library/communities/councils...table of contents page(s) major motions

MINUTES

MEMBERS COUNCIL CHICAGO, ILLINOIS JANUARY 27, 2015

These minutes were approved by Members Council June 30, 2015.

TABLE OF CONTENTS PAGE(S)

Major Motions ................................................................................................................................. I-IV Action Items ............................................................................................................................ V-VII Call to Order/Roll Call ................................................................................................................... 2 Review of Agenda ......................................................................................................................... 2 Approval of Minutes ...................................................................................................................... 2 Chapter, Sections and Student Branches Charters ................................................................... 2-4 Standing Committee Reports Young Engineers in ASHRAE Committee Report ...................................................................... 4-5 RP Committee Report .................................................................................................................. 5 Chapter Technology Transfer Committee Report ......................................................................... 6 Conferences and Expositions Committee Report ...................................................................... 6-8 Membership Promotion Committee Report .................................................................................... 8-9 Student Activities Committee Report ....................................................................................... 9-10 Grassroots Government Activities Committee Report ................................................................ 10 Honors and Awards Committee Report ...................................................................................... 11 Subcommittee Reports Planning Subcommittee Report ............................................................................................. 11-15 Region Operations Subcommittee Report ............................................................................. 15-22 PAOE Subcommittee Report ................................................................................................. 22-23 Ad Hoc Committee Reports Effective Roles and Responsibilities of the RMCR Ad Hoc Committee Report .......................... 23 Develop Plans for Establishing ASHRAE Chapters Ad Hoc Committee Report ......................... 23 Old Business Status of Referred Motions from Members Council .................................................................... 23 Review of Carryover Action Items ............................................................................................... 24 Review of CRC Schedules .......................................................................................................... 24 Finance Committee Report ......................................................................................................... 24 Initiative Status Report ................................................................................................................ 24 New Business Society Planning Committee Update .......................................................................................... 24 Open Discussion: Cooperation and Coordination of Stand Committee Ideas on Engaging YEA Members in Chapters .................................................................................................................. 24 Other Business Postponed Motion 36 (10/03/2014) – RMCR ROB Revisions ................................................... 25 Next Meeting ............................................................................................................................... 25 Adjournment ................................................................................................................................ 25 Attachments: Business Plan from Chile .......................................................................................... Attachment A Young Engineers in ASHRAE Committee Report ..................................................... Attachment B RP Committee Report ............................................................................................... Attachment C Chapter Technology Transfer Committee Report ..................................................... Attachment D Conferences and Expositions Committee Report ..................................................... Attachment E Membership Promotion Committee Report ................................................................ Attachment F Student Activities Committee Report ........................................................................ Attachment G

Grassroots Government Activities Committee Report .............................................. Attachment H Honors and Awards Committee Report ...................................................................... Attachment I Region and Chapter Award Forms ............................................................................ Attachment J Social Media Acceptable Use Policy ......................................................................... Attachment K Preliminary Draft Plan for Establishing Chapters ....................................................... Attachment L Status of Referred Motions from Members Council .................................................. Attachment M Review of Carryover Action Items ............................................................................. Attachment N Review of CRC Schedules ........................................................................................ Attachment O Initiative Status Report .............................................................................................. Attachment P

MO# PG# PRINCIPLE MOTIONS – CHICAGO, ILLINOIS – JANUARY 27, 2015

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2 2 That the charter of the Chile Chapter located in Santiago, Chile whose boundaries will cover the country of Chile be approved.

3 2 That consent Motions a. through d. be approved. a. That the charter of the Winston-Salem Section located in Winston-Salem,

North Carolina and sponsored by the North Piedmont Chapter be dissolved.

b. That the charter of the Tri Cities Section located in Kingsport, Tennessee and sponsored by the East Tennessee Chapter be dissolved.

c. That the charter of the Leon Section located in Leon, Mexico and sponsored by the Guadalajara Chapter be dissolved.

d. That the charter of the Gulfstream Section located in West Palm Beach, Florida and sponsored by the Gold Coast Chapter be dissolved.

4 3 That consent motions a. through q. as shown below be approved.

a. That the charter of the University of Buffalo Student Branch, located in

Buffalo, New York and sponsored by the Niagara Frontier Chapter be approved.

b. That the charter of the Cegep de Rimouski Student Branch, located in Rimouski, Quebec City, Canada and sponsored by the Quebec City Chapter be approved.

c. That the charter of the Universite Laval Student Branch, located in Quebec City, Canada and sponsored by the Quebec City Chapter be approved.

d. That the charter of the Centennial College Student Branch, located in Toronto, Ontario, Canada and sponsored by the Toronto Chapter be approved.

e. That the charter of the Lakehead University ASHRAE Student Branch, located in Thunder Bay, Toronto, Canada and sponsored by the Toronto Chapter be approved.

f. That the charter of the Catholic University of America Student Branch, located in Washington, D.C. and sponsored by the National Capital Chapter be approved.

g. That the charter of the West Virginia University Student Branch, located in Morgantown, West Virginia and sponsored by the West Virginia Chapter be approved.

h. That the charter of the Wichita Area Technical College Student Branch, located in Wichita, Kansas and sponsored by the Wichita Chapter be approved.

i. That the charter of the Colorado School of Mines Student Branch, located in Golden, Colorado and sponsored by the Rocky Mountain Chapter be approved.

j. That the charter of the University of San Diego Student Branch, located in San Diego, California and sponsored by the San Diego Chapter be approved.

k. That the charter of the Universidade de Brasilia Student Branch, located in Brasilia, Brazil and sponsored by the Brasil Chapter be approved.

l. That the charter of the Multitec Student Branch, located in Buenos Aires, Argentina and sponsored by the Argentina Chapter be approved.

m. That the charter of the Florida Technical College Student Branch, located


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in Pembroke, Florida and sponsored by the Gold Coast Chapter be approved.

n. That the charter of the Silpakorn University Student Branch, located in Nakhon Pathom, Thailand and sponsored by the Thailand Chapter be approved.

o. That the charter of the Datta Meghe College of Engineering Student Branch, located in Maharashta State, India and sponsored by the ASHRAE Mumbai Chapter be approved.

p. That the charter of the Nagarjuna College of Engineering and Technology Student Branch, located in Karnataka, India and sponsored by the ASHRAE Bangalore Chapter be approved.

q. That the University of Split Student Branch, located in Split, Croatia and sponsored by the Danube Chapter be approved.

5 4 That the Young Engineers in ASHRAE (YEA) Manual of Operating Procedures

(MOP) and MOP Reference Document be approved as shown in Attachment B/A.

6 5 The RP Committee recommends that Members Council approve the travel of the RP Chair to attend either RAL or Region XIII CRC if the Chair is invited to attend by the DRC of the Region.

7 5 The RP Committee recommends that Members Council approve the attached MOP changes (see Attachment C/A).

8 8 That for Student members residing in Developing Economy countries be offered a reduced membership fee similar to Developing Economy and SmartStart programs to give graduating Student members the opportunity to transition to Associate Member Grade equal to the Developing Economies discount ratio. The benefits for this program will be the same as the Developing Economies program.

9 9 That the Student Activities Manual of Procedures be revised to include the creation of a subcommittee called “Chapter Chair Training and Development.” Document revised to include: Chapter Chair Training and Development Develop and update training for Student Activities Chapter Chairs Create and implement Centralized Training for chairs

10 10 The Grassroots Government Activities Committee (GGAC) recommends to Members Council that the draft Rules of the Board for the new Grassroots Government Advocacy Committee be accepted (see Attachment H/A).

11 10 The Grassroots Government Activities Committee (GGAC) recommends to Members Council that the draft Manual of Procedures for the new Grassroots Government Advocacy Committee be accepted (see Attachment H/B).

12 11 That Society provide an option for members to make a voluntary contribution to RAL fund while paying the annual dues.

13 12 That the Chapter Information Questionnaire (CIQ) be revised to allow all YEA Members (including Affiliate grade members) to serve specifically as YEA


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Chapter Committee Chairs.

14 12 That beginning fiscal year 2015-2016, Society take the lead in responding to all audits of the local chapters regarding 501(c)3 qualifications/status from external organizations (IRS, etc.). This would be limited to nonprofit qualifications/status audits only and would not include financial audits.

17 15 That Society provides points related to YEA experience equivalent to that of grassroots committees. The proposed change would be made available retroactively for members that had past YEA experience.

18 16 That the tally forms for the Regional Award of Merit and the Chapter Service Award as shown in Attachment J be approved.

21 17 That Society provides a summary chapter membership report that lists the number of chapter members by member grade.

22 17 That Society provides a YEA Regional membership summary report that lists the number of YEA members by chapter.

23 18 That beginning fiscal year 2015-2016, Society creates a standardized response and procedure that can be incorporated into the MCO that includes a dedicated contact from Society for all the chapters to use when they are being asked to justify their non-profit status. This would be limited to nonprofit qualifications/ status audits only, and would not include financial audits.

24 18 That the age or birth date field be a required field in the initial sign-up and/or renewal process.

25 19 That a new report be created in “Chapter Reports” to highlight chapter members who may be eligible for membership advancement.

26 19 That Society create rules and procedures for guidance to the chapters on how to facilitate and implement the social media platforms.

27 19 That the Social Media Acceptable Use Policy as shown in Attachment K be included as an appendix to the Manual for Chapter Operations.

28 20 That the revisions as shown below in Appendix D, Transportation Reimbursement Policy for Regions, Section IV.A, Other be approved. IV. OTHER A. The cost to purchase a VISA (fee only), when required, will be reimbursed

as part of the normal transportation reimbursement for all Members Council transportation. Additional expenses that occur in associatedion with the purchase of a VISA will not may be reimbursed by Society. However, reimbursement of additional expenses may be paid from the chapter and/or region’s physical budget upon prior approval of the DRC to do so.

29 20 That the revisions as shown below in Appendix D, Transportation Reimbursement


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Policy for Regions, Section IV.A. Other be approved as a second paragraph. IV. OTHER A. The cost to purchase a VISA (fee only), when required, will be reimbursed

as part of the normal transportation reimbursement for all Members Council transportation. Additional expenses associated with a VISA may be reimbursed upon prior approval of the DRC.

Visas are very important for those travelling to international countries that require them. The process to obtain a Visa can take up to 2-5 months to process depending upon the circumstances. Visas should be obtained before purchasing transportation. If for any reason the member cannot attend the regional event, reimbursement for and/or cancellation fees or any other expenses incurred will not be covered by Society. If Visas are not purchased in a timely manner or if the Visa cannot be obtained because of government restrictions, the member will incur the expense.

DUE AI# PG# DUTY DATE STATUS ACTION ITEMS – CHICAGO, IL – 01/15

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1 2 Staff

06/15 Open To report approval of the Chile Chapter to their steering committee.

2 3 Staff 06/15 Open To notify the respective chapters that the sections are dissolved as indicated in Motion 3, consent items a. through d.

3 6 Staff

06/15 Open To publish the results of Motion 19c from the Golden Gate Chapter on the website.

4 7 Staff 06/15 Open To publish the results of Motions 6b and 6c from the Halifax Chapter on the website.

5 9 Staff 06/15 Open To publish the results of Motion 6g from the Spacecoast Chapter on the website.

6 9 Staff

06/15 Open To publish the results of Motion 6j from the Northern Pakistan Chapter on the website.

7 9 Student Activities Committee

06/15 Open To bring additional motion back to Members Council for approval showing where revisions in Motion 9 will be placed in their MOP.

8 10 Staff

06/15 Open To publish the results of Motion 19a from the Hamilton Chapter on the website.

9 11 Staff

06/15 Open To publish the results of Motion 13 from the Manitoba Chapter on the website.

10 12 Staff 06/15 Open To publish the results of Motion 12 from the Sub Region C on the website.

11 12 Staff

06/15 Open To revise the CIQ program to include the Affiliate grade to accept the YEA Committee Chair position.

12 12 Staff

06/15 Open To publish the results of Action Item 11 and revised Motion 13 from the Greenville Chapter on the website.

13 13 Comptroller Staff 06/15 Open To implement Motion 14: “…Society take the lead in responding to all audits of the local chapters regarding 501(c)3…”

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13 Staff

06/15 Open To publish the results of Motion 14 from the Richmond Chapter on the website.

15 14 Staff 06/15 Open To publish the results of Motion 15 from the Golden Gate Chapter on the website.

16 14 Staff 06/15 Open To further investigate ways for section members who are not assigned to a chapter to invoice regional dues while paying Society


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dues.

17 14 Staff 06/15 Open To publish the results of Motion 16 from the Florida West Coast Chapter on the website.

18 16 Staff 06/15 Open To publish the results of Motion 17 from the Halifax Chapter on the website.

19 16 Staff 06/15 Open To revise the Regional Award of Merit and Chapter Service Award forms to include the YEA and GGAC positions as indicated in Motion 18 and to notify the Halifax Chapter of this change.

20 16 Staff 06/15 Open To send chapters information on electronic funds transfer for chapter dues.

21 16 Staff 06/15 Open To publish the results of Motion 19 from the Singapore Chapter on the website.

22 17 Staff 06/15 Open To publish results of Motion 20 from the Saudi Arabia Chapter on the website.

23 17 Staff 06/15 Open To notify the Halifax Chapter that a chapter aggregate report is available in the chapter reports section of the website as indicate in Motion 21 and that a video was created to assist members with shortcuts and tips in Excel.

24 18 Staff 06/15 Open To notify the Halifax Chapter that the summary report as indicated in Motion 22 is available in the chapter reports section of the website.

25 18 Staff 06/15 Open To publish the results of Motion 23 from the Richmond Chapter on the website and let them know that this is being implemented.

26 18 Staff 06/15 Open To add the word “required” on the paper application when it’s updated for the next fiscal year.

27 18 Staff 06/15 Open To publish the results of Motion 24 from the Rocky Mountain Chapter and let them know that the date of birth will be required on the renewal and new membership applications (online and hardcopy).

28 19 Staff 06/15 Open To publish the results of Motion 25 from the Golden Gate Chapter and let them know that this information is already available and is used during MP Centralized Training.


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29 19 Staff 06/15 Open To publish the results of Motion 26 from the Toronto Chapter and let them know that the Electronic Communications Committee developed a process “Society Media Acceptable Use Policy” and that it will reside on the MCO web page.

30 20 Staff 06/15 Open To include the Social Media Acceptable Use Policy as an appendix in the MCO.

31 20 Staff 06/15 Open To revise the Region Operations Manual (Appendix D) and the Manual for Chapter Operations (Appendix 2B) as indicated in Motion 28.

32 21 Staff 06/15 Open To revise the Region Operations Manual (Appendix D) and the Manual for Chapter Operations (Appendix 2B) as indicated in Motion 29.

33 23 LeViseur 06/15 Open To liaise with the ad hoc committee on establishing chapters.

34 24 Staff 06/15 Open To provide an update to the Society Planning Committee on the Members Council MBOs and include actions taken or have been completed.

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MEMBERS COUNCIL MINUTES JANUARY 27, 2015 CHICAGO, ILLINOIS

MEMBERS PRESENT: T. David Underwood, Chair Timothy G. Wentz, Vice-Chair Charles H. “Charlie” Culp, ExO Buss A. “Andy” Price, Region VI RMCR K. William “Bill” Dean, ExO Walter W. Law, Region VII RMCR Kirk T. Mescher, ExO Jonathan I. “Jon” Symko, Region VIII RMCR Joseph L. “Joe” Furman, Region I DRC Trenton S. “Trent” Hunt, Region IX RMCR Isabelle Lavoie, Region II DRC Jack H. Zarour, Region X RMCR Paul E. Petrilli, Region III DRC Suzanne LeViseur, Region XII RMCR Kevin L. Marple, Region XI DRC Dominador D. “Jojo” Castro, Region XIII RMCR George W. “Billy” Austin, Region IV RMCR Nohad I. Boudani, Region-At-Large RMCR Douglas D. “Doug” Fick, Region V RMCR GUESTS PRESENT (CONT’D): NON VOTING MEMBERS PRESENT: Blake Ellis, Region IX DRC Corey B. Metzger, CTT Chair Richard Zbin, Region V DRC Wade H. Conlan, CEC Chair Larry Fisher, Region VII DRC Elbert G. “Bert” Phillips, GGAC Chair Jake Taylor, Region V LeaDRS Essam E. Khalil, H&A Chair Dustan Macauley, Region III GGAC RVC John A. Rieke, RP Chair Audrey Dupuis, Region II YRC Bryan M. Holcomb, MP Chair Michael Woodford, AHRI Francis Lacharite, SA Chair Farooq Mehboob, Region-At-Large DRC Megan Tosh, YEA Chair Matt Rowe, Planning Committee Carrie Anne Crawford, Region VIII LeaDRS GUESTS PRESENT: Ginger Scoggins, Region IV DRC Dan Rogers, RPC Vice Chair Ross Montgomery, Advocacy Committee STAFF PRESENT: Rob Laneve, CTTC Vice Chair Joyce Abrams Rob Craddock, GGAC Vice Chair Vickie Grant Keith Yelton, Region IX ARC Candace Pettigrew Joseph Chin, SAC Vice Chair Justin Ledford Bryan Oliva, RP, National Capital Chapter Rhiannon Masterson Brian Jennissen, Region VI, LeaDRS Megan Hezlep Jeff Watson, Region II, LeaDRS Patricia Adelmann Bill Malphus, H&A Vice Chair Jim Scarborough Roger Jones, Region III ARC Vanita Gupta Sarah Maston, CEC Vice Chair Daniel Gurley Karine LeBlanc, Region X DRC Mark Miller, Region VI DRC Maya Ayoub, Region-At-Large, LeaDRS Hugh McMillan, Society Rules Committee Edward Tsui, Region XIII DRC Branislav Cvijetinovic, Region XI, LeaDRS Bill Klock, Region VIII DRC Jason Alphonso, MPC Vice Chair

Members Council Minutes – Chicago, Illinois – January 27, 2015

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1. CALL TO ORDER / ROLL CALL The winter meeting of Members Council was called to order on January 27 at 8am by David Underwood, Members Council Chair in Price (5) of the Palmer House Hilton Hotel. Those in attendance are included on the list above. 2. REVIEW OF AGENDA There were no revisions to the agenda. 3. APPROVAL OF DRAFT MINUTES It was moved by Mr. Furman and seconded (1) That the following consent motion be approved.

a. That the draft minutes from the October 2-3, 2014 fall meeting of Members Council be approved.

MOTION 1 PASSED. (unanimous voice vote, chair not voting) 4. CHAPTER, SECTIONS AND STUDENT BRANCH CHARTERS It was moved by Mr. Mescher and seconded (2) That the charter of the Chile Chapter located in Santiago, Chile whose boundaries will cover

the country of Chile be approved. Background: Jennifer Isenbeck, Region XII DRC worked closely with ASHRAE members from Chile and representatives of Region XII to establish the proposed ASHRAE Chapter in Chile. The requirement of 40 ASHRAE Members and Associate Members in good standing of the geographic location for the proposed chapter signed the petition to form a chapter. Paula Hernandez, Region XII RVC of Membership Promotion and other ASHRAE members from Chile prepared a business plan for the new chapter (Attachment A). MOTION 2 PASSED. (unanimous voice vote, chair not voting) AI 1 Staff to report approval of the Chile Chapter to their steering committee. It was moved by Mr. Mescher and seconded (3) That consent motions a. through d. as shown below be approved. a. That the charter of the Winston-Salem Section located in Winston-Salem, North Carolina and

sponsored by the North Piedmont Chapter be dissolved. Background: This chapter section is no longer active per confirmation by the Region IV DRC, Ginger Scoggins. b. That the charter of the Tri Cities Section located in Kingsport, Tennessee and sponsored by

the East Tennessee Chapter be dissolved.


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Background: This chapter section is no longer active per confirmation by the Region VII DRC, Larry Fisher. c. That the charter of the Leon Section located in Leon, Mexico and sponsored by the

Guadalajara Chapter be dissolved. Background: This chapter section is no longer active per confirmation by the Region VIII DRC, Bill Klock. d. That the charter of the Gulfstream Section located in West Palm Beach, Florida and

sponsored by the Gold Coast Chapter be dissolved. Background: This chapter section is no longer active per confirmation by the Region XII DRC, Jennifer Isenbeck. MOTION 3 PASSED. (unanimous voice vote, chair not voting) AI 2 Staff to notify the respective chapters that the sections are dissolved as indicated in Motion 3,

consent items a. through d. It was moved by Mr. Mescher and seconded (4) That consent motions a. through q. as shown below be approved. a. That the charter of the University of Buffalo Student Branch, located in Buffalo, New York and

sponsored by the Niagara Frontier Chapter be approved. b. That the charter of the Cegep de Rimouski Student Branch, located in Rimouski, Quebec City,

Canada and sponsored by the Quebec City Chapter be approved. c. That the charter of the Universite Laval Student Branch, located in Quebec City, Canada and

sponsored by the Quebec City Chapter be approved. d. That the charter of the Centennial College Student Branch, located in Toronto, Ontario,

Canada and sponsored by the Toronto Chapter be approved. e. That the charter of the Lakehead University ASHRAE Student Branch, located in Thunder

Bay, Toronto, Canada and sponsored by the Toronto Chapter be approved. f. That the charter of the Catholic University of America Student Branch, located in Washington,

D.C. and sponsored by the National Capital Chapter be approved. g. That the charter of the West Virginia University Student Branch, located in Morgantown, West

Virginia and sponsored by the West Virginia Chapter be approved. h. That the charter of the Wichita Area Technical College Student Branch, located in Wichita,

Kansas and sponsored by the Wichita Chapter be approved. i. That the charter of the Colorado School of Mines Student Branch, located in Golden, Colorado

and sponsored by the Rocky Mountain Chapter be approved. j. That the charter of the University of San Diego Student Branch, located in San Diego,


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California and sponsored by the San Diego Chapter be approved. k. That the charter of the Universidade de Brasilia Student Branch, located in Brasilia, Brazil and

sponsored by the Brasil Chapter be approved. l. That the charter of the Multitec Student Branch, located in Buenos Aires, Argentina and

sponsored by the Argentina Chapter be approved. m. That the charter of the Florida Technical College Student Branch, located in Pembroke,

Florida and sponsored by the Gold Coast Chapter be approved. n. That the charter of the Silpakorn University Student Branch, located in Nakhon Pathom,

Thailand and sponsored by the Thailand Chapter be approved. o. That the charter of the Datta Meghe College of Engineering Student Branch, located in

Maharashta State, India and sponsored by the ASHRAE Mumbai Chapter be approved. p. That the charter of the Nagarjuna College of Engineering and Technology Student Branch,

located in Karnataka, India and sponsored by the ASHRAE Bangalore Chapter be approved. q. That the University of Split Student Branch, located in Split, Croatia and sponsored by the

Danube Chapter be approved. MOTION 4 PASSED. (unanimous voice vote, chair not voting) 5. MEMBERS COUNCIL STANDING COMMITTEE REPORTS A. Young Engineers In ASHRAE (YEA) Committee Report (Attachment B) The following was reported by Megan Tosh, YEA Committee Chair. It was moved by Mr. Culp (5) That the Young Engineers in ASHRAE (YEA) Manual of Operating Procedures (MOP) and

MOP Reference Document be approved as shown in Attachment B/A. Background: In order to accurately define Young Engineers in ASHRAE (YEA) and its programs and procedures, the YEA Manual of Procedures (MOP) and the corresponding MOP Reference Document need to be updated. The YEA Committee has reviewed the documents and made updates to the following: MOP 1. Section 3.2: updated names of subcommittees 2. Section 5.2.2.1: updated day of YEA Committee meeting 3. Section 8.2: updated names and descriptions of subcommittees MOP Reference Document 1. Section B.1.a: updated length of YEA Hospitality Suite (it has been shortened from 3 to 2

hours because attendance usually drops dramatically after 2 hours and we won’t have to replenish food)

2. Section C.2.e.1: updated name of subcommittee that reviews Leadership U applications


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3. Section C.3.a: removed mention of trainings held at ASHRAE HQ since now they are held at multiple locations

4. Section C.3.e: updated name of subcommittee that reviews HVAC training scholarship applications

5. Section C.4.b and e: changed National Engineers Week Foundation to their new name of DiscoverE

6. Section C.4.d: removed mention of USA Today print ad since DiscoverE no longer offers it as a benefit

7. Section G: added number formatting 8. Section G.3: added restriction of current YEA Committee members to YEA Award eligibility 9. Section G.4: clarified that Society YEA Committee must put forward nominations for YEA

Award 10. Section G.5: Expanded the judging pool for the YEA Award to YEA Executive Committee Financial Impact: No fiscal impact. MOTION 5 PASSED. (unanimous voice vote, chair not voting) B. RP Committee Report (Attachment C) The following was reported by John Rieke, RP Committee Chair. It was moved by Mr. Mescher that (6) The RP Committee recommends that Members Council approve the travel of the RP Chair to

attend either RAL or Region XIII CRC if the Chair is invited to attend by the DRC of the Region.

Background: Attendance at these CRCs will bring additional recognition to the RP Chairs of these Regions, further develop contacts with Regional Donors, and provide requested assistance to the RP-RVCs. Fiscal Impact: Approximately $1,200 to cover the airfare in accordance with the current transportation policy. MOTION 6 PASSED. (unanimous voice vote, chair not voting) It was moved by Mr. Mescher that (7) The RP Committee recommends that Members Council approve the attached MOP changes

(see Attachment C/A). Background: None of the attached changes are significant and represent housekeeping actions and updating to current RP Committee practices. Fiscal Impact: None. MOTION 7 PASSED. (unanimous voice vote, chair not voting) Mr. Rieke reported as an information item that the RP Committee are ahead by 18.5% their goal. They have raised $628,365 compared to $530,376 this same time last year. The RP Committee are also celebrating a milestone, their 100th year anniversary.


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C. Chapter Technology Transfer Committee Report (Attachment D) The following information items were reported by Corey Metzger, Chapter Technology Transfer Committee (CTTC) Chair. 1. The eleventh annual CTTC webcast, “New Tomorrows for Today’s Buildings: Existing

Building Commissioning,” is scheduled to broadcast live on April 23, 2015 from 1-4 p.m. EDT. This year’s webcast presenters are Robert G. Baker, OPMP, Fellow ASHRAE; James K. Vallort, Fellow ASHRAE; and Ronald J. Wilkinson, P.E., CPMP. Online registration begins March 18, 2015 at www.ashrae.org/webcast.

2. The webcast program has been approved for continuing education credits by AIA and GBCI.

Three Professional Development Hours (PDHs), three AIA Learning Units (LUs), or three GBCI Continuing Education Hours (CEs) may be awarded to participants who complete the online Participant Reaction Form by May 8, 2015. Chapters may earn 100 PAOE points by hosting the webcast. The pre-taped presentation segments will include opening remarks by ASHRAE President Tom Phoenix. The live webcast will originate from the studios of Encompass Digital Media in Atlanta.

3. A total of 209 visits have been scheduled for the 72 lecturers participating in the 2014-15

ASHRAE Distinguished Lecturer Program. The 167 allocated visits budgeted for this year were confirmed as of December 1, 2014. An additional 42 non-allocated visits have also been scheduled and confirmed. Eight of the 72 lecturers participating in the DL program this year are from countries outside of the U.S. and Canada – Argentina, Denmark, Egypt, Malaysia, Mexico, Singapore, Taiwan, and Thailand. Eighty-one visits have been confirmed to 32 Chapters and Sections outside of the U.S. and Canada.

CTTC has developed a new formula to distribute the 167 allocated DL visits amongst the 14

Regions. The formula allows 5 fixed visits to each Region and determines the remaining visits based on percentage of Chapters in the Region and percentage of area assigned members. The reallocation will be announced to the Chapters in the coming weeks and will go into effect for the 2015-16 Society year. CTTC feels that this reallocation more equitably divides the visits amongst the Regions and overall membership.

4. Motion 19c (10/2/2014) – Golden Gate Chapter: That the Distinguished Lecturer

Participation Form, which is filled out by Chapters to secure a DL Allocation, be updated to include a section to address expenses and number of hotel nights.

Answer: CTTC approved a motion to add verbiage to the Distinguished Lecturer Participation

Form, making it more explicit which expenses the Chapter is responsible for. The CTTC Resource Manual and webpage will be updated to reflect this change.

AI 3 Staff to publish the results of Motion 19c from the Golden Gate Chapter on the website. D. Conferences and Expositions Committee Report (Attachment E) The following information items were reported by Wade Conlan, Conferences and Expositions Committee (CEC) Chair. 1. Motion 6b (10/2/2014) – Halifax Chapter: That Society offer a special reduced registration

rate for Voting Members of Technical Committees combining the One Day Registration with the Virtual Conference Registration at the current One Day Registration rate allowing the


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Member to attend what portions of the Conference they could, while giving them access to everything electronically. The proposed reduced rate would be implemented starting with the 2015 Annual Meeting in Atlanta, GA.

Answer: This motion was not approved by CEC because the Virtual Conference is already

included in a single-day registration fee. 2. Motion 6c (10/2/2014) – Halifax Chapter: That Society offer a special registration rate for

Regional and Society Officers attending Society Annual and Winter Meetings combining the One Day Registration with the Virtual Conference Registration at the current One Day Registration rate allowing the Member to attend what portions of the Conference they could, while giving them access to everything electronically. The proposed reduced rate would be implemented starting with the 2015 Annual Meeting in Atlanta, GA.

Answer: This motion was not approved by CEC because the Virtual Conference is already

included in a single-day registration fee. AI 4 Staff to publish the results of Motions 6b and 6c from the Halifax Chapter on the website. 3. The Conferences and Expositions Committee approved the registration fees for the 2016

Winter Conference in Orlando and the 2016 Annual Conference in St. Louis and are as follows:

a. Member Advance $420 b. Member Onsite $550 c. Non Member Advance $620 d. Non Member Onsite $750 e. Member One Day $210 f. Non Member One Day $260 g. Speakers $105

4. The 2015 ASHRAE Winter Conference technical program featured 13 conference paper

sessions (49 conference papers presented), 12 technical paper sessions (44 technical papers presented), 64 seminars, 8 Workshops and 1 Forum. The entire technical program is approved for PDHs. In addition, most of the sessions are approved for NY PDHs, AIA Learning Units and GBCI LEED AP credits.

5. The following specialty conferences were approved:

a. International Conference on Energy and Environment in Ships, May 22-24, 2015, Athens, Greece.

b. ASHRAE Energy Modeling Conference, Sept. 30-Oct.2, 2015, Atlanta, GA c. ASHRAE IAQ Conference: Defining Indoor Air Quality – Policy, Standards and Best

Practices, Sept. 12-14, 2016, Alexandria, VA The following specialty conferences are in development:

a. Second Hot Climates, February 2016, Qatar b. Developing Economies, Q12016, India c. Second ASHRAE/IBPSA-USA Building Modeling, Sept. 2016, Atlanta d. Second Efficient Building Design, Nov. 2016, Lebanon e. Thermal Envelopes Conference, Clearwater, FL, Dec. 2016


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f. UNEP Conference, Q4 2016 g. Cold Climate Design, Q3 2018

6. The Conferences and Expositions Committee were requested to assist with the technical

program for the 2015 AHR Expo Mexico in October in Guadalajara, Mexico. E. Membership Promotion Committee Report (Attachment F) The following was reported by Bryan Holcomb, Membership Promotion Committee Chair. It was moved by Mr. Dean (8) That for Student members residing in Developing Economy countries be offered a reduced

membership fee similar to Developing Economy and SmartStart programs to give graduating Student members the opportunity to transition to Associate Member Grade equal to the Developing Economies discount ratio. The benefits for this program will be the same as the Developing Economies program.

