IEEE Denver Section Officers and Standing Committees Roles and Responsibilities

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1 Vlunteer Training The IEEE Center fr Leadership Excellence (CLE) ( ffers a ne stp training slutin designed t serve the multiple and diverse range f IEEE user cmmunities. Frm vlunteers, nn-vlunteers t students, members and cnference rganizers, the site ffers a simpler and effective learning experience. Sectin Officers - Elected - Executive Cmmittee Sectin Chair The Sectin Chair, respnsible t the Sectin Executive Cmmittee, shall be the Senir Executive Officer f the Sectin and has general supervisin f the affairs f the Sectin. The Chair shall have such pwers and duties as are prvided in the IEEE and Sectin By-Laws, including but nt limited t the fllwing: T appint the Chairs f all Standing Cmmittees. T make appintments fr any special duties as may arise during the term f ffice. T act as Chair f the Executive Cmmittee and call meetings as required r necessary t prperly handle the affairs f the Sectin in the best interests f the Sectin and the IEEE. T represent the Sectin (unless an alternate is designated by the Sectin Executive Cmmittee) as a member f the IEEE Regin 5 Cmmittee and carry-ut such duties relating theret as prescribed in the IEEE By-Laws. T ensure the electin f fficers is managed in accrdance t the Sectin s Lcal Operating Prcedures. T prepare a cnslidated reprt at the clse f the term f ffice. The reprt shall include a review f the activities f the Sectin during the term f ffice. Cpies f the reprt shall be furnished t the Reginal Directr, IEEE Headquarters, the incming Sectin Chair and a file cpy fr the Sectin's permanent recrds. Cmplete CLE Training fr Sectin Chair, Treasurer, and Secretary rles The Sectin Chair shall preside at all meetings f the Executive Cmmittee, General Sectin Annual Business Meeting, and the installatin f the Incming Officers. Experience: The Sectin Chair will typically have several years f experience with Sectin Executive Cmmittee as a Vting Officer. Ideally as the Sectin Vice-Chair, Treasurer, r as the Chair f ne f the Sectin Chapters. Familiarity will all f the Sectin rles and respnsibilities and the ability t step in and supprt any f the fficers functins where needed is highly valuable. Cmpletin f CLE training fr Sectin Chair will als help prepare fr this rle. 10/02/2017 1

2 Sectin Vice-Chair This fficer shall perfrm the duties f the Sectin Chair in the cnduct f business when the Chair is unable t d s. The Sectin Vice-Chair shall assist the Sectin Chair in making recmmendatins fr Sectin gals t the Executive Cmmittee. The Sectin Vice-Chair shall be a vting member f the Sectin Executive Cmmittee. At the discretin f the Sectin Chair, the Sectin Vice-Chair shall functin as crdinatr f Sectin activities. The Vice-Chair, as a member f the Executive Cmmittee, shall attend all meetings; r, if unable t attend, shall arrange fr an alternate t recrd the minutes f the meetings. Cmplete CLE Training fr Sectin Chair, Treasurer, and Secretary rles. The expectatin is that the Vice-Chair will assume the Chair s psitin at the end f the Chair s term f ffice. At the discretin f the Sectin Chair, the Sectin Vice-Chair may be asked t wrk with any f the ther Officers r Standing Cmmittee Chairs t help the Vice- Chair prepare and t cnfirm their readiness. Experience: The Sectin Vice-Chair will typically have several years f experience with the Sectin Executive Cmmittee as a Vting Officer. Ideally as the Sectin Treasurer r as the Chair f ne f the Sectin Chapters. A key task f the Sectin Vice-Chair is t becme familiar will all f the Sectin rles and respnsibilities t ensure they have ability t step in and supprt any f the fficers functins where needed is highly valuable. Cmpletin f CLE training fr Sectin Vice-Chair will als help prepare fr this rle. Secretary The duties f the Sectin Secretary shall include crrespndence, the keeping f the minutes f the cmmittee meetings, mailing ntices, and submissin f meeting and fficer reprts t the MGA department at the end f each year and such ther duties as are assigned t them by the Chair. The Secretary, as a member f the Executive Cmmittee, shall attend all meetings; r, if unable t attend, shall arrange fr an alternate t recrd the minutes f the meetings. The Secretary shall be respnsible fr sending ut meeting ntices fr the Executive Cmmittee Meetings using VTls. The Secretary shall be respnsible fr maintaining current recrds n the Sectin membership frm infrmatin furnished by IEEE Headquarters thrugh SAMIEEE. The Secretary shall be the custdian f all recrds f the Sectin and shall pass n t the incming Secretary thse recrds which shuld be retained fr histrical r ther purpses. 10/02/2017 2

