ࡱ> oqn%` Jbjbj"x"x s@@2Bp4B%%%h2&,^&dBs2&&&&&'''1111111$3h52*''**2&&-2,,,*p&&1,*1,,r//&& t'D@%g+p/1C20s2/,}6+}6//}6J1'C(^,(L( '''22,d'''s2****BBB F%BBBF%BBB  SOCIETY OF WOMEN ENGINEERS REGION E (MID-ATLANTIC REGION) PROCEDURES MANUAL Revised November 6, 2008 SOCIETY OF WOMEN ENGINEERS REGION E PROCEDURES MANUAL Revised November 6, 2008 TABLE OF CONTENTS I. Record of Policies and Interpretation (P&I) 1 II. Fiscal Policy 4 III. Email Voting Procedure 8 IV. Nomination and Election . 9 Reference Documents A. Society Bylaws B. Region Bylaws C. Mid-Atlantic Region Officers History D. Region Conference, Collegiate Conference, and Council Meeting History History: March 8, 1999: Approved April 17, 1999: Revised April 6, 2000: Appendix C and D Updated February 26, 2003: Incorporated motions from October 2002 Region Council Meeting; Revised to reflect National Conference change to October and joint professional and collegiate region conference; Updated Appendix C and D. March 6, 2007: Replaced reference to appendices with reference documents; removed appendices, as they are maintained separately. November 6. 2008 Replaced all references to Director with Governor, replaced all references to student with collegiate, added new section IV. Nomination and Elections, Updated Special Projects fund section, Updated region conference losses section. I. RECORD OF POLICIES AND INTERPRETATION A. Current Policies and Interpretations REGION CONFERENCE (RC 10/11/02) Motion: Region conference overages will be split between the conference hosts, Region E Professional Funds, and Region E Collegiate Fund on a 50% / 25% / 25% basis. Clarification: 50% Conference Hosts (Professional and Collegiate Chapters and/or MALs) 25% Region E Professional Funds (Split 50/50 between Operating Fund and Special Projects Fund) 25% Region E Collegiate Fund (RC 4/12/92)  Motion: Overage from a Region Conference will be split between the Region and the host Section with 50% to the Region and 50% to the host Section. (RC 6/29/90)  Consensus: If a Region Conference has a financial loss, the Region will assume 100% of the liability. B. Historical Record of Policies and Interpretation REGION CONFERENCE (RC 6/29/90)  Motion: Overage from a Region Conference will be split between the Region and the host Section with 75% to the Region and 25% to the host Section. (RC 6/29/90)  Motion: The Region's overage from a Region Conference will be split with 50% to the Region Treasury and 50% to the Region Contingency Reserve. II. FISCAL POLICY The Region Treasurer maintains both the Region E Professional Fund and the Region E Collegiate Fund. There are three categories of funds in the Region E Professional Fund: Operating Fund, Special Projects Fund, and Contingency Reserve Fund. There are currently two primary sources of income for the Region: the SWE rebate and conference overages. A. Operating Fund The Operating Fund is intended for the general operations of the Region. Currently, these operations include: the Governors postage or copying expenses related to mailings to the Sections in the Region, Region Newsletter Expenses, Council Meeting expenses (refreshments, room charges, etc.), and Collegiate Coordinator expenses. In addition, Region Committee Chairs can request reimbursement of expenses (such as postage, phone, copying) related to their position, in accordance with the approved budget. If a Committee Chair believes that she/he will not be able to obtain employer support for these expenses, an estimated budget line request should be provided to the Treasurer as soon as possible for inclusion in the Region Budget. The primary income for the Operating Fund is the SWE Rebate and one-half of the Professional Funds share of conference overages. A draft Region Budget should be provided at the Region Council Meeting held in conjunction with the Spring Region Conference. In the event that a Spring Region Conference is not held, the draft budget should be sent to the Council along with the ballot for Region officers in accordance with Section VIII.1c of the Bylaws. The draft Budget should be an agenda item at the Spring Region Council Meeting. A revised budget should be presented at the Region Council Meeting at the National Conference for approval. The balance in the Operating Fund at the end of the fiscal year (FYxx) should be no more than $2,000 or the total of the approved budget expenses for the next fiscal year (FYxx+1), whichever is larger. Any funds in excess of this amount should be transferred to the Special Projects Fund. Requests for reimbursement of budgeted expenses should be sent to the Region Treasurer, using the Expense Reimbursement Form, a copy of which is included in this policy. B. Special Projects Fund The Special Projects Fund has two sources of funds: 1) one-half of the Professional Funds share of conference overages and 2) transfer of excess funds from the Operating Fund. Expenditures from the Special Projects Fund must be approved by a majority vote of the Special Projects Fund Committee prior to disbursement. The Special Projects Fund Committee consists of 5 people (minimum of 3) from at least 3 different sections/MALs - no more than 2 people from any one section. The chair of the committee will be appointed by the region governor and the chair will appoint the other 4 committee members. This committee will be created each new fiscal year. The goals of the Special Projects Fund are: 1) to support struggling sections in the region, and 2) to support section and/or region level activities. The special project should target and interest girls. Sections are encouraged to apply for funding of a new or past project. Special projects or one-time expenses can be funded from the Special Projects Fund, following the Special Project Request Procedure. Special Project Request Procedure Requests for special projects or one-time expenditures must be reviewed to ensure that they are consistent with the Societys and the Regionss Strategic Plans and Goals and Objectives. They must also comply with regulations for nonprofit organizations and Federal Income Tax exemption. Requests may be submitted by Section Representatives or Presidents in Region E or by a Region E Collegiate Section President. The following guidelines apply to all requests. 1. Projects will be approved and funded based on the quality of the proposal, as judged by the Special Projects Fund Committee. 2. The Special Projects Fund Committee must approve the funding of each project on an individual basis. 3. The monetary limit per project is $3000. 4. One special project per section per year allowed. 5. A short written report summarizing the results of the project should be submitted to the Region Secretary within 30 days of the completion of the project. 6. The project proposals should include the following sections: I. Overview and Project Description (Include the name of the project and a brief description of less than 250 words. All projects must fall under at least one of the Society's strategies. In this summary, indicate which strategies apply and why. II. Benefits What are the tangible and intangible benefits of this project or program? Tangible benefits could be the deliverables, such as a new guidebook or a video tape. It