Background: For Developing Economies, student membership fess is $10 (instead of $20). Now under SmartStart program, a graduating student has to pay as per the following: 1. The first year out of college annual membership is still only $20. 2. Then it is $73 for the second year and $94 for the third year. 3. Students also have the option of paying $187 for all three years. Since the student membership fee is reduced to half for Developing Economies, SmartStart program for developing economies should be reduced proportionately as new graduates may not have a job and will not be able to afford the sudden incremental dues. This is required to keep and retain the membership of the new graduates. Finance Committee to determine fee schedule. Developing Economies SmartStart Package to reflect the same benefits as the Developing Economies Package. Fiscal Impact: Positive, saving the cost of sending the printed handbook and may increase participation in the SmartStart program for Developing Economy Student Members. MOTION 8 PASSED. (unanimous voice vote, chair not voting) Information Items: Motion 6g (10/2/2014) – Spacecoast Chapter: That Society change its existing rule and reporting metric of attaining Chapter membership goals from using the difference of Chapter Area-Assigned Members (AAM) between the first and last days of the Society year to being equal to new Society memberships at the Associate and Member levels brought by that Chapter subtracted by cancelled Society memberships at the Associate and Member levels in that Chapter for that respective Society year, beginning July 1, 2015. Answer: The Membership Promotion Committee did not approve this motion. The Area-Assigned Members (AAM) figure includes all member grades except Student members. This means that Members who change to Retired or Life membership are included in the AAM figure. As mentioned in the background, transfers (both in and out of a chapter) are counted as gains or losses for chapter. The number of transfers is usually not significant, but it is if a chapter’s starting AAM is adjusted accordingly (for example, if a new chapter is established and a large number of members are transferred out of an existing chapter and assigned to the new chapter, then the AAM for that existing


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chapter would be adjusted so they weren’t penalized for those who transferred out). Based on a review of total transfers in all chapters during the 13-14 SY, the net number of transfers were +7, so the majority of chapters were positively impacted by transfers. Another point to consider is that some new members are assigned to a “Default” Chapter when they join, and are then manually transferred into the correct chapter. If we do not count transfers, then these new members would not be counted. AI 5 Staff to publish the results of Motion 6g from the Spacecoast Chapter on the website. Motion 6j (10/2/2014) – Northern Pakistan Chapter: That for developing economies, similar to student fee which is $10 (instead of $20), under SmartStart program, new graduate students should be reduced to half too. Answer: The Membership Promotion Committee did not approve this motion. The MPC agreed with the intent of the motion, however, the fees were incorrect and wasn’t detailed enough. The MPC took the intent and put forth their own motion clarifying the fee schedule and benefits. (See MPC Motion 8 01/27/2015: That for Student members residing in Developing Economy countries be offered a reduced membership fee similar to Developing Economy and SmartStart programs to give graduating Student members the opportunity to transition to Associate Member Grade equal to the Developing Economies discount ratio. The benefits for this program will be the same as the Developing Economies program.) AI 6 Staff to publish the results of Motion 6j from the Northern Pakistan Chapter on the website. F. Student Activities Committee Report (Attachment G) The following was reported by Francis Lacharite, Student Activities Committee Chair. It was moved by Mr. Culp (9) That the Student Activities Manual of Procedures be revised to include the creation of a

subcommittee called “Chapter Chair Training and Development.” Document revised to include: Chapter Chair Training and Development Develop and update training for Student Activities Chapter Chairs Create and implement Centralized Training for chairs Background: Centralized training was approved for Student Activities by Members Council during its Seattle meeting. To create and implement this change, the Student Activities Committee changed its Manual of Procedures to create a new subcommittee to develop the logistics. Fiscal Impact: None, this does not change the number of RVCs or meetings. MOTION 9 PASSED. (unanimous voice vote, chair not voting) AI 7 Student Activities Committee to bring additional motion back to Members Council for approval

showing where revisions in Motion 9 will be placed in their MOP. Information Items: Motion 19a (10/2/2014) – Hamilton Chapter: That Society create a student LinkedIn page to provide a platform for students to interact with ASHRAE.


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Answer: The Student Activities Committee did not approve this motion. The committee agreed that a Society level student activities LinkedIn site is not a good idea at this time. Furthermore, the consensus was that if Society decides it is appropriate to create an official LinkedIn site, then students should be included with the general membership and not relegated to a separate student’s only site. Discussion threads could then be created within the main ASHRAE site that are geared more toward students. Also, students should be able to network with professionals. AI 8 Staff to publish the results of Motion 19a from the Hamilton Chapter on the website. G. Grassroots Government Activities Committee Report (Attachment H) The following was reported by Bert Phillips, Grassroots Government Activities Committee Chair. It was moved by Mr. Culp (10) The Grassroots Government Activities Committee (GGAC) recommends to Members Council

that the draft Rules of the Board for the new Grassroots Government Advocacy Committee be accepted (see Attachment H/A).

Background: This draft is the result of work by the GGAC and the Advocacy Committee to prepare for the merging of these two committees to be effective July 1, 2015. Fiscal Impact: There is no fiscal impact since the two committees already had their individual budgets with projections already made. The effect on the budget will be combining the line items from the two separate committees into one committee. MOTION 10 PASSED. (17-0-1, chair not voting) It was moved by Mr. Culp (11) The Grassroots Government Activities Committee (GGAC) recommends to Members Council

that the draft Manual of Procedures for the new Grassroots Government Advocacy Committee be accepted (see Attachment H/B).

Background: This draft is a result of work by the GGAC and the Advocacy Committee to prepare for the merging of these two committees to be effective July 1, 2015. This merger has already been approved by the BOD. Fiscal Impact: None. Motion 11 PASSED. (17-0-1, chair not voting) Information Item: 1. The GGAC is requesting a waiver of the rules from the Honors and Awards Committee for a

one time consideration in order to give two (2) Government Affairs Awards, one for ASHRAE Year 2012-13 and one for ASHRAE Year 2013-14. This is because in its first year of existence, GGAC was still getting all of its rules and procedures into place and no applications for the award were accepted or approved. Additionally, the award was changed from a chapter award to an individual or team award.


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H. Honors and Awards Committee Report (Attachment I) The following was reported by Essam Khalil, Honors and Awards Committee Chair. At the beginning of the Honors and Awards Committee report, Members Council went into Executive Session. After executive session, the meeting continued with the following information items. 1. Motion 13 (07/01/2014) – Manitoba Chapter: That the Honors and Awards Committee

reconsider the current criteria for the Distinguished Service Award (DSA) and the Exceptional Service Award (ESA) adopted within the committee and made effective February 2013 and revert back to the criteria previously in place.

Answer: The Honors and Awards Committee approved a motion to change the requirements for the Distinguished Service Award (DSA) and Exceptional Service Award (ESA) as follows:

Three points are required in at least three (3) categories (A-F) for DSA. Seven Three points are required in each of at least three (3) categories (A-F) for ESA.

These changes will be reflected in the H&A Resource Manual, DSA/ESA Instructions and Point Tally Form, and on the H&A webpage.

AI 9 Staff to publish the results of Motion 13 from the Manitoba Chapter on the website. 2. The Honors and Awards Committee requests assistance in soliciting nominations for Society-

level awards, including Fellow, F. Paul Anderson, Louise and Bill Holladay, the ASHRAE Award for Distinguished Public Service, Andrew T. Boggs, Honorary Member, ASHRAE Pioneers of the Industry and the Hall of Fame. It is recommended to consider solicitation of nominations at CRC meetings.

6. MEMBERS COUNCIL SUBCOMMITTEE REPORTS A. Planning Subcommittee Report The following was reported by Paul Petrilli, Planning Subcommittee Chair. Carryover 2014 Fall CRC Motions It was moved by Mr. Petrilli Region-At-Large (Sub Region C – Motion 6.i (10/2/2014): (12) That Society provide an option for members to make a voluntary contribution to RAL fund

while paying the annual dues. Background: The Planning Subcommittee supports this motion with the understanding that it may not be implemented immediately. Society is investigating opening offices outside the US/Canada. The subcommittee recommends that implementation of this motion be included in that initiative. Region-At-Large (Sub Region C) – Motion 6.i (10/2/2014):

That Society provide an option for members to make a voluntary contribution to RAL fund while paying the annual dues. CRC Background: With a growing membership base and large geographical spread of the Region, there is a need to enhance the financial contribution to RAL fund. The proposed voluntary contribution will help in improving the cash flow for supporting the Regional activities.


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CRC Fiscal Impact: Negligible. Fiscal Impact: Significant. (Secretary’s note from Comptroller: The financial aspect would be negligible but staff time would not allow for this activity without having to hire additional staff.) MOTION 12 PASSED. (unanimous voice vote, chair not voting)

AI 10 Staff to publish the results of Motion 12 from the Sub Region C on the website. It was moved by Mr. Petrilli Region IV (Greenville Chapter) – Motion 24 (10/2/2014): (13) That the Chapter Information Questionnaire (CIQ) be revised to allow all YEA Members

(including Affiliate grade members) to serve specifically as YEA Chapter Committee Chairs. Background: The Rules of the Board (ROB) do not prohibit Affiliate Members from serving as chapter committee chairs. The subcommittee further recommends that the CIQ be changed to allow Affiliate Members to serve as chair of any chapter committee. Region IV (Greenville Chapter) – Motion 24 (10/2/2014): That the Manual for Chapter Operations (MCO) be revised to allow all YEA Members (including Affiliate

Grade Members) to serve specifically as YEA Chapter Committee Chairs. CRC Background: Currently the MCO identifies the YEA Chapter Committee as a Sub-Committee to the Membership Promotion (MP) Committee and identifies the YEA Chapter Chair (YCC) as being an appointed position, the responsibility of appointment falling on the President-Elect, MP Chair and Student Activities (SA) Chair. Specific Member Grade or other qualifications are not included except that the YEA Chapter Chair is to “conform to Chapter by-laws and needs” however; the Chapter Information Questionnaire (CIQ) does not permit the assignment of an Affiliate Member to the position of YCC. Since the collective objective of the MP and SA Committees is to recruit and transfer students via the SmartStart Program to Member Grades, recruit new Members and then help advance those Members up through said Grades, and since a YEA member can be either an Affiliate, Associate or Member Grade Member under the age of 35 it is only fitting that all YEA Members in good standing, be permitted to serve as a YCC, regardless of their Membership Grade. By not excluding the Affiliate Members, Chapters large and small are able to recruit young, aspiring future leaders into the Chapter hierarchy while participating in the SmartStart program or otherwise as an Affiliate Member; they then can grow with their Chapter while advancing their membership. It is understood that the YEA Chair, does not have voting rights and therefore the Affiliate membership grade should have no bearing on their ability to perform in this role. CRC Fiscal Impact: Estimated $500 for computer programming modifications to the CIQ.

Fiscal Impact: Refer to IT Staff. MOTION 13 PASSED. (unanimous voice vote, chair not voting) AI 11 Staff to revise the CIQ program to include the Affiliate grade to accept the YEA Committee

Chair position. AI 12 Staff to publish the results of Action Item 11 and revised Motion 13 from the Greenville

Chapter on the website. It was moved by Mr. Petrilli Region III (Richmond Chapter) – CRC Motion 14: (14) That beginning fiscal year 2015-2016, Society take the lead in responding to all audits of the


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local chapters regarding 501(c)3 qualifications/status from external organizations (IRS, etc.). This would be limited to nonprofit qualifications/status audits only and would not include financial audits.

Background: The chapters currently have to respond to nonprofit qualification audits individually with guidance from Society. Although Society will take an active role in giving guidance, the burden of addressing the audit falls on the responsibility of the individual chapter. In some cases, chapters do have members that have the background to adequately lead the process, but many chapters do not have the background or time as a volunteer to lead the response. If an independent chapter loses that challenge due to either lack of proper support or ability to answer requests, it sets precedence, and it will open the door for all the other chapters to be audited for their 501(c)3 status. This needs to be addressed at a higher level to ensure consistency and effectiveness in preserving the nonprofit status of the chapters. Fiscal Impact: Time of the ASHRAE Comptroller on a case by case basis. MOTION 14 PASSED. (unanimous voice vote, chair not voting) AI 13 Comptroller Staff to implement Motion 14. AI 14 Staff to publish the results of Motion 14 from the Richmond Chapter on the website. It was moved by Mr. Petrilli Region X (Golden Gate Chapter) – CRC Motion 34: (15) That the ASHRAE Society web forms for “Join Now” (new member application) and “Renew

My Membership” (membership renewal) be modified to allow voluntary registration to sections, if a chapter with associated section is chosen.

Background: The Society web forms for membership applications/renewals currently ask whether or not a new or renewing member would like to join a chapter. If a registrant chooses a chapter, the site collects the associated dues, which are forwarded on to the Chapter. Chapter Sections face the same difficulties as all chapters do in collecting dues and maintaining rosters. Adding functionality to the Society site would help collect dues at the same time that members are renewing Society and Chapter membership. The Chapter Master List could be updated to contain two additional columns: “Section Dues Paid Amount” and “Section Dues Paid Date,” using database queries similar to those used for chapter dues. The form could use simple logic to ensure that the optional section selection box only appears when a chapter with an associated section is selected. If sections are given this aid in collecting dues, they are more likely to encourage perspective members to go to the society page and sign up. Without this functionality, there is little incentive for sections to confirm Society membership before granting Section membership. Fiscal Impact: Minimal cost to Society for modification of the registration template and fund distribution. It is likely that this cost will be offset by the increased number of society memberships being driven from sections. Mr. Petrilli reported that Accounting and current software is not set up to accept dues on behalf of Sections. This change would require software changes to the payment system and to the database itself. Society does not track Section memberships; ASHRAE members are assigned only to Chapters. Implementation would be expensive and time-intensive to maintain. MOTION 15 FAILED. (unanimous voice vote, chair not voting)


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AI 15 Staff to publish the results of Motion 15 from the Golden Gate Chapter on the website. It was moved by Mr. Petrilli Region XII (Florida West Coast Chapter) – CRC Motion 43: (16) That ASHRAE modify its membership dues invoice to allow section members (of a region) to

voluntarily pay local section dues (to their sponsoring region) while paying Society dues, beginning January 1, 2015.

Background: Currently, chapter and section members (assigned to a chapter) can allocate/pay local dues to their sponsoring chapter when paying Society dues, but section members (assigned to a region) cannot. This is not equal treatment for regions as our current rules allow regions to sponsor and support sections in the same manner as chapters. The region provides support to their sections, however there is no mechanism for those section members to voluntarily pay local dues to the region, when paying their Society dues. This motion would simply modify the ASHRAE Society invoice to give equal treatment to regions in order to receive the same payment of local dues as chapters have when they are sponsoring sections. HQ would follow the same process for issuing these payments to the region as they do for chapters. Fiscal Impact: None. Mr. Petrilli reported that Staff should investigate ways for section members that are not assigned to a chapter to pay dues. He reiterated that Accounting and current software is not set up on behalf of sections and changes would be required to the software and payment system. Implementation would be cost prohibitive and time consuming. MOTION 16 FAILED. (unanimous voice vote, chair not voting) AI 16 Staff to further investigate ways for section members who are not assigned to a chapter to

invoice regional dues while paying Society dues. AI 17 Staff to publish the results of Motion 16 from the Florida West Coast Chapter on the website. Mr. Petrilli reported the following information. Information Items 1. Region VII (East Tennessee Chapter) – CRC Motion 24: That Society fund transportation

costs for Nominating Committee members and alternates to the training session held at the Annual Meeting now belongs to Nominating Committee, who is considering this issue within the context of other changes to the meeting.

Status: Open. This motion was referred to the Nominating Committee for consideration. 2. Action Item 59 (10/14): Planning Subcommittee to review the necessary requirements for

society level committees specific to the application of the Associate and Member grades for the purpose of consistency.

Status: The Subcommittee discussed the assigned action item and will continue to investigate the issue and bring forth a recommendation no later than the June Council meeting in Atlanta.


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Status of 2014-2015 MBOs 3. MBO 1: Review rules for eligibility for YEA members to serve on Standing Committees: This

MBO is intended to address concerns that moving up through Society takes many years and that eligibility is not consistent across all committees.

Status: The Subcommittee’s review is complete and will bring forth recommendations no later than the June Council meeting in Atlanta. 4. MBO 3: Student Activities RVCs and YEA Committee to report the needs of transition education

from formal education to employment: Initiative 1C of Strategic Plan Status: The investigation into this Action Item will continue and additional information will be provided during the spring conference call. It will expand upon the chart provided under MBO 1. 5. MBO 4: Organize three focus groups with Pub Ed to determine Owner/Operator needs related

to Standard 189 and their requirements: Initiative 3B of Strategic Plan; results will guide ASHRAE in program development.

Status: The Planning Subcommittee will collaborate with Publishing and Education Council to address this MBO. 6. MBO 6: Review with Membership Promotion more effective marketing to address the “What's

In It for Me?” question to develop marketing tools to increase membership. Status: The Membership Promotion Committee will provide an update. B. Region Operations Subcommittee Report The following was reported by Isabelle Lavoie, Region Operations Subcommittee Chair. Carryover 2014 Fall CRC Motions It was moved by Ms. Lavoie Region II (Halifax Chapter): (17) That Society provides points related to YEA experience equivalent to that of grassroots

committees. The proposed change would be made available retroactively for members that had past YEA experience.

Background: The goal of this motion is to appropriately recognize the dedication and volunteer work of young ASHRAE members. Based on the Chapter Service Award application form and Regional Award of Merit, it is not clear whether YEA experience gains equivalent points to that of grassroots committees such as RP, CTT, MP, SA, REF and HIST. Those committees are listed as 1 point per year as committee chair and then there is another category for “Other Chapter Committee Chair” which is awarded ¼ point per year. Similarly for the Regional Award of Merit, RVCs are awarded 1 point per year while “Other Regional Positions” are listed as ½ per year. Fiscal Impact: None. MOTION 17 PASSED. (unanimous voice vote, chair not voting)


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AI 18 Staff to publish the results of Motion 17 from the Halifax Chapter on the website. It was moved by Ms. Lavoie (18) That the tally forms for the Regional Award of Merit and the Chapter Service Award as shown

in Attachment J be approved. Background: The revisions to the tally forms are in response to the above motion from the Halifax Chapter. Fiscal Impact: None. MOTION 18 PASSED. (unanimous voice vote, chair not voting) AI 19 Staff to revise the Regional Award of Merit and Chapter Service Award forms to include the

YEA and GGAC positions as indicated in Motion 18 and to notify the Halifax Chapter of this change.

It was moved by Ms. Lavoie Region XIII (Singapore Chapter) – Motion 19.f (10/2/2014): (19) That Society set up an account for each Region XIII Chapter and manage the balance of the

cost or payments by/to the Chapter every quarter (3 months) so that it can minimize the handling charges by banks (both in US and local Chapter) and losses of the exchange rates.

Background: Currently the society will collect the Chapter dues on behalf of the Chapter and send back to the Chapter. The Society will also reimburse the local Chapter for the transportation cost of approved trips, e.g. RPM, CRC, meetings in US for the regional officers, centralized training, etc. However as the currency is in USD, it will incur major handling charges from both the US and local banks, also lost in exchange rates. The local Chapter will also have some payments to the Society, e.g. purchase of training materials and codes, president pin, contribution of RP funds, etc. which will also be in USD. If the payments to the Society can be offset by the Chapter dues or reimbursement, i.e. a "contra" mechanism, it can reduce the handling charges by the banks and lost in exchange rates. Therefore, the local Chapter can have more cost to operate and RP fund can receive the actual amount without deducting the handling charges. Based on the last year record, handling charges by the banks (US & Singapore) plus the lost in exchange rates are around S$400 (USD320). Fiscal Impact: The Society needs to get someone to manage the account but both the Society and local Chapters can reduce the handling charges by the banks. Ms. Lavoie reported that a response from the ASHRAE Comptroller indicated there is no staff in place to handle the reconciliation for all chapter accounts. However, the chapters could use the wire transfer services that’s already offered by Society. MOTION 19 FAILED. (unanimous voice vote, chair not voting) AI 20 Staff to send chapters information on the electronic funds transfer for chapter dues. AI 21 Staff to publish the results of Motion 19 from the Singapore Chapter on the website. It was moved by Ms. Lavoie


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Region-At-Large (Saudi Arabia Chapter) – Motion 19.g (10/2/2014): (20) That the ASHRAE transportation voucher include the option for contributing the

reimbursement partially or totally to the regional fund along with other options that already exist.

Background: When filling out the transportation voucher as CRC Delegate/Alternate does not have the option to select for contribute reimbursement to the regional fund. Fiscal Impact: None. Ms. Lavoie reported that this already exists and is possible. Chapters only need to indicate who to make their check payable to on the transportation reimbursement voucher. Example: Region-At-Large. MOTION 20 FAILED. (unanimous voice vote, chair not voting) AI 22 Staff to publish the results of Motion 20 from the Saudi Arabia Chapter on the website. It was moved by Ms. Lavoie Region II (Halifax Chapter) – CRC Motion 6: (21) That Society provides a summary chapter membership report that lists the number of chapter

members by member grade. Background: The goal of this motion is to provide more time for chapter Membership Promotion (MP) chairs to focus their time on membership retention and growth. Chapter MP chairs normally report the number of members in each membership grade at BOG meetings. A summary report would mean that MP chairs do not need to sort through a large Excel spreadsheet and they could more easily track their chapter membership. Fiscal Impact: Minimal – only the time to create the new report. MOTION 21 PASSED. (unanimous voice vote, chair not voting) AI 23 Staff to notify the Halifax Chapter that a chapter aggregate report is available in the chapter

reports section of the website as indicated in Motion 21 and that a video was created to assist members with shortcuts and tips in Excel.

It was moved by Ms. Lavoie Region II (Halifax Chapter) – CRC Motion 9: (22) That Society provides a YEA Regional membership summary report that lists the number of

YEA members by chapter. Background: The goal of this motion is to provide more time for YEA Regional Chairs (YRCs) to focus their time on assisting chapters. YRCs are required to provide the number of YEA members in each of their chapters of their region within a report twice a year. This would mean they do not need to sort through a large Excel spreadsheet. As well, staff resources are sometimes used to prepare these numbers for the YRCs so this would allow them to use their time more efficiently. Fiscal Impact: Minimal – only the time to create the new report.


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MOTION 22 PASSED. (unanimous voice vote, chair not voting) AI 24 Staff to notify the Halifax Chapter that the summary report as indicated in Motion 22 is

available in the chapter reports section of the website. It was moved by Ms. Lavoie Region III (Richmond Chapter): (23) That beginning fiscal year 2015-2016, Society creates a standardized response and

procedure that can be incorporated into the MCO that includes a dedicated contact from Society for all the chapters to use when they are being asked to justify their non-profit status. This would be limited to nonprofit qualifications/status audits only, and would not include financial audits.

Background: The chapters currently have to respond to nonprofit qualification audits individually with guidance from Society. Although Society will take an active role in giving guidance, the burden of coming up with how to address the audit falls on the responsibility of the individual chapter. In some cases chapters do have members that have the background to adequately address the audits, but for those that don’t, the MCO does not adequately address how a chapter should defend their status. If an independent chapter loses that challenge due to either lack of proper support or ability to answer requests, it sets precedence and it will open the door for all the other chapters to be audited for their 501(c)3 status. This needs to be addressed at a higher level to ensure consistency and effectiveness in preserving the nonprofit status of the chapters. Fiscal Impact: Time of the ASHRAE Comptroller on a case by case basis. MOTION 23 PASSED. (17-0-1, chair not voting) AI 25 Staff to publish the results of Motion 23 from the Richmond Chapter on the website and let

them know that this is being implemented. It was moved by Ms. Lavoie Region IX (Rocky Mountain Chapter): (24) That the age or birth date field be a required field in the initial sign-up and/or renewal process. Background: With the Society focus on YEA members and getting YEA members involved in committees, not knowing the age or birth date of all the members makes it difficult to track the YEA members in each chapter. This will also assist chapters in calculating points for advancements in membership status. Fiscal Impact: There will be no fiscal impact because the fields already exist in the form as an optional input, so it would just change the language from ‘optional’ to ‘required.’ MOTION 24 PASSED. (unanimous voice vote, chair not voting) AI 26 Staff to add the word “required” on the paper application when it’s updated for the next fiscal

year. AI 27 Staff to publish the results of Motion 24 from the Rocky Mountain Chapter and let them know

that the date of birth will be required on the renewal and new membership applications (online and hardcopy).


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It was moved by Ms. Lavoie Region X (Golden Gate Chapter): (25) That a new report be created in “Chapter Reports” to highlight chapter members who may be

eligible for membership advancement. Background: In order to advance from Associate Member to full Member, a person must demonstrate that he or she has 12 Society-approved years of experience. Educational Experience and Professional Registration can contribute towards Society-approved years of experience. A report could be created that pulls data from the membership database and Member Bios to list all Affiliate and Associate members who could potentially advance to Member, based on the following: Educational Record by having either:

o A “School” listed in Membership Record, or o An entry made in “Educational Record” section of Member Bio

Professional Registration (having an entry in this section of a Member Bio) Additional experience via either:

o Number of years between Election Date and date the report is run, or o Entries in the “Professional Experience” section of Member Bio

This report would be very beneficial to the Membership Promotion (MP) Committee members in achieving MP goals of advancing Associate Members to Members. Fiscal Impact: None. MOTION 25 PASSED. (unanimous voice vote, chair not voting) AI 28 Staff to publish the results of Motion 25 from the Golden Gate Chapter and let them know that

this information is already available and is used during MP Centralized Training. It was moved by Ms. Lavoie Region II (Toronto Chapter) – Motion 4.1 (10/2/2014): (26) That Society create rules and procedures for guidance to the chapters on how to facilitate and

implement the social media platforms. Background: The motion intent is to have chapters learn and abide by policies and procedures set from Society so that the social media vehicles can’t be used in the wrong way and create problems for chapters, members and Society. Fiscal Impact: Unknown. Facilitated via ECC. MOTION 26 PASSED. (unanimous voice vote, chair not voting) AI 29 Staff to publish the results of Motion 26 from the Toronto Chapter and let them know that the

Electronic Communications Committee developed a process “Society Media Acceptable Use Policy” and that it will reside on the MCO web page.

It was moved by Ms. Lavoie (27) That the Social Media Acceptable Use Policy as shown in Attachment K be included as an


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appendix to the Manual for Chapter Operations. Background: The approved policy will be included on the MCO web page and in the MCO. Fiscal Impact: None. MOTION 27 PASSED. (unanimous voice vote, chair not voting) AI 30 Staff to include the Social Media Acceptable Use Policy as an appendix in the MCO. Transportation Reimbursement Policy for Regions It was moved by Ms. Lavoie (28) That the revisions as shown below in Appendix D, Transportation Reimbursement Policy for

Regions, Section IV.A, Other be approved. IV. OTHER

A. The cost to purchase a VISA (fee only), when required, will be reimbursed as part of the normal transportation reimbursement for all Members Council transportation. Additional expenses that occur in associatedion with the purchase of a VISA will not may be reimbursed by Society. However, reimbursement of additional expenses may be paid from the chapter and/or region’s physical budget upon prior approval of the DRC to do so.

Background: It was asked that the region’s transportation policy include specific direction concerning what is or is not covered when purchasing a Visa. Not purchasing a Visa in a timely manner will incur expedited charges and expenses to ship a Visa if making international chapter visits or attending CRC. Example: a Visa + expedited fees + express shipping charges can cost as much as but not limited to $1000.00. Fiscal Impact: This can be cost prohibitive if all Visa expenses are covered by Society. MOTION 28 PASSED. (unanimous voice vote, chair not voting) AI 31 Staff to revise the Region Operations Manual (Appendix D) and the Manual for Chapter

Operations (Appendix 2B) as indicated in Motion 28. It was moved by Ms. Lavoie (29) That the revisions as shown below in Appendix D, Transportation Reimbursement Policy for

Regions, Section IV.A. Other be approved as a second paragraph. IV. OTHER

A. The cost to purchase a VISA (fee only), when required, will be reimbursed as part of the normal transportation reimbursement for all Members Council transportation. Additional expenses associated with a VISA may be reimbursed upon prior approval of the DRC.

Visas are very important for those travelling to international countries that require them. The process to obtain a Visa can take up to 2-5 months to process depending upon the circumstances. Visas should be obtained before purchasing transportation. If


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for any reason the member cannot attend the regional event, reimbursement for and/or cancellation fees or any other expenses incurred will not be covered by Society. If Visas are not purchased in a timely manner or if the Visa cannot be obtained because of government restrictions, the member will incur the expense.

Background: In the last couple of years, there was occasion when airline tickets had been purchased by members with a chapter or regional position covered under the policy to attend a regional event. Some members had difficulty in obtaining a Visa because of government restrictions or they did not allow enough time for the Visa process to go through in order to enter the country. The members asked Society to reimburse them for expenses incurred because they could not obtain a Visa. When this happened ASHRAE made a “one time only” exception (both years) to reimburse transportation to the members but will not continue to do this moving forward. Fiscal Impact: Members were reimbursed transportation even though they did not attend the regional event therefore they did not attend training as required by the policy. MOTION 29 PASSED. (unanimous voice vote, chair not voting) AI 32 Staff to revise the Region Operations Manual (Appendix D) and the Manual for Chapter

Operations (Appendix 2B) as indicated in Motion 29. Ms. Lavoie reported the following information. Status of 2014-2015 MBOs 1. MBO 2: Review rules for more flexibility in forming chapters (commercialization, corporate

sponsorship etc.) Status: This will be reported on at the June meeting. 2. MBO 5: Develop plan to offer chapters more effective means (reduced cost) of delivering

ASHRAE education products. Status: The ad hoc is in the process of communication with ASHRAE staff regarding the means and methods that are currently used to deliver ASHRAE educational materials to chapters; and what issues/inefficiencies currently exist. This will be reported on at the June meeting. 3. MBO 8: Review the structure of CRCs to ensure that they continue to meet chapter and

regional needs (e.g., the need to balance the very positive results of centralized training with the need to keep the CRCs relevant, robust, and well‐attended)

Status: Some discussions about this objective took place and the ad hoc has the following to offer as preliminary recommendations and food for thoughts to be developed more in the upcoming months: 1) Focus on strengthening the Chapter – if the Chapter is strong it strengthens the Region and

Society a) Chapter reports at CRC should focus on what makes their chapter strong b) Chapter reports at CRC should also include Lessons Learned to help other chapters

avoid missteps c) Evaluate how Centralized Training of Chapter Chairs strengthens the Chapter – is it

working?


22

2) CRC allows for Regional Leadership Training opportunities – how can we maximize this opportunity?

a) Sponsor/Host YEA Members at CRC and provide Leadership Training for YEA

Members and other Chapter Members in attendance. 3) Better equip RVCs to train Chapter Chairs. “Train the Trainer.” 4) Best Practices for Regional Nominating Committee. Minimize annual “re-work” of nominee

selections and coordinate with Chapter Delegate annually. 5) Strengthen Chapter grassroots positions. No more filling a “chair” or “spot” with a warm body.

Chapter officers have to provide leadership in order to develop leaders. Also, Region XI will be hosting YEA members at its Spring 2015 CRC. The YRC is putting together a program of leadership training that will involve the Society dignitaries attending the CRC, Tours of local HVAC facilities and interaction with the CRC Business Session and Workshops. All with the goal of developing the young members in ASHRAE and educating them on how the Regional and Society level of ASHRAE functions. This will also be a huge networking opportunity for the YEA members AND those of us looking for YEAs! C. PAOE Subcommittee Report The following information was reported by Kevin Marple, PAOE Subcommittee Chair. Information Items Mr. Marple reported that the PAOE Subcommittee will meet again via web conference immediately following the Chicago meeting on February 5 to discuss the suggested recommendations made by the Members Council reporting committees. The PAOE Subcommittee will draft recommendations from the President Elect to include the Presidential Theme and the Strategic Plan “Connect.” Develop, implement, and assess methods to strengthen the member value proposition. Maximize opportunities for member involvement in Society activities. Action Item 61 (10/14): PAOE Subcommittee to incorporate Underwood’s comments into next year’s PAOE by streamlining the PAOE criteria and using the CONNECT strategic planning within the PAOE. (Complete) Action Item 62 (10/14): PAOE Subcommittee to review ways to involve chapters at the society level during the winter and annual meetings. There may be potential opportunities to incorporate activities in PAOE for the chapters to connect. (Complete) Mr. Marple reported that the PAOE Subcommittee will draft the final version of the 2015-2016 PAOE and send to President Elect Underwood no later than the last week in February. The final draft should be ready for distribution to the CRCs by mid March or early April. Mr. Marple stated that the subcommittee will also look into better defining the line items in each category in an attempt to make it more interactive for the chapter. The new PAOE program will address more user friendly methods when entering PAOE points.


23

Proposed PAOE Points for IAQA: The intent is for Members Council and/or its committees and subcommittees to consider ways to integrate IAQ into chapter operations, such as to revise the relevant documentation to include IAQ as an optional chapter committee (as we do with Refrigeration) or to devote the technical program for one chapter meeting each year to an IAQ-related topic. Proposed suggestion: 2015-16 PAOE to include points for IAQ-related chapter presentations/ programs. The PAOE Subcommittee was tasked to consider awarding PAOE points for joint meetings with sister IAQ chapters to encourage meeting attendance. 7. MEMBERS COUNCIL AD HOC COMMITTEE REPORTS A. Effective Roles and Responsibilities of the RMCR Ad Hoc Committee Bill Dean, Chair of the Effective Roles and Responsibilities of the RMCR Ad Hoc Committee reported the following information. Mr. Dean reported that the ad hoc committee met via conference call. The ad hoc will propose better definitions of the RMCR and ARC positions. They will attempt to separate and indicate which role serves best in the positions. Some of the jobs (positions) needs additional information, such as, defining what the ARC does. Mr. Dean stated that a poll was conducted to determine which regions have the same individual serving in the roles of the RMCR and ARC positions. The next area to address is the length of term in both positions. A final report on the RMCR and ARC positions will be recommended at the annual meeting in June. B. Develop Plans for Establishing ASHRAE Chapters Ad Hoc Committee Joe Furman, Chair of the Develop Plans for Establishing ASHRAE Chapters Ad Hoc Committee reported the following information. Mr. Furman reported that the ad hoc committee met twice in January. The committee discussed several areas that involved the strategic plan and other organizations. The committee will continue to review the strategic plan and add to their draft preliminary proposal (Attachment L). The ad hoc committee will make final recommendations at the annual meeting in June. AI 33 Mr. Furman asked Suzanne LeViseur to liaise with the ad hoc since she’s on the Region

Operation Subcommittee and the subcommittee is assigned MBO #2: Review rules for more flexibility in forming chapters (commercialization, corporate sponsorship, etc.)