3 At the beginning f each new administratin, the Secretary shall be respnsible fr ntifying IEEE Field Services f the names f all incming elected Sectin, Subsectin, and Chapter Officers and apprved Cmmittee Chairs within twenty (20) days after taking ffice by using the Officer Cnfirmatin reprting system. The Sectin Secretary shall prvide each new Sectin and Subsectin Chair, Chapter Officer, and Cmmittee Chairs with a cpy f the Denver Sectin lcal prcedures and apprpriate peratinal guides prepared by IEEE Headquarters, and ther guides that may be prepared by the Sectin, after each annual electin and/r cmmittee appintments. The utging Secretary shall be respnsible fr reprting t the IEEE Headquarters, n the prescribed frm (L-31), infrmatin abut the meetings held by the Sectin. This reprt shall be submitted t IEEE Headquarters n later than the specified date, usually February 1st f the ensuing year. Maintain the IEEE Denver lists in Ggle Admin Cmplete CLE Training fr Sectin Secretary Experience: The Secretary shuld be familiar with the IEEE in general but n specific experience is required t be cnsidered fr this psitin. The Secretary will need t becme familiar with: IEEE web based tls such as SAMIEEE Database and VTls (Events, entice, and Officer Reprting) grup management in Ggle Admin and ListServ Presentatin, spreadsheet, and dcument sftware Ggle Drive Ideally the Sectin Secretary will have previus experience as a Chapter r Grup Secretary. Treasurer The duties f the Sectin Treasurer shall include the develpment f a Sectin budget fr apprval by the Sectin, accunting f all Sectin funds, keeping financial recrds, and submitting the financial peratins reprt f the Sectin t the IEEE Senir Directr Financial Services. The Treasurer shall be respnsible fr maintaining the Sectin's financial recrds and cnducting activities including: Preparing all dcumentatin necessary fr the annual audit Maintaining the receipts and disbursements recrd using Quicken r ther apprved financial tracking prgram 10/02/2017 3

4 Reprt n the financial cnditin and any significant expenses f the Sectin at every Executive Cmmittee meeting Depsit f all mnies received by the Sectin in a depsitry apprved by the Executive Cmmittee Make disbursements nly as authrized in the Sectin annual budget r as specifically apprved by the Executive Cmmittee. Preparatin f an annual budget fr the next year. The utging Treasurer shall submit the Sectin Financial Statement fr the year ending December 31st n later than the date specified, in time t be received at IEEE Headquarters. Immediately fllwing installatin f fficers, the incming Treasurer shall arrange with the utging Treasurer fr the transfer f the Sectin financial recrds and submissin f required accunt signature cards. As a member f the Executive Cmmittee, the Treasurer shall attend all meetings, r if unable t attend, shall arrange fr an alternative t present the current financial reprt. Cmplete CLE Training fr Sectin Treasurer Experience: The Treasurer needs t access web based CBRS Bank Statements, use several accunting tls (currently NetSuite and Quicken), as well as use spreadsheets t manage the sectin finances. All f these tls can be learned althugh familiarity with them r similar tls will certainly make the Treasurer s life easier. Ideally the Sectin Treasurer will have previus experience as a Chapter r Grup Treasurer. Sectin Executive Cmmittee Members - Appinted Sectin Student Representative Representative f Student Branches n the Executive Cmmittee Chairs, Standing Cmmittees Awards and Recgnitin Assist the Sectin Chair in the generatin f recgnitin plaques and awards fr prir year fficers Cmpile the applicatin fr the annual Regin 5 Large Sectin Award 10/02/2017 4

