Region C Joint Meeting

1
Region C Joint Meeting

• Melissa Tata
• Region C Governor

2
Region C

• Region C Governor Contact Information
• Melissa Tata
• Telephone number [phone]
• Email Address Melissa_tata_at_dell.com

3
Joint Meeting Agenda

• Intro by any board members present (5 min)
  Melissa Tata
• Intro of region officers and goals (5 min)
  Melissa Tata
• Announcements, calendar reminders,
  congratulations (5 min) Melissa Tata
• Update on MEGA issues FIG (3 min) Davinia
  Chism
• Membership update (5 min) Davinia Chism
• Discuss transition to CIC (5 min) Jennifer
  Dahse Erin Roberts
• Advertisement for region conference (5 min)
  Sriya Anbil
• Discuss collegiate section counselor/faculty
  advisor needs (5 min) Jennifer
• Dahse
• Updates on region rep, newsletter and website
  (8 min) Erin Roberts Jennifer
• Allee Karolina Sarnowska
• Roll call and quorum determination (2 min)
  Eileen Velez
• Discuss/approve motions (10 min) Claire
  Shortall
• COR motions (5 min) Claire Shortall
• Discuss/approve budget (5 min) Diane Doise

4
FY06 Board of Directors

• Ronna F. Robertson President 2005-06
• Jude A. Garzolini President-Elect 2005-06
• Judie Forbes Secretary 2005-07
• Anne M. Lucietto Treasurer 2005-06
• Elizabeth "Libby" A. Allman Director,
  Membership Initiatives 2005-06
• Virginia C. Connolly, P.E. Director,
  Education 2005-07
• Michelle F. Tortolani Director, External Affairs
  2005-06
• Bernice Brody Director, Professional Development
  2005-07
• Naomi Brill Director of Regions 2005-06
• Linette Patterson Speaker of the Council 2005-06
• Betty A. Shanahan Executive Director CEO
• Florence Hudson Special Director, Strategic
  Planning 2005-06
• Laura Beth Bienhoff Collegiate Board
  Representative 2005-06

5
Region C Officers
6
Region C Officers
7
Calendar

• 2nd BOD report due Feb 1
• Scholarship applications due Feb 1
• 3 Part Professional Development Communication
  Series beginning Feb 16
• National Engineers Week - Feb 20-26, 2006
• Individual awards submission deadline Feb 28
• Project Management Professional Development
  Seminar sponsored by Dell Mar 30
• Region Conference - Mar 31-Apr 2, 2006 in Austin

8
Announcements

• Student Activities Committee has changed its name
  to Collegiate Interest Committee
• Better reflects that our students are collegiate
  members, and that the committee will work on a
  wide variety of issues relating to our collegiate
  membership.
• Online Membership Directory Update Features
• The ability to search for current fiscal year
  leadership. Past leadership service for the last
  three years is currently displayed on individual
  member profile records
• A new wild card search capability for the section
  field to allow region level searching
• The ability to edit your member profile from a
  link on the directory search screen
• Additional download capabilities in a number of
  file formats and data result sets for individuals
  in specific leadership roles
• www.swe.org/directory
• NSBE/SHPE Joint Membership is available for full
  dues paying regular professional members only.

9
New Award Sponsored by IBM

• 1st place 5000, runner up 2000
• 45-75 min event at regional conference on global
  diversity
• Awarded each year 2006-2008

10
Reminders

• SWE Forum www.swe.org/sweforum
• Region C website http//www.societyofwomenengineer
  s.org/regionc/default.asp

11
Congratulations Scholarship Winners

• Kelli Boehringer (AM)
• Elizabeth Bodine (UT)
• Kathryn Sy (AM)
• Jennifer Factor (UTSA)
• Ekaterina Fokina (UMiss)
• Erin Keys (UT)

• Molly Moodt (AM)
• Lynn Scofield (AM)
• Jasmine Galjour (UL Lafayette)
• Salome Balderrama (UT)
• Arian Vistamehr (AM)
• Sharon Byers (UT)