8. OLD BUSINESS A. Status of Referrals from Members Council to Other Councils (Attachment M) The following referred motions were reported as open: Motion 2.1 (10/13) – Ottawa Valley Chapter (Nominating Committee) CRC Motion 24 (10/14) – East Tennessee Chapter (Nominating Committee) Motion 6.e (10/14) – Nashville Chapter (Publishing and Education Council) Motion 8 (10/14) – Triangle Chapter (Executive Committee) Motion 19.d (10/14) – Singapore Chapter (YEA Ad Hoc Committee) Motion 19.h (10/14) – Hellenic Chapter (Technology Council)


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B. Review of Carryover Action Items (Attachment N) The following action items were reported as open: Action Item 59 (10/14) and Action Item 9 (06/14). C. Review of CRC Schedules (Attachment O, send updates to [email protected]) D. Finance Committee Report Mr. Wentz reported that there are still problems in getting chapters to file their e-postcards or 990 forms and that chapters put ASHRAE’s 501(c)3 status at risk when this occurs. He suggested that Members Council or an oversight group monitor and track chapters to ensure they file on time. He stated that this is an ongoing issue for the chapters and an ongoing risk for ASHRAE. Mr. Wentz also reported the three Members Council motions referred to the Finance Committee and the Joint Expo Policy Committee as complete (see Attachment M). E. Initiative Status Report (Attachment P) AI 34 Mr. Underwood reviewed the status of the MBOs and suggested that an update be given to

the Society Planning Committee on what actions have been taken or have been completed. 9. NEW BUSINESS A. Society Planning Committee Update Matt Rowe, Member of the Planning Committee reported during their meeting, ad hoc committees were established for global strategy and strategic planning. He stated that an RFP did go out for the global initiative. Many ideas were discussed on what they could do for ASHRAE as well as various recommendations made to help implement some of the initiatives. B. Open Discussion: Cooperation and coordination of Standing Committee ideas on

engaging YEA members in chapters. Mr. Underwood opened the discussion by asking “how do we get the younger members of ASHRAE involved? “ This is an outreach where every member can be involved. There were several comments concerning employer support and having the right exposure. It was suggested that ASHRAE should send a message to encourage employers to support their employees as it will help to engage the young member. It was stated that employers are not getting anything back on their investment. Some YEA members may jump from job to job and does not focus on a career choice. There were comments on chapter programs not being as strong as they should be and employers not understanding the value of ASHRAE. It was stated that employers want technical information, they have their own local reps who does the same thing as ASHRAE. Other comments included older chapter members establishing a mentor relationship with the young members and letting the young members shadow them in their ASHRAE activities. Some of the young members are not in close proximity of the chapter and the available technology should be reviewed so that the young members can participate virtually. In closing of the discussion, Mr. Underwood stated that the value of ASHRAE is the core issue, “what’s in it for me?” He stated that whether it’s the employer or young member, we need to get both involved and challenge the leadership to make this happen.


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10. OTHER BUSINESS A. Postponed Motion 36 (10/03/2014) – RMCR ROB Revisions It was moved by Mr. Petrilli (30) That ROBs sections 2.301.001 and 2.301.002 for Members Council be revised as follows:

2.301.001 MEMBERSHIP (12-06-27-11) The members of this council are as follows: A. Chair: President Elect B. Vice Chair; Treasurer C. Voting Members: Chair, Vice Chair, three (3) Directors-at-Large, and the Region Members Council Representative (RMCR) Assistant Regional Chair from each region. D. Non-Voting Members: Chair of each committee reporting to this council

2.301.002 ALTERNATES (09-06-24-11/10-06-30-15[5]/12-01-25-06) In the absence of a Region Members Council Representative an Assistant Regional Chair, the RMCR DRC may appoint the Assistant Regional Chair (ARC) or a Regional Vice Chair (RVC) to serve as an alternate. This temporary appointment can be made in the event the Region Members Council Representative Assistant Regional Chair is ill or otherwise incapacitated, but has not permanently vacated the office. The Region Members Council Representative Assistant Regional Chair shall notify the chair of Members Council, and the Director of Member Services, as soon as possible, as to the dates and reasons for this temporary appointment. This alternate would have voice but not voting rights at the Board of Directors meetings.

Background: The recently adopted membership structure of Members Council requiring a Members Council Regional Representative from each region has not been satisfactory. It is creating confusion relating to the responsibilities of the regional officers resulting in a confusing chain of authority. It also creates a redundant position in each region and associated additional costs to Society. Changing the membership as proposed in this motion would place Assistant Regional Chairs in an environment similar to the Board of Directors. If a policy were adopted in all regions where the ARC would serve two years prior to moving to the position of DRC and on retiring serve one year as ARC, such a policy would populate the council with one third experienced past DRCs, one third second year ARCs, and one third freshmen ARCs; providing an excellent environment of training and much more effective future Board Members. Fiscal Impact: Positive in that the position of Members Council Regional Representative is eliminated. MOTION 30 WAS WITHDRAWN. 11. NEXT MEETING Mr. Underwood announced the Atlanta meeting for Members Council is scheduled Tuesday, June 30, 2015 from 8am-Noon at the Hilton Atlanta Downtown Hotel. 9. ADJOURNMENT Mr. Underwood adjourned the Members Council 2015 Winter Meeting at 11:58am.


26

Attachments: A – Business Plan from Chile B – Young Engineers in ASHRAE Committee Report C – RP Committee Report D – Chapter Technology Transfer Committee Report E – Conferences and Expositions Committee Report F – Membership Promotion Committee Report G – Student Activities Committee Report H – Grassroots Government Activities Committee Report I – Honors and Awards Committee Report J – Region and Chapter Award Forms K – Social Media Acceptable Use Policy L – Preliminary Draft Plan for Establishing Chapters M – Status of Referrals from Members Council to Other Councils N – Review of Carryover Action Items O – Review of CRC Schedules P – Initiative Status Report

DRAFT PROPOSAL Business Plan ASHRAE Chile 2014-‐2015

ATTACHMENT A

BUSINESS PLAN

ü  Market Overview

ü  Mission, Vision, Values &

Strategic Focus

ü  Founding Board

ü  Strategic Goals 2014-‐2015

ü  AcHviHes 2014-‐2015

ü  CriHcal success factors

ü  OrganizaHonal proposal

ü  MarkeHng & CommunicaHons

Plan 2014-‐2015

ü  Financial plan & Budget

2014-‐2015

www.ashraechile.cl

The three pillars of sustainability are the social, environmental and economic. In Chile, the concept of sustainability started to permeate in all sectors of

construcKon, therefore, there is an opportunity for ASHRAE Chile to relate with all the players in this space.

CHILE ASHRAE IS LOOKING TO PROMOTE GOOD PRACTICES AND STANDARDS IN CLIMATE AND INDOOR AIR QUALITY

The transformaKon of the construcKon industry toward sustainability allows you to view how the buildings will be designed, constructed and operated, looking for a built environment that is socially and environmentally responsible, and to improve

the quality of life of communiKes and of users.

www.ashraechile.cl

MARKET OVERVIEW

+ NaHonal Scene in Sustainable ConstrucHon ü  The sustainable construcKon market was founded in 2006, with the first projects to register under

the LEED cerKficaKon system ü  Today we have important advances such as the NaKonal Strategy on Sustainable ConstrucKon

2020 and the Secretariat ExecuKve Office in sustainable construcKon. ü  Likewise, the NaKonal 2012-‐2030 Energy Strategy, the Sustainable Urban Development Policy, the

extended product responsibility dra] law and 2014-‐2018 Atmospheric DecontaminaKon and PrevenKon Plan.

ü  Chilean Commitments

-20%

Forecast GHG 2020.

-12%

Energy ConsumpKon 2020

Renewable Energy Goal 2024

10%

ü  NaHonal & InternaHonal IniHaHves in Sustainable ConstrucHon

MARKET OVERVIEW

+

ü  In Chile, from the year 2006 to date, there is a trend to the rise in the number of projects registered LEED, with a total of 264 projects

where 61 of these projects are cerKfied.

ü  LEED consists of a set of best pracKces on the use of strategies for sustainability in

buildings considering the following areas of analysis: sustainable sites, water efficiency

use, energy use and atmosphere contaminant, materials and resources,

indoor air quality, innovaKon and Regional priority design.

Chile is TOP 7 in the world in number of

registered projects LEED and third at the Regional level

3" 6"23" 35"

60"

124"

172"

220"

264"

0"

50"

100"

150"

200"

250"

300"

2006" 2007" 2008" 2009" 2010" 2011" 2012" 2013" 2014"

Proyectos"Registrados"LEED"en"Chile"

+ The buildings and structures which integrate sustainability consideraKons have significant impacts on the living quality. The inclusion of sustainability

criteria in early stages of concepKon on the project design, translates into a beaer energy and environmental performance of that

element when built

NaHonal tools: ü  Energy raKng of housing ü  Sustainable building cerKficaKon ü  Green building code for homes

STRATEGIC FOCUS 2014-‐2015

1.  Recruitment of new ASHRAE members

2.  Network management to transform the market towards

sustainability and energy efficiency

3. PromoKon of good pracKces with naKonal and internaKonal

experience, documents and tools

4. Promote industry discussion forums

5. Forming expert communiKes, through out the specializaKon of

professionals

Mission Promote good pracHces and standards of

sustainability and energy efficiency in the building sector in the areas of air condiHoning, heaHng, refrigeraHon and indoor environment quality to

improve the quality of life of the people.

Vision ASHRAE Chile seeks to be the technical reference

point through the promoHon of documents, support in the development of standards, educaHon and

parHcipaHon in commi[ees of the arts and sciences of energy efficiency, heaHng, venHlaHon, air

condiHoning and refrigeraHon.

Values

ü  Excelence ü  Compromise

ü  Integrity ü  ColaboraHón

ü  Voluntary DisposiHon

FOUNDING BOARD 2015-‐2016

It seeks to iniKally involve key actors in the Sustainable ConstrucKon to have a holisKc view of the market and be able to disseminate the good pracKces to public and private level.

Green buildings consultants

University of air condiHonning engineers

AssociaHon of Professional Air CondiHoning and RefrigeraHon

Real estate developer

Retail mulHformat with presence in 5

countries

Import, distribuHon and installaHon of air condiHoning

AssociaHon of architects offices

Chilean Energy Efficiency Agency is a private public, non-‐profit foundaHon whose mission is to promote, strengthen and consolidate

the efficient use of energy

Union associaHon of companies belonging to the field of air condiHoning,

refrigeraHon, heaHng and venHlaHon.

Technical area of the Chilean Chamber of ConstrucHon

STRATEGIC GOALS 2014-‐2015 1.  PosiKon the ASHRAE standards to be a

benchmark in the Chilean market. 2.  Promote cerKficaKons of Sustainable Buildings

based on ASHRAE, such as LEED and Sustainable Building NaKonal CerKficaKon.

3.  IdenKfy barriers to the implementaKon of ASHRAE at the naKonal level on trade, technological, suppliers and products

4.  Raise awareness among stakeholders of the industry and its value chain, for the opportunity and advantage of incorporaKng internaKonal standards that are based on sustainability.

5.  Influence public policies that seek sKmulate sustainable construcKon and its value chain.

Promote ASHRAE Chile Chapter

Prom

ote AS

HRAE

Chile Chapter

ACTIVITIES 2014

ü  Legal and tax informaKon ASHRAE Chile ü  ImplementaKon Plan for CommunicaKons and MarkeKng 2014 ü  Professional Training: Conduct negoKaKons with USACH to accredit

professional (Oct) ü  Release Chapter of ASHRAE Chile during November with the presence of

internaKonal actors. (Nov) ü  CreaKng ASHRAE Board and Commiaees (Nov) ü  Adding New Members: 60 new members in December 2014 (Dec)

Chile

PosiKon ASHRAE Chile Chapter as a technical reference

PosiK

on ASH

RAE Ch

ile Chapter as a

technical

reference

ACTIVITIES 2015

ü  Adding New Members: 100 new members in December 2015 (Dec) ü  Strategic Partnerships with InsKtuKons & AssociaKons ü  2 ASHRAE Training Courses ü  1 InternaKonal Seminar Sustainability ü  ParKcipaKon in Energy Efficiency Stand in Expo

CRITICAL SUCCESS FACTORS

1.  Growing credibility in the market, gained on the benefits of backing the concept of sustainable construcKon and energy efficiency.

2.  Credibility in ASHRAE naKonally implemented cerKficaKons

3.  SupporKng partners to strengthen insKtuKonal sense of ASHRAE Chile

4.  ASHRAE USA Support for development of seminars and training

5.  Alliances with other market players

ORGANIZATIONAL PROPOSAL

1.  Must respond quickly, efficiently and effecKvely to the challenges.

We can idenKfy the following support needs for this start up condiKon:

1.  Strategic planning and management: business plan implementaKon, plan to grow

membership and increase partner’s loyalty.

2.  Development of a markeKng and communicaKons plan, budget, sponsorship planning,

purchasing and procurement regulaKons.

3.  MarkeKng and CommunicaKons Advisory: media support, logisKcs and events, web and social media management.

4.  AccounKng: ASHRAE back office operaKons.

5.  Legal: support during start up, reviewing contracts and agreements.

6.  Audit: Perform the first one in November 2015.

7.  Perform the first saKsfacKon on-‐line survey for partners in November 2015.

8.  ElecKons of New Board, first to be done November 2016.

MARKETING PLAN 2014-‐2015

1.  New partners, diffusion through communicaKons, acKviKes and associates.

2.  Chapter Launch November 2014

3.  ASHRAE Chile Logo Design

4.  ASHRAE Chile Web page

5.  ASHRAE Chile Brochure Design

6.  200 CDs with ASHRAE standards translated in spanish

7.  Directors business Cards + CEO ASHRAE Chile

8.  ASHRAE Chile Merchandising

COMMUNICATIONS PLAN 2014-‐2015

1.  RelaKonship with the Media:

ü  November: Launch Review Column in trade magazine

ü  December: Press Release + web update

ü  January-‐February-‐March 2015: reports, interviews, opinion columns

ü  April: Workshop or Training InternaKonal Seminar

ü  May-‐June-‐July-‐August-‐September: reports, interviews, opinion columns

ü  August: InternaKonal Seminar Workshop or Training

ü  October: InternaKonal Seminar Workshop or Training

ü  November: ParKcipaKon in stand in Energy Efficiency Expo

ü  December: reports, interviews, opinion columns

2.  Weekly updated WEB page

3.  LogisKc support of events: launch, workshops, seminars and workshops Commiaees

4.  Internal CommunicaKons: publishing monthly digital newsleaer

FINANCIAL PLAN 2014-‐2015

ü  Plan of collecKon: annual sponsorship payments from partners, suppliers and industry players to finance the annual budget.

BUDGET 2014 ü  The total budget for year 2014 last quarter amounts to Ch$ 4,726,528 or US$ 8,150

SECCION'ASHRAE'CHILE

PRESUPUESTO(2014((oct1nov1dic)

Director'ejecutivo 1.500.000'''''' $500.000(mensual(con(boleta(de(honorarios(oct1nov1dicOficina'Virtual' 257.040''''''''' 3(UF(+(IVA(mensual(oct1nov1dic(

Dirección(Legal((Comercial,(Tributaria,(Postal).Contestación(de(Línea(Personalizada

Recepción((de(correspondencia.Recepción(de(mensajes(telefónicos.

Uso(de(Sala(de(Reuniones(u(Oficina((4(horas)Conexión(a(Internet((Fibra(Óptica)

Cafetería((Autoservicio)Marketing&Comunicaciones

Diseño(y(Desarrollo(página(WEB( 900.000(((((((((Dipticos((diseño(e(impresión) 260.000((((((((( 300(unidades($600(c/u(en(papel(bond(de(104(gr,(impresión(a(4/4(colores(más(un(plisado

CDs(con(normas(traducidas((diseño(e(impresión) 226.000((((((((( 300(unidades($620(cada(unoTarjetas(presentación(Directorio(+(Director(ejecutivo 107.800((((((((( $9.800(el(ciento((10(directores(+(1(director(ejecutivo)

1(Pendón(roll(over(+(diseño 75.688(((((((((((Lanzamiento(Capitulo/Sección(Noviembre((*) 1.000.000(((((( (*)(Evento(para(100(personas(incluye:(coctel,(salón("gratis"

Subtotal 2.569.488''''''Constitución'legal 400.000'''''''''Total 4.726.528''''''

UF:(24.000

OperaKonal Budget for both years 2014-‐2015 totals Ch$20.000.000 +, which will be financed with sponsorships as planned using members Brand Backing on ASHRAE CHILE events y and monthly news leaflets.

BUDGET 2015

PRESUPUESTO(2015((mensual)

Director(ejecutivo 500.000$$$$$$$$$Oficina(Virtual 85.680$$$$$$$$$$$Agencia(Comunicaciones 200.000$$$$$$$$$Contabilidad 150.000$$$$$$$$$Membresía(ASHRAE(EE.UU((Region(+(Research) 580.000$$$$$$$$$Viático(5(profesionales(Meeting(Annual(ASHRAE(( 2.750.000$$$$$$

Subtotal((mensual) 935.680(((((((((

Sub(total(Anual 14.558.160(((((

Plan(Marketing&Comunicaciones(annual

2$cursos$capactitación 500.000$$$$$$$$$ desayuno$para$50$personas$cada$vez$con$salón$y$speakers$"gratis"Seminario$Nacional/Internacional$ 1.000.000$$$$$$ coctel$para$100$personas

Participación$feria$(1$stand) 2.000.000$$$$$$Subtotal 3.500.000((((((

UF:$24.000

Total(Anual 18.058.160(((((

ü  The total budget for year 2014 last quarter amounts to Ch$ 18,058,160 or US$ 31,135

1

YOUNG ENGINEERS IN ASHRAE (YEA) COMMITTEE

Report to Members Council

From Meeting of January 23 2015, Chicago, Illinois

Members Present Members Absent Guests Staff Megan Tosh, Chair Bo Twumasi, Consultant Brandon Damas Rhiannon Masterson Chris Gray, Vice Chair Aakash Patel, RAL John Rieke Patricia AdelmannFrank Rivera, Region I Bryan Holcomb, MP Liaison Maya Ayoub Audrey Dupuis, Region II David Underwood, CO Mallory Schaus Stephanie Kukel, Region III Emilia Targonska Lee Huffines, Region IV Paul Petrilli Jake Kopocis, Region V Amir Rezaei Will Mak, Region VI Brandon Birkes Andrew Myers, Region VII Taha Fahim Caleb Haynes, Region VIII Hamda Alali Sarah Poursharafeddin, Region IX Malalla Alali Heather Schopplein, Region X Faisal Khamis Kyle Hasenkox, Region XI Edward Tsui Jeanne Duce, Region XII Karine LeBlanc Rupesh Iyengar, Region XIII Michelle Dionello Joe Chin, SA Liaion Carrie Kelty Charles Culp, BOD Ex‐Officio Benny Skelton

Carrie Anne Crawford Michael Collarin Kevin Marple Nohad Boudani Burns Bradford Isabelle Lavoie Ted Zachwieja Jeff Watson Vanessa Maryott Bryan Oliva

Motions

Motion 1: To update the Young Engineers in ASHRAE (YEA) Manual of Operating Procedures (MOP) and MOP Reference Document, as shown in Attachment A.

Background: In order to accurately define Young Engineers in ASHRAE (YEA) and its programs and procedures, the YEA Manual of Procedures (MOP) and the corresponding MOP Reference Document need to be updated. The YEA Committee has reviewed the documents and made updates to the following:

MOP 1. Section 3.2: updated names of subcommittees2. Section 5.2.2.1: updated day of YEA Committee meeting3. Section 8.2: updated names and descriptions of subcommittees

MOP Reference Document 1. Section B.1.a: updated length of YEA Hospitality Suite (it has been shortened from 3 to 2 hours because

attendance usually drops dramatically after 2 hours and we won’t have to replenish food)

ATTACHMENT B

2

2. Section C.2.e.1: updated name of subcommittee that reviews Leadership U applications 3. Section C.3.a: removed mention of trainings held at ASHRAE HQ since now they are held at multiple

locations 4. Section C.3.e: updated name of subcommittee that reviews HVAC training scholarship applications 5. Section C.4.b and e: changed National Engineers Week Foundation to their new name of DiscoverE 6. Section C.4.d: removed mention of USA Today print ad since DiscoverE no longer offers it as a benefit 7. Section G: added number formatting 8. Section G.3: added restriction of current YEA Committee members to YEA Award eligibility 9. Section G.4: clarified that Society YEA Committee must put forward nominations for YEA Award 10. Section G.5: Expanded the judging pool for the YEA Award to YEA Executive Committee

Financial Impact: No fiscal impact.

Information Items

1) Committee Coordination

a. Grassroots Transition i. Draft language and discussion referred to Planning Subcommitte & Ad Hoc; see their reports for

details b. RAL/Region XIII Outreach

i. We will reach out to RAL and Region XIII to promote YLI once we have a date and location for the event

ii. We discussed the difficulty with YLI attendance and how to better communicate with YEA members outside of North America.

c. Rolling Off YEA Committee Procedure i. We are researching incoming YRC options for the following Regions, and have consulted with

the corresponding DRCs and Chapter leadership: Region V, VIII, XI, and RAL ii. We are working on a rolling‐off document that will be provided to new YRCs to help with the

transition process d. CIBSE’s Young Engineers Network (YEN)

i. Chris has been working with the YEN liaison and they discussed doing a forum for young engineers that revolves around worldwide problems

2) Membership Programs

a. YEA Leadership Weekend

i. Fall 2014 YLW, September 5‐7, 2014, Washington DC 1. The optional extra day went. This extra day was ideal for DC and won’t work for every

YLW. We will consider the extra day for future events, but it won’t be a requirement. ii. Spring 2015 YLW, March 27‐29, 2015, San Diego

1. Registration is open and we are approximately 50% booked iii. Fall 2015 YLW, September 11‐13, 2015, Location TBD

1. We are in the process of researching location options b. YEA Leadership International

i. 2014 Kuala Lumpur 1. Event went well and facilitator was well received. 2. Attendance at the event was 12/13, which has been the norm for the past three YLIs.

We want to put more focus on local grassroots efforts, instead of just sending emails

3

from Society. We’ll ask for assistance from the Region XIII and RAL YRCs, as well as ask past attendees or chapter leadership to write articles for their newsletters.

ii. 2015 1. Based on the interest and number of YEA members in India, the location for the 2015

event will be in Goa, India, and we are researching dates c. Leadership U

i. The four participants for the 2015 ASHRAE Winter Conference and their VP mentors are: 1. William (Burns) Bradford, Central FL Chapter, Region XII (James Vallort) 2. Yunzhi (Lucy) Huang, Mid‐Columbia Chapter, Region XI (Darryl Boyce) 3. Richard Kimball, Central New York Chapter, Region I (Bjarne Olesen) 4. Ted Zachwieja, West Virginia Chapter, Region VII (Charles Gulledge)

d. YEA Award i. We received seven nominations (compared to the nine we received last year) ii. The nominees have been reviewed and sent to the YEA Executive Committee for selection, and

their recommendations have been submitted to the Honors & Awards Committee for review in Chicago.

3) Program Development

a. Annual & Summer Meeting Networking Events i. YEA Hospitality Suite, Sunday, January 25, 2015:

1. The Suite had an outside sponsor (which was sold by the ASHRAE advertising team). 2. The event was shortened to two hours (4‐6pm) due to lack of attendance during the last

hour and the cost to replenish food ii. The YEA/Student mixer was held on Saturday, January 24, 2015 from 5‐6:30pm.

b. YEA Technical Weekend i. We have been working with Karen Murray on structure of event, facilitators, and cost. Based on

cost of event, we will look at hosting the event in the fall in Atlanta. 4) Technical Programs

a. HVAC Design Workshop i. We have awarded scholarships for these workshops thus far for the 14‐15 SY:

1. September 7‐9, 2014 in Dubai, UAE: we received seven applicants 2. November 3‐5, 2014, in Atlanta, GA: we received 20 applicants

ii. Scholarships are open for these future workshops: 1. March 16‐18, 2015 in Atlanta, GA

a. Applications will close on Monday, January 19th 2. June 15‐17, 2015 in Atlanta, GA

a. Applications will close on Monday, April 20th iii. The scholarship is promoted in the YEA Connections newsletter, on the YEA FB page, and on the

YEA homepage. We sometimes include direct emails to YEA members. b. New Faces

i. We received 25 applications (down slightly from last year’s 33 applications). ii. The recipient for the 2015 New Face award is Alyssa Wingenfield of the Central PA Chapter.

Alyssa has been notified of her selection, but the news will not officially be announced until April 2015.

iii. As the award recipient, Alyssa will attend the CIBSE Conference in London in April 2014 c. Sponsorship

i. Patricia Adelmann, staff liaison for RP, provided the committee with an update. 1. 100% of the YEA Committee has contributed

4

2. 27% of YEA Chapter Chairs have contributed 3. Total funds YTD: $7,187

d. Technical Committees i. We had a forum on demystifying TCs ii. Updates on the TC join process

1. Added join button 2. No updates to process – still have to email and wait 3. TC rosters are still a manual process – not automated

MBO Update

A presentation of the 2014‐15 MBO document is included.

Attachments

Attachment A: YEA MOP and Reference Document updates for Motion

Attachment B: Presentation of the 2014‐15 YEA MBO document

Attachment C: Recommended YEA PAOE updates

1

ATTACHMENT A

YOUNG ENGINEERS IN ASHRAE (YEA) MANUAL OF PROCEDURES (MOP)

3. Structure

3.2 The YEA Committee includes four subcommittees. Each subcommittee will have three or four

members, with one of those members serving as subcommittee chair. The four subcommittees are:

3.2.1 YEA Institute – Educational Programs Committee Coordination

3.2.2 YEA Institute – Recognition Membership Programs

3.2.3 YEA Resources – Chapter/Regional Program Development

3.2.4 YEA Resources – Society Technical Programs

5. Committee Member Responsibilities

5.2 Duties:

5.2.2 Attend all scheduled YEA Committee and subcommittee meetings.

5.2.2.1 Two meetings of the YEA Committee occur each year, concurrent with the Society

Annual and Winter meetings (June and January). Committee meetings are usually scheduled for

Sunday mornings Saturday.

8. Subcommittees

8.2 To carry out the mission of the YEA Committee, four (4) subcommittees have been created as

follows with associated responsibilities:

8.2.1 The YEA Institute – Educational Programs subcommittee shall plan and maintain all YEA

Leadership Weekend events, the HVAC Design Essentials Workshop scholarship, and the New

Face CIBSE trip. The Committee Coordination subcommittee shall plan and maintain the roles

and responsibilities of the YEA Regional Coordinator (YRC) position, Region XIII and RAL

outreach, and the grassroots transition.

8.2.2 The YEA Institute – Recognition subcommittee shall plan and maintain Leadership U, YEA

Awards and the YEA Sponsorship Program. The Membership Programs subcommittee shall plan

and maintain YEA Leadership Weekend, YEA Leadership International, Leadership U, LeaDRS,

and the YEA Award.

8.2.3 The YEA Resources – Regional/Chapter subcommittee shall oversee the YRC roles and

responsibilities, all incoming and outgoing YRCs, and focus on networking and communications

at the regional and chapter level. The Program Development subcommittee shall plan and

maintain networking events at the Winter and Annual meetings, YEA Technical Weekend, and

student retention.

8.2.4 The YEA Resources – Society subcommittee shall plan and maintain the networking events

at the Annual and Winter meetings, focus on RAL outreach and Technical Committees, and focus

on networking and communications at the Society level. The Technical Programs subcommittee

shall plan and maintain the HVAC Design Essentials Workshop scholarship, the New Faces

program, and participation with Technical Committees.

2

ATTACHMENT A

YOUNG ENGINEERS IN ASHRAE (YEA) MANUAL OF PROCEDURES (MOP) REFERENCE DOCUMENT

Appendix B: YEA Annual and Winter Meeting Activities

B.1 Program

A. The YEA Hospitality Suite is held at both Annual and Winter Meetings, typically on Sunday

from 4‐7pm 4‐6pm. This event allows YEA members in attendance to network and socialize

with both fellow YEA members and ASHRAE members in attendance.

Appendix C: YEA Institute

C.2 Leadership U:

E: Participant Selection:

Selection criteria:

1. Application screening and initial participant selection shall be made by the YEA

Institute Recognition Membership Programs Subcommittee

C.3 HVAC Design Essentials Training Scholarship

A: Overview: The HVAC Design Essentials Training scholarship allows a YEA member to register

for this training free of charge. Budget permitting, a scholarship will be offered for each training

held at ASHRAE Headquarters in Atlanta, GA.

E. Recipient Selection: The YEA Institute Recognition Technical Programs Subcommittee will

openly solicit applications from YEA members for the scholarship through the ASHRAE website,

email, social media, and other relevant means. Applications submitted by YEA members to

ASHRAE by the deadline will be compiled by the Staff Liaison and submitted to The YEA Institute

Recognition Technical Programs Subcommittee for review and final participant selection. The

scholarship recipient will be selected based on their contribution to the industry, their ASHRAE

involvement, their career goals, and the relevance of this training to their current job

description.

C.4 New Faces of Engineering Program

B: Background:

The New Faces of Engineering recognition program was introduced by ASHRAE in 2003 and is a

part of National Engineers Week, which is sponsored by the National Engineers Week

Foundation DiscoverE and is a coalition of engineering societies, major corporations and

government agencies. Engineers Week is held the second week in February and New Faces is

promoted to provide incentive to those in college to consider engineering careers.

D: Program Benefits:

3

ATTACHMENT A

The individual selected as ASHRAE’s New Face of Engineering will receive recognition through a

USA Today print ad, new releases to their local press, and inclusion in ASHRAE Insights and the

ASHRAE Journal. Additional recognition may be awarded as deemed appropriate by the YEA

Committee.

E: Participant Selection:

ASHRAE will openly solicit applications from YEA members ages 30 and younger for the program

through the ASHRAE website, email, social media, and other relevant means. Applications or

inquiries sent to the National Engineers Week Foundation DiscoverE will be forwarded to the

YEA Staff Liaison.

Applications submitted by eligible applicants to ASHRAE by the deadline will be compiled by the

Staff Liaison. An initial review will be conducted by ASHRAE staff to narrow down the top ten

applicants. The YEA Executive Committee will select their top three applicants, which will then

be sent to the National Engineers Week Foundation DiscoverE for final review and selection.

Appendix G: YEA Award of Individual Excellence

3. ELIGIBILITY

The award is open to ASHRAE voting and corresponding YEA members whom demonstrate behaviors as

outlined in Section 7 below. Past recipients of the award and current Society YEA Committee members

are not eligible.

4. NOMINATION

A nomination for the YEA Individual Award of Excellence is made by a DRC, YRC or Society YEA

Committee member by completing a nomination form that outlines the special contribution that the

nominee made to the YEA program during the preceding Society year. The nomination shall be

presented to the YEA committee by September 30.

5. JUDGING

The YEA Committee Chair YEA Executive Committee and ASHRAE Staff Liaison review all nominations

received and qualify the nominees prior to passing the nomination along to the Honors and Awards

Committee. The YEA Committee shall make recommendation(s) to the Honors and Awards Committee

prior to the Winter Meeting. The recommended candidate shall be chosen from all nominations that

meet eligibility requirements as outlined under Section 7 Criteria for Selecting Recipients and approved

by the YEA Committee.

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ATTACHMENT B 2014‐2015 YEA Committee MBOs

Item # MBO Status Date Due MBO Comments

1 Increase number of YEA Chapter Chairs (YCCs) by

14% (119 to 136) 112 YCCs as of 1/6/15

6/30/2015YRCs are communicating importance of YEA contact at chapter level. It is difficult to get a YCC if the chapter is extremely small and has a hard time filling other chapter positions.

2 Full Circle for entire YEA Committee Complete 9/30/2014

3 Increase number of YEA members participating on Technical Committee by 15% (368 to 423)

347 as of 1/6/15

6/30/2015

We have been working with TAC to increase awareness and participation to YEA members. TAC sponsors the YEA

Hospitality Suite at the winter meetings. Redesign the TC YEA guide.

4 Increase the number of YEA member attendees at Society conferences by 10% and the number of

YEA speakers by 5%

Will review after Chicago

6/30/2015

YEA membership is growing, and we want to encourage YEA members to be speakers at or attend at ASHRAE conferences.

Action items on how to directly accomplish this; submit sponsored presentation at every conference

5 Increase YEA membership by 15% (7,987 to

9,185) 8,554 as of 12/8/14

6/30/2015 Recruit non YEA members on TCs

6 Develop future plan for YEA Committee In progress 6/30/2015Intelligently transition to more chapter and regional

focus/representation

7 Develop and implement YEA Technical Weekend In progress 12/1/2015Development to be completed this SY, implementation date

TBD

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ATTACHMENT C

PAOE Recommendations

YEA Committee

The YEA Committee recommends the following additions or edits to the 2015‐2016 PAOE:

Additions:

Chapter Ops – DRC Assigns:

50 points for a YEA Chapter Chair issuing a set of MBO’s to YEA Regional Coordinator

o We feel MBOs are an important part of planning for an ASHRAE year. Since YEA

points are distributed throughout the areas, we feel the DRC makes a logical

person to assign these.

