bylaws could be in a constant state of change. Before the vote on one amendment is concluded, another amendment proposal could come forward impacting the same parts of the bylaws.

Page 12: Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

S1405: Bylaws Amendments by Electronic Ballot

• Who does this directly affect?• Senate / Bylaws Committee

• Budget Impact• none

• Impact to Region• To be filled out by Senator

Page 13: Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

S1406 - Collegiate Region Representative

• Overview• Changes Region Collegiate Team Structure/Responsibilities and requires

only 1 RCR per region • Places RCCE as voting member on Region Council

• Background• The task force worked to develop a strong leadership structure for the

RCT that limits sharing of roles but instead focuses on equality in workload distribution to clearly state roles and responsibilities within each of the three roles of the RCT (RCR, RCCE, RCS)

• The recommendations include modifying the responsibilities of our region collegiate leaders to allow them to spend their time acting as mentors to collegiate section presidents, and as SWE ambassadors. Responsibilities such as tracking which sections have updated bylaws and EIN information will be removed from these leaders and handled elsewhere

Page 14: Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

S1406 - Collegiate Region Representative

3. One collegiate representative and one collegiate communications editor for each twenty active collegiate sections or fraction thereof, not to exceed two, of the region, elected by the collegiate section presidents of the region in accordance with the procedures for collegiate senator elections.

• Proviso: This amendment will go into effect with the elections for FY16 region collegiate representatives and RCCE’s.

• Conforming sections changes made as well

S1406 - Collegiate Reg Rep

Page 15: Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

S1406 - Collegiate Region Representative

• Pros• By redefining the responsibilities, the time commitment for each of the three

positions will be more uniform. The new responsibilities of the representative and communications editor positions have been well-defined by the task force, so each collegiate leader has clear expectations for their duties and there is no overlap or sharing of roles as we currently have.

• Additional collegiate leaders can always be appointed to take on some of the responsibilities whenever a region feels it is necessary. Several more functional mentor /expert types of roles are under consideration. This is consistent with region operations within the professional membership by the use of appointed committees.

• Every region would have two collegiate voting members on their region council – currently some regions only have one.

• This new role structure streamlines the collegiate leadership and is formatted to mirror the professional region leadership with the ability to appoint others to help as needed.

Page 16: Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

S1406 - Collegiate Region Representative

• Cons• Even with realigning some of the responsibilities, the RCRs will still

likely have to field a lot of administrative questions from their collegiate sections which could easily bog down the RCRs again, particularly in regions that have large numbers of collegiate sections.

• The RCCE had been the designated alternate for the RCR on the region council. There would be no more collegiate alternates with this new arrangement unless each region council adopts a region policy for how alternates will be selected for the RCR and RCCE.

• There hasn’t been much time to evaluate whether or not the change that went into effect last year has been effective regarding how the number of RCRs is determined. The primary rationale for that change was the amount of work for the RCR is directly correlated to the number of collegiate sections in the region.

Page 17: Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

S1406 - Collegiate Region Representative

• Who does this directly affect?• Region Collegiate Team (RCR, Collegiate Senator, RCCE)

• Budget Impact• none

• Impact to Region• To be filled out by Senator

Page 18: Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

Revised Structure

Page 18

• Overall Findings• Remove all business ends from the RCT roles - have

Professional member leadership or Society HQ manage• Bylaws• EINs• Financially struggling sections• Sections not in good standing

• Develop a synergy between RCT and CLCC• Currently operating separately but have many of the

same goals• General consensus that RCR is overworked and RCCE

and RCS are under-utilized• Discourage sharing of roles between individuals –

instead distribute the workload

Page 19: Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

Revised Responsibilities for RCR

Page 19

• RCR Role• Regular communication

• Lead all calls/meetings• Send emails to presidents• Answer general questions

• Society structure• Facilitate professional/collegiate interaction

• SWE Ambassador• Best practice sharing• Representation

• Region Council (voting member)• Conflict resolution

• Assist sections with conflict resolution through assistance from Region leadership

Page 20: Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

Revised Responsibilities for RCCE

Page 20

• RCCE Role• Reporting communication

• Blog• Social Media – Facebook, Twitter, LinkedIn, etc

• Data management• Compile section reports (To RCT Region Lead – Lt.