12
Leadership Roster on File - Presidents
All sections not listed need to submit their
leadership roster to HQ and Governor and CIR for
collegiates ASAP
13
Region Goals Highlights
1. Increased visibility. We plan to continue to
engage the Board with updates on our best
practices and invites to our events. Our added
focus this year is more participation on National
committees and National award nominations. 2.
Enhanced communication in the region. I have
continued to distribute emails to the CORs and
Presidents on regional and national announcements
and have increased the frequency to weekly. We
plan for more frequent updates to the website and
to have quarterly newsletters. This first
newsletter is a great example of how we can
communicate our strategy and successes. 3.
Improved succession planning/Empowering region
officers. Claire Shortall has obtain information
from all sections on past Presidents and CORs as
potential future region officer candidates. We
will focus on success planning with the
Leadership coaches
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Region Goals Highlights (cont)
4. Improved regional conference attendance. We
have started work early on this. We already have
our collegiate leads, a date and a theme and have
begun advertising. We hope to enhance the
attendance at and value of our regional
conference and begin plans to generate a profit
from this event. We are focusing on the career
fair and engagement of local teachers as part of
our E-Week focus this year. 5. Approved
additional new sections. Eileen Velez-Vega and
her colleagues have submitted the charter to
establish a professional SWE section in
Vicksburg, Mississippi. 6. Increased region
membership. Our membership retention goals are
professional 80 and collegiate 52. Our
membership growth goals are professional 20 and
collegiate 51.
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Conference Events

• If you dont have tickets to a speaker event, you
  can come in after the meal
• Thurs, Nov 3
• 100-200 PM Collegiate meeting (all
  particularly section officers)
• 200-400 PM Joint meeting (all particularly
  section officers)
• 400-500 PM Professional meeting (all
  particularly section officers)
• 800-1000 AM Keynote Breakfast
• Friday, Nov 4
• 100-400 PM MAL Meeting
• 100-500 PM Technical Paper Competition
• 330 Grant Program Development Workshop
• 800 AM-1200 PM Team Tech Competition
• 1000-1100 AM FIG Meetings MEGA issues,
  environmental scanning meeting
• Saturday, Nov 5
• 100-500PM COR Meeting (COR)
• 630-1000 PM Celebrate SWE! Banquet Awards
• Make lots of noise at these events to show
  support for their award recipients

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Committee Needs

• National Committees
• Multicultural
• Procedures
• Scholarship
• Strategic communications
• Program Development Grants
• Engineers Week
• Region
• Awards Chair

• COR FIGs
• Meeting
• Mega issues
• Environmental scanning
• Procedures
• If interested, contact Melissa.Tata_at_swe.org

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E-Week

• See separate presentation

18
Handouts

• Advertisements for region conference and
  Dallas/Houston events
• Professional seminar interest survey for region
  conference
• Brochures for region conference

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Roll Call

• 2/3 for quorum (10 total CORs)
• Erin Roberts collegiate
• Katy Wright-Breaux MAL C
• Greta Zornes Greater New Orleans
• Maria Mayela Quezada Houston Area
• Marie Laplante Houston Area
• Meg Reese Baton Rouge ???
• Jen Sorenson Southwest Texas
• Katie Todd Southwest Texas
• Jean Cathcart Dallas
• Hope Toole Fort Worth
• Britton Cooksey Spindletop
• Camela Dutton Texas Space Center
• Eileen Velez-Vega - Mississippi

Red present
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Motions and Reports Claire Shortall
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BHAG Background

• Environmental Scanning Focused Interest Group (ES
  FIG) asked to update the Big Hairy Audacious Goal
  (BHAG) last year
• Input gathered at Region Conferences and via
  SWE-News
• ES FIG reviewed all ideas and created new BHAG
  and Vivid Descriptions from them
• Motion for approval of new BHAG Vivid
  Descriptions will be part of the consent agenda
  at the COR Business Mtg

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Proposed BHAG
Transcend the Need for the W in SWE!
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Proposed Vivid Descriptions
We are known as a premier provider of
professional development for engineers and
engineering leaders.
Our board of director positions are coveted
because of their prestige.
SWE activities positively impact womens career
decisions to stay in the engineering profession.
24
Bylaw Amendments