Chapter Ops – Planning:

100 points for addition of a category item for developing a succession plan for chapter

leadership forecasting at least 4 years. Extra 25 points for each YEA member identified

in the succession plan up to 200 pts

Edits:

Membership Promotion – Points related to efficient operation of a chapter:

Currently: 5 points for each non‐member attendee invited

Edit: We believe this should be a tiered approach with 5 points for the first visit, 10 for

the second, and 15 for the third. Furthermore, there should be extra points for YEA

members

Membership Promotion – YEA Activities

Currently: 25 points for each new member sponsored by YEA

There has been some confusion on the meaning of this. We assume it means the new

member must have a YEA member listed as the “sponsor” on the application, but this

requires no effort on the part of the chapter. Perhaps, it should be written more clearly

or changed to points for first time YEA visitors to a chapter meeting (half points for their

second visit).

RP Committee Report to Members Council

From Meeting of January 24, 2015

Members Present Members Absent Guests Staff

John Rieke, Chair Ray Sieber, Vice Chair Walter Law Patricia Adelmann

Dan Rogers, Vice Chair Bill Klock Megan Hezlep

Darcy Carbone, Vice Chair Edward Tsui

Chris Phelan, I Jim Fields

Anthony Jonkov, II Blake Ellis

Sherry Abbott-Adkins, III Dan Russell

Kathi Newton, IV

Derek Crowe, V

Glenda Ama, VI

John Sealy, VII

Paul Alexander, VIII

Scott Martin, IX

Zberri Alvi, X

Ryan MacGillivray, XI

Ted Hanson, XII

Cheng Wee Leong, XIII

Mahmoud Fouad, RAL

Rhamy Morrison, Consultant

Kirk Mescher

Motions

1. The RP Committee recommends that Members Council approve the travel of the RP Chair to

attend either RAL or Region XIII CRC if the Chair is invited to attend by the DRC of the Region.

Background: Attendance at these CRCs will bring additional recognition to the RP Chairs of

these Regions, further develop contacts with Regional Donors, and provide requested assistance

to the RP-RVCs.

Fiscal Impact: Approximately $1,200 to cover the airfare in accordance with the current

transportation policy.

2. The RP Committee recommends that Members Council approve the attached MOP changes. See

attachment A.

Background: None of the attached changes are significant and represent housekeeping actions

and updating to current RP Committee practices.

Fiscal Impact: None

ATTACHMENT C

Information Items

1. PAOE Recommendations: The RP Committee made their 2015-16 PAOE recommendations to the

PAOE Subcommittee and recommends the following attached changes. See attachment B.

2. Goal: $2,200,000

Region YTD Results

Last Year

This Month

%

Ahead /

Behind

Total

Regional

Goal

%

Regional

Goal

I $83,779 $49,444 69.4% $176,000 47.6%

II $43,829 $30,363 44.4% $155,000 28.3%

III $52,665 $66,684 -21.0% $183,000 28.8%

IV $73,882 $51,018 44.8% $170,000 43.5%

V $37,468 $27,108 38.2% $117,000 32.0%

VI $51,129 $23,870 114.2% $170,000 30.1%

VII $15,987 $22,592 -29.2% $122,400 13.1%

VIII $65,743 $81,606 -19.4% $350,000 18.8%

IX $47,472 $35,094 35.3% $215,000 22.1%

X $48,561 $37,486 29.5% $180,000 27.0%

XI $30,183 $42,420 -28.8% $161,000 18.7%

XII $69,392 $39,191 77.1% $138,000 50.3%

XIII $23,249 $9,413 147.0% $37,650 61.8%

RAL $15,026 $14,087 6.7% $33,000 45.5%

TOTALS: $628,365 $530,376 18.5% $2,200,000 29.9%

3. The RP Committee discussed and approved the attached 2015-2016 Centralized Training Plan.

This includes supporting Region XIII and RAL by resuming the RP Staff led Training at these

Regions’ CRC. This is in continued support of the Strategic Plan for RP's advancements in these

two Regions (Attachment C)

4. In support of the 2014 ASHRAE Strategic Plan – Initiative 4: ASHRAE Role in the Global

Community, which states that “ASHRAE will conduct a detailed analysis of the needs of its

global members … and develop a strategy to serve its international members and participate in

international markets,” the RP Committee would encourage ASHRAE Research to develop

research projects that may be easily conducted in developing countries and that would directly

impact these areas’ needs.

5. The 2014-2015 Society Year marks Research’s 100th birthday!

MBO Update

Attachment D

Attachments

Attachment A: RP MOP Update

Attachment B: 2015-16 requested PAOE changes

Attachment C: Centralized Training schedule

Attachment D: MBO Update

Respectfully submitted,

John Rieke,

2014-15 RP Chair

MANUAL OF PROCEDURES

For

RESOURCE PROMOTION

COMMITTEE

LAST REVISED: 01/xx/15

MANUAL OF PROCEDURES

FOR

RESOURCE PROMOTION COMMITTEE

FOREWORD

The Resource Promotion Committee (RP) is a General Standing Committee of the Society and

operates under the direction of the Board of Directors and Members Council. The Rules of the

Board (ROB) for RP is its constitution. Proposed changes to the ROB and its appendices must

be approved by the Board of Directors.

This Manual of Procedures (MOP) is a supplement to the RP ROB that describes the methods

and procedures by which that committee accomplishes the duties and responsibilities assigned to

it. The MOP is an internal document of the committee for its own guidance. The MOP and

revisions thereto, require approval of Members Council. (96-02-18-07)

TABLE OF CONTENTS

SECTION A - RESOURCE PROMOTION COMMITTEE – GENERAL

Part 1 Responsibilities/Duties

Part 2 Membership

Part 3 Meetings

Part 4 Operations

SECTION B - CHAIR AND VICE CHAIRS

Part 1 Selection

Part 2 Chair

Part 3 Vice Chair

Part 4 Consultant

SECTION C - EXECUTIVE COMMITTEE

Part 1 Membership

Part 2 Meetings

Part 3 Responsibilities

SECTION D - REGIONAL VICE CHAIRS

Part 1 Meetings

Part 2 Responsibilities

SECTION E – REVISIONS TO RULES AND PROCEDURES

Part 1 Revisions to Rules of the Board (ROB)

Part 2 Revisions to Manual of Procedures (MOP)

APPENDICES

APPENDIX 1 EXCERPTS FROM RULES OF THE BOARD

APPENDIX 2 ASHRAE GULDELINE FOR SOLICITIATION AND ACCEPTANCE OF

EARMARKED RESEARCH FUNDS

APPENDIX 3 RESOURCE PROMOITON POLICY FOR SPLITTING INVESTMENTS

1

SECTION A - RESOURCE PROMOTION COMMITTEE - GENERAL

Part 1 Responsibilities/Duties A1.1 The Resource Promotion (RP) Committee shall advise and direct the Society's fund-

raising activities to support the Society's programs.

Part 2 Membership A2.1 The RP Committee shall consist of members as described in Section 2.422.002 of the

ASHRAE Rules of the Board Part 3 Meetings A3.1 The RP Committee shall meet two times each year, at the Winter and Annual Meetings of

the Society. (See Section 2.422.003 of the ASHRAE Rules of the Board.)

Part 4 Operations A4.1 A quorum shall exist if a majority of the membership, including the chair and vice chairs

is present. The Board ex-officio members and any presidentially appointed consultants to the committee are non-voting members and are not eligible in determining quorum requirements.

SECTION B – CHAIR, VICE CHAIRS AND CONSULTANT

Part 1 Selection B1.1 The chair of the RP Committee is nominated by the President-Elect of the Society from

the current membership of the RP Committee and elected by the Board of Directors (BOD) to serve a one-year term commencing at the close of the next Annual Meeting of the Society. (ROB Book 2, 100-109-001)

Part 2 Duties of Chair B2.1. The chair is responsible for the organization of the RP Committee and its Executive

Committee. B2.2 The chair shall preside over all meetings of the RP Committee and its Executive

Committee.

B2.2.1 With the advice of the staff liaison and the RP Committee, the chair shall be responsible for the preparation of agendas of the business to be transacted.

B2.2.2 The chair shall be responsible for ensuring that the staff liaison provides minutes

of the meetings of its RP Committee and its Executive Committee.

2

B2.3 The chair shall appoint ad hoc committees or working groups from the membership of the committee or the Society membership whenever necessary in order to assist in fulfilling his/her responsibilities.

B2.4 The chair shall appoint or nominate committees or representatives of the RP Committee

as directed by the President or the BOD or as requested by other standing committees of the Society.

B2.5 With the assistance of the staff liaison, the chair shall prepare and submit to the Members

Council and the BOD, through the BOD Ex-officio, a semiannual report, an annual report, and such other reports as required by the Board.

B2.6 The chair shall be responsible for informing the RP Committee and Chapter chairs of

Society policies and procedures in regard to the solicitation of funds. B2.7 The chair, or his/her appointed representative, will act as liaison to the Research

Administration Committee (RAC) for the purpose of briefing RAC on RP Committee activities and on activities and issues of mutual interest.

Part 3 – Duties of Vice Chair B3.1 Membership

B3.1.1 The three vice chairs shall be members of the Executive Committee of the RP Committee and shall assist the chair with his duties and responsibilities.

B3.2 Society Meetings

B3.2.1 The vice chairs shall attend the committee meetings at the Winter and Annual Meetings of the Society, the RP Executive Committee meetings as scheduled by the chair, and Members Council or Technical Committee (TC) meetings as assigned by the chair.

B3.3 Responsibilities

B.3.3.1 The vice chairs, as directed by the chair, shall schedule their attendance at centralized training so a member of the RP Executive Committee attends each training session. These sessions shall be arranged by the Regional vice chair of each Region in accordance with the committee's ROB.

B3.3.2 The vice chairs shall assist the Regional vice chairs and supervise the RP

activities in Regions as assigned by the chair. The vice chairs shall act as liaisons between the committee chair and the Regional vice chairs.

B3.3.3 If the chair is unable to attend a scheduled meeting (committee meeting,

Executive Committee meeting, centralized training session), he/she shall designate one of the vice chairs to conduct the meeting.

B3.3.4 Each vice chair shall provide a report of his activities and the status of his

assigned Regions at least three weeks prior to each Winter and Annual Meeting of the Society as directed by the chair.

3

B3.3.5 Upon completion of their terms, vice chairs shall review with incoming vice chairs the past RP activities of their assigned Regions, turn over files, and make suggestions for improvement of programs in their assigned Regions.

B3.3.6 Prior to the Society’s Annual Meeting, the First Vice Chair will prepare the

following year’s committee objectives and present these objectives to the committee for their review during the Society Annual Meeting. The objectives will be included in the committee’s report to the council at the annual meeting as an information item, and a copy of the objectives will be sent to the Assistant to the BOD at Headquarters.

If any committee does not submit its objectives to the council at the annual

meeting, the assigned DAL (BOD Ex Officio) is responsible for contacting the incoming committee chair and working with him/her to complete objectives.

Staff (Assistant to the BOD) will send copies of objectives to the BOD Ex

Officio.

Each objective should be measurable and should include a projected completion

date, fiscal impact (if any) and other information that would clarify the intent of

the objective. If an objective is to be assigned to a specific member or

subcommittee of the committee, this should also be included.

A status report of the objectives will be included in the committee’s report

submitted to the council at the Society’s Winter Meeting.

A final report of the objectives will be included in the committee’s report

submitted to the council at the Society’s Annual Meeting. The objectives prepared by the committee’s First Vice Chair for the following year will also be included in this report. These two reports on objectives will show the council what the committee accomplished during the Society year that is ending and what is planned for the upcoming year.

Part 4 - Duties of the Consultant B4.1 Membership

B4.1.1 The Consultant shall be a non-voting member of the RP Committee and shall assist the Chair with assigned duties and responsibilities.

SECTION C - EXECUTIVE COMMITTEE

Part 1 Membership C1.1 The RP Executive Committee shall consist of the chair and three vice chairs. C1.2 The Consultant may serve as a non-voting member of the RP Executive Committee at the

discretion of the Chair.

4

Part 2 Meetings C2.1 The Executive Committee shall have two meetings each year, one at the Winter and

Annual Meetings of the Society. Part 3 Responsibilities C3.1 The Executive Committee shall recommend to the RP Committee changes in policy. C3.2 The Executive Committee shall provide guidance and support to Regional vice chairs. C3.3 The Executive Committee shall assist in preparation of budgets for the RP Committee. C3.4 The Executive Committee shall periodically review the RP MOP and Training Manual

and recommend changes to the RP Committee. C3.6 The Executive Committee shall coordinate the solicitation and recognition of individuals,

companies and organizations that provide major contributions at the ASHRAE RP Golden Circle and Platinum Circle levels.

C3.7 The Executive Committee will recommend the William J. Collins, Jr. RP Award winner

based on the nomination of the Regional Vice Chairs and the award’s selection criteria. C3.8 The Executive Committee shall annually select the individual to be featured on the RP

Campaign Commemorative Coin.

SECTION D - REGIONAL VICE CHAIRS

Part 1 Meetings D1.1 Regional vice chairs shall attend the RP Committee meetings held during the Winter and

Annual Meetings of the Society, the CRC held in their Region, the Regional planning meeting and the RP Centralized Training session for their Region.

Part 2 Responsibilities D2.1 Confer with Chapter presidents regarding the appointment of Chapter RP Chairs. D2.2 Ensure that each Chapter RP Chair has a copy of the RP Training Manual. D2.3 Obtain answers to RP and fund raising questions from RP Chairs in the Region. D2.4 Ensure that Chapters are aware of promotional materials available from Headquarters.

D2.6 Maintain liaison with all Chapter RP Chairs and Chapter presidents by phone, letter

and/or Chapter visits. D2.7 Monitor the transmission of all contributions submitted by Chapter RP Chairs to

ASHRAE Headquarters.

5

D2.8 Assist the Chapter RP Chair, upon request, in soliciting and accepting earmarked funds as defined in Appendix 2.

D2.9 As necessary, mediate in splitting of investments between Chapters according to the

procedure described in Appendix 3. D2.10 Review the monthly reports and inform staff liaison at ASHRAE Headquarters of errors. D2.l1 Monitor the follow-up of major investors in the Region by identifying the appropriate

forms in the Training Manual to Chapter RP Chairs, obtaining responses to the follow-ups, and communicating the results to Headquarters.

D2.12 Notify Chapter RP Chairs in the Region of the awards program for recognizing major

investors. D2.13 Conduct an RP session at the CRC for Chapter RP Chairs and other interested parties.

This session shall last a minimum of 2 hours. D2.14 Participate in a six hour minimum centralized RP centralized training session for Chapter

RP Chairs in their Region early in the fiscal year using materials and activities as outlined in the RP Training Manual and led by the RP Staff Liaison. A Chapter RP Chair or designated representative who attends this recommended six-hour training session, will be reimbursed for transportation costs in accordance with ASHRAE Transportation Reimbursement Guidelines.

D.2.15 The RP Executive Committee shall determine the location(s) of the RP Centralized

Training sessions. The RP Executive Committee shall notify the RP Regional Vice Chair (RP RVC) of the location and the RP RVC shall coordinate training attendance with the DRC and Chapter RP Chairs. These trainings will be led by the RP Staff Liaison with participating help of the attending RP Executive Committee member and attending RVCs.

D2.16 Assist the Chapter RP Chair, upon request, by visiting their Chapters in the Region. The

Society has indicated that travel may be reimbursed for a maximum of three Chapter visits if authorized by the Director and Regional Chair.

D2.17 Close the RP campaign at the end of the fiscal year by sending thank-you letters to the

Chapter RP Chairs and/or Chapter Presidents in the Region. D2,18 Assist the DRC and Chapter RP Chairs in determining the Chapter goals and the

corresponding Regional goal for the coming year.

SECTION E – REVISIONS TO RULES AND PROCEDURES

(The section if for informational purposes only.) Part 1 Revisions to Rules of the Board E1.1 Proposed revisions to the Rules of the Board (ROBs) may be submitted by committees,

councils and Board members. Changes proposed by a committee shall be submitted through the body to which it reports; councils and Board members may submit proposed changes directly to the BOD.

6

E1.2 To propose a change to an existing ROB: Present a two-column comparison showing the current ROB number and wording and the

proposed ROB wording. A proposed change, as a minimum, shall include the ROB number, the proposed change, and the reason for the change.

E1.3 To propose a new ROB: Present the wording for the new rule and include a statement indicating a recommended

placement of the new rule within the ROB framework. Examples: It is recommended that this rule be placed in ROB Book II, Publishing Council ROB It is recommended that this rule be placed in ROB Book I, section 300, Meetings of

Members. E1.4 To propose rescinding an existing ROB, include in the recommendation the ROB book in

which the rule is located, the rule number or other identification code, and the wording of the rule.

E1.5 Proposed changes to Society-wide policies and procedures (e.g., Travel Reimbursement

Policy, Election and Appointment Procedures) shall follow the same procedure as for changes to ROBs.

Part 2 Revisions to Committee Manual of Procedures (MOP) E3.1 Revisions to this Manual of Procedures must be approved by Members Council.

APPENDICES APPENDIX 1 EXCERPTS FROM RULES OF THE BOARD APPENDIX 2 ASHRAE GUIDELINES FOR SOLICITATION AND ACCEPTANCE OF

EARMARKED RESEARCH FUNDS APPENDIX 3 POLICY FOR SPLITTING INVESTMENTS

A.1

APPENDIX 1

EXCERPTS FROM RULES OF THE BOARD

2.422 RESOURCE PROMOTION COMMITTEE

2.422.001 SCOPE AND PURPOSE

2.422.001.1 05-02-06-10 The Resource Promotion Committee plans and implements programs within the Society to generate funds for the support of ASHRAE programs.

2.422.001.2 (effective 2013-07-01) The scope of the RP Campaign is expanded to include raising funds for Society scholarships. (12-10-26-14B)

2.422.002 MEMBERSHIP

2.422.002.1 Composition The members of this committee are as follows A. Voting membership shall consist of a chair, three vice chairs, and each regional vice chair-Resource

Promotion. (06-01-25-08) B. Board ex officio and coordinating officer assigned as non-voting members C. Consultant D. The President of ASHRAE Research Canada shall be appointed as a consultant to the ASHRAE

Resource Promotion Committee and travel expenses shall be paid to attend the meetings of this committee at the Society's Annual and Winter Meetings. (76-07-01-40/06-01-25/07-06-27-16)

2.422.002.2 Qualifications

Regional Vice Chairmen shall be Members of the Society in good standing, and shall have been Members for three years prior to the start of their terms. (71-08-21-20/78-06-28-39/79-06-27-46/84-02-02-15) 2.422.002.3 Term of Service

Service on this committee is intended to be for a 3-year term. Additional year(s) may be required to fill a position when determined by the DRC. Appointments are made, however, each year by the President-Elect for the administrative year covered by his term as president. (85-06-26-11/86-06-25-09/94-06-26-04)

The chair of the committee shall be a non-voting member of the Members Council. (93-01-24-09/03-07-02-11B)

2.422.003 OPERATION

2.422.003.1 General Requirements

Responsibility for donor recognition of contributions for Society research, education and scholarship programs is assigned to the Resource Promotion Committee. (88-06-30-48)

This committee administers the William J. Collins, Jr. ASHRAE Resource Promotion Award and recommends winners to the Honors and Awards Committee. (93-01-28-49)

The Resource Promotion Committee shall determine the location(s) in which the Resource Promotion centralized training of Resource Promotion chapter chairs shall be held. These trainings shall take place between July 15th and September 30th.(06-01-25/26-10B)

Each Regional Vice Chair will be responsible for assisting the Chair and the Manager of Fund Raising in the coordination of chapter, regional, and Society fund-raising programs.

A.1

Each Regional Vice Chair will be responsible, with the cooperation of the Director and Regional Chair, for establishing chapter activities for promotion of ASHRAE research and ASHRAE scholarships and will report at each CRC meeting in the region. (70-01-22-18)

Each Regional Vice Chair is authorized and expected to attend the following meetings. (71-08-21-20/86-01-23-41/90-06-10-14D/94-06-30-15A/95-02-01-10/96-02-21-38) A. Chapters Regional Conference B. Regional planning meeting. C. Centralized Training Session for D. Formal visits to Chapters as requested by the Director and Regional Chair. (See 7.2.3) E. Regular meetings of the Resource Promotion Committee at the Annual and Winter Meetings of

the Society. (71-08-21-20)

A member of this committee selected by the chair and approved by the Members Council chair may assist in the conduct of Resource Promotion centralized training session(s). (78-06-28-34/03-07-02-11B)

A program shall be established to recognize contributors and key volunteers. This program will include presentation of certificates and plaques appropriate for the level of contribution at ASHRAE functions. (89-06-29-42)

Honor Rolls of contributors shall be published annually. (85-06-27-29/86-06-25-23/89-02-02-50) A. The Honor Roll for corporate contributions shall be restricted to investors of $150.00 or more. (85-

06-27-29/86-06-25-23/89-02-02-50/99-01-28-83) B. The Honor Roll for individual contributors shall be restricted to investors of $100.00 or more. (89-

02-02-49A/99-01-28-83)

The Resource Promotion Committee Plan will include the development of a "Resource Promotion Training Manual," establishment of awards for investors, establishment of an endowment fund and any other means for implementing the Society's goal for funding Society-sponsored research and scholarships.

The Director and Regional Chair may, with the President's concurrence, appoint assistants to the Regional Vice Chairmen serving on the Society Resource Promotion Committee, with only one individual from each region to be reimbursed for authorized transportation expense. (70-06-28-34)

All expenses for the Resource Promotion Committee shall be expensed from the AHR Exposition Fund. (04-01-25-14)

2.422.004 STRATEGIC PLAN 09-06-21-12C This committee shall develop procedures for recommending updates to the strategic plan on a continuous basis. As a minimum the committee shall submit a report to the council prior to the Annual Meeting. The report includes the current status of each activity which supports the fulfillment of the committee’s assignments under the strategic plan. The committee shall report to the council all recommendations for changes to the strategic plan as provided by the committee’s constituents prior to the Annual Meeting.

100-129-001 98-01-21-22

The President and all class A directors of ASHRAE Research Canada shall be compensated by Society for their transportation expenses, if requested, to the annual meeting of ASHRAE Research Canada.

A.2

APPENDIX 2

ASHRAE GUIDELINES FOR SOLICITATION AND ACCEPTANCE OF

EARMARKED RESEARCH FUNDS 1. SCOPE 1.1 These Guidelines define procedures and outline benefits and limitations for

solicitation of funds for specific research projects or categories of research. Such funds are defined as "Earmarked Funds."

1.1.1 These Guidelines are to insure impartial research investigation and

documentation in accordance with ASHRAE Bylaws and/or Rules of the Board, which documents take precedence over these procedures.

2. PURPOSE AND OBJECTIVES 2.1 Industry management objectives sometimes indicate that support to specific

research projects or categories of research are desirable. An ASHRAE objective is to promote and fund research and other projects that will be of technical and societal usefulness. It is the purpose of these Guidelines to outline means by which both industry and ASHRAE can achieve their objectives.

2.2 Increased industry interest in specific projects will benefit the overall research

program as it is anticipated that larger investments will result. Increased investor interest in research and response to results should be beneficial. Increased funding to specific projects will allow diversion of unrestricted funds to other research.

2.3 ASHRAE's objective to advance the arts and sciences of heating, refrigeration, air

conditioning, ventilation, the allied arts and sciences and related human factors for the benefit of the general public and ASHRAE's knowledge of research needs will be enhanced through increased cooperation with industry, educational institutions, and other organizations.

3. CRITERIA FOR SOLICITATION AND ACCEPTANCE 3.1 Funds to support specific ASHRAE research projects, categories of research, or

related technical activity may be accepted in the form of direct grants from donors. A member of the ASHRAE staff or a society member authorized by ASHRAE may accept funds designated for these purposes.

3.2 Funds that have been accepted by ASHRAE are to be held in escrow until the

work proceeds and payments are required in accordance with ASHRAE rules and accounting procedures.

3.3 Funds accepted by ASHRAE under these guidelines must be committed within

two years of receipt. If the funds are not committed, the donor shall be asked to

release the earmarked funds for general use. If release is not obtained, the funds

shall be returned to the donor.

A2.2

APPENDIX 2-2

3.4 It is anticipated and recommended that earmarked funds should be of sufficient

magnitude that accounting procedures not be overburdened. Amounts less that

$1,000 may be earmarked into one of the currently approved research categories.

3.5 Earmarked funds may be accepted or the following purposes:

3.5.l For support of ASHRAE approved research projects where the donor affirms the

intent of the scope of the project requesting no change in the work proposed.

3.5.2 For support of ASHRAE approved research projects where the donor

desires to expand the scope of the work. A work statement suitable to the

donor outlining the nature and intent of the expansion must follow the

procedures for work statements established by RAC and shall be approved

by RAC.

3.6 When contractual agreements between the donor and the Society are required, the

projects will be designated as Special Projects and must conform to the "Policy

and Procedures for ASHRAE Special Projects."

"Committed" means that ASHRAE shall have undertaken an obligation to secure the desired

work.

A10

APPENDIX 3

RESOURCE PROMOTION COMMITTEE

POLICY FOR SPLITTING INVESTMENTS

1. If an investor wishes to split his/her investment between two or more Chapters, his/her

wishes should be followed precisely and with no limitations.

2. If two Chapters lay claim to a specific investment, the following procedure will be followed:

A. RP Vice Chair will contact the investor to see if he has a preference.

B. If the two Chapters are in the same Region, the Regional RP Vice Chair and the

Regional Chair will arbitrate.

C. If the two Chapters are not in the same Region, the RP Executive Committee will

arbitrate with input from both Regional RP Vice Chairs. The chair of the RP

Committee will make the initial contacts.

Note: This policy was adopted by the RP Committee 82-06-27

2014-2015 2015-16 PRESIDENTIAL AWARD OF EXCELLENCE (PAOE)

RESEARCH PROMOTION RP: CRITERIA (Staff assigns points) MINIMUM PAR

GOAL Contributions considered towards a chapter Goal include gifts to ASHRAE, YEA, ASHRAE Learning Institute, ASHRAE Research, and Scholarships held by the ASHRAE Foundation. Exceptions: Foundation gifts made as part of routine ongoing Foundation Solicitations.

A chapter’s Goal shall be set by each Region’s DRC. OPTION 1 10 points earned by a chapter for each 1% of Goal attained – max of 1000 points (100% of Goal)

-OR- OPTION 2

10 points earned for each dollar per area assigned member attained 20 additional points for each dollar per area assigned member collected above the Society dollar per member Goal of $75 (maximum of 3,000

points) 300 points for reaching Challenge Goal (105% of High Five or 120% Goal) 250 points for each new Golden Circle Investor acquired and credited to the chapter (as determined by the RVC & RP ExCom rules) 200 points High Five Award 150 points for each renewed Golden Circle Investor credit divided by number of chapters recognized in accordance with RP ExCom guidelines 100 points for new High Five level of contributions 100 points for chapters who have reached goal (based on receipts at headquarters) by June 15 100 points for workshop attendance by current RP chair at an RP Committee approved RP training workshop 100 points for attendance by the current RP Chair at the CRC’s minimum 2 hour RP workshop. (Note: These points only apply when the same RP Chair also attends an approved RP Training Centralized workshop. Since the RAL and Region XIII Centralized Training takes place at the CRC, they are not eligible for the 100 points awarded for attending the CRC Session, and only eligible for the 100 points awarded for attending the Centralized Training Session.) 100 points for Chapter Full Circle Award (by November 15) 50 points for achieving of 30 percent of goal by December 31 50 points for each endowed honor roll level contribution that is an addition to the donor’s current fiscal year honor roll level contribution 50 points for meeting or exceeding scholarship goal 50 points per Special Event held July 1 – Dec 31 by a Chapter where over 75% of profits are donated to the RP Campaign. To qualify as a Special Event profits must meet or exceed $500 50 points per Special Event held Jan 1 – June 30 by a Chapter where over 75% of profits are donated to the RP Campaign. To qualify as a Special Event profits must meet or exceed $500 25 points for formal recognition of all Honor Roll level contributors from the prior year’s campaign before December 31 (Note: Recognition certificates must be ordered from headquarters by November 15 October 31 to qualify) 25 points for the Research Promotion Night chapter meeting held after December 31 (50 points maximum) 15 points for Volunteer Committee Worksheet completed by November 1 October 31 and sent to RVC and Staff. A minimum of 3 additional chapter members should comprise the RP Volunteer Committee 10 points per $ per/member for chapters who meet or exceed $50 per/member and reach or exceed Goal 10 points per Chapter BOG Member who contributes at the Honor Roll level by November 15, helping the Chapter achieve “Full Circle Plus”. These points are only given if the Chapter completes the Chapter Full Circle.

800 Points

1050 Points

2015-16 RP

Centralized Training

Training #1: Date: August 28th – 29th Location: Chicago O’Hare Regions: VI, VII, VIII, XI Training #2: Date: Sept. 11th – 12th Location: Chicago O’Hare Regions: III, IV, IX, XII Training #3: Date: Sept. 18th – 19th Location: Chicago O’Hare Regions: I, II, V, X Region XIII: CRC Training – August 21st – 22nd Region-At-Large: CRC Training – October 2nd – 3rd

C

RESEARCH PROMOTION 2014-15 MBO

GOAL: $2,200,000.00 FOR 2014-15 RP CAMPAIGN

There are several key objectives that have proven to be accurate predictors of

successful campaigns. These are the goals for the 2014-15 campaign

1. Chapter Workshop attendance Goal 70% Results: 63% (110) Last three years: 2013-14: 59% 2012-13: 59% 2011-12: 62%

2. Chapters attaining Full Circle Goal 75% Results: 75% (131)

Last three years: 2013-14: 76% 2012-13: 61% 2011-12: 68%

3. Chapters reaching 30% of goals by Dec 31 Goal 40% Results: 44% (72)

Last three years: 2013-14: 37% 2012-13: 37% 2011-12: 32%

4. Chapters reaching 100% of Goal by June 15th: Goal 50%

Last three years: 2013-14: 36.5% (64 Chapters) 2012-13: 27% (49 Chapters)

5. Develop solicitation materials specific for RAL through the coordinated efforts of RP

Consultant and RAL-RP RVC.

6. Develop support materials to aid in the education of RP Chairs and Chapters on the

benefits of ASHRAE managed scholarships.

7. Increase support for ASHRAE Foundation through increased number of new Endowed

Research Funds, increase funds contributed to existing Endowed Research Funds and/or

increased funds to ASHRAE managed scholarships.

Last two years: 2013-14: $322,056 2012-13: $329,984

2014-15 Additional Foundation & Scholarship Goals:

Chapter Annual Scholarship Contributions - $25,000

Establish One New Chapter Endowed Scholarship

1

CHAPTER TECHNOLOGY TRANSFER COMMITTEE Report to Members Council

From Meeting of January 23‐24, 2015

Members Present Corey Metzger, Chair Robert Laneve, Vice Chair Andrew Cochrane, Vice Chair Alexander Weiss, Region I Chris Fudge, Region II Stephen Piccolo, Region III Harris Sheinman, Region IV James Arnold, Region V Maggie Moninski, Region VI Michael Cooper, Region VII Thursten Simonsen, Region VIII Jay Cederberg, Region IX Gerald Hartford, Jr., Region X Leslie Jonsson, Region XI Ching Loon Ong, Region XIII Farhan Mehboob, Region‐at‐Large Scott Wayland, Chapter Programs Chair Nathan Hart, Communications Coordinator Christopher Mathis, Energy Consultant John Dieckmann, Technology Consultant Cesar Luis Lim, Refrigeration Consultant Kirk Mescher, BOD Ex‐Officio T. David Underwood, CO

Members Absent Jeffrey Ross, Region XII

Guests David Eldridge Bill Simpson Jim Vallort Jeff Gatlin Bill Walter Samir Traboulsi Michael Woodford Kevin Marple Gary Debes Brandon Birkes Randolph Harding Ian Bost Erich Binder Ray Patenaude Karine Leblanc Michelle Dionello

Staff Candace Pettigrew Joyce Abrams Lilas Pratt

Information Items:

1. The eleventh annual CTTC webcast, “New Tomorrows for Today’s Buildings: Existing BuildingCommissioning,” is scheduled to broadcast live on April 23, 2015 from 1‐4 p.m. EDT. This year’s webcastpresenters are Robert G. Baker, OPMP, Fellow ASHRAE; James K. Vallort, Fellow ASHRAE; and Ronald J.Wilkinson, P.E., CPMP. Online registration begins March 18, 2015 at www.ashrae.org/webcast.