5 Dine & Learn Respnsible fr crdinatin f Dine and Learn events which are mnthly technical talks and netwrking events jintly rganized with ur lcal technical scieties and the Denver sectin. Respnsibilities include crdinating with lcal scieties (verifying speaker details, verifying scheduled dates, cmmunicating expenses), crdinating with the meeting venue (reserving the space, arranging appetizers, authrizing charges), arranging fr the sciety a/v equipment t be present at the meeting, crdinating the sending f event ntices, and in rare instances lcating additinal speakers t maintain a cnsistent prgram. Lcal scieties will independently find, schedule, and crdinate all details with the speakers. This rle is als respnsible fr rganizing a smth transitin f infrmatin t yur successrs. Organize the mnthly Dine & Learn Dinners at a venue in the Denver metrplitan area. Slicit speakers and maintain a list f the agreed speaking engagement dates fr each speaker thrugh the year. Chapters are encuraged t spnsr Dine & Learns and prvide speakers in which case csts will be split with the Chapters. Prepare and issue the VTls Event and entice fr each Dine & Learn at least tw weeks in advance Maintain and setup IEEE Denver AV equipment including laptp, prjectr, wireless micrphne, and speaker fr each Dine & Learn Obtain permissin t recrd the presentatin frm the speaker with a signed cpy f the IEEE Cpyright Transfer & Publicatin Rights Dcument when pssible Recrd the presentatin, edit, and wrk with the Webmaster t pst n the IEEE Denver Website Submit receipts fr any csts incurred t the Treasurer. Meals are prvided fr free t any students wh attend the Dine & Learns. Cnferences Prvide leadership fr the management, rganizatin and executin f technical r prfessinal cnferences as defined by the Executive Cmmittee. Finance & Audit Becme familiar with the financial statements, prcedures, plicies and tls (Quicken) used by the Sectin and IEEE Assist the Treasurer in his/her duties, especially preparing fr the annual audit shuld the Sectin be selected fr an audit Act as the Treasurer shuld the Treasurer nt be available (excluding the disbursement f funds) 10/02/2017 5

6 Gvernment Relatins Infrm the membership f the Sectin f relevant legislatin which might have impact n the member Maintain cntact with activities and initiatives f the IEEE-USA Industry Relatins Prvide leadership necessary t build relatinships between the Sectin and lcal emplyers f electrical r cmputer engineers. Prmte the IEEE t industry as a relevant infrmatin prvider t enhance the technical skills f their emplyees, wrks with industry t establish an understanding f their needs and demnstrates that the IEEE can help address their needs and identifies ways t recgnize industry fr technical r prfessinal achievements relevant t the IEEE. Membership Develpment The membership develpment chair will be respnsible fr cntacting new IEEE members t welcme them t IEEE, answer r refer their questins, and infrm them f lcal activities. This is a great rle fr anyne (new r ld t IEEE) t find ut mre abut all the resurces, benefits, and activities available t IEEE members. This psitin shuld als gather metrics n what new members interests and gals in IEEE membership. If interested, this rle can als present t lcal student grups t increase awareness f the benefits, histry, and activities f IEEE. Resurces are available at the natinal level t prvide presentatins, infrmative literature, and supprt. This psitin wuld als be respnsible fr synchrnizing ur lists with the natinal IEEE database n a regular basis. Respnsible fr thse activities which supprt the general membership. Primary interface between the Executive Cmmittee and the Technical Scieties within the Denver Sectin, including rganizing and arbitrating the discussin n sciety annual rebate levels. Cmmunicate regularly with Yung Prfessinals student representatives and Chapter Chairs abut membership recruitment and develpment pprtunities within thse grups. Advises and assists in sciety startup and nging develpment activities. Organizes and supprts all Senir Member upgrade events. As a member f the Executive Cmmittee, attend all meetings, r if unable t attend, shall arrange fr an alternative t present the current membership reprt. Prfessinal Activities (PACE) Prvide leadership fr activities fr thse activities which imprve the prfessinal standing and recgnitin f Electrical, Electrnics and Cmputer Engineers, Scientists, and Technlgists in cmmunities within the Denver Sectin. 10/02/2017 6