• Proposal 1 Region Bylaws Template ? To amend
  Article VI. Section 3 as follows There shall be
  standard region bylaws provided to each region,
  which may adopt such bylaws or formulate its own,
  provided that no region bylaws may have
  provisions that conflict with the Society bylaws.
  There shall be a region bylaws template provided
  to all regions. Regions may adopt such template
  or make such changes as allowed, provided that no
  region bylaws may conflict with the Society
  bylaws.
• Proposal 2 Section Bylaws Template ? To amend
  Article VII. Section 3 as follows There shall be
  standard professional section and student section
  bylaws provided to each professional or student
  section, which may adopt such bylaws or formulate
  its own, provided that no section bylaws may have
  provisions that conflict with the Society bylaws.
  There shall be professional section and student
  section bylaws templates provided to all
  professional and student sections. Sections may
  adopt such template or make such changes as
  allowed, provided that no section bylaws may
  conflict with the Society bylaws.
• Proposal 3 Removal of Governors ? To amend
  Article VI, Section 2. as follows, with the
  remaining sections adjusted accordingly. C. A
  region governor may be removed by the following
  1. A petition for removal must be filed with the
  headquarters office, and must be signed by at
  least ten percent of the voting members of the
  region. 2. Upon receipt of the removal petition,
  a ballot shall be sent to all voting members of
  the region. A deadline for the return of such
  ballot shall be clearly stated on the ballot. 3.
  A majority of the ballots received by the stated
  deadline shall be required for removal, provided
  that at least twenty percent of the ballots are
  returned. 4. If fewer than twenty percent of the
  ballots are returned, the region governor shall
  remain in office.

Italics Removed Wording Underlined New Wording
25
Bylaw Amendments (cont)

• Proposal 4 Notification of elected
  representatives ? To revise Article V, Section
  3.E. as follows Two-thirds of the number of
  representatives who have been duly elected to
  serve as voting members of the council and
  reported to Headquarters as of July 1 of each
  year shall constitute a quorum for the conduct of
  the business of the council.
• Proposal 5 Collegiate Member ? To amend Article
  II, Section 1.D.1. by changing student member
  to collegiate member. All subsequent references
  of student member(s) would be changed to
  collegiate member(s), including the heading for
  this section.
• Proposal 6 Collegiate Representative ? To amend
  Article II, Section 1.D.3. by changing student
  representative to collegiate representative.
  All subsequent references of student
  representative(s) would be changed to
  collegiate representative(s)
• Proposal 7 Collegiate Section ? To amend Article
  II, Section 1.D.2. by changing student section
  to collegiate section All subsequent references
  of student section(s) would be changed to
  collegiate section(s)

Italics Removed Wording Underlined New Wording
26
Bylaw Amendments (cont)

• Proposal 8 SWE Counselor ? To amend Article VII,
  Sections 2.B. and 2.C. as follows B. The student
  section shall elect a non-student member in good
  standing of the Society as a counselor to the
  section. The counselor shall be considered a
  nonvoting member of the collegiate section. The
  student section shall operate under the guidance
  of a SWE counselor, who shall be chosen as
  follows 1. The SWE counselor of a student
  section shall be elected by the student section
  and shall be considered a nonvoting member of the
  student section. 2. The SWE counselor must be a
  member in good standing of the Society. While it
  is desirable that the counselor be a voting
  member, should a voting member not be available,
  the board of directors may approve a qualified
  associate to be counselor. 3. The counselor shall
  be responsible to the board of directors for the
  student sections compliance with these bylaws
  and other rules and policies of the Society. C.
  Student sections shall have control over
  activities and projects within the student
  section, provided that no student section
  activity may be in conflict with the established
  policies of the board of directors Society. The
  SWE counselor shall provide interpretations where
  needed, subject to review by the board of
  directors. Student sections may not assess dues
  or fees.
• Proposal 9 Notice of Proposed Amendments ? To
  amend Article XIII, Section C. as follows C. The
  exact text of the amendment shall be sent to each
  voting member and the student representatives on
  the Council made available to the membership by
  posting on the Societys website at least thirty
  forty-five days before the council meeting at
  which the vote will be taken. Copies of the
  proposed amendments shall be sent to voting
  members upon request. The members of the council
  of representatives shall be notified when
  proposed amendments are posted.

Italics Removed Wording Underlined New Wording
27
New Motion

• Motion
• Request the National Bylaws Committee to review
  the Societys bylaws and national election cycle,
  determine if it is feasible to begin the national
  elections before April 1st of each fiscal year to
  enhance strategic planning and end-of-year
  transition, and report their recommendations to
  the COR on or before May 1, 2006.

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Election of Region Nominating Committee Chair

• Motion To elect Claire Shortall as chair of the
  region nominating committee for FY06.
• Discussion The region bylaws state that the
  nominating committee chair is a nonvoting member
  of the committee elected by the region council.
  Claire Shortall was elected as chair for FY05 and
  has been acting as chair for FY06 at the request
  of Governor Tata pending election by the region
  council. She is a charter member and past
  president of three section (Princeton University,
  Louisiana (now Baton Rouge), and Greater New
  Orleans), was a member of the Houston Area
  Section while serving as provisional region
  director during the Societys transition to
  regions, and has been a MAL in central Louisiana
  since 1987. At the Society level she has served
  on or chaired many committees and also served
  three years as treasurer and three years on the
  board of trustees. Claire received a
  Distinguished New Engineer Award in 1985, Fellow
  designation in 1995, and an inaugural
  Distinguished Service Award in 2000. Her goals
  for this committee in FY06 are to finalize the
  region nomination and election manual (drafted in
  FY05), draft a succession plan for the region,
  present the region council with a slate of
  excellent candidates to serve the region during
  FY07, and assist the governor as requested.