ATTACHMENT D

2

The webcast program has been approved for continuing education credits by AIA and GBCI. Three Professional Development Hours (PDHs), three AIA Learning Units (LUs), or three GBCI Continuing Education Hours (CEs) may be awarded to participants who complete the online Participant Reaction Form by May 8, 2015. Chapters may earn 100 PAOE points by hosting the webcast. The pre‐taped presentation segments will include opening remarks by ASHRAE President Tom Phoenix. The live webcast will originate from the studios of Encompass Digital Media in Atlanta.

2. Viewers unable to participate in the live webcast on April 23 may register to view the On Demand program that will be available online until May 8, 2015. A conscious effort was made this year to promote the On Demand viewing of the Webcast with Members, Chapters, Regions, and other associations who live outside of the Eastern Time Zone, and therefore, cannot conveniently view the live broadcast. One way this was done was promoting the Webcast and the On Demand viewing with AASA at this meeting.

3. Mailings, articles, news releases, ads, brochures, and flyers have been prepared to promote the webcast to ASHRAE Chapters, Members, prior Webcast participants, and industry organizations. A new promotion for this year was the free cell phone charging station that was located in Registration at this meeting. The charging station featured a customized logo wrap, access to the ASHRAE Webcast webpage, ability to take souvenir photos, as well as a link to the new Membership video. Details regarding registration, the presenters, the program, and a promotional media kit are available at www.ashrae.org/webcast. CTTC is requesting that Chapters use the materials in the media kit to promote the Webcast to Members and local industry organizations. “Realistic Commercial Net Zero Building Design through Energy Conservation and Renewables” will be the subject of the April 2016 webcast. The webcast program title, format, and presenters will be selected by the 2015‐16 Webcast Ad Hoc Subcommittee.

4. A total of 209 visits have been scheduled for the 72 lecturers participating in the 2014‐15 ASHRAE Distinguished Lecturer Program. The 167 allocated visits budgeted for this year were confirmed as of December 1, 2014. An additional 42 non‐allocated visits have also been scheduled and confirmed. Eight of the 72 lecturers participating in the DL program this year are from countries outside of the U.S. and Canada – Argentina, Denmark, Egypt, Malaysia, Mexico, Singapore, Taiwan, and Thailand. Eighty‐one visits have been confirmed to 32 Chapters and Sections outside of the U.S. and Canada.

5. CTTC reviewed 7 DL nominees and the performance of current lecturers at this meeting. CTTC has approved a roster of 71 DL’s for 2015‐16. Four new DLs will begin two‐year terms in July 2015. The DL Review is completed annually to evaluate DL performance, relevance of presentation topics, usage, term dates, and geographical coverage. The goal of the review is to maximize the value of the program and strengthen it with a limited roster. Evaluations received continue to indicate that DLs are well received by the Chapters and attendance for DL visits exceeds average Chapter Meeting attendance.

6. CTTC has developed a new formula to distribute the 167 allocated DL visits amongst the 14 Regions. The formula allows 5 fixed visits to each Region and determines the remaining visits based on percentage of Chapters in the Region and percentage of area assigned Members. The reallocation will be announced to

3

the Chapters in the coming weeks and will go into effect for the 2015‐16 Society year. The Committee feels that this reallocation more equitably divides the visits amongst the Regions and overall membership.

7. Thirty‐one Technology Award entries were submitted for this year’s Society‐level competition. The Judging Panel selected nineteen projects for awards; nine first place, three second place, and seven honorable mention. First place entrants and building owners were recognized at the Chicago 2015 Plenary. Winning projects will be featured in the ASHRAE Journal during 2015.

8. In response to Members Council Motion 19C – Region X, Golden Gate Chapter, the Committee voted to add

verbiage to the Distinguished Lecturer Participation Form, making it more explicit which expenses the Chapter is responsible for. The CTTC Resource Manual and webpage will be updated to reflect this change.

Attachments Attachment A – Updated CTTC MBO’s for 2014‐15 Attachment B – 2015‐16 CTTC PAOE Recommendations

4

ATTACHMENT A

CHAPTER TECHNOLOGY TRANSFER COMMITTEE 2014‐15 MBO’S

Corey Metzger, Chair

MBO Status Due Date Assigned

To MBO

Comments

1. Review potential for incorporating retrocommissioning projects into technology awards program and implement if appropriate

Complete

January, 2015 Member Services Retrocommissioning subcategories have been

incorporated and success of this change will be reviewed

over the next few award cycles.

2. Review issues related to technology awards from an international perspective and develop recommendations for any appropriate changes to technology award program

Ongoing

January, 2015 Member Services AdHoc assigned to review. AdHoc includes several international members.

3. Review list of active liaison activities and develop recommendations for additional activities or improved involvement – consider formal interface with other organizations (AIA, USGBC, Refrigeration Societies, etc.)

Ongoing

June 2015 Operations Working to identify contacts from

organizations/associations that ASHRAE has MOUs

with.

5

ATTACHMENT B

CHAPTER TECHNOLOGY TRANSFER: CRITERIA Minimum PAR

POINTS RELATED TO THE PRESIDENTIAL THEME Efficient use of volunteers’ time: 50 points for a Chapter Technology Transfer Committee (actively handling Technical, Energy, Programs, and Refrigeration) with a minimum of two members. 50 additional points if CTT committee includes a refrigeration subcommittee chair with a minimum of 2 committee members Actual Building Performance: 50 points for each chapter program on bEQ (200 points maximum) 50 points for each Technology Award, Milton Garland Award, Dan Mills Technical Award or Comfort Cooling Award entry into Regional or Society competition (each Technical Award entry counted only once) (50 additional points if the bEQ score is included as part of the Technology Award submission) POINTS RELATED TO EFFICIENT CONDUCT OF CHAPTER ACTIVITIES Planning and Administrative Activities 50 points for completing and publishing meeting schedule and speakers by October 1 (one time) 50 points for submitting summary of speaker reviews to CTTC RVC for use in regional speaker database (250 points maximum) 25 points for advertising of ASHRAE Certifications (e.g. Chapter News Letter, Chapter Website, AIA News Letter, etc. – 100 points) 25 points for submitting DL event summary critique form within 15 days of DL visit Awards and Submission Activities 50 points for each ASHRAE publication (e.g. Handbook chapter, Standard, design guide, ASHRAE Journal article) authored, co-authored, or translated by Chapter members and submitted to the cognizant group for publication. (Points doubled if authored by ASHRAE Fellow, if the article is on a refrigeration oriented theme, or if it is performed by a YEA member.) Note: Requests to translate any ASHRAE publication must be submitted in advance to ASHRAE’s Publisher/Director of Publications and Education 25 points for each Technology Award entry into Chapter competition (Points doubled if submitted by a YEA member) 25 points for each article (minimum 250 words) on a technical, business, legal or management topic (other than those announcing a program) published in a chapter newsletter or posted on a chapter website (maximum of two articles per month) (300 points maximum) Meetings, Presentations or Events 100 points for each 3-hour PDH seminar or webcast presentation (live or delayed) sponsored/hosted by the chapter (300 points maximum) 100 points for each joint meeting with AIA, USGBC, IES, or other HVAC&R-related organization, and/or other engineering society (or other equivalent organization) or any other HVAC&R-related topic (25 additional points if the joint meeting is held with other refrigeration industry-related societies, e.g., RSES or IIAR) 100 points for each 3-hour seminar sponsored/hosted by the chapter on a building science topic other than HVAC&R, (e.g., fenestration, insulation, lighting) (600 points maximum) 50 points for each chapter program on natural or low GWP refrigerants, safe refrigerant use and/or refrigeration fluids (e.g. Standard 15 and/or

450 Points

1050 Points

6

34, future refrigerants) 50 points for each chapter program dealing with global issues 50 points for each program by a DL under a non-allocated visit up to a maximum of 200 points. 50 points for holding at least eight monthly chapter meetings per year with at least six including ASHRAE industry related programs 50 points for each individual who earns or renews an ASHRAE certification during the Society President’s term 50 points for refrigeration tour to a industrial food or beverage processing plant, low temperature refrigeration manufacturing facility or plant, cold storage warehouse or modern supermarket 50 points for each TC to assign a member to give a presentation at the local chapter meeting that explains the function of technical committees (handbook chapters, standards, research, etc.) (100 points maximum) 50 points for each chapter program on Indoor Air Quality/Environmental Health 25 points for each program on refrigeration, business, management or legal education (minimum 45 minute presentation; maximum 2 per subject area) 25 points for each technical tour with a 30 minute presentation 25 points for each chapter presentation (minimum 15 minutes) by an ASHRAE voting or corresponding Technical Committee (TC), Task Group (TG) or Standards Project Committee (SPC) member on status of TC or TG efforts (Research activities, Standards activities, Handbook activities, etc.) Points doubled if the presenter is part of the Refrigeration Committee or a YEA member (200 points maximum) 25 points for each chapter monthly meeting held where continuing education credits (e.g. PDHs, CEUs) are provided for attendees RVC Assigns 100 points for the incoming Chapter CTT committee chair attending the CTTC CRC workshop 100 points for submitting Dan Mills Technical Award application (This is redundant, included above under actual building performance) 100 points for submitting Refrigeration “R” in ASHRAE Award application 100 points for submitting Chapter Program Star Award application 50 points for planning/goal setting session with RVC (points assigned by RVC by October 1) 0 to 50 points for achieving goals established in goal-setting session with RVC (points assigned by RVC by June 30)

1

CONFERENCES AND EXPOSITIONS COMMITTEE Report to Members Council

From the Meeting of January 24, 2015

Members Present Members Absent Guests Staff Wade Conlan, Chair Rocky Alazazi Ayman El-Talouny Tiffany Cox Sarah Maston, Vice Chair Cynthia Moreno Bill Harrison Tony Giometti Dennis Alejandro (Consultant) Andrea Zarour Pam Immekus Billy Austin Nikolaos Kourakos Chris Balbach Shamila Nair-Bedouelle Walid Chakroun Bennie Skelton Dimitris Charalambopoulos Theresa Weston David Claridge Jack Zarour Doug Cochrane Jon Cohen Michael Collarin Chuck Curlin Gary Debes Kevin Gallen Thomas Kuehn Jennifer Leach James Liston Mike McDermott (Consultant) Alan Neely Ann Peratt Rachel Romero Frank Schambach Leon Shapiro Jeff Spitler Samir Traboulsi Bill Dean, BOD Ex-O

Information Items 1. The 2015 ASHRAE Winter Conference technical program featured 13 conference paper sessions (49conference papers presented), 12 technical paper sessions (44 technical papers presented), 64 seminars, 8 Workshops and 1 Forum. The entire technical program is approved for PDHs. In addition, most of the sessions are approved for NY PDHs, AIA Learning Units and GBCI LEED AP credits.

2. CEC defeated Members Council Motion 2014-10-02 Motion 6.b Region II (Halifax Chapter) (reducedregistration rate and Virtual Conference access for Voting Members of Technical Committees) because the Virtual Conference is already included in a single-day registration fee. Vote: 22-0-0, CNV

3. CEC defeated Members Council Motion 2014-10-02 Motion 6.c Region II (Halifax Chapter) (reducedregistration rate and Virtual Conference access for Regional and Society Officers) because the Virtual Conference is already included in a single-day registration fee. Vote: 22-0-0, CNV

4. CEC is seeking bids from the following cities to host the 2018 Annual Conference: Minneapolis,Indianapolis, Cleveland and Milwaukee.

ATTACHMENT E

2

5. The registration fees for the 2016 Winter Conference in Orlando and the 2016 Annual Conference in St. Louis are as follows:

a. Member Advance $420 b. Member Onsite $550 c. Non Member Advance $620 d. Non Member Onsite $750 e. Member One Day $210 f. Non Member One Day $260 g. Speakers $105

6. ASHRAE sponsored the following specialty conferences from September – October 2014:

a. 2014 ASHRAE/IBPSA-USA Building Simulation Conference, Sept.10-12, 2014, Atlanta, GA. This was the first jointly co-organized conference between ASHRAE and IBPSA-USA. Attendance was 280, 61 papers were presented and 56 non-paper presentations were given and the conference generated a profit of $20K.

b. International Conference on Efficient Building Design: Materials and HVAC Equipment Technologies, Oct. 2-3, 2014, Beirut, Lebanon. This was the first conference co-organized by ASHRAE, the American University of Beirut and the Lebanon Chapter. Attendance was 150, 26 papers were presented and the conference broke even.

7. The following specialty conferences are approved:

a. International Conference on Energy and Environment in Ships, May 22-24, 2015, Athens, Greece. b. ASHRAE Energy Modeling Conference, Sept. 30-Oct.2, 2015, Atlanta, GA c. ASHRAE IAQ Conference: Defining Indoor Air Quality – Policy, Standards and Best Practices, Sept.

12-14, 2016, Alexandria, VA

8. The following specialty conferences are in development: a. Second Hot Climates, February 2016, Qatar b. Developing Economies, Q12016, India c. Second ASHRAE/IBPSA-USA Building Modeling, Sept. 2016, Atlanta d. Second Efficient Building Design, Nov. 2016, Lebanon e. Thermal Envelopes Conference, Clearwater, FL, Dec. 2016 f. UNEP Conference, Q4 2016 g. Cold Climate Design, Q3 2018

9. CEC was requested to assist with the technical program for the 2015 AHR Expo Mexico in October in Guadalajara, Mexico.

10. TAC has requested CEC to create a joint working group/ad hoc to discuss the selection process and TC

session acceptance concerns.

11. CEC does not have any recommendations for the 2015-2016 PAOE.

MBO Update Attachments Attachment A (CEC MBOs for 2014-2015) Respectfully submitted, Wade Conlan, Chair Conferences and Expositions Committee

3

ATTACHMENT A

Committee Objectives

Committee: Conferences and Expositions Committee

Year: 2014 ‐ 2015

Chair: Wade H. Conlan

Vice Chair: Sarah Maston

Objective Planned Completion Date

Fiscal Impact Responsible Party

Cost Budgeted

1. Complete work on Reference Manual and/or Operations Manual

June, 2015 None CEC Chair, Vice Chair, Past Technical Chairs & Staff

None

2. Develop long‐range committee plan, to properly address the Specialty Conferences Sub‐Committee growing needs.

June, 2015 None CEC Chair, Specialty Conference Chair, Staff

None

3. Analyze a method for reduced conference fees for those from developing countries.

June, 2015 None CEC Vice Chair, Anuual/Winter Subcommittee Chairs & Staff

None

4. Develop a method to have a Conflict of Interest and/or Source of Funding to be identified for papers, seminars, workshops to provide transparency for the viewer/reviewer.

Mar 2014 for Winter 2016 Use

None Annual/Winter Subcommittee

None

5. Improve the interface for the speaker, session chair, reviewers, etc…through improvements to available training, system improvements, and other yet unidentified items.

on‐going None Annual/Winter Subcommittee

None

6. Improve the Virtual Conference to get a larger audience and branding/marketing in different methods.

June, 2015 None Chair, Vice Chair, and Staff

None

7. Create and implement an Annual and Winter Conference Speakers list for the CTTC

February, 2015

None Chair, Vice Chair, and Staff

None

MEMBERSHIP PROMOTION COMMITTEE Report to Members Council

From the meeting of Saturday, January 24, 2015, Chicago, IL

Members Present Guests Staff

Bryan Holcomb Jeff Watson Daniel Gurley Randy Schrecengost Bill Dean

Jason Alphonso David Underwood Steve Sill Kevin Marple

Michael Lawrence Jessica Mangler Robert Finkboner Karine Leblanc

Drayton Stott Michelle Dionello Ted Kussow Jack Zarour

Benjamin Skelton Chris Grey Carrie Kelty Blake Ellis

Ian Bost Daniel Greenblatt Michelle Swanson Jay Stake

Devin Abellon Aaron Smith Bruce Dobbs Bill Klock

Paula Hernandez Dan Pettway Wei-Dong Wang Eva King

Mark Miller Members Absent Brian Jennissen

Naseer Ahmed

MOTIONS:

Motion 1:

That for Student members residing in Developing Economy countries be offered a reduced membership fee similar to Developing Economy and SmartStart programs to give graduating Student members the opportunity to transition to Associate Member Grade equal to the Developing Economies discount ratio. The benefits for this program will be the same as the Developing Economies program.

Background: For Developing Economies, student membership fee is $10 (instead of $20). Now under SmartStart program, a graduating student has to pay as per the following:

1. The first year out of college annual membership is still only $20.2. Then it is $73 for the second year and $94 for the third year.3. Students also have the option of paying $187 for all three years.

Since the student membership fee is reduced to half for Developing Economies, SmartStart program for developing economies should be reduced proportionately as new graduates may not have a job and will not be able to afford the sudden incremental dues. This is required to keep and retain the membership of the new graduates.

1

ATTACHMENT F

Finance Committee to determine fee schedule. Developing Economies SmartStart Package to reflect the same benefits as the Developing Economies Package. Fiscal Impact: Positive, saving the cost of sending the printed handbook and may increase participation in the SmartStart program from Developing Economy Student members. Vote: MOTION PASSED 13-0-0 (CNV) 3 members absent REFERRED MOTIONS: Region XII (Spacecoast Chapter) – Motion 6.g (10/02/2014): That Society change its existing rule and reporting metric of attaining Chapter membership goals from using the difference of Chapter Area-Assigned Members (AAM) between the first and last days of the Society year to being equal to new Society memberships at the Associate and Member levels brought by that Chapter subtracted by cancelled Society memberships at the Associate and Member levels in that Chapter for that respective Society year, beginning on July 1, 2015. Background: From Society’s perspective, the intent of Chapter membership goals are to provide a reasonable target for net membership growth in a Chapter that contributes to a growing Society’s membership. Per the Strategic Plan, Society is tasked with increasing Society membership by 5% for the next 5 years. Increasing membership is based on net membership growth, or new paid memberships subtracted by cancelled paid memberships. Along with the MP Committee’s goal of 55,000 members by 2015, RVCs pass the task of yearly percentage growth of membership to Chapters by designating Chapter membership goals via increases in Chapter Area-Assigned Members (AAM). The current approach to tracking Chapter membership goals uses the difference of Chapter AAM between the first day of the Society year, July 1, to the last day of the Society year, June 30 of the following year. Chapter AAM only accounts for active and delinquent members at the Associate and Member levels. Members at the Student, Retired, Life, or other levels that do not pay the equivalent or any amount are excluded from the AAM. In addition to tracking Chapter membership goals, AAM amounts are used to track members and create ratios of who paid Society and Chapter dues and how much Regional dues each Chapter pays based on the number of AAM designed for each Chapter in that Region. As will be elaborated, AAM is not an accurate reflection of Society membership growth based on two points: 1. AAM treats active members transferring out of Chapters as member losses. Likewise, AAM

treats active members transferring into Chapters as member gains. 2. Based on the designation of AAM accounting for active and delinquent members at Associate

and Member levels, any status change of those members to Retired or Life levels would be considered a decrease in AAM and, therefore, a decrease in membership.

Addressing the first point, transferred members between Chapters should not be accounted for in membership goals. With the current Chapter membership goal system in place, a Chapter is able to recruit members from other Chapters, whether by persuading members to transfer their primary

2

membership to the Chapter or other means, and attain their Chapter membership goal. As the members transfer away from the other Chapters, those other Chapters sustain losses according to their membership goal. Member transfers may be due to relocation from new employment or personal circumstances, both of which are out of the Chapter’s control. In this process, the transferred members still have active Society memberships, but Chapters are impacted positively and negatively by these transfers in regards to their membership goals. It is unfair to cast a negative connotation upon the Chapter and place a negative measurement against the Chapter’s membership goal when the Society does not lose the member. In regards to the second point, a Chapter that retains members transferring to the Retired or Life Members levels should not be penalized in attaining that Chapter’s membership goal. This concept hinders two Society initiatives to increase overall membership. First, the penalization of Chapters for retaining members through their level transfer to the Retired or Life Member levels counters the earlier mentioned overall Society goal of increased membership. Second, this policy places a double standard against members entering Retired or Life levels, where PAOE points are awarded for retaining members at Associate or Member levels in their second or third year of membership, while the current system indirectly discourages retaining members entering Retired or Life statuses. Chapters that retain members entering Retired or Life statuses have a unique opportunity to create mentors for YEAs, provide technical presentations based on their experience, and assist with SA at the K-12 and collegiate levels. Moreover, these members may retire because of severance from a company, lack of business in an area, or personal circumstances, all of which are beyond the control of Chapters. Chapters should not receive a penalty for retaining members in Society, regardless of their levels. These two points prompt the need to pursue a more accurate measurement of Society membership growth, where attainment of Chapter membership goals are based on new Society memberships brought by that Chapter subtracted by cancelled Society memberships in that Chapter within a Society year. The foremost benefit of the new measurement is Society’s ability to accurately track membership growth based on gained and lost paid memberships at the Associate and Member levels. This benefit is handed down to Chapter MP Chairs, where an MP Chair may obtain new and cancelled membership data within a Society year from the ASHRAE website and quickly calculate the Chapter’s real-time progress towards the Chapter’s membership goal. Finally, membership goals can be decoupled from AAM, which may still be retained for accounting purposes and tracking other metrics. Since membership goals are closely linked to awarding PAOE points, this new calculation may be incorporated into the PAOE awarding system for the MP category. Fiscal Impact: None; except for staff time to change the program metrics. Anticipated staff costs associated with the change of membership goals would include revisions in the MCO Manual and Region Operations Manual publications from Society, both of which are distributed in electronic format to minimize printing costs. Moreover, any membership tracking and delivery systems would need to be revised. Anticipated savings would entail more collaboration between Membership Promotion Chairs at the Chapter level, leading to savings in volunteer time and resources paid for by Chapters. Vote: Motion Failed 0, 15, 0, 1 member absent (CNV) Committee Response: The Area-Assigned Members (AAM) figure includes all member grades except Student members. This means that Members who change to Retired or Life membership are included in the AAM figure. As mentioned in the background, transfers (both in and out of a chapter) are counted as gains or losses for chapter. The number of transfers is usually not significant, but it if is, a chapter’s starting AAM is

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adjusted accordingly (for example, if a new chapter is established and a large number of members are transferred out of an existing chapter and assigned to the new chapter, then the AAM for that existing chapter would be adjusted so they weren’t penalized for those who transferred out). Based on a review of total transfers in all chapters during the 13-14 SY, the net number of transfers was +7, so the majority of chapters were positively impacted by transfers. Another point to consider is that some new members are assigned to a “Default” Chapter when they join, and are then manually transferred into the correct chapter. If we do not count transfers, then these new members would not be counted. Region-At-Large (Northern Pakistan Chapter) – Motion 6.j (10/02/2014): That for developing economies, similar to student fee which is $10 (instead of $20), under smart start program, new graduate student fees should be reduced to half too. Recommendation: 1. The first year out of college annual membership should be $10 2. Then $25 for the second year and $25 for the third year. 3. Students should also have the option of paying $60 for all three years. Background: For developing economies, student fee is $10 (instead of $20). Now under Smart Start program, a graduate student has to pay as per the following: 1. The first year out of college annual membership is still only $20. 2. Then it is $50 for the second year and $50 for the third year. 3. Students also have the option of paying $120 for all three years. Since student fee is reduced to half, smart start program for developing economies should be reduced accordingly as new graduates may not even have a job and will not be able to afford the sudden incremental dues. This is required to keep and retain the membership of the new graduates. Recommended new structure: 1. The annual membership fees for the first year out of college remains $10. 2. Then $25 for the second year and $25 for the third year. 3. Graduate Students could also have the option of paying $60 for all three years. (Note: Motion 6.j was referred to both the Finance Committee and the Membership Promotion Committee. The Student Activities Committee Chair was sent a copy of the referred motion.) Vote: Motion Failed 0,15,0, 1 absent (CNV) Committee Response: The Committee agreed with the intent of this motion, however, the fees were incorrect and wasn’t detailed enough. The Committee took the intent and put forth their own motion clarifying the fee schedule and benefits.

INFORMATION ITEMS:

1. Retention:

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As of

December 31st Total Members

Paid Members

Unpaid Students Paid Students

Unpaid 2013 53,175 39,741 4,130 4,348 1,857 2014 52,952 39,119 3,344 4,115 1,957

a) The December 31, 2014 membership dashboard serves as ATTACHMENT A. b) The developing economies membership program is in its fifth year. In July 31, 2008, just

after it began, there were 135 members participating. As of December 31, 2014, there were a total of 823 members participating, up by 67 from the same time last year (756).

c) The Retention Subcommittee is working to formalize several programs that chapters are doing at the Society level. These include hosting Principal Breakfasts, outreach to employers, studying the Associate membership grade and finalizing a regional membership dashboard.

d) The subcommittee is working in tandem with Recruitment to get the word out about #myashrae

2. Chapter Chair Training & Development:

a) We had our first International Centralized Training with 23 attendees (some were not MP Chairs). MP is planning its Centralized Trainings for 2015-2016 starting in Atlanta in June for the Annual Meeting with the fall Centralized Training .

b) CCTD continues to identify training deficiencies and offer tools to chapter MP Chairs to assist with AHSRAE’s growth goal.

3. Recruitment:

a) Membership campaigns in 2014-15 targeted at membership growth: i. Invitation to join to:

1. All AHR Expo attendees who were scanned at the ASHRAE booth 2. Cancelled members (to rejoin) similar to previous campaign done last

year 3. All non-members who became ASHRAE certified, took courses, or

purchased products/events directly through ASHRAE.org 4. Phone calls to members that had cancelled in the last 18 months. 5. The roll out of #myashrae as both recruitment and retention marketing. 6. Postcards to the pre-attendee list of AHR, inviting them to become

ASHRAE members. 7. Applications at the Bookstores in the exhibit hall to sign up

nonmembers to receive member pricing. ii. An “invitation to opt in” to receiving ASHRAE membership information to all

non-members who have purchased in the ASHRAE Online Store through TechStreet

iii. Investigating giving free membership for a year to nonmembers that purchase $300 or more in the Bookstores at AHR.

4. Member Communication:

a. Have discussed ways to market to members better, and to get out the word regarding the new Veteran rate, if it’s approved.

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5. The Committee heard from members of the Indoor Air Quality Association regarding a joint

membership option. The Committee decided to table any final decisions until after the Board of Directors decides on the consolidation.

MBO Update:

There are no changes to the 2013-14 MBO document. Attachments: Attachment A is the December 31, 2014 Membership Dashboard

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TOTAL MEMBERS: 52,952

Membership Growth: 659 Cancelled Members: (914)

Cancelled Students: (97)

Net Change: (352)

Previous Month: 53,304

Current

Month

Previous

Month Delta Year Ago Delta

12 Month

Average Delta Dues Income

Member ($199) 19,992 19,800 192 19,923 69 19,520 472 $3,978,408

Associate ($199) 16,163 16,047 116 16,101 62 15,922 241 $3,216,437

Affiliate (avg. $73) 1,109 1,093 16 872 237 1,016 93 $80,957

Student ($20) 4,115 4,183 (68) 4,348 (233) 4,028 87 $82,300

Retired ($25) 275 270 5 304 (29) 271 4 $6,875Developing Economy ($90) 823 799 24 756 67 758 65 $74,070

Life ($0) 5,174 5,183 (9) 4,884 290 5,182 (8) $0

Current Members 47,651 47,375 276 47,188 463 46,697 954 $7,439,047

Delinquent Members* 3,344 4,166 (822) 4,130 (786) 4,598 (1,254)

Delinquent Students* 1,957 1,763 194 1,857 100 1,821 136

Total Members 52,952 53,304 (352) 53,175 (223) 53,116 (164)

Consulting Engineer 17,479 Canada 5078/673 Australia 389/24

Students 5,327 India 772/163 Malaysia 304/63 82% U.S./Can. 43,256

Contractors 4,946 Hong Kong 652/150 Philippines 222/132

Manufacturers 4,574 UK 578/37 Singapore 294/28 18% Global 9,696

Manufacturer's Rep 3,526 UAE 435/92 Mexico 223/87

Other 2,929 Pakistan 382/89 Brazil 219/31 TOTAL 52,952

Gov't, Health, Education 2,736

Design Build 2,664 Region I 5,703 Region IX 3,421

Architectural/AE 2,572 Region II 3,836 Region X 4,290

Educational Institution 1,112 Region III 4,624 Region XI 3,750

Sales Engineering 848 Region IV 2,585 Region XII 2,522

Industrial Facility 819 Region V 3,107 Region XIII 3,185

Utility 722 Region VI 4,489 RAL 5,431

Property Managers 690 Region VII 2,050 Other 67

Distributor 659 Region VIII 3,892 Total 52,952

Commercial Facility 603 Top Regions

Association 403

Research Institution 331

Library 12

TOTAL 52,952

Total $199 Members (Paid & Unpaid): 2013, 2014, 2015

Industry Classification Top Countries (total mem paid and unpaid) Geographic Distribution

Total Region Members

Region‐at‐Large = .80%

Region‐at‐Large = 43

% Gain YTD:

# Gain YTD:

December Membership Dashboard (12/31/2014 Data)

Yearly: TOTAL, $199 MEMBERS

At A Glance…

39,119

39,847

39,741

38,000

38,500

39,000

39,500

40,000

40,500

41,000

41,500

42,000

Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

2012‐2013 2013‐2014 2014‐2015

38,000

40,000

42,000

44,000

46,000

48,000

50,000

52,000

54,000

56,000

58,000

60,000

A B

C

D E F

G H

$199 MEMBERS

TOTAL

Membership Dashboard Legend

A Net growth: the total number of members compared to last month to include new members and cancellations

B The total number of paid and unpaid members in the $199 dues category (Member &Associate) for the last three years by month

C The total number of paid members in each dues category for this month, last month, one year ago, and as a 12‐month average, to include overall delinquents

D The total number of paid and unpaid members in each industry area

E Top membership countries in ASHRAE to include the total number of paid and unpaidmembers and students outside the USA

F Total membership comparison of North America versus international

G The total number of paid and unpaid members and students in each region, to include largest regional percentage and number growth

H The total number of all members versus the total number of $199 paid and unpaid members for the last eight years (at the end of the fiscal year <6/30> for 2008‐2014, and YTD for 2015). The YTD for 2015 is notated by a dashed gridline.

* Comparing delinquent numbers from month to month, an increase, yielding a positive value (example: current month 3,000, previous month 2,500) is not a “good” change. Growth in paid totals as a positive value is good. Growth in delinquent totals as a positive value is seen as negative.

Student Activities Report to Members Council

From the meeting of January 24, 2015, Chicago, IL

Members Present Guest Staff

Francis Lacharite, Chair Mark Miller Justin Ledford

Joe Chin, Vice Chair Brian Jennissen

Ralph Draper, Region I Alison Kwok

Robyn Ellis, Region II Chris Gray

Stephanie Mages, Region III Mark Lawrence

Peggy Fritz, Region IV Karine Leblanc

Russell Marcks Region V Michelle Diorello

Jason Atkisson, Region VI Nohad Boudani

Grant Page, Region VII Isabelle Lavoie

Bill Simpson, Region VIII Kevin Marple

Kevin Ainsworth, Region IX

Adam Davis, Region X

Michael Nafzgar, Region XI

Robin Bryant, Region XII

Hassan Sultan, R-A-L

Amir Karimi ABET EAC

Charlie Culp, BOD ExO

Doug Zentz, Consultant

Motions

That Student Activities Manual of Procedures be revised to include the creation of a subcommittee

called “Chapter Chair Training and Development”.

Document revised to include:

Chapter Chair Training and Development Develop and update training for Student Activities Chapter Chairs Create and implement Centralized Training for chairs

Background: Centralized Training was approved for Student Activities by Members Council during its

Seattle Meeting. To create and implement this change, the Student Activities Committee changed its

Manual of Procedures to create a new subcommittee to develop the logistics.

Fiscal Impact: None, this does not change the number of RVCs or meetings.

Vote: 16, 0, 0 CNV

Referred Motions

ATTACHMENT G

Region II (Hamilton Chapter) – Motion 19.a (10/02/2014):

That Society to create a student LinkedIn page to provide a platform for students to interact with

ASHRAE.

Background: There are many challenges when connecting ASHRAE with students. These challenges

include: students constantly changing contact info, a difficulty in students having to choose between

attending a chapter meeting vs. a wide variety of on-campus clubs/events, and finding a way to connect

students with the broader community of ASHRAE.

Fiscal Impact: ASHRAE HQ’s time in implementation and coordination in keeping the content up to date.

Response to Members Council: MOTION Failed 0-16-0, CNV

Committee Response: The subcommittee agreed that a society level student activities LinkedIn site isn’t a good idea at this time. Furthermore, the consensus from the subcommittee and advice to the student activities committee is if society decides it’s appropriate to create an official LinkedIn site, then students should be included with general membership and not relegated to a separate students’ only site. Discussion threads could then be created within the main ASHRAE site that are geared more toward students. Also, students should be able to network with professionals.