7 Plan and rganize prfessinal develpment activities t benefit the members f the Denver Sectin. Interface with the Regin 5 Prfessinal Activities Chair t btain funding fr Denver Sectin PACE activities and reprt t Regin 5 upn cmpletin f the activities. Represents the Denver Sectin n the Clrad Engineers Cuncil (CEC) and ther intersciety, Industry and Gvernment engineering rganizatins as requested by the Executive Cmmittee. Represent the Sectin at the Annual IEEE-USA Annual Meeting and ther Reginal and Natinal cnferences and meetings as requested by the Sectin. As a member f the Executive Cmmittee, attend all meetings, r if unable t attend, shall arrange fr an alternative t present the current PACE reprt. Prgrams & Events Respnsible fr scheduling and crdinating all f the Sectin's meetings: Mnthly Sectin Executive meetings Annual Business Meeting Summer BBQ Sectin Executive (ExCm) meetings are held mnthly except July and December. The Annual Business Meeting / Fall Event is ur premier annual event fr ur lcal membership. It includes the Awards Banquet and the annual installatin f fficers. Respnsibilities include: rganizing vlunteers finding and negtiating a venue bking a keynte speaker negtiating catering crdinatin with the ExCm ExCm members and past event rganizers are available t assist and transfer knwledge f ur past events The Summer BBQ is an infrmal event held at a lcal park fr all Denver Sectin Vlunteers Familiar with event management sftware and the IEEE E-ntice system Becme familiar with lcal meeting venues, catering resurces and audi-visual equipment rentals 10/02/2017 7

8 Becme familiar with available (lcal and natinal) speakers (technical and nn-technical) and the IEEE Distinguished Lecturer Series Supprt the transfer f knwledge t the next Prgrams / Events Chair Public Relatins and Publicity Respnsible fr raising the awareness (marketing) in the cmmunity f IEEE activities by: ntifying newspapers, trade publicatins, ther technical prfessinal rganizatins, the radi and TV media, and ther interested parties cncerning Sectin meetings f particular interest and f IEEE activities such as electin f fficers, annual awards, and special meetings and ther events Building relatinships with lcal Chambers f Cmmerce Wrking with Scial Media and Publicatins t crdinate the utreach fr IEEE Denver Becming familiar with media resurces available frm IEEE and IEEEUSA and assisting in cnference publicity when requested Publish the Sectin s electrnic newsletter at least fur times per year. Sectin Student Activities Supprt f IEEE University and Cllege Student Branch prgrams and the annual Student Paper Cntest amng thers. Prvide a regular reprt t the Sectin Executive Cmmittee abut status f educatinal activities prgrams in the Sectin and in the gegraphic area. Maintain cntact with Sectin Student Representative, all Student Chapters and Chapter Cuncilrs within the Denver Sectin, including a cntact list f all Chapter fficers and cuncilrs. Maintain cmmunicatins with the Regin 5 Educatinal Activities chair. Pass n t successr all relevant recrds f ffice at the end f term. As a member f the Executive Cmmittee shall attend all meetings, r if unable t attend, shall arrange fr an alternative t present the current Student Branch Activities reprt. Sectin Student Activities - Pre-Cllege and Educatin Activities Respnsible fr thse activities which interact with pre-university students (K-12). These activities are in supprt f Pre-Cllege Math & Science (STEM) prgrams such as the Clrad Science Fair and Science Olympiad amng thers. Prvide a regular reprt t the Sectin Executive Cmmittee abut status f educatinal activities prgrams in the Sectin and in the gegraphic area. 10/02/2017 8

9 Maintain cmmunicatins with the Regin 5 Educatinal Activities chair. Pass n t successr all relevant recrds f ffice at the end f term. As a member f the Executive Cmmittee, attend all meetings, r if unable t attend, arrange fr an alternative t present the current Pre-Cllege and Educatin Activities reprt. Scial Media Leverage scial media such as Facebk, Linked In, Twitter, etc. as apprpriate t reach ut t ur members and prvide current infrmatin f interest n IEEE Denver Activities and events f interest Strategic Planning Update the Sectin s Lng Range plan Hld discussins and wrk grup sessins as necessary t maintain the relevance f the Lng Range Plan. Webmaster The webmaster is respnsible fr updating ur WrdPress based sectin website ieee-denver.rg which includes updating links and cntent, psting meeting minutes and resurces, and ther maintenance t maintain a functinal website. Additinal imprvements, ideas, and changes are encuraged Supprt/maintain ur dmain names and ur Ggle apps fr nn-prfits accunt which shuld bth require very minimal, if any interactin 10/02/2017 9