Gov., Gov.)• SWE Ambassador• Representation

• Region Council (voting member)• Time management

• Ability to manage report submittals

Page 21: Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

Revised Responsibilities for RCS

Page 21

• RCS Role• Representation

• Senate• SWE Ambassador• Time management

• Society goals vs RCT goals

Page 22: Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

Revised Relationship with CLCC

Page 22

• CLCC Role• CLCC and RCR completing many of the same tasks• Reduce redundancy between groups• Increase communication• Require CLCC region lead to be part of the RCT

• Report sections that CLCC has contacted and provided services

• Mentor sections not in good standing (coordinate with HQ)

Page 23: Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

S1407 - Nominating Committee Chair Election by Board

• Overview• Changes the body that selects the nominating committee

chair from the nominating committee to the BOD. • Background• This will require the BOD to have a process for

nominating and electing the nominating committee chair in accordance with these bylaws and not how they currently manage the chair selection process of other chairs. Any member of the BOD can propose a member for nominating chair.

Page 24: Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

S1407 - Nominating Committee Chair Election by Board

The chair of the nominating committee shall be a nonvoting member of the committee selected annually to serve for the next fiscal year by the regional representatives on the committee board of directors. Candidates for chair must have recent service on the nominating committee or board of directors and may be members of the committee or board of directors at the time of selection. The chair may not serve concurrently as a regional representative on the committee or as a member of the board of directors. The chair may be reselected to only one additional consecutive term as chair and shall not be eligible to serve as a regional representative to the nominating committee for at least one year after serving as chair.

S1407 - Nom Com Chair Elec by BOD

Page 25: Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

S1407 - Nominating Committee Chair Election by Board

• Pros• Follows the leadership election task force FY12 BOD4

recommendations• Allows for consistency in Society direction, by aligning closer

with the BOD direction

Page 26: Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

S1407 - Nominating Committee Chair Election by Board

• Cons• Conflicts with the recommendation of the checks & balances focused interest

group (task force) in FY07, which recommended removing the selection of the nominating committee chair from the BOD and have the nominating committee select its own chair; the bylaws were amended in FY07 to follow that recommendation.

• Potential bias from BOD in selection of the chair. Those on the BOD who anticipate being candidates for office for the following year will want to elect a chair who they know are viewed favorably.

• The officer contact on the BOD should be keeping the nominating committee chair informed regarding BOD direction without the need for the BOD to select the chair.

• The elected representatives to the nominating committee have been entrusted with evaluating candidates for senate and Society leadership positions, and they are fully capable of evaluating candidates for and selecting their own chair.

Page 27: Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

S1407 - Nominating Committee Chair Election by Board

• Who does this directly affect?• Nominating Committee

• Budget Impact• none

• Impact to Region• To be filled out by Senator

Page 28: Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

S1408 - Nominating Committee Deputy Chair

• Overview• Adds a deputy chair to the Society nominating committee.

• Background• This addition will help lighten the burden on the Society nominating

committee chair increasing the success year to year and create a larger pipeline of chair candidates.

• The deputy chair would be a nonvoting member of the committee serving a one-year term, selected in the same manner as the chair (currently by the members of the Society nominating committee).

• The deputy chair will not automatically becoming chair the following year, like deputy speaker and deputy director of regions do not automatically become speaker and director of regions respectively. This allows the committee to ensure that the chair is the most qualified candidate each year.

• The deputy chair fills the chair role if there is a vacancy.

Page 29: Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

S1408 - Nominating Committee Deputy Chair

S1408 - Nom Com Deputy Chair

Page 30: Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

S1408 - Nominating Committee Deputy Chair

• Pros• Adding a deputy chair will lighten the load on chair and increase

the probability of a successful nomination cycle.• Serving as deputy chair would allow past board members to gain

experience on the committee before serving as chair. This should increase the interest of past board members and ultimately increase the pipeline of quality candidates.

• Since the deputy chair doesn’t automatically become chair, this allows the committee to select the best candidate for chair each year. If someone under performs as deputy chair, the committee has the flexibility to select a better suited chair the next year.

• Keeping the deputy chair and chair as nonvoting members will maintain the current structure where the slate is set by the regional representatives.

Page 31: Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

S1408 - Nominating Committee Deputy Chair

• Cons• Since the deputy chair and chair requirements are the same we

may be creating two positions with limited pool of candidates that have historically been hard to fill.

• Since the deputy chair will not automatically become chair, this doesn’t prevent pipeline issues.

• Some in the Society do not think the Society nominating committee should be selecting their own chair, adding a deputy chair gives the nominating committee authority to select one more position, if selection is performed without regard to established criteria, this may not strengthen the pipeline for future representatives of this group.

• There are still minimum requirements to serve as deputy chair so not all members are eligible.

Page 32: Senate Winter Meeting Preparation January 4 th & 9 th, 2014.

S1408 - Nominating Committee Deputy Chair

• Who does this directly affect?• Nominating Committee

• Budget Impact• none

• Impact to Region• To be filled out by Senator


Recommended