Action Item Summary

EXCOM Action Items:

Action Item Person(s) Responsible Due Date

Start looking for successors in

subcommittee chair positions

and send the names to Francis

Committee Chairs Complete

Create a new subcommittee

called continuous training

Committee Chairs June 2015

Complete centralized training Committee Chairs + Doug+ guest June 2015

Grants Action Items:


Explore possibility for a

Challenge Grant

January 2015

Start Discussion Board for

monthly discussions

Sam/Russ/Staff Aborted

Receive grant application prior

to deadline

Grants Committee June 2015

ABET Action Item


Explore current and possible

ABET Evaluators

Staff On going

K-12/STEM Action Items:


Decided on materials for

classroom demonstrations with

videos and additional resources

Subcommittee Ongoing June 2015

Chapter K-12/STEM Champion

Role and Possibilities explored.

Subcommittee Complete

Request PAOE Changes for STEM Subcommittee Complete

Champion.

Develop focus group in order to

explore new avenues to improve

motivation and interest for STEM

Subcommittee June 2015

Post High Action Items:


Assist K-12 Subcommittee with

K-12 Champion role

Committee Complete

Create subcategories in the

PAEO for chapter, region, and

society activity.

Committee Complete

Develop a certification/award in

collaboration with YEA in order

to retain student

Committee/YEA June2015

Design Competition Action Items:


OPR Design Comp Grant February 2015

Secure Judges for ISBD Grant/Staff April 2015

Design Competition Details to be

released earlier this year than in

the past.

Subcommittee/Staff July 2015

1) Subcommittee Reports

a) Executive Committee:

Student Members

The total number of student members as of December 31, 2014 is 6,072. December 31, 2013 is 6,271 December 31, 2012 is 6,143 December 31, 2011 is 6,482

December 31, 2010 is 6,315 December 31, 2009 is 5,730 *These numbers are of active students and students in grace

Recommendation to Honors and Awards was made for the Student Activities

Achievement Award

Recommendation to Honors and Awards was made for the Youth Outreach Award

Review of all subcommittees were made.

Centralized training will be held at ASHRAE HQ on the Sunday of the Annual Meeting.

An outline is currently being developed.

b) Grants Subcommittee

35 applications have been submitted

Budget for this year is $110,000. In that budget the top 2 schools travel expenses must

be included.

5 Judges scored the applications, the top 24 schools out of 35 will receive a grant not

exceeding $5,000 for a total of $109,000 out of $146,373.44 requested from the 35

applicants.

The committee agreed to invite the 2 top schools (University of Algarde and University

of Windsor) to the next winter meeting to give presentations to the students attending.

c) ABET Subcommittee Report

David Cassel replaced Larraine Kapka as the Accreditation Rep/ABET ETAC and brings a wealth of experience to the committee.

William Murphy summarized the ABET BOD Report outlining the ABET restructuring efforts.

Karimi reported on the EAC Visits including a visit to Siberia, Russia. This year will be his fifth and last year serving as an Accreditation Rep.

The committee is seeking interest from Filza Walters to talk over this position next year.

Staff has contacted ASCE to insure more action on the MOU is not needed.

d) K-12/STEM Subcommittee Report

The K-12 STEM Leadership Award was revised to have the requirements be the officers and the K-12 STEM Champion in lieu of SA chair.

The ASHRAE Club was discussed, the pilot program morphed into a class instead of club for students likely to attend a 2 year technical college. Conclusion is the club is great for industry, but not entirely a primary ASHRAE focus. Would like to keep it going and ask for future activities.

Best practices/guidelines for the SA Committee are being drawn up for K-12/STEM activities.

RVC-SA competition was proposed to promote RVCs to perform an activity to their chapters.

E. Post High Subcommittee Report

Student branch status and financial reports which are deemed mandatory for a branch to be considered “active” will be enforced this year. This will improve the information of active/inactive branches.

The Student Program for the Winter Meeting is Attachment B.

Over 440 students registered for this meeting, the most for any Winter Meeting. All Student Activities were completely full.

Student Membership a. Total Numbers – 6,072 (includes students in grace) as of December 31, 2014

b. Branches – 17 New Branches 2015-2016

Region

Student Branch

Location

Sponsor

Chapter

XII Universidade de Brasilia Student Branch Brasilia, Brazil Brazil

I University of Buffalo Student Branch Buffalo, NY Niagara

Frontier

III Catholic University of America Student

Branch

Washington DC National Capital

RAL Datta Meghe College of Engineering

Student Branch

Maharashta State,

India

Mumbai

RAL Nagarjuna College of Engineering and

Technology Student Branch

Karnataka, India Bangalore

X University of San Diego Student Branch San Diego, CA San Diego

XIII Silpakorn University Student Branch Nakhon Pathom,

Thailand

Thailand

IX Wichita Area Technical College Student

Branch

Wichita, Kansas Wichita

VII West Virginia University Student Branch West Virginia Morgantown,

West Virginia

II Cegep de Rimouski Student Branch Rimouski, Quebec Quebec

IX Colorado School of Mines Student Branch Golden, Co Rocky

Mountain

II Universite Laval Student Branch Quebec City,

Quebec

Quebec

II Centennial College Student Branch Ontario, Canada Toronto

II Lakehead University ASHRAE Student

Branch

Thunder Bay,

Canada

Toronto

XII Multitec Student Branch Buenos Aires,

Argentina

Argentina

RAL University of Split Student Branch Split, Croatia Danube

XII Florida Technical College Student Branch Pembroke Pines,

FL

Gold Coast

Design Competition Subcommittee Report

Each of the design competitions were reviewed and the focus of the competitions will

be defined to provide the student direction of what the committee wants in the

designed.

A new matrix was developed for the sustainable competition.

The applied engineering challenge will be finalized with the President Elect theme by

February 1, 2015.

165 students have registered for the Design Competition (Up from 91 at this time last

year)

Approximately 60 schools are represented by the 165 students.

Representatives from 12 out of a total of 13 winning teams attended the 2015 Winter

Meeting Student Program to accept awards.

Other Business

A. ASHRAE Gold Status Member Award; to create a way for a young ASHRAE member to

differentiate themselves from the crowd. Student Activities, YEA and Membership Promotion

discussed this award and will further the development, guidelines and implementation to

present at the Annual Meeting for 2015. See attachment for notes.

B. The Chair reviewed the status of this year’s MBO

C. The Committee voted to revise the Student Activities MOP to include a new subcommittee

called Chapter Chair Training and Development to create and implement Centralized Training.

D. The 2015-2016 PAOE points were discussed by the committee and revisions attached.

Attachment A

2014-2015 MBO's Student Activities Committee – Francis Lacharité , Chair

MBO # Description Who Due

1 Create a Sustainable Design Competition Stud Design

a. Sustainability in incorporating the Presidential theme into the Applied Engineering Challenge component of the competition each year to the extent it is possible.

1-May-15

b. Review the scoring criteria and rubrics in order to make it

consistent between judges and have a more technical approach of

the judging.

1-Sept-15

c. Sustainability in the choice of the design competition theme.

OPR selection will be structured in order to make the process

quicker.

1-May-15

2 Increase the number of K-12 school visits K-12 Ongoing

a. Promote the STEM Champion chapter position in the student

activity team through RVC(at CRC)

b. Continue the promotion of classroom visitations through the RVC

(at CRCs) and local chapter SA Chairs to general membership.

Illustrate to membership how important and easy it is to conduct a

K-12 classroom visit.

c. Promote the STEM award to Chapter president trough RVC (at

CRC) and raise the level of awareness

d. Developed the high school club project in order to have a more

direct impact on STEM activity. Create an etiquette guide in order

to interact with minors.

3 Improve Senior Undergraduate Project Grant Program

visibility amongst all members

Grants 1-Feb-15

a. Highlight and promote society presentation by grant recipients at

society conferences

b. Identify and test new, creative ways to increase student contact

of Grant program

c. Modify the scoring of the grant in order to advantage 20 June -15

undergraduate project that affect K12 and STEM activity

4 Increase number of new student branches with the goal of one

new or reactivated branch per region

All Ongoing

a. Provide RVC's with information regarding student branches that

have disbanded in the past 5 years so that they can encourage

chapter follow up for reinstatement.

5 Increase Student retention to 7.5% Post High Ongoing

a. Define the amount of student that transfer VS graduating

member.

1 Feb 15

b. Create a student advisor Congress to collect information and

improved the quality of service to our members

Complete

c. Improve communication and coordination trough conference

call and annual meeting with YEA and membership committee

Ongoing

d. Strongly promote smart start program to the student present to

the Student program at the winter meeting in order to retain

involved student and measure the impact of this activity on

retention

Winter

meeting

6 Manage the effectiveness of the Student Activities Committee Committee Ongoing

a. Make each member (RVCs and Vice Chair) complete MBOs and then measure against their MBO at the winter meeting and by continuing reports

b. Have more preparation done prior to conference call. Agenda done at least one week in advance and send to the subcommittee in preparation for the call.

2014-2015 PRESIDENTIAL AWARD OF EXCELLENCE (PAOE)

STUDENT ACTIVITIES: CRITERIA MINIMUM PAR

POINTS RELATED TO THE PRESIDENTIAL THEME

Efficient use of volunteers’ time:

50 points for meeting with representatives of other societies and coordinating and participating in joint K-12 STEM activities POINTS RELATED TO EFFICIENT CONDUCT OF CHAPTER ACTIVITIES

Investment in Student Activities

MD /30 for chapter investment in student activities

D = Dollars contributed (any support of a student member, e.g. scholarships, dinners, meeting travel, etc.) M = Area Assigned Members Student Activities Chapter Chairs may use the end of the year (June 30) report to calculate points General Student Branch Involvement

100 points for establishing a new student branch or reactivating an inactive student branch 50 points if net student membership for the chapter exceeds that of previous year 50 points for sponsoring a student member to attend the ASHRAE Winter Meeting; chapter to provide transportation, hotel and registration (150 point maximum) 50 points for each scholarship to a tech or undergraduate engineering student (minimum of $100 scholarship award) 50 points for each active student branch where the faculty advisor is a chapter member 50 points per active student branch that submits the student branch report by May 31 25 50 points for each method of tracking student members (cell phone, Personal email, linked in, etc.) and reported to your RVC and MP Chapter

Chair.(maximum 300 points) 25 points for each ASHRAE Student member, enrolled in engineering college, undergraduate or tech school, that is placed in an ASHRAE related summer intern job or part-time job during school semester by an ASHRAE member (200 points maximum) 25 points for chapters providing formal recognition of student branch advisors to university administration or dean of engineering 25 points for each National Engineers’ Week activity or equivalent non-US activity 25 points for each chapter activity with student branch (e.g. Student Night meetings, technical programs, technical tours) (50 points maximum) 25 points for each post high school activity in which one or more chapter member participates 20 points for meeting with faculty of engineering college or tech school for the purpose of establishing a student branch (40 points maximum) 20 points for each ASHRAE student branch member attending and registering for a chapter monthly meeting, a regional meeting. (300 total points maximum) 5 points for a chapter meeting 10 points for a regional meeting 25 points for a Society meeting For each student branch member attending the Winter Program(No Maximum) 10 points for each time a student branch advisor attends a host chapter monthly meeting, a regional meeting or a Society level meeting 50 points for chapters who have a student branch compete in the ASHRAE Student Design Competition K-12 (5000 point maximum for this category)

50 points for each K-12 student activity organized by student branch members 50 points for winning the K-12/STEM award 25 points for each K-12 student activity (excluding National Engineers’ Week) in which one or more chapter member participates. (Points doubled for 6-8th grade activities) 25 points for each K-12 student activity promoting engineering to and for girls

300 Points

500 Points

2014-2015 PRESIDENTIAL AWARD OF EXCELLENCE (PAOE)

YEA Activities

50 points for each student member 35 years of age or younger that transfers from student member to Associate member after graduation (200 points maximum) 50 points for holding an event in which graduating student members information is recorded for the purpose of converting to Associate member status, i.e., Senior send-off event. (50 points max) 25 points for any YEA member mentoring a team (e.g. ASHRAE Grant, Design Competition, Chapter involvement, student branch support) 25 points for each Young Engineers in ASHRAE (YEA) member that presents the ASHRAE Young Engineers in ASHRAE (YEA) program to student branches RVC Assigns

100 points for the incoming Chapter Student Activities committee chair attending the SA CRC workshop 50 points for an individual planning/goal setting session with RVC (points assigned by RVC by October 1) 0 to 50 points for achieving goals established in goal-setting session with RVC (points assigned by RVC by June 30) 50 points for chapters that submit a Undergraduate Grants application (per application)

Student Program

ASHRAE Winter Conference

January 24-28, 2015

Student Tour: ($25 ticket)Three tour times available:2:15—3:15p | 3:00—4:00p | 4:00—5:00p

The Ann & Robert H. Lurie Children’s Hospital of Chicago (formerly Children’s Memorial Hospital) is the largest inpatient pediatric hospital in Chicago. The facility is a 1.25 million square foot, 288-bed hospital, constructed on the Northwestern University Feinberg School of Medicine campus. The facility provides clinical, academic, and research opportunities.

Lurie Children’s is among the largest healthcare projects ever fully designed and delivered utilizing a BIM platform. While BIM offers a great deal of potential, the advantages for this project were largely related to validation of systems coordination. This project delivery strategy significantly enhanced the subcontractor coordination process, dramatically reduced construction administration phase RFI’s related to fit issues, introduced opportunities for construction prefabrication, and achieved a more coordinated; more serviceable solution. Further, the benefits of advanced computative fluid dynamics (CFD) modeling studies are significant and multi-faceted; exploiting the ideals of architecture, medical practice models, infection control, and space environmental comfort into a common study.

Questions? Justin Ledford

Assistant Manager of Student Activities [email protected]

Sunday, January 25 Get the 2015 ASHRAE Winter Conference App

Download the ASHRAE Conference App

Search for the ASHRAE Association App Select Event: ASHRAE 2015 Winter

Conference.

Keep track of your schedule, message other attendees, recieve conference

updates, find your meeting room, and more.

#myashrae

Share what your ASHRAE life is like with #myashrae. Whether you’re at the meeting,

out with friends, or home on the couch... snap a pic and show us your #myashrae :)

2015 Program.indd 1 1/8/2015 3:42:18 PM

3:30 - 5:00 Plenary SessionGrand Ballroom, 4th Floor

Keynote Speaker Aron Lee Ralston is an outdoorsman, engineer, and motivational speaker. He survived a canyoneering accident in southeastern Utah in 2003, during which he amputated his own right forearm with a dull knife in order to extricate himself from a dislodged boulder, underneath which he had been trapped for 127 hours. The incident is the subject of the film 127 Hours starring James Franco.

The Plenary Session also features presentations from the Honors and Awards programs.

2:00 - 3:00 Student OrientationRed Lacquer 4th Floor

Joe Chin and Bill Simpson will explain what to expect while at the conference, and break down the technical sessions so you will know exactly which ones to attend. A panel of YEA members will provide further insight into the conference.

Saturday, January 24

5:30 - 6:30 Student/YEA MixerRed Lacquer, 4th Floor

Mix and mingle with ASHRAE YEA members, meet new friends, gain insight into life after college, and enjoy free food & drinks.

6:30 - 8:30 Welcome Party, Chicago Cultural Center ($77 ticket)Students are encouraged to attend.

9:00-2:00 ASHRAE Student Program

9:00-9:15 Student Program Overview

9:15-9:30 Welcome from Society President Tom Phoenix

9:30-9:45 CIBSE/ASHRAE Graduate of the Year Award/Student Branch Advisor of the Year Award/ASHRAE-CAR Award

9:45-10:00 Grant Presentation

Campus Unplugged, University of Oregon: John Loest, Amanda Daniels, David Jones, Kiana Motahari ASL

10:00-10:45 Technical Talk by Mark MacCracken: Thermal Energy Storage

10:45-11:30 Boat Challenge

11:30-12:15 Lunch

12:15-12:30 Grant Presentation:

Test Bed of Active ChilledBeam Systems, University of Colorado at Boulder: Walter Shoup, Ken Takahashi, Bret Johnson

12:30-1:30 Panel Discussion/Words of Wisdom

1:30-1:55 Design Competition Awards, facilitated by Francis Lacharite and Joe Chin

1:55-2:00 Student Tour: Bill Simpson and Jason Aikisson

Student Tour ($25 ticket)Ann & Robert H. Lurie Children’s Hospital of ChicagoChoose: 2:15-3:15 | 3:00-4:00 | 4:00-5:00

Recommended Technical Sessions

8:00-9:30 Seminar 20: ASHRAE and the Residential Construction Market: Status and Strategic OpportunitiesSeminar 21: Blue is the New Green: The Emerging Focus on Integrated Water ManagementSeminar 22: Refrigeration for Craft Brewing

9:45-10:45 Seminar 25: Hydronics 101: Design Basics for Young Engineers and Complying with Standard 90.1Seminar 26: Microgrids, Resiliency and CHP: Implications for the Future of Building Design and RetrofitSeminar 28: System Effects from Inlet of Centrifugal and Plenum Fans

11:00-12:00 Seminar 32: A Day in the Life of an IAQ ConsultantForum 2: AASA- Dream Come True? Workshop 3: Code and Safety Standard Requirements: Working with2L GWP Refrigerants

3:00-4:30 AHR EXPO SESSION 1 – New 2015Regional Standard and the Effects on Different Areas of the HVAC Industry

Sunday, January 25Recommended Technical Sessions

8:00-9:30 Seminar 36: Building Energy Predictions and Measurement: Avoiding Fantasy and Heading Toward FactSeminar 37: Case Studies in Engineering EthicsConference Paper Session 7: A Paradigm Shift for HVAC Design

9:45-10:45 Forum 4: Opportunities for YoungEngineers in ASHRAE to Get Involved Workshop 5: Who Needs a Residential IAQ Guide?Conference Paper Session 8: Using Solar to Improve EfficiencyTechnical Paper Session 10: Ventilation, Moisture and Thermal Comfort

11:00-12:00 Seminar 44: Air-ConditioningResearchSeminar 49: Isolation Room Design, Research, and Construction (Case Study)

1:00-3:30 Seminar: Three Emerging Technologies in Building Automation

Tuesday, January 27

Student Guide ASHRAE 2015 Winter Conference

10:00-12:00 Student Congress, Salon 1A chance for student branch officers to provide guidance on future programs and events, and suggestions to improve membership benefits.

10:00-12:00 SBA Congress, Salon 4/9Student Branch Advisors are invited to discuss student activities with Regional Student Activities Chairs.

Monday, January 26

2015 Program.indd 2 1/8/2015 3:42:18 PM

ASHRAE Gold Standard Member

We need to create a way for a student to differentiate themselves from the crowd. Either some sort of

ASHRAE

Student/YEA Award.

Technical

a. skills/training

b. Networking/social ability

c. Industry involvement

Needs to demonstrate that the member is a well-rounded engineer

1. Well marketed Criteria must be applicable to the industry, ASHRAE and an employer

a. Needs to be achievable so we get a good amount of people to obtain this, but we don't want

to make it so easy that the value is cheapened

b. Needs to be attractive to both students, young members and employers

2. What do we need to do to create the branding/certification?

a. Who needs to approve?

b. Age restrictions?

3. How do we do this?

Be an ASHRAE dues paying member for a minimum of 2 years

a. HVAC Design Essentials I & I

b. X number of ASHRAE ALI courses

c. X number of AIA CEU's

d. Member of a technical committee

e. LEED AP

f. Attend ASHRAE Winter or Annual Conference

g. Greenbuild

h. Other ASHRAE Conferences

i. Attend other industry related conferences

j. YEA Leadership weekend

k. Student Branch or Chapter Chair/Board member

l. Member of related organizations

m. Transition to Associate member through SmartStart

n. Compete in the student design competition

Possible Requirements (some could be required, some as "electives")

4. YEA Committee Input

• Good that it is a track/path gives them ideas of what they should do

• may be just an additional item to put on the plate

• Recent Grad input

Review requirements from employers

Paul Petrelii -Need FE and PE first

Good to provide exposure to what's available in ASHRAE

Too much tech?

Leadership weekend limits

Need to be sure it's applicable to a diverse group

Overall goal needs to be fully designed

Marketing overall

Does it need to be an award

The path is more important than the label

YEA members pull new members

Active members vs. new members

Need to active members in chapters

Add completed items

Incorporate into ASHRAE Bio

Levels of completion based on number of items complete

Use a mentorship program

Membership input

• Good program

• Needs to be well defined

• Needs to be a joint effort

• Need to be sure this is focused

○ Title Leadership member

○ YEA service Award

GRASSROOTS GOVERNMENT ACTIVITIES COMMITTEE (GGAC) Report to Members Council

From Meeting of January 23-24, 2015

MEMBERS PRESENT MEMBERS ABSENT GUESTS PRESENT STAFF PRESENT

Bert Phillips Scott Seigel Tom Watson Jim Scarborough Rob Craddock Jeff Gatlin Mark Ames Keith Reihl Chuck Foster Dru Crawley Mark Fly Charles Culp Bill Walter William Dietrich Bill Harrison David Underwood Jennifer Isenbeck Richard Vehlow Cesar Lim Douglas Cochrane Ted Kussow Dunstan Macauley Steve Kennedy Bryan Lampley Art Hallstrom Sonya Pouncy Ron Gagnon Kelly Crow Bob Baker Chad Moore Nate Boyd Dan Merkel Brandon Birkes Brian Lynch Rami Al Khalid Mark Bender Hassan Al Barakal Jeffery Hurd Michael Woodford Ng Yong Kong Larry Speilvogel Ahmed Alaa Eldin Mohamed Mohamad Nour El Ayoubi

Mike Beda Karine LeBlanc Michelle Dionello

Motions

MOTION 1: The Grassroots Government Activities Committee (GGAC) recommends to Members Council that the draft Rules of the Board for the new Grassroots Government Advocacy Committee be accepted. (See Attachment A)

Background: This draft is the result of work by the GGAC and the Advocacy Committee to prepare for the merging of these two committees to be effective July 1, 2015. This merger has already been approved by the BOD.

Fiscal Impact: There is no fiscal impact since the two committees already had their individual budgets with projections already made. The effect on the budget will be the combining the lines items from two separate committees into one committee.

MOTION 2: The Grassroots Government Activities Committee (GGAC) recommends to Members Council that the draft Manual of Procedures for the new Grassroots Government Advocacy Committee be accepted. (See Attachment B)

Background: This draft is the result of work by the GGAC and the Advocacy Committee to prepare for the merging of these two committees to be effective July 1 2015. This merger has already been approved by the BOD.

Fiscal Impact: None

ATTACHMENT H

Information Items

1. The GGAC and Advocacy Committee met jointly on Friday afternoon to discuss issues regarding the merger of these two committees. The draft ROB and MOP, which has already been reviewed by SRC, was accepted and is being forwarded by both committees.

2. The GGAC is requesting a waiver of the rules from the Honors and Awards Committee for a one time consideration in order to give two (2) Government Affairs Awards, one for ASHRAE Year 2012-13 and one for ASHRAE Year 2013-14. This is because, in its first year of existence, GGAC was still getting all of its rules and procedures into place and no applications for the Award were accepted or approved. Additionally, the Award was changed from a Chapter Award to an individual or team Award.

3. Several recommendations were approved by the GGAC to offer new or additional PAOE points.

4. The GGAC is recommending that an MTG be established for the purpose of creating training modules and other materials for use with code officials. GGAC has been looking at this issue for several months and has determined the scope of this effort involves more than GGAC given the wide variations in knowledge and code adoption/enforcement around the world.

5. The GGAC continues to encourage Chapters to make contact with elected and appointed officials on behalf of ASHRAE Standards, code enforcement, and bEQ, among others. The Committee is witnessing success with a number of elected and appointed officials when opportunities arise to promote ASHRAE Standards, products and services.

MBO Update See Attachment C. Attachments Attachment A Draft of Rules of the Board (ROB) for the new Grassroots Government Advocacy

Committee Attachment B Draft of Manual of Procedures (MOP) for the new Grassroots Government

Advocacy Committee Attachment C MBO Update

Attachment A 2.402 COMMITTEE 2.402.001 SCOPE AND PURPOSE (05-02-06-15) The Grassroots Government Advocacy Committee shall be responsible for organizing ASHRAE members at the grassroots level to influence and educate local, state, provincial, and national government bodies and officials in areas of interest to ASHRAE members, in order to better coordinate efforts and understanding between ASHRAE members and government as well as being responsible for developing the extent and the manner in which ASHRAE implements and pursues actions to influence government affairs and public policy. All efforts will be in accordance with the Certificate of Consolidation, Bylaws, and applicable laws. The Grassroots Government Advocacy Committee shall report to the Members Council. The purpose of these activities is to benefit ASHRAE members, the HVAC&R industry, and the public by providing responsible and balanced input and advice to policymakers in our area of expertise. There will be no Political Action Committee (PAC) and no contributions to politicians or political candidates. 2.402.002 MEMBERSHIP 2.402.002.1 Composition The members of this committee are as follows: A. At least twenty one (21) voting members, including a Chair and two Vice Chairs, Communications Coordinator, one (1) representative from each Region who serves as Regional Vice Chair, Chair of Technology Council, Chair of Members Council, Chair of Publishing and Education Council. B. Non-voting members include the staff of the Government Affairs Office, and two Ex Officio members, one of whom shall be the Treasurer of the Society. 2.402.002.2 Qualifications A. The Chair of the Committee shall be a Presidential Member. B. The 1st and 2nd Vice Chairs of the Committee shall have experience in grassroots government affairs and advocacy, broad knowledge and experience with the organization, activities, and policies of both ASHRAE and government, and shall have experience as an ASHRAE Director or Officer and/or government activities. C. All members of the Committee shall hold Member grade or higher in ASHRAE. Regional Vice Chairs shall reside in the Region they represent. D. Committee members should have broad knowledge and experience with the organization, activities, and policies of both ASHRAE and government. E. At least one of the Chair, Vice Chairs or Communications Coordinator should be from a non- US governed state or territory. 2.402.002.3 Term of Service The term of service for the Chair and Vice Chairs shall be one (1) year. The term of service for the other voting members shall be three (3) years, subject to ROB 3.300 Election and Appointment Procedures. 2.402.003 OPERATION 2.433.003.1 This Committee shall support grassroots-level governmental activities by: A. Working with the Chapters to promote ASHRAE standards, products, and services with local, provincial, state, and national governments. B. Seeking the appointment of Chapter members to local, provincial, state, and national governmental bodies. 2.433.003.2 The Committee shall inform and motivate ASHRAE membership about grassroots activities and public policy issues by: A. Providing a conduit for grassroots members globally to keep their Chapters, Regions, and the Society

Government Affairs staff informed on government affairs activities of interest to ASHRAE. B. Liaising Chapters with educational and programs-related groups within ASHRAE. C. Providing tools to train and enable Chapters and Chapter members to effect positive interactions with government. D. Serving as a clearinghouse for government adoptions of ASHRAE standards, products and services. E. Tracking and reporting on legislation and regulations of interest to ASHRAE. F. Apprising government entities and representatives of the public policy priorities of ASHRAE for the purpose of providing technical assistance in drafting legislative and regulatory language. The Committee will reach out to ASHRAE members and others in the HVAC&R field to provide the requested assistance. 2.402.003.3 The Committee annually will seek input from members in multiple ways on issues to be addressed, and will develop a list of public policy priorities for known issues and submit the recommendations to Members Council and ExCom. Means will be provided for members to make suggestions at any time. 2.402.003.4 The Committee shall review ASHRAE documents on relevant government affairs issues annually. Where new or additional ASHRAE Position Documents or Public Policy Issue Briefs may be helpful, the Committee will request they be considered using existing procedures and will review them prior to final approval. On matters in which a clear ASHRAE position does not exist or for which a timely response is required, the Committee will seek a position from ExCom. This Committee shall support the development of CRC Grassroots Government Advocacy activities sessions at the CRCs by: A. Providing materials and qualified trainers for CRC Grassroots Government Advocacy Workshops. B. Reporting of PAOE.

Attachment B

Grassroots Government Advocacy Committee

Manual of Procedures

Approved by Grassroots Government Advocacy Committee MONTH, DAY, YEAR Table of Contents

1. Introduction……………………………………………………………………………….……………Page 3

2. Establishment, Scope, and Purpose………………………………………………………….……Page 3

3. Committee Membership……………………………………………..…………………………….…Page 3

4. Expectations of Committee Members.……………………………………………………….……Page 3

5. Duties of Committee Members………………………………………………………………….…..Page 3

a. Chair…………………………………………………...…………..….……………………….Page 3

b. 1st Vice Chair…………………………………………………………………………………Page 4

c. 2nd Vice Chair………………………………………………………………………………..Page 4

d. Communications Coordinator……………………………………………………………..Page 5

e. Regional Vice Chairs………………………………………………………………………...Page 5

f. Chair of Technology Council……………………………….………………………….…..Page 5

g. Chair of Members Council……………………………………………………………….….Page 6

h. Chair of Publishing and Education Council……………………………………….…….Page 6

i. Ex Officio Members…………………………………………………………………………..Page 6

j. Staff Liaison……………………………………………………………………………………Page 6

6. Appointment of Subcommittees…….…….…………………...……………………………………Page 7

a. Executive……………………………………………………………………………………….Page 7

b. Active

Outreach………………..….…………………………………………………………………...Page 8

c. Responsive

Engagement…….……………………………………………………………….……………..Page 8

7. Chapters Regional Conference………………………………………………………………………Page 9

8. Committee Objectives (MBOs).………………………………………………………………………Page 9

9. Award

Programs………………………………………………….……………………………………………Page 10

a. Government Activities Award…………………………………………………….……….Page 10

1. INTRODUCTION

The Rules of the Board (ROB) for the Grassroots Government Advocacy Committee (GGAC) defines its authority, organization, and general responsibilities. The Manual of Procedures (MOP) details the operating procedures followed in carrying out the general responsibilities of the committee as prescribed in its ROB. 2. ESTABLISHMENT, SCOPE, AND PURPOSE

The GGAC is responsible for organizing ASHRAE members at the grassroots level to influence and educate local, state, provincial, and national government bodies and officials in areas of interest to ASHRAE members, in order to better coordinate efforts and understanding between ASHRAE members, government, and non-governmental organizations as well as being responsible for developing the extent and manner in which ASHRAE implements and pursues actions to influence public policy. All efforts will be in accordance with the Certificate of Consolidation, By Laws, and applicable laws. The GGAC shall advise the BOD on specific public policy issues and actions, and provide guidance/counsel to the BOD for implementing such actions. The purpose of these activities is to benefit ASHRAE members, the HVAC&R industry, and the public by providing responsible and balanced technical input and advice to policymakers. There will be no Political Action Committee (PAC) and no contributions to politicians or political candidates. 3. COMMITTEE MEMBERSHIP

1. Voting membership shall consist of a Chair, two Vice Chairs, a Communications

Coordinator, and one representative from each Region who serves as Regional Vice Chair,

Chair of Technical Council, Chair of Members Council, and the Chair of Publishing and

Education Council.

2. Non‐voting members include the staff of the Government Affairs Office and two Ex Officio

members appointed by the President-Elect, one of whom shall be the current Treasurer of

the Society.

4. EXPECTATIONS OF COMMITTEE MEMBERS

Committee members are expected to attend and actively participate in regular meetings, quickly respond to requests from Government Affairs Office staff and committee leadership, and engage in constructive dialogue. 5. DUTIES OF COMMITTEE MEMBERS

a. Chair

Duties of the Chair consist primarily of direction and operation of this Committee and reporting to Members Council as required. Specific duties include:

1. Attendance at meetings of this Committee and assigned subcommittee meetings.

2. Presiding over all meetings of this Committee and its Executive Subcommittee.

3. Present, in coordination with the staff liaison, centralized training for RVCs at the Annual

Meeting and Winter Conference.

4. Review and coordinate approval of the Committee minutes, as prepared by the staff

liaison, for all Committee meetings.

5. Prepare the agendas for this Committee’s meetings with the assistance of the staff liaison

and Committee members.

6. Preparing written reports, including MBO status, at Society Annual and Winter Meetings,

and at other times as required.

7. Annually appoint each member of this Committee to one or more standing subcommittees.

8. Periodically review the expenditures and budget allocations and take any action deemed

necessary, in cooperation with the Executive Vice President, to stay within the established

budget.

9. Appoint ad hoc committees, or working groups from the membership of this Committee,

as necessary.

b. 1st Vice Chair

Duties of the 1st Vice Chair include the following: 1. In the absence of the Chair, the 1st Vice Chair shall assume the Chair role at any scheduled

or called meeting of this Committee.

2. In the event the Chair is unable to perform its duties, the 1st Vice Chair shall assume all the

duties of the Chair until a successor is selected.

3. Prepare recommended budgets for the operation of this Committee for the coming year, in

consultation with this Committee’s Executive Subcommittee, the staff liaison, and the BOD

ex‐officio members, for consideration by this Committee.

4. Perform other duties which may be assigned by the Chair.

6. Oversee all liaison activities. Generate liaison report(s) for distribution to appropriate

Society, ASHRAE Regional, and Chapter groups.

7. As needed, coordinate review of the MOP and ROB and recommend changes via motions

to the Committee.