29
Policy for Selecting Nominating Committee Members

• Motion To adopt the following policy for
  selecting members of the region nominating
  committee
• Committee members should be familiar with the
  members in the region and the responsibilities of
  the positions available. They need to be
  objective, be able to meet deadlines, and be
  trustworthy with confidential information.
• Each professional section president and the MAL
  representative is entitled, but not required, to
  appoint one of its members to serve on the region
  nominating committee, provided that the person is
  qualified and the section president or MAL
  representative submits the name to the region
  nominating committee chair no later than October
  1. It is up to the sections and MAL
  representative to decide how these individuals
  are selected.
• The chair of the region nominating committee has
  the authority to solicit for and appoint
  qualified members to fill the committee if fewer
  than three qualified members are appointed by the
  professional section presidents and MAL
  representative by October 1 or if vacancies later
  occur which reduce the number of voting members
  on the committee to less than three.
• If a member of the committee relocates after
  being selected for the committee, s/he may
  continue to serve for the remainder of the fiscal
  year even if the relocation results in a
  different region assignment or causes more than
  one individual to be on the committee from a
  given section or the members at large.

30
Policy for Announcing the Remainder of the Slate

• Motion To adopt the following policy for
  announcing the slate of positions other than
  governor
• The nominating committee must present the slate
  for all positions other than governor to the
  region council no later than May 31.

31
Policy for Issuing Ballots

• Motion To adopt the following policy for
  issuing ballots for positions other than
  governor
• The chair of the nominating committee is
  authorized to issue ballots and associated
  materials for candidates other than governor to
  the voting members of the region council no later
  than June 7, with a copy to the teller.
  Nonvoting members of the region council and
  professional section presidents shall receive the
  materials about the candidates but not the actual
  ballot. If requested by the chair of the
  nominating committee, the ballots and associated
  materials may be distributed by the governor,
  lieutenant governor, secretary, or treasurer,
  provided that the designee is not a candidate for
  any position on the ballot and is not the teller.
• The teller may issue a reminder of the deadline
  during the second week of voting, provided that
  every member who has not yet voted is notified at
  the same time.

32
SWE Mega Issues

• Davinia Chism
• Membership Chair
• rmc-c_at_swe.org

33
Mega Issue Discussion

• Title IX
• No Child Left Behind
• Overview of progress
• External Issue

• Engineering Liaisons
• Discussion on Thursday at 1000 AM
• Vote on motion Saturday in COR meeting
• Internal Issue

Want your voice heard? Go to the COR discussion
on Thursday
34
Engineering Liaisons

• The Questions
• Should SWE leverage liaisons with other societies
  to benefit SWE members?
• What role can the COR play in this issue?
• As SWE continues to grow and offer benefits to
  members, SWE is faced with the option of forming
  engineering liaisons with other engineering
  societies. The main reasons for establishing
  liaisons would be to outreach to members of other
  engineering societies and grow SWE membership.
  Secondary reasons include increasing SWE
  visibility and authority and providing additional
  benefits to SWE members.

35
Region C Membership

• Davinia Chism
• Membership Chair
• rmc-c_at_swe.org

36
Region C FY06 Membership Baseline

• 700 Professional Members
• As of 6/30/2005
• Up from 597 FY05 baseline

• 1122 Student Members
• As of 6/30/2005
• Down from 1129 FY05 baseline
• Down from 1151 FY04 baseline

1822 Total Members 61.6 Students
37
Region C FY05 Membership Goals

• Grow our Student Sections
• Focus on our Professional Sections
• Awards
• Succession Planning

38
Grow Our Student Sections

• Retention Goal of 52
• Last year retention 51.99
• FY04 retention 44.22
• Growth Goal of 51
• Last year growth 50.75
• FY04 growth 55.08
• Recruiting at Schools
• Bolster weak student sections
• Interaction of Student Sections with Professional
• Minimum of 1 activity with a professional section
  for each student section