8. Serve on this Committee’s Executive Subcommittee.

9. Serve as Chair of the Active Outreach Subcommittee.

c. 2nd Vice Chair Duties of the 2nd Vice Chair include the following:

1. Manage action item deadlines on behalf of the Chair.

2. Administer the new Committee member mentoring program.

3. Coordinate new RVC training at the Society’s Annual Meeting.

4. Administer this Committee’s Government Activities Awards Program.

5. Serve on this Committee’s Executive Subcommittee.

6. Serve as Chair of the Responsive Engagement Subcommittee.

d. Communications Coordinator Duties of the Communications Coordinator shall include working with members and staff to:

1. Manage and update relevant ASHRAE webpages and social media outlets.

2. Produce newsletter and/or email updates on a quarterly basis, at a minimum.

3. Manage distribution channels for grassroots government activity clearing house efforts to

the membership.

4. Solicit and publish Journal and Insights articles.

5. Manage grassroots government activities training efforts.

e. Regional Vice Chairs

___ Duties of the Regional Vice Chairs include: 1. Work closely with the Director and Regional Chair (DRC) to keep them informed

regarding the Committee’s activities and assist with public policy issues.

2. Attend the regular meetings of this Committee at the Winter and Annual Meetings of

the Society.

3. Assist Chapters in planning, coordinating and administering government activities and

assist with training for such activities.

4. Monitor PAOE for Chapter governmental activities within the Region.

5. Prepare and conduct Governmental Activities Workshops at Chapters Regional

Conference (CRC).

6. Prepare reports, as required by the Society and this Committee’s Chair.

7. Coordinate communication on government activities at the Chapter and Regional

levels.

8. Administer this Committee’s Government Activities Awards Program within the

Region, solicit entries for each award from the Chapters, and forward qualified entries for

Society consideration.

9. Transfer all relevant GGAC materials, information, standards, and related information

to the successor RVC.

10. Serve on subcommittees, prepare for and attend any special meetings, and perform

other duties as directed by this Committee’s Chair.

f. Chair of Technology Council ___ Duties of the Chair of Technology Council (TechC) include:

1. Serve as the liaison between GGAC and TechC.

2. Ensure that ASHRAE’s standards and related technical activities are represented in public

policy discussions and initiatives.

g. Chair of Members Council

___ Duties of the Chair of Members Council include: 1. Serve as the liaison between GGAC and Members Council.

2. Ensure that ASHRAE’s grassroots activities are represented in public policy discussions

and initiatives.

h. Chair of Publishing and Education Council (PubEd)

___ Duties of the Chair of PubEd Council include: 1. Serve as the liaison between GGAC and PubEd Council.

2. Ensure that ASHRAE’s publications, training, certification, and related products are represented in public policy discussions and initiatives.

i. Ex Officio Members ___ Duties of the BOD Ex‐Officio members include:

1. Serve this Committee in an advisory capacity and provide liaison with the BOD, Councils,

and other committees.

2. Provide support to this Committee as follows:

(a) Guidance in fiscal planning.

(b) Assistance in preparation of annual objectives.

(c) Monitoring of progress toward completion of annual objectives.

(d) Assistance in developing action plans to achieve Strategic Plan Objectives.

(e) Monitoring of progress toward completion of Strategic Plan Objectives.

(f) Ongoing review of the Committee's ROB and MOP.

(g) Assess the Committee's scope and operation, and suggest changes as needed.

3. Attend all meetings of the Committee, except in cases of conflict with BOD meetings.

j. Staff Liaison The staff liaison shall assist in carrying out Committee duties, including:

1. Generate, submit for approval to the Chair, and distribute meeting minutes within 60 days

after Committee meetings.

2. Distribute other supporting documents to Committee members in a timely manner.

3. Assist the Chair in preparation of timely, informative reports to the BOD.

4. Welcome new members appointed to this Committee and send them copies of the current

Committee roster, MOP, minutes of the past committee meetings, and other pertinent

information, as applicable.

5. Assist the 1st Vice Chair with generating the Committee’s budget and four‐year plan.

6. Maintain a copy of accounting records and financial statements for the Committee.

7. Process appropriate transportation reimbursement requests for Committee members.

8. Support the Committee in carrying out Strategic Plan Objectives (SPO’s).

9. Update this Committee’s MOP as directed by the Committee.

10. Update and process materials for this Committee’s workshops at CRC’s.

11. Assist in the preparation of materials for training incoming Committee members.

12. Assist the Chair in conducting training of Committee members at the Annual Meeting and

the Winter Conference, and in qualifying Committee members to provide training at CRC

Workshops and Chapter events.

13. Respond to inquiries from Chapters regarding this Committee’s activities.

14. Assist the Communications Coordinator, the 1st Vice Chair, and ASHRAE IT staff with

maintaining a website whereby the membership of ASHRAE can readily obtain information

regarding grassroots government activities in any geographical location where ASHRAE

has a presence.

15. Provide support for this Committee’s Government Activities Awards Program, coordinate

notifications, transportation to the Society Meeting, and Society notification to award

winners.

16. Provide information and appropriate contact with government agencies in support of

Committee grassroots government activities.

17. Provide administrative support for this Committee’s programs.

18. Coordinate update of website per this Committee’s directives.

19. Offer public policy updates and guidance to the Committee on:

a. Recent grassroots government activities (as informed by the Society’s Public

Policy Priorities.

b. Trends relative to such priorities at the grassroots government level.

c. Existing or potential collaboration with partnering policy organizations.

6. APPOINTMENT OF SUBCOMMITTEES The Chair shall appoint committee members to each subcommittee annually. Subcommittee members may include voting members of this Committee and individuals with specific and relevant experience needed on each subcommittee. The Chair of this Committee shall form subcommittees to conduct the business of the Committee in a practical and efficient manner. As conditions change, existing subcommittees may be

dissolved. The Chair may also form ad‐hoc subcommittees as needed. Subcommittee members are appointed for a period of one year and may be reappointed by the incoming Chair. Subcommittee membership and responsibilities are assigned as follows:

a. Executive The Executive Subcommittee consists of the Chair, 1st and 2nd Vice Chairs, Communications Coordinator, Chair of TechC, Chair of Members Council, Chair of PubEd Council, and the BOD ExOs. Responsibilities of the Executive Subcommittee shall include:

1. Develop the proposed yearly Public Policy Priorities for the Society.

2. Develop and monitor the Committee's MBOs.

3. Develop budgets and monitors Committee expenses.

4. Manage Government Activities Awards Program.

5. Review and recommend revisions to PAOE criteria.

b. Active Outreach The members of the Active Outreach Subcommittee are appointed annually by the Chair of the GGAC and consist of approximately half of the RVCs on the GGAC. Members of the Executive Subcommittee may, at their discretion, serve as Ex Officio members of the Active Outreach Subcommittee. Responsibilities of the Active Outreach Subcommittee shall include: a. Develop and oversee implementation of public policy goals and initiatives, as drawn from the

Society’s Public Policy Priorities.

b. Provide regular reports to the GGAC on the status of public policy initiatives and goals. These

reports shall include recommendations for improving the effectiveness of the Society’s public

policy operations.

c. Seek opportunities for influencing public policy through active engagement with governmental and non-governmental organizations.

c. Responsive Engagement The members of the Responsive Engagement Subcommittee are appointed annually by the Chair of the GGAC and consist of approximately half of the RVCs on the GGAC. Members of the Executive Subcommittee may, at their discretion, serve as Ex Officio members of the Responsive Engagement Subcommittee. Responsibilities of the Responsive Engagement Subcommittee shall include: a. Monitor and respond to public policy-related requests from government officials and non-

governmental organizations on public policy issues deemed important by the Society,

including, but not limited to those issues identified in the Society’s Public Policy Priorities.

b. Provide regular reports to the GGAC on the status of ongoing public policy projects. These

reports shall include recommendations for improving the effectiveness of the Society’s public

policy operations.

c. Provides recommendations to the GGAC on emerging issues that are not the current primary

focus of the Society, but have the potential to become of greater interest and thus may

warrant greater future attention.

7. Chapters Regional Conference The term “Chapters Regional Conference” (CRC) defines a meeting of all the Chapters in the Region. The Chapters Regional Conference Committee conducts the orientation session, caucus, executive session and business meetings. The conference also includes workshops, technical sessions, technical tours, and addresses by Society officers, regional award presentations and offers opportunities for Regional fellowship. A Chapters Regional Conference (CRC) will extend for the amount of time, determined necessary by the Director and Regional Chair (DRC) to conduct the business of the region. 1. Scope – To provide a forum for the dissemination of information pertaining to Chapter and

Regional activities.

2. Purpose – To provide a medium for:

a. Chapters to report their activities for the previous year and establish goals for the

coming year.

b. Regional officers to report their activities and plans.

c. Society officers to inform the Region of Society plans, review Chapter activities within

the Region and participate in workshops.

d. Chapter delegates to submit motions for consideration by the Region for proper review

and action as it relates to Society activities.

e. Chapter delegates to present nominees for Society and Regional offices and

candidates for honors and awards.

f. Conducting Chapter workshops that will educate and prepare officers and committee

members to fulfill their responsibilities.

g. Conducting technical sessions on subjects that will educate as well as increase

attendance.

h. Organizing social activities that will increase attendance and promote comradeship.

i. Recognizing and presenting awards to Chapter and Regional members.

Attendance at meetings of the CRC is expected of all Chapter delegates, alternates, RVCs, Regional Historian and Chapter committee chairs for Membership Promotion, Student Activities, Research Promotion, Grassroots Government Advocacy and Historical Committees and Regional member and alternate to the Nominating Committee. In addition, any Society member residing in the Region is encouraged to attend these meetings. The attendance of Chapter officers and committee Chairs, although not mandatory, is strongly encouraged. 8. Committee Objectives (MBOs) Prior to the Society Annual Meeting, the incoming Committee Chair will prepare objectives for the Committee for the next Society Year and present these objectives to the Committee for review during the Society’s Annual Meeting. The objectives will be included in the Committee’s report to the BOD at the Annual Meeting as an information item, and a copy of the objectives will be sent to ASHRAE Headquarters staff, Assistant to the BOD.

1. If any committee does not submit its objectives to the BOD at the Annual Meeting, an

assigned BOD Ex‐Officio is responsible for contacting the incoming Committee Chair and

working with him/her to complete these objectives.

2. ASHRAE Headquarters staff Assistant to the BOD will send copies of objectives to the

BOD Ex‐Officio, committee staff liaison and council staff liaison. Staff liaisons will send

objectives to Committee members.

3. Each objective should be measurable and should include a projected completion date,

fiscal impact (if any) and other information that would clarify the intent of the objective. If

an objective is to be assigned to a specific member or subcommittee of the committee,

this should also be included.

4. A status report of the objectives will be included in the Committee report submitted to the

BOD at the Society’s Winter Meeting, and a copy of the objectives will be sent to ASHRAE

Headquarters staff, Assistant to the BOD.

5. A final report of the objectives will be included in the Committee report submitted to the

BOD at the Society Annual Meeting, and a copy of the objectives will be sent to ASHRAE

Headquarters staff, Assistant to the BOD. The objectives prepared by the incoming

Committee Chair for the next Society Year (or by the individual who will be the next year’s

Chair) will also be included in this report. These two reports on objectives will show the

BOD what the Committee accomplished during the Society Year that is ending and what is

planned for the upcoming year.

9. AWARDS PROGRAM

a. Government Activities Award

The Government Activities Award was established to recognize an individual for outstanding effort and achievement in state, provincial, and local government activities in connection with technical issues related to the activities of the Society.

Recognition is in the form of a plaque for first place winners

One awarded per year

The Grassroots Government Advocacy Committee makes recommendations for the award

to the Honors and Awards Committee

Attachment C

Grassroots Government Activities Committee

Proposed 2014-15 MBOs

Bert Phillips, Chair

Objectives Subcommittee Assignment

Due Date Status

1. Further develop Periodic

Reminder Letters for GGAC

Chapter Chairs to help them

focus on ASHRAE priorities

Member Services

September and November 2014; February and May 2015

2. Evaluate how responses

received from Survey of GGAC

Chairs can be worked into

GGAC website, support

materials and CRC Training

Executive Subcommittee

February 12, 2015

3. Work to evolve the relationship

between GGAC and Advocacy

Committee so as to improve the

effectiveness of and reduce

duplication of the efforts by both

committees

Executive Subcommittee

Ongoing

4. Develop guidance materials for

Chapter Chairs on how to

effectively mobilize on an issue

of interest

Staff and Executive Committee

September 2014 completed

5. Advocate with local

governments/utilities/large

organizations/institutions to

make them more aware of the

certifications and to start to

include them as qualification

requirements for certain projects.

Full committee Ongoing

6. Continue to seek items for the

newsletter and updates for the

website on international issues.

International Task Force

Ongoing

Background on MBOs

1 – Further develop Periodic Reminder Letters for GGAC Chapter Chairs to help them focus on

ASHRAE priorities – GGAC is still quite new, without much history to guide Chapter Chairs with regards

to what they should do and how and when to do it. In 2013 – 2014 draft periodic letters/reminders were

sent out to advise Chapter Chairs on activities and duties on which they should focus and to provide

additional details and guidance as appropriate. This initiative will be continued in hope that they will

prompt Chapter Chairs to be proactive and focused.

2 – Evaluate how responses received from Survey of GGAC Chairs can be worked into GGAC

website, support materials and CRC Training – GGAC Chapter Chairs were surveyed regarding a

range of relevant topics. The feedback they provided is being analyzed to determine how GGAC can

change to better equip Chapter Chairs to do their duties and fulfill ASHRAE’s intent for GGAC. Changes

may include improving CRC training materials, new communications tools and resource materials and

guidelines ease connections with government agencies.

3 – Work to evolve the relationship between GGAC and Advocacy Committee so as to improve the

effectiveness of and reduce duplication of the efforts by both committees – At its inception, it was

expected that GGAC would need to evolve/ change/adapt as time clarified its role and if/when gaps or

shortcomings in its structure/mandate were identified. It has become very apparent that there is not a

clear line between the duties/mandate of GGAC and Advocacy Committee - the work of these two groups

overlaps significantly. The GGAC Executive Subcommittee and staff need to work with Advocacy and

their staff to better coordinate efforts and staff assignments and to better utilize the volunteer resources

available for pursuing ASHRAE’s public policy priorities and goals.

4 – Develop guidance materials for Chapter Chairs on how to effectively mobilize on an issue of interest – Chapter Chairs wishing to advocate on an issue of interest to their Chapter my not be sure how and where to start. The purpose of these materials will be to provide some general suggestions on how to mobilize chapter members and focus their efforts to most effectively advocate the Chapter’s position on the issue at hand. 5 – Advocate with local governments/utilities/large organizations/institutions to make them more aware of the certifications and to start to include them as qualification requirements for certain projects. 6 – Continue to seek items for the newsletter and updates for the website on international issues. Duties of the Vice Chair (First) Duties of the Vice Chair (first) include the following: 1. In the absence of the Chair, the Vice Chair shall assume the chair role at any scheduled or called meeting of this Committee. 2. In the event the Chair is unable to perform its duties, the Vice Chair shall assume all the duties of the Chair until a successor is selected. 3. Prepare recommended budgets for the operation of this Committee for the coming year, in consultation

with this Committee’s Executive Subcommittee, the staff liaison, and the BOD ex‐officio member, for consideration by this Committee and Members Council. 4. Periodically review with the Director of Member Services expenditures and budget allocations and take any action deemed necessary, in cooperation with the Executive Vice President, to stay within the established budget. 5. Perform other duties which may be assigned by the Chair. 6. Prepare objectives for the Committee for the next year in coordination with this Committee’s Executive Subcommittee, and present these objectives to the Committee for review at the Committee’s meeting held during the Society Annual Meeting. Include objectives as an information item in the Committee’s report to the Members Council at the Annual Meeting.

7. Chair the Operations Subcommittee. 8. Oversee all liaison activities. Generate liaison report(s) for distribution to appropriate society, regional, and chapter groups. 9. Coordinate review of the MOP and Rules of the Board and recommend changes via motions to the committee. 10. Serve on this Committee’s Executive Subcommittee. Duties of the Vice Chair (Second) Duties of the Vice Chair (second) shall include the following: 1. Manage action item deadlines on behalf of the Chair. 2. Chair the Member Services Subcommittee. 3. Administer the new Committee member mentoring program as outlined in Appendix I of this Committee’s Resource Manual. 4. Coordinate new RVC training at annual meeting. 5. Administer this Committee’s Awards Program. 6. Serve on this Committee’s Executive Subcommittee.

Member Services Subcommittee Member Services Subcommittee responsibilities shall include: a. Manage Government Activities Awards Programs. b. Manage grassroots government activities training efforts. c. Facilitate interaction between grassroots governmental bodies and the membership. Operations Subcommittee Operations Subcommittee responsibilities shall include: a. Manage and assist in the update of the applicable portions of the Committee’s web site. b. Produce and deliver grassroots government activities newsletters for distribution to chapters. c. Solicit and publish related Journal and Insights articles. d. Review and recommend revisions to PAOE criteria.

Not covered in above responsibilities and duties

1. MOP/Resource Manual Recommendations

2. Liaison Activities

1

HONORS AND AWARDS COMMITTEE Report to Members Council

Meeting of January 24‐25, 2015

Members Present Essam Khalil, Chair William Malphus, Vice Chair Tiffany Bates Charles Henck Pamela Immekus George Menzies Spencer Morasch Wei Sun Renison Tisdale, Jr. Terry Townsend Monte Troutman

Members Absent K. William Dean, BOD Ex‐Officio T. David Underwood, BOD CO

Guests Ross Montgomery Bert Phillips Yunho Hwang

Staff Candace Pettigrew Jim Scarborough

EXECUTIVE SESSION

Motion 1:

That a one‐time variance be granted to award two (2) Government Activities Awards listed in Attachment A.

Background:

The Honors and Awards MOP, Section 17.19.1, indicates that the Government Activities Award recognizes “an individual who demonstrates outstanding efforts at the state, provincial, and local government level on technical issues important to ASHRAE.”

As GGAC is a new committee, they did not receive any applications and/or carryover recommendations for this award. After the first full year as a standing Committee, they have found that there has been a lot of work completed by ASHRAE Members in the last several years. The Committee would like the opportunity to recognize these deserving Members and resume the normal schedule of presenting one award per year for subsequent years.

Fiscal Impact: Included in the Honors and Awards budget.

ATTACHMENT I

2

Motion 2: That the award recommendations listed in Attachment A be approved.

Background: This recommendation is made in accordance with Section 2.411.003.5, Volume 2, Standing Rules, General Rules, Board, Council and Committees. All candidates have been screened and selected in accordance with approved H&A Committee procedures. Four or more negative votes by Members Council are required to defeat the election of candidates for the Distinguished Service Award, Exceptional Service Award, and Distinguished Fifty‐Year Member Award. Fiscal Impact:

Included in the H&A Committee budget or budget of recommending Committee.

Information Items 1. The Honors and Awards Committee requests the assistance of Members Council to

solicit nominations for Society‐level Awards, including Fellow, F. Paul Anderson, Louise and Bill Holladay, the ASHRAE Award for Distinguished Public Service, Andrew T. Boggs, Honorary Member, ASHRAE Pioneers of the Industry and the Hall of Fame. It is recommended to consider solicitation of nominations at CRC meetings. Nomination deadlines and submittal requirements are available via the H&A webpage at www.ashrae.org/honors.

2. In response to Members Council 13 – Region XI, Manitoba Chapter, the Honors and Awards Committee voted to change the requirements for the Distinguished Service Award (DSA) and Exceptional Service Award (ESA) as follows:

Three points are required in at least three (3) categories (A‐F) for the DSA.

Seven Three points are required in each of at least three (3) categories (A‐F) for ESA. These changes will be reflected in the H&A Resource Manual, DSA/ESA Instructions and Point Tally Form, and on the H&A webpage. 3. In an effort to continually improve our processes and recognize Members for their

outstanding contributions, the Committee reviewed suggestions and recommendations for additional point categories to be added to the DSA/ESA Point Tally Form. The Honors and Awards Committee voted to make the following additions:

¼ point per session for serving as a Technical Paper Session Chair 2 points per meeting for serving as Technical Conference Chair

3

MBO Update

See Attachment B for updated H&A MBO’s for 2014‐15. Attachments

1. Attachment A – H&A Recommendations for Executive Session 2. Attachment B – H&A 2014‐15 MBO’s

4

ATTACHMENT B

MANAGEMENT BY OBJECTIVES Honors and Awards Committee ASHRAE SOCIETY YEAR 2014‐15

Essam Khalil, Chair

MBO Status Due Date Assigned

To MBO

Comments

1. Obtain nominees for each honor with special attention to nominees for significant personal awards (i.e. Distinguished Public Service, Pioneers of the Industry, Boggs, Louise and Bill Holladay, Honorary Member, and Hall of Fame)

December 1

Deadline Completed

December 1, 2014 and May 1, 2015

Personal Awards Subcommittees

Nominations received for all awards with a December 1

deadline.

2. Provide global awareness of H&A awards via ASHRAE Insights and Key Notes, and targeted communication to Chapter leaders

In Process

June 30, 2015

Media Subcommittee

Articles for Insights and Key Notes planned.

3. Update H&A PowerPoint Presentation and distribute to Nominating Committee members

In Process

March and July 2015

Staff

ATTACHMENT J

Appendix 2E - 1

POINT SCORE FOR THE REGIONAL AWARD OF MERIT (10 POINT REQUIREMENT)

CHAPTER ACTIVITIES: MAXIMUM 6 POINTS SOCIETY/REGIONAL ACTIVITIES: MAXIMUM 6 POINTS

A. CHAPTER POINTS POINTS/YEAR TOTAL

President 2/yr

Vice-President (or President Elect) 1/yr

Secretary ½/yr

Treasurer ½/yr

Chapter Chair:

Membership Promotion, Student Activities, Research Promotion, Chapter Technology Transfer, Young Engineers in ASHRAE, Grassroots Government Activities, Program, Refrigeration, and Historical

½/yr

Chapter Board of Governors ½/yr

Seminar Chair or Instructor 1/yr

Newsletter Editor ½/yr

Chapter Webmaster ½/yr

Other Chapter Position ¼/yr

Student Branch Advisor 1/yr

(Max 2 per year)

B. CHAPTER REGIONAL CONFERENCE (CRC)

CRC General Chair 2/CRC

CRC Program Chair 1/CRC

CRC Technical Session Speaker ½/CRC

CRC Committee Chair (other than Program Chair) ½/CRC

(Max 2 per CRC)

ATTACHMENT J

Appendix 2E - 2

C. REGIONAL/SOCIETY ACTIVITY

Regional Chair 2/yr

Assistant Regional Chair ½/yr

DAL involved in Region (CRC, Regional Planning, etc.) ½/yr

CRC Delegate 1/yr

CRC Alternate ½/yr

Regional Vice Chair 1/yr

Regional Officers:

Young Engineers in ASHRAE Coordinator

1/yr

Regional Historian ½/yr

Regional Webmaster ½/yr

Regional Refrigeration ½/yr

Regional Chapter Programs ½/yr

Regional TEGA ½/yr

Regional Treasurer ½/yr

Regional ECC ½/yr

Regional Newsletter/communication ½/yr

*Other Regional Positions ½/yr

Nominating Committee Member 1/yr

Nominating Committee Alternate ½/yr

*Example of other regional position: DRC Alternate who serves at a Societymeeting for DRC.

(Max 2 per year) TOTAL POINTS

ATTACHMENT J

Appendix 2F - 1

POINT SCORE FOR THE CHAPTER SERVICE AWARD (12 POINT REQUIREMENT)

CATEGORIES

CHAPTER OFFICERS1: POINTS/YEAR TOTAL

President 3/yr

President Elect or Vice President 2/yr

Other Officers 1/yr

Board of Governors Member ½/yr

CHAPTER STANDING COMMITTEES: (RP, CTT, MP, SA, GGA, YEA, REF, HIST):

Committee Chair 1/yr

Committee Member ½/yr

CRC ACTIVITY2:

Conference Chair 3/yr

Conference Co-Chair 2/yr

Committee Chair 1/yr

Committee Member ½ /yr

Technical Speaker ½/yr

GENERAL ACTIVITIES 1:

Chapter Meeting Speaker/Panel Member ¼/yr

Sports Affair Coordinator ¼/yr

Faculty Advisor ¼/yr

Newsletter Editor ½/yr

Honors & Awards Chair ¼/yr

Greetings Committee ¼/yr

Joint Engineers Council Representative ¼/yr

Chapter Webmaster ½/yr

Other Chapter Committee Chair ¼/yr

Other Chapter Activities ¼/yr

TOTAL POINTS 1 Chapter activity maximum of three points per Society year 2 CRC activity maximum of three points per event

ATTACHMENT K

PEC Action:

At the PEC meeting of July 1, 2014, PEC accepted ECC’s recommendation of guidelines for the use of social media by ASHRAE Groups and the recommendation that Members Council consider adding these guidelines to the Manual of Chapter Operations.

The "Web Policy for ASHRAE Groups” document already covers the rules and policy for Social Media ‐ Sections A‐5 and D‐3 relate to use of social media:

The following guidelines were proposed by ECC and accepted by PEC to provide further guidance to chapters should Members Council wish to include this in the Manual of Chapter Operations.

Social Media Acceptable Use Policy

Definitions

“Social Media” refers to web‐based communication technologies that allow multiple users to interact online in a dynamic environment. Popular examples include, but are not limited to, Facebook, Twitter, Yammer, LinkedIn, blogs, wikis and others.

“Objectionable” refers to anything that advocates an illegal activity or could reasonably be considered obscene, threatening, hostile, indecent, harassing, or offensive. This includes, but is not limited to written, verbal, or graphic material, that would offend, harass, or threaten a reasonable person on the basis of age, color, disability, gender, national origin, race, religion, sexual orientation, veteran status, or any classification protected by federal, state or local law.

Suggested Social Media and Social Networking Guidelines:

(For Group administrators and Members of ASHRAE Groups who set up and post on Group Social Media Forums)

Social media encompasses a broad range of online sites, services and activity. Social media includes: blogs you write and those to which you comment, as well as sites such as Facebook, LinkedIn, Twitter; and others. Given the persistence of information on the web, most if not all of this is searchable, capable of being tracked as well as being traced.

Social media can support Chapters and Groups professional development efforts.

Keeping that in mind, here are some reasonable guidelines for online activity by Chapters, Groups and Members, when participating online. Hereafter all references to the origin of the posts online will be referred to as Group.

Your Groups online identity

Social media blurs the line between personal and professional lives. Furthermore, once posted to the Web, information can be traced back and found virtually forever. Since your Group’s online identity is a trusted asset that you wish to build, be professional, courteous and respectful at all times. You are responsible for all of your online activity. Remember that referencing or attaching your email address to

ATTACHMENT K

any post or communication may imply that you are acting on the Group’s behalf. If you list your work affiliation on a social network site, then you should regard all communications and postings on that network as being professional in nature and governed by this and other Group policies.

Responsibility: You are responsible for what you post. When using an email address or official Computer to engage in any social media or professional social networking activity, the Group regards such actions as public, and the posting will be held fully responsible for any and all related activities.. Always be honest and respectful.

Be transparent: When participating in any professional online community, disclose your identity as well as your professional and/or personal interest. When posting to a professional blog, always use your name: never create an alias, and never be anonymous. Follow the rules in the ASHRAE Policy for Web Content.

Be truthful: Never be false and misleading in your online credentials or posts. Maintain complete accuracy in all online bios.

Obey all laws: Follow the terms and conditions of use that have been established for each social networking venue.

Creating and managing content

Content: Always be direct, informative and brief in posting about the Group’s online activities.

Give credit: Give due credit to all authors, quoting and providing a citation and link where appropriate. Respect copyright on all materials. Avoid personal attacks, hostile communications and online disputes.

Be accurate: Always fact‐check your posts and evaluate your contribution’s accuracy and truthfulness. Before posting any online material, ensure that the material is accurate, truthful, and without factual error and that you have the rights to post that material. Correct errors promptly, apologizing when appropriate. Spell and grammar check everything. This is important because online content never disappears entirely once it’s been posted.

Always track back: When reposting or referencing a post on one of the Group’s online sites, provide a link to the original post or story.

Preserve goodwill: Do not engage in any blogging or posting that may harm or tarnish the image, reputation and/or goodwill of the Group or Society and/or any of its Members, officers and staff. Leaving comments

Avoid controversy: When posting to any blogs or social or professional networks, refrain from posting about controversial or potentially inflammatory subjects, including politics, sex, religion or any other non‐business‐related subjects. Keep the tone of your comments respectful and informative, never condescending or “loud.” Use sentence case format, not capital letters.

Build your Group’s profile: Create a LinkedIn profile of your Group. This will increase visibility. When appropriate and where possible, provide a link to LinkedIn, or to supporting documents. This will help raise your Group’s Google results.

ATTACHMENT K

Privacy

Be selective: There are many social networking sites. Be selective in sites you visit and avoid those that do not provide you with adequate control over privacy settings and make sure to set those privacy settings, friends and followers and confidential information. Be thoughtful about what, and where, you post.

Potential conflicts and red flags

Do not get caught in online arguments: People say things on the Internet that they would never say in person. Accordingly, avoid personal attacks, online fights and hostile communications. If a blogger or any other online influencer posts a statement with which you disagree, voice your opinion, but do not escalate the conversation to a heated argument. Write reasonably, factually, and with good humor. Understand and credit the other person's point of view and avoid any communications that could result in personal, professional or credibility attacks.

Seek approval: If a blogger or any other online participant posts an inaccurate, accusatory or negative comment about the Group or Society do not engage in the conversation. Instead e‐mail the blogger regarding the supposed inaccuracy or seek supporting evidence.

Legal advice: Never offer or appear to offer legal advice online. This must be done only through the Groups regular procedures to avoid conflicts and other ethical problems.

Recommendations: Posting recommendations of a Member is a tool of professional social networking sites. The recommendations and comments you post can have consequences, even if you are making the recommendations personally and not on behalf of the Group. Therefore, establish the authenticity of any post before uploading it.

Do not promote brands or products or services: Do not promote personal skills or endorse brands, products, or services. Be sure to respect third‐party copyrights. If a personal opinion must be posted, clearly state to all readers this does not represent the opinion of the Group and do not use your office email address.

Journalists: Seek and obtain permission from the Group Head / Chair / President before responding to any journalist or representative of the media.

Disclaimer: Always use or incorporate the official disclaimer as given in the ASHRAE Policy for Websites, Clause D 5, when you communicate electronically.

Building a virtual footprint and your network

Build your Groups reputation: Build a reputation of trust and transparency. The power of social media is to establish your Group as being credible, trusted and transparent. Guard your Group’s reputation and your integrity at all times while on the web. Do not post or link to any materials that are defamatory, harassing or indecent.

Use appropriately: Don’t use your own personal online relationships or the Group’s network to influence polls, rankings or web traffic.

ATTACHMENT K

Friends: Be cautious with your Group’s email and professional identification. In particular, do not “friend” anyone whom you either do not know and/or with whom you have not previously corresponded.

As new tools on the Web are introduced and new challenges emerge for all of us, this document will, of necessity evolve.

REPORT TO MEMBERS COUNCIL

From: Ad Hoc Committee to Develop Plans for Establishing ASHRAE Chapters

Meetings of Monday, January 12, 2015 Monday, January 26, 2015

Members: Joe Furman, Chair Francis Lacharite Farooq Mehboob Kirk Mescher Ross Montgomery Edward Tsui

Information Items: January 12, 2015

1. Ad Hoc Met (via telcon) on Monday January 12, 2015 to review the scope and missionobjectives.

2. Topic of Discussions:

a. Working with Allied Trade Associations in International Regionsb. Review of Strategic Plan and its’ common objectivesc. Create a model for obtaining Chapters outside of North America

3. Action Item(s):

a. Create Implementation Model for next meeting 26Jan205.

Information Items: January 26, 2015

1. Ad Hoc met at the Palmer House on Monday January 26, 2015 to review model drafted byRoss and discussed by all.

2. Topic of Discussions:

a. Communicate or Exploratory Effort to our current Allied Partners.i. Shows transparency and willingness to increase our participation in the region.ii. Will hopefully illicit allied effort.

b. Requires Investigation Effort of Prospective Trade Association (Outlined in Model)i. Needs, Wants and Expectations; Willingness to Changeii. Need sponsor in respective countryiii. Are ASHRAE Products suitable as-is or with Minor adaptation.

c. Concern of current ASHRAE Infrastructure to support global initiative.

3. Next Action Item(s):

d. Review the Strategic Plans prospective marketing effort announced at the WinterMeeting and its potential synergies to this Ad Hoc’s mission.

January 26, 2015 Date Joseph L. Furman, Chair

ATTACHMENT L

Draft‐ActionitemtocreateamodelforourAdHoc‐Rev1/January2015By Ross Montgomery; 1/17/2015

I. Summary:

This draft report is the result of an assignment from the chair of our Ad Hoc committee, and will draft outline the most important considerations of a model. All comments and suggestions are welcome.

Premise: Per our membership dashboard, we have been growing internationally (outside the United States) for

many years, getting close to 20% of our membership, but that growth is no longer sustainable and repeatable

without making several further bold investments in our future. Strength, influence, and wisdom are derived

from partnering, nurturing, and maintaining working relationships with all of our partners in our Industry.

Establishing partnerships and collaborative agreements with the major players in our global industry can serve

our best interests for our future of being the leading provider of technology and education to all of the

markets of the world.

The model has a few major prerequisites:

a) ASHRAE and the other entity (associate society/national organization) must agree it is desired.

b) Boundaries about “what is not acceptable and/or allowed” are documented.

c) Protection from negatively infringing on the rights, products and services, and intellectual

properties of the respective entity.

d) Both entities can work out a custom relationship on a case by case basis. Formalizing a

“memorandum of understanding” that documents specific joint efforts, agreements,

boundaries, and protections.

e) It is “ok” to disagree on the entire concept, and agree to remain separate.

Key elements of the model:

A negotiated membership dues price for being an official member of both entities (including

consideration of cost of living, etc. for the area on interest);

Shared revenues, discounts, and member benefits to joint efforts.

Cooperation towards having regular planned joint meetings and technical seminars, expos, etc.

Each entity would have a representative that would communicate with the DRC of the region and the

similar key leader of the entity.

An effective co‐mingling of the two websites and electronic communications, such as newsletters.

Collaboration and assistance with technical information transfer including handbooks, standards,

technical papers, etc.

Draft‐ActionitemtocreateamodelforourAdHoc‐Rev1/January2015 Translations of technical documents are encouraged, including royalty and revenue sharing in

translated technical documents.

Closer collaboration with ASHRAE and in‐country association Boards and leadership, including offering

a “voting” seat at the table of our Chapters Regional Conference, and their equivalent regional

meeting.

Adapting and changing our “US centric” and their “in‐country” rules and protocols to better serve joint

members from differing global atmospheres and trends, behavior, meeting protocols, demographics,

climate and weather, fees, language, and development status considering customs, culture, “standard

of living”, and business.

Offering complimentary meeting spaces at our respective national meetings for networking and

collaborating.

STATUS OF REFERRALS FROM MEMBERS COUNCIL TO OTHER COUNCILS/COMMITTEES

CITY MOTION MOTION REFERRED RESPONSE DATE # TO

AT

TA

CH

ME

NT

M

Atlanta – 10/13 2.1 That during the Nomination Process, names of members proposed for positions during the previous CRC be made available to caucus. (Region II, Ottawa Valley Chapter – 2013 Fall CRC)

Nominating Committee OPEN

Atlanta – 10/13 30.1 That ASHRAE HQ make provisions to accept payment through international debit cards for membership applications and renewals. (Region-At-Large, Pune Chapter – 2013 Fall CRC)

Finance Committee 01/27/2015:This is now available.

COMPLETE

Atlanta – 10/13 31.1 That ASHRAE reduce registration charges by 50% at ASHRAE annual and winter conferences and also seminars and conferences for members from developing economies. (Region-At-Large, Pakistan Chapter – 2013 Fall CRC)

Conferences and Expositions Committee

01/27/15: CEC did not approve this motion but will continue to review this issue for developing economy countries.

COMPLETE

Atlanta – 10/13 40 That ASHRAE provide online membership payment option through Pay Pal. (Region-At-Large, Hellenic Chapter – 2013 Fall CRC)

Finance Committee 01/27/2015: There are still issues with the NetForum system. There is a way to work around this but it still does not accept Pay Pal.

COMPLETE

Seattle – 07/14 13 That the Honors and Awards (H&A) Committee reconsider the current criteria for the Distinguished Service Award (DSA) and the Exceptional Service Award (ESA) adopted within the committee and made effective February 2013 and revert back to the criteria previously in place. (Region XI, Manitoba Chapter – 2014 Spring CRC)

Honors and Awards Committee

01/27/2015: The Honors and Awards Committee approved a motion to change the requirements for the Distinguished Service Award (DSA) and Exceptional Service Award (ESA) as follows: Three points are required in at least three (3) categories (A-F) for DSA. Seven Three points are required in each of at least three (3) categories (A-F) for ESA. These changes will be reflected in the DSA/ESA Instructions and Point Tally Form and on the H&A webpage.

COMPLETE

Atlanta – 10/14 CRC Motion

24

That Society fund transportation costs for Nominating Committee members and alternates to the training session held at the Annual Meeting. (East Tennessee Chapter – 2014 Fall CRC)

Nominating Committee 05/06/2015: This is currently being considered in the re-writing of the MOP for Nominating Committee and its impact on the ROB. A first time regional member or alternate for the Nominating Committee should communicate to staff because their transportation has been reimbursed in the past.

COMPLETE

Atlanta – 10/14 6b That Society offer a special reduced registration rate for Voting Members of Technical Committees attending Society Annual and Winter Meetings combining the One Day Registration with the Virtual Conference Registration at the current One Day Registration rate allowing the Member to attend what portions of the Conference they could, while giving them access to everything electronically. The proposed reduced rate would be implemented starting with the 2015 Annual Meeting in Atlanta, GA. (Region II, Halifax Chapter – 2014 Fall CRC)


01/27/2015: This motion was not approved by CEC because the Virtual Conference is already included in a single-day registration fee.

COMPLETE

Atlanta – 10/14 6c That Society offer a special registration rate for Regional and Society Officers attending Society Annual and Winter Meetings combining the One Day Registration with the Virtual Conference Registration at the current One Day Registration rate allowing the Member to attend what portions of the Conference they could, while giving them access to everything electronically. The proposed reduced rate would be implemented starting with the 2015 Annual Meeting in Atlanta, GA. (Region II, Halifax Chapter – 2014 Fall CRC)


01/27/2015: This motion was not approved by CEC because the Virtual Conference is already included in a single-day registration fee.

COMPLETE

Atlanta – 10/14 6e That the Society perform a study to determine the financial impact and merits of granting unlimited access to all ASHRAE Standards, Guidelines, Training and additional for-profit Information Technology to those members that are enrolled in the chapter CIQ. (Region VII, Nashville Chapter – 2014 Fall CRC)

Publishing and Education Council

OPEN



AT

TA

CH

ME

NT

M Atlanta – 10/14 6f That the Society President is requested to appoint an ad hoc committee to study moving the

centralized training back to the CRC level and eliminate centralized training. (Region VII, Memphis Chapter – 2014 Fall CRC)

Executive Committee 01/27/2015: The Society President appointed an ad hoc committee to review the current CRC and centralized training.

COMPLETE

Atlanta – 10/14 6g That Society change its existing rule and reporting metric of attaining Chapter membership goals from using the difference of Chapter Area-Assigned Members (AAM) between the first and last days of the Society year to being equal to new Society memberships at the Associate and Member levels brought by that Chapter subtracted by cancelled Society memberships at the Associate and Member levels in that Chapter for that respective Society year, beginning on July 1, 2015. (Region XII, Spacecoast Chapter – 2014 Fall CRC)

Membership Promotion Committee

01/27/2015: The Membership Promotion Committee did not approve this motion. The Area-Assigned Members (AAM) figure includes all member grades except Student members. This means that Members who change to Retired or Life membership are included in the AAM figure. As mentioned in the background, transfers (both in and out of a chapter) are counted as gains or losses for chapter. The number of transfers is usually not significant, but it is if a chapter’s starting AAM is adjusted accordingly (for example, if a new chapter is established and a large number of members are transferred out of an existing chapter and assigned to the new chapter, then the AAM for that existing chapter would be adjusted so they weren’t penalized for those who transferred out). Based on a review of total transfers in all chapters during the 13-14 SY, the net number of transfers were +7, so the majority of chapters were positively impacted by transfers. Another point to consider is that some new members are assigned to a “Default” Chapter when they join, and are then manually transferred into the correct chapter. If we do not count transfers, then these new members would not be counted.

COMPLETE

Atlanta – 10/14 6j That for developing economies, similar to student fee which is $10 (instead of $20), under smart start program, new graduate student fees should be reduced to half too. (Region-At-Large, Northern Pakistan Chapter – 2014 Fall CRC)

Membership Promotion Committee

01/27/2015: The Membership Promotion Committee did not approve this motion. The MPC agreed with the intent of the motion, however, the fees were incorrect and wasn’t detailed enough. The MPC took the intent and put forth their own motion clarifying the fee schedule and benefits. (See MPC Motion 8 01/27/2015: That for Student members residing in Developing Economy countries be offered a reduced membership fee similar to Developing Economy and SmartStart programs to give graduating Student members the opportunity to transition to Associate Member Grade equal to the Developing Economies discount ratio. The benefits for this program will be the same as the Developing Economies program.) The Finance Committee agrees with this motion.

COMPLETE

Atlanta – 10/14 8 That chapter committee chairs for Research Promotion, Membership Promotion, Refrigeration Chair, and YEA Chair (those not currently allowed reimbursement) be allowed as current chairs the same transportation reimbursement for CRC Regional meeting effective July 1, 2015. (Region IV, Triangle Chapter – 2014 Fall CRC)

Executive Committee OPEN

Atlanta – 10/14 19a That Society to create a student LinkedIn page to provide a platform for students to interact with ASHRAE. (Region II, Hamilton Chapter – 2014 Fall CRC)

Student Activities Committee

01/27/2015: The Student Activities Committee did not approve this motion. The committee agreed that a Society level student activities LinkedIn site is not a good idea at this time. Furthermore, the consensus was that if Society decides it is appropriate to create an official LinkedIn site, then students should be included with the general membership and not relegated to a separate student’s only site. Discussion threads could then be created within the main ASHRAE site that are geared more toward students. Also, students should be able to network with professionals.

COMPLETE



AT

TA

CH

ME

NT

M

Atlanta – 10/14 19b That current requirement of funding chapter scholarships within 3 years be changed to up to 10 years. (Region II, Ottawa Valley Chapter – 2014 Fall CRC)

Foundation Trustees 01/27/2015: The Foundation Trustees approved the following motion: That the Foundation Board of Trustees change the term for chapters to fund a scholarship from three years to five years.

COMPLETE

Atlanta – 10/14 19c That the Distinguished Lecturer Participation Form, which is filled out by Chapters to secure a DL Allocation, be updated to include a section to address expenses and number of hotel nights. (Region X, Golden Gate Chapter – 2014 Fall CRC)

Chapter Technology Transfer Committee

01/27/2015: CTTC approved a motion to add verbiage to the Distinguished Lecturer Participation Form, making it more explicit which expenses the Chapter is responsible for. The CTTC Resource Manual and webpage will be updated to reflect this change.

COMPLETE

Atlanta – 10/14 19d That the procedure to select a Regional Coordinator – YEA be standardize with the selection of other Regional Officers, i.e. the nomination will be submitted to the Nominating Committee and voted amongst the Region XIII Chapters before submitting it to the Society for acceptance. (Region XIII, Singapore Chapter – 2014 Fall CRC)

YEA Ad Hoc Committee

OPEN

Atlanta – 10/14 19e That Region XIII be allowed to support or endorse large exhibitions in their own countries, therefore the Chapters can promote ASHRAE, publicize their activities and potentially increase memberships during such exhibitions, especially if AHR Expo (IEC) does not have any large exhibition in the said country. (Region XIII, Singapore Chapter – 2014 Fall CRC)

ASHRAE/AHRI Joint Exposition Policy

Committee

05/05/2015: The committee discussed the potential for an AHR Expo® outside North America. Chair Bill Harrison referenced the referred motion from ASHRAE’s Members Council regarding a request from the Region XIII Singapore Chapter, that they be allowed to support or endorse large exhibitions in their own countries. No action was taken on the motion. A task group was formed to explore opportunities and options for developing an AHR Expo® outside North America.

COMPLETE

Atlanta – 10/14 19h That ASHRAE make a plan or strategy, by the year 2015 annual conference, for comparing, aligning and promoting ASHRAE standards, especially on the energy performance of buildings, with the corresponding standards from other international standardization bodies, for example, ISO and CEN. (Region-At-Large, Hellenic Chapter – 2014 Fall CRC)

Technology Council

OPEN

DUE AI# PG# DUTY DATE STATUS CARRYOVER ACTION ITEMS

I

ATTACHMENT N

2014 MEMBERS COUNCIL FALL MEETING (OCTOBER 2-3, 2014)

1 3 Staff

01/15 Complete To report approval of the new chapters, Japan and South Korea to the Steering Committees of the chapters and order needed supplies for their inaugural ceremonies.

2 3 Staff 01/15 Complete To report approval of the new section, UK Midlands to the section representative and order needed supplies for their inaugural ceremony.

3 3 Staff

01/15 Complete To report dissolution of the Big Island Section to the Hawaii Chapter.

4 3 Manual Subcommittee

01/15 Complete To include a statement in the MCO to read: “In the unlikely situation that the IRS challenges a chapter’s status as a 501(c)3 organization, as soon as possible, forward a copy of the chapter to ASHRAE’s Comptroller, Cindy Simmons ([email protected]). Ms. Simmons will work with the US chapter to respond to the challenge to resolve the issue.”

5 4 DRCs and RMCRs (US only)

01/15 Complete To disseminate the 501(c)3 information in Action Item 4 to the chapters by indicating who ASHRAE is and what ASHRAE does as a technical organization.


01/15 Complete To review response from Publishing and Education Council and determine if the “Social Media Acceptable Use Policy” written guidelines by the Electronic Communications Committee should be included in the MCO (see Motion 4.1 (10/13) from the Toronto Chapter).

7 5 Underwood

01/15 Complete To send the ad hoc committee report he did last year to Joe Furman for MBO #7.

8 5 Phoenix

01/15 Complete To assign an ad hoc committee which will consist of DRCs and RMCRs to review MBO #8.

9 8 Staff

01/15 Complete To refer Motion 6.b from the Halifax Chapter to the Conferences and Expositions Committee for consideration and publish status of motion on the website.

10 8 Staff 01/15 Complete To refer Motion 6.c from the Halifax Chapter to the Conferences and Expositions


II

ATTACHMENT N

Committee for consideration and publish status of motion on the website.

11 8 Staff

01/15 Complete To refer Motion 6.e from the Nashville Chapter to Publishing and Education Council for consideration and publish status of motion on the website.

12 9 Staff

01/15 Complete To refer Motion 6.f from the Memphis Chapter to the Executive Committee for the Presidential ad hoc committee and publish status of motion on the website.

13 9 Staff 01/15 Complete To refer Motion 6.g from the Spacecoast Chapter to the Membership Promotion Committee for consideration and publish status on the website.

14

11 Staff

01/15 Complete To refer Motion 6.i from Sub Region C to the ASHRAE Comptroller and publish status of motion on the website.

15 11 Staff 01/15 Complete To refer Motion 6.j from the Northern Pakistan Chapter to the Finance Committee and Membership Promotion Committee for consideration and publish status of motion on the website.

16 12 Staff 01/15 Complete To publish status of Motion 7 from the San Diego Chapter on the website.

17 12 Staff 01/15 Complete To refer Motion 8 from the Triangle Chapter to the Executive Committee for consideration and publish status of motion on the website.

18 13 Staff 01/15 Complete To send defeated Motion 9A from the Colombia Chapter to the Planning Committee as an information item concerning global issues that should be reviewed and publish status of motion on the website.

19 14 Staff 01/15 Complete To publish status of Motion 10 from the Hamilton Chapter on the website.

20 14 Staff 01/15 Complete To publish status of Motion 11 from the Ottawa Valley Chapter on the website.

21 15 Staff 01/15 Complete To publish status of Motion 12 from the Quebec Chapter on the website.

22 16 Staff 01/15 Complete To publish status of Motion 13 from the


III

ATTACHMENT N

Rocky Mountain Chapter on the website.

23 17 Staff 01/15 Complete To publish status of Motions 14.a through 14.c from the San Diego Chapter on the website.

24 18 Staff 01/15 Complete To publish status of Motion 15 from the Golden Gate Chapter on the website.

25 18 Staff 01/15 Complete To publish status of Motion 16 from the Colombia Chapter on the website.

26 18 Staff 01/15 Complete To publish status of Motion 17 from the ASHRAE Falcon Chapter on the website.

27 19 Staff 01/15 Complete To publish status of Motion 18 from the Pune Chapter on the website.


01/15 Complete Planning Subcommittee to refer CRC Motion 11 from the Halifax Chapter to the Manual Subcommittee via Region Operations and publish status of motion on the website. Manual Subcommittee: To use the Regional Award of Merit and Chapter Service Award tally forms and address YEA, GGAC and any other chapter or regional committee not currently listed (Appendices 2E and 2F of the MCO). The Region Operations Subcommittee will report back to Members Council in Chicago on this motion.

29 19 Staff 01/15 Complete To refer CRC Motion 14 from the Richmond Chapter to the ASHRAE Comptroller and publish status of motion on the website.

30 19 Staff 01/15 Complete To refer CRC Motion 24 from the East Tennessee Chapter to the Nominating Committee staff and publish status of motion on the website.

31 19 Staff 01/15 Complete To refer CRC Motion 34 from the Golden Gate Chapter to the MP and IT staff and publish status of motion on the website.

32 20 Staff 01/15 Complete To refer CRC Motion 43 from the Florida West Coast Chapter to the MP and IT staff and publish status of motion on the website.

33 20 Staff 01/15 Complete To refer Motion 19.a from the Hamilton Chapter to the Student Activities Committee for consideration and publish status of motion on the website.


IV

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34 20 Staff 01/15 Complete To refer Motion 19.b from the Ottawa Valley

Chapter to the Foundation Trustees for consideration and publish status of motion on the website.

35 21 Staff 01/15 Complete To refer Motion 19.c from the Golden Gate Chapter to the Chapter Technology Transfer Committee for consideration and publish status of motion on the website.

36 21 Staff 01/15 Complete To refer Motion 19.d from the Singapore Chapter to the YEA Ad Hoc Committee for consideration and publish status of motion on the website.

37 22 Staff 01/15 Complete To refer Motion 19.e from the Singapore Chapter to the Joint Expositions Policy Committee for consideration and publish status of motion on the website.

38 22 Staff 01/15 Complete To refer Motion 19.f from the Singapore Chapter to the ASHRAE Comptroller and publish status of motion on the website.

39 23 Staff 01/15 Complete To refer Motion 19.g from the Saudi Arabia Chapter to the ASHRAE Comptroller and publish status of motion on the website.

40 23 Staff 01/15 Complete To refer Motion 19.h from the Hellenic Chapter to Technology Council and publish status of motion on the website.

41 24 Staff 01/15 Complete To publish status of Motion 20 from the Halifax Chapter on the website and let chapter know that an ad hoc committee was assigned to address this issue.

42 24 Staff 01/15 Complete To publish status of Motion 21 from the Johnstown Chapter on the website and let the chapter that an ad hoc committee was assigned to address this issue.

43 25 Staff 01/15 Complete To refer Motion 22 from the Pittsburgh Chapter to the IT staff for each grassroots committee or Members Council committee to enter deadline or milestone dates and publish status of motion on the website. Answer: ASHRAE can create an area on the ashrae.org website that specific members (Members Council and Grassroots committees) can be given access to that will


V

ATTACHMENT N

allow the maintenance of a calendar feed. This would piggy back on the recently developed Chapter Events web page that IT has released. The benefit to this approach would be a more branded ASHRAE experience. I would envision an additional icon next to the Chapter Events icon being visible by appropriate people that would say something like ‘Milestone/Deadlines Calendar.’

44 25 Staff 01/15 Complete To refer Motion 24 from the Greenville Chapter to Members Council Planning Subcommittee for consideration and publish status of motion on the website.

45 26 Staff 01/15 Complete To publish status of Motion 25 from the Tennessee Valley Chapter on the website.

46 26 IT Staff 01/15 Complete To further investigate the request from the Tennessee Valley Chapter in defeated Motion 25. Answer: IT Staff is in agreement with the defeat of Motion 25 given the cost and time to implement such a project.

47 27 Staff 01/15 Complete To publish status of Motion 26 from the Big Sky Chapter on the website.

48 28 Staff 01/15 Complete To publish status of Motion 27 from the Golden Gate Chapter on the website.

49 28 Staff 01/15 Complete To publish status of Motion 28 from the Colombia Chapter on the website.

50 29 Staff 01/15 Complete To publish status of Motion 29 from the Florida West Coast Chapter on the website.

51 30 Staff 01/15 Complete To publish status of Motion 30 from the Atlanta Chapter on the website.

52 30 Staff 01/15 Complete To publish status of Motion 31 from the Greenville Chapter on the website.

53 31 Staff 01/15 Complete To ensure the presentation (Attachment E) is included in training materials for upcoming CRCs as indicated in Motion 32.

54 32 Staff 01/15 Complete To refer CRC Motion 6 from the Halifax Chapter to MP staff and publish status of motion on the website.


VI

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55 32 Staff 01/15 Complete To refer CRC Motion 9 from the Halifax Chapter to YEA staff and publish status of motion on the website.

56 33 Staff 01/15 Complete To refer CRC Motion 13 from the Richmond Chapter to the ASHRAE Comptroller and publish status of motion on the website.

57 33 Staff 01/15 Complete To refer CRC Motion 28 from the Rocky Mountain Chapter to MP staff and publish status of motion on the website.

58 33 Staff 01/15 Complete To refer CRC Motion 37 from the Golden Gate Chapter to MP staff and publish status of motion on the website.

59 33 Planning Subcommittee

01/15 Open To review the necessary requirements for society level committees specific to the application of Associate and Member grades for the purpose of consistency. (This was originally assigned to the Region Operations Subcommittee, see Action Item 4 07/14.)

60 34 Staff 01/15 Complete To publish status of Motion 33 from the Bluegrass Chapter and let them know about the new PAOE program.

61 34 PAOE Subcommittee

01/15 Complete To incorporate David Underwood’s comments into next year’s PAOE by streamlining the PAOE criteria and using the CONNECT strategic planning within the PAOE.

62 35 PAOE Subcommittee

01/15 Complete To review ways to involve chapters at the society level during the winter and annual meetings. There may be potential opportunities to incorporate activities in PAOE for chapters to connect.

63 40 Staff 01/15 Complete To submit postponed Motion 36A to SRC for review before sending to the BOD if approved by Members Council at the next meeting.

2014 MEMBERS COUNCIL ANNUAL MEETING (JULY 1, 2014)

5 14 Staff 10/14 Complete To continue working together on the

improvements of the membership database with inclusion of the CRC motion from the Madison Chapter and publish status of motion on the website.


VII

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9 17 Megan Tosh

01/15 Open With assigned ad hoc committee to

determine what the YEA Committee needs are for the selection process of the YEA Regional Coordinators and to determine the documentation needed to have in place for this position.

13 19 Publishing and Education Council

01/15 Complete To continue to look for options that will meet the needs of constituencies for whom English is not their first language while maintaining ASHRAE’s vigilance over quality. Response from Steve Comstock: Translation of ASHRAE content and delivery of ASHRAE content outside North America is a regular item of discussion for PEC, the policies and procedures are continually reviewed. This has been added to the PEC agenda for Chicago. If there is a change to the policy they will advise the staff liaison of Members Council.

2014 MEMBERS COUNCIL WINTER MEETING (JANUARY 21, 2014)

4 3 IT Staff 01/14 Complete To investigate the pursuit of a new web

interface for membership and chapters as indicated in Motion 1.4.

CRC SCHEDULE 2015-2016

NOTE: ALL TARGET WEEK/DATES ARE FINAL AND CANNOT BE CHANGED. IF THERE IS A CONFLICT IN THE SCHEDULE, THE REGION MUST RESOLVE. Additions and/or revisions are shaded. Revised: April 8, 2015 Distribution: EXCOM, DRCs, LITTLETON, TOWNSEND, COMSTOCK, SIMMONS, ABRAMS, RAMSPECK, GUPTA, MITCHELL, ADELMANN, PETTIGREW, GURLEY, LOOMIS, SCARBOROUGH, GRANT, KELLER, RATCLIFF, OWEN

ATTACHMENT O

FALL 2015 HOST CHAPTER LOCATION

ALTERNATE CHAPTER LOCATION

TARGET MONTH/WEEK

(1st, 2nd, 3rd week, etc.)

ACTUAL CRC DATES

OFFICIALVISITOR

STAFF CRC CHAIR

REGION I CENTRAL NEW YORK SYRACUSE, NY

ROCHESTER ROCHESTER, NY

AUGUST 3RD WEEK

AUGUST 9-15 AUGUST 20-22 OLESEN

GULLEDGE STEVE SILL

REGION II HAMILTON HAMILTON, ON

NB/PEI MONCTON, NB

AUGUST 4TH WEEK

AUGUST 16-22 AUGUST 21-23 VALLORT

GRAEF DAVE RASMUSSEN

REGION III JOHNSTOWN JOHNSTOWN, PA

PHILADELPHIA PHILADELPHIA, PA

AUGUST 3RD WEEK

AUGUST 9-15 AUGUST 13-15 OLESEN

GRAEF CHRIS ALBRIGHT

REGION IV TRIANGLE RALEIGH DURHAM, NC

ATLANTA ATLANTA, GA

AUGUST 2ND WEEK

AUGUST 2 -8 AUGUST 6-8 UNDERWOOD

VALLORT JIMMY LEONIDA

REGION V EVANSVILLE EVANSVILLE, IN

DAYTON DAYTON, OH

AUGUST 2ND WEEK

AUGUST 2 -8 AUGUST 6-8 OLESEN

CHAKROUN SHAWN MOWERY

REGION VII MEMPHIS MEMPHIS, TN

BIRMINGHAM BIRMINGHAM, AL

AUGUST 1ST WEEK

JULY 26-AUGUST 1 JULY 23-25 WENTZ

GRAEF MIKE BILDERBECK

JIM MORGAN

REGION IX BLACK HILLS AREA RAPID CITY, SD

NEBRASKA OMAHA, NE

AUGUST 1ST WEEK

JULY 26-AUGUST 1 JULY 23-25 UNDERWOOD

CHAKROUN ALLEN FREELAND

MIKE MUELLER

REGION X SAN JOSE SAN JOSE, CA

SOUTHERN CALIFORNIA LOS ANGELES, CA

AUGUST 2ND WEEK

AUGUST 2 -8 AUGUST 13-15 UNDERWOOD

GULLEDGE JOSEPH CHIN

REGION XII GOLD COAST FORT LAUDERDALE, FL

SOUTHWEST FLORIDA FORT MEYERS, FL

AUGUST 1ST WEEK

JULY 26-AUGUST 1 AUGUST 6-8 WENTZ

GULLEDGE DANNY DENARO

ROBIN BRYANT

REGION XIII PHILIPPINES MAKATI CITY, PHILIPPINES

THAILAND BANKOK, THAILAND

AUGUST 4TH WEEK

AUGUST 16-22 AUGUST 21 – 22 UNDERWOOD

CHAKROUN EMMANUEL

PUNSALAN

RAL TURKISH ISTANBUL, TURKEY

ASHRAE FALCON DUBAI, UAE

SEPTEMBER 3RD WEEK

SEPTEMBER 13-19 OCTOBER 1-4 UNDERWOOD

VALLORT MEHMET BARIS

SPRING 2016 HOST CHAPTER LOCATION


TARGET MONTH/WEEK


ACTUAL CRC DATES

OFFICIALVISITOR

STAFF CRC CHAIR

REGION VI MADISON MADISON, WI

ST LOUIS ST LOUIS, MO

MAY 1ST WEEK APRIL 28-30 OLESEN

VALLORT CAROL MORI

REGION VIII EAST TEXAS TYLER, TEXAS

CENTRAL OKLAHOMA OKLAHOMA CITY, OK

APRIL 4TH WEEK APRIL 28-30 WENTZ

GRAEF RHAMY

MORRISON

REGION XI SASKATOON SASKATOON, SK

PUGET SOUND SEATTLE, WA

MAY 2ND WEEK MAY 11-14 WENTZ

GULLEDGE

BILL DEAN

CRC SCHEDULE 2016-2017

Additions and/or revisions are shaded. Revised: March 6, 2015 Distribution: EXCOM, DRCs, LITTLETON, TOWNSEND, COMSTOCK, SIMMONS, ABRAMS, RAMSPECK, GUPTA, MITCHELL, ADELMANN, PETTIGREW, GURLEY, LOOMIS, SCARBOROUGH, GRANT, KELLER, RATCLIFF, OWEN

ATTACHMENT O

FALL 2016 HOST CHAPTER LOCATION


TARGET MONTH/WEEK


ACTUAL CRC DATES

OFFICIALVISITOR

STAFF CRC CHAIR

REGION I ROCHESTER ROCHESTER, NY

LONG ISLAND GARDEN CITY, NY

AUGUST 3RD WEEK JIM BROWE

REGION II NB/PEI MONCTON, NB

AUGUST 4TH WEEK AUGUST 26-27

REGION III PHILADELPHIA PHILADELPHIA, PA

ROANOKE ROANOKE, VA

AUGUST 3RD WEEK AUGUST 18-20 GARY DEBES

REGION IV ATLANTA ATLANTA, GA

SOUTH CAROLINA COLUMBIA, SC

AUGUST 2ND WEEK AUGUST 11-13

REGION V DAYTON DAYTON, OH

AUGUST 2ND WEEK

REGION VII BIRMINGHAM BIRMINGHAM, AL

AUGUST 1ST WEEK AUGUST 4-6

REGION IX NEBRASKA OMAHA, NE

KANSAS CITY KANSAS CITY, MO

AUGUST 1ST WEEK AUGUST 4-6 TYLER GLENSE

REGION X SOUTHERN CALIFORNIA LOS ANGELES, CA

` AUGUST 3RD WEEK AUGUST 18-20 CHRISTINE LAZO

REGION XII SOUTHWEST FLORIDA FORT MEYERS, FL

AUGUST 3RD WEEK ROBIN BRYANT

REGION XIII THAILAND BANGKOK, THAILAND

SINGAPORE SINGAPORE

AUGUST 4TH WEEK

RAL ASHRAE FALCON DUBAI, UAE

SEPTEMBER 3RD WEEK

SPRING 2017 HOST CHAPTER LOCATION


TARGET MONTH/WEEK


ACTUAL CRC DATES

OFFICIALVISITOR

STAFF CRC CHAIR

REGION VI ST LOUIS ST LOUIS, MO

MAY 1ST WEEK APRIL 27-29 BRIAN

INGENTHRON

REGION VIII CENTRAL OKLAHOMA OKLAHOMA CITY, OK

ALAMO SAN ANTONIO, TX

APRIL 4TH WEEK APRIL 27-29 JOHN SEMTNER

JOE SANDERS

REGION XI PUGET SOUND SEATTLE, WA

MAY 2ND WEEK

Date:Referred Group:Monitoring Committee Liaison:

Objectives Impacted: (Note: list all of the objectives that the assigned Initiatives are designed to impact)

One

Two

Three

Four

Five

Current Year Action PlanInitiative Planned Action Completion Date

1C -‐ Grow ASHRAE influence at Universities

MC MBO Item #3 Studen Activities RVCs and YEA Committee to report the needs of transition education from formal education to employment

Annual Meeting 6/15/2015

MC MBO Item #1 Review rules for eligibilty for YEA members to serve on Standing Committees

Winter Meeting 1/15/2015

3B -‐ Initiative of Strategic Plan results will guide ASHRAE in program development

MC MBO Item #4 Organize three focus groups with Pub/Ed to determine Owner/Operator needs related to Standard 180 and their requirements

Spring 2015

3D -‐ Develop a technical course program that can be distributed through ASHRAE Chapters

MC MBO Item #5 Annual Meeting 6/15/2015

MC MBO Item #6 Review with MP more effective marketing to address the What's In It For Me question to develop marketing tools to increase membership


MC MBO Item #7 Develop plans for establishing chapters in countries with National Associations where requested to do so by ASHRAE members


Sub Committee Assignment: Austin (Chair), Boudani, Furman Initiative 3D of Strategic Plan

Sub Committee assigned -‐ Culp, Price, Castro

Sub Committee Assigned -‐ Petrilli, Law

Sub Committee assignment -‐ Dean, Zarour, Price

Sub Committee Assigned -‐ Fick, Petrilli

Ad Hoc: Joe Furman (Chair), Farooq Mehboob, Essam Khalil, Francis Lacharite

Progress

Strategic Initiative Reporting Template9/19/14Members CouncilJohn Harrod

Develop, implement and assess methods to strengthen the member value propositionExpand educational topics and enhance delivery methods to address the needs of priority audiences including employers, owners and operators. Augment ASHRAE's marketing and promotional capabilities to drive higher levels of awareness and uptake of offerings

Ensure that ASHRAE’s products, programs and services are well aligned to meet the needs of its membership.

Develop programming and promotions that enable ASHRAE chapters to educate a wider range of audiences.

ATTACHMENT P

MC MBO Item #8 Review the structure of CRCs to ensure that they continue to meet chapter and regional needs (e.g., the need to balance the very positive results of centralized training with the need to keep the CRCs relevant, robust, and well-‐attended)


Budget Needs (Note: each major initiative should have initial funding for a year or two at which pointthe progress is reviewed and assessed prior ro additional funding allocation.)

Initiative FY 2014-‐15 FY 2015-‐16 FY 2016-‐171C $5,000.00 $5,000.00 $5,000.003D $10,000.00 $10,000.00 $10,000.00

Sub Committee Assignment: Marple (Chair), Hunt, Lavoie

FY 2017-‐18