39
Focus on our Professional Sections

• Retention Goal 80
• Last year retention 79.56
• FY04 retention 76.43
• Growth Goal 20
• Last year growth 21.27 (Highest in SWE!)
• FY04 growth 18.75
• 2 new Life Members
• Student Upgrade Drive
• Last year student upgrade drive (35) responded
  to drive
• Goal this year 35 response
• Social at Region Conference

40
Focus on our Professional Sections

• New Sections
• Large student populations in areas where there
  are no professional sections
• Evaluate MAL member locations
• Potential sections Mississippi, Arkansas
• Retain Membership
• Non-renewal Drive
• Personally contact those not renewing
• SWE statistics on reasons for non-renewal
• Active Participation
• Give the members reason to come and stay
• Professional Awards at Region Conference
• Publish Guidelines
• Fundraising

41
Awards

• Goal Win Best Membership Recruitment Campaign
  Award.
• Work towards awards for both Region C and
  individual sections
• Applications will be due June 30, 2006. 

42
Succession Planning

• Document Region C RMC roles
• Document guidelines for
• Region C Awards
• Student Upgrade Letter campaign
• Non-renewal campaign
• Goal establishment
• Reports and metrics tracking
• Upgrade Social

43
SWE Region C Conference

• Hosted by
• SWE Student Section
• University of Texas at Austin
• With assistance from
• SWE Southwest Texas Section
• Mailing Address
• One University Sta. Stop C2100, Austin, TX 78712
• Phone [phone] Fax [phone]
• Website http//www.engr.utexas.edu/swe/regionC.h
  tm

44
SWE Region C Conference

• Date Friday, March 31, 2006 to Sunday, April
  2, 2006
• Location Radisson Hotel Suites Austin, 111 E.
  Cesar Chavez Street, Austin Texas 78701

45
Calendar of Events

• Friday, March 31, 2006
• 1200 - 500 PM Check-In
• 200 - 500 PM Industry Tours
• 600 - 800 PM Dinner at Local Austin Rest.
• 800 - 900 PM Night Life Guide
• 930 PM Movie Night Social
• Saturday, April 1, 2006
• 800 - 900 AM Breakfast
• 900 - 1000 AM Workshop Session 1
• 1000 - 1100 AM Workshop Session 2
• 1100 AM - 1230 PM Lunch at Texas Union with
  Keynote Speaker
• 1230 - 130 PM Workshop Session 3
• 130 - 300 PM Career Fair (company setup btw
  900 130)
• 330 - 500 PM Capitol Building / Texas Museum
  Tour
• 630 - 830 PM Dinner Cruise on Town Lake
• 900 - 1000 PM Love-Yourself Night

46
Calendar of Events (cont)

• Sunday, April 2, 2006
• 700 - 800 AM Kickboxing Workout Session
• 800 - 900 AM Breakfast
• 900 - 1100 AM Regional Meetings Students and
  Professionals
• 1100 - 1130 AM Regional Meetings Joint
• 1200 PM Check-Out

47
Professional Meeting Agenda

• Introductions (10 min) All
• Vitality update (5 min) Jill Almaguer
• Professional development ideas for region
  conference (5 min) Sandra Aldridge
• Succession planning for region officers (5 min)
  Claire Shortall
• National announcements (2 min) Melissa Tata
• Award nominations (3 min) - Melissa Tata
• Region bylaws (lieutenant governor process) (10
  min) Marie LaPlante
• Update on environmental scanning FIG (3 min)
  Linette Patterson
• Update on professional development committee (3
  min) Melissa Tata
• Membership retention ideas (5 min) - All
• Ideas for E week (5 min) - All
• Brainstorm how to share best practices year to
  year and section to section (10 min) - All

48
Professional Development
Professional Development Web Seminar Transitioning
from Engineer to Manager Tuesday, November 15,
2005300 pm to 400 pm EasternRegister today!
Disney's Rachel Hutter will discuss the major
differences between the two roles, the necessary
skills to transition to manager, how to establish
credibility and ways to measure your success.
Rachel Hutter is Director, Attractions
Engineering Services and Quality Assurance for
Walt Disney World Company.
SWE Members Spread the Word Special Member
Discount in November!! In conjunction with our
membership web seminar, SWE will be offering a
50 discount off of professional membership dues
to any new members joining SWE in the month of
November. Register at www.swe.org/transitionwebre
g for the free web seminar and a special email
will be sent to them after November 1st to join
at the special discounted rate!
This seminar is generously sponsored by a SWE
Program Development Grant.
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Handouts

• Please complete the survey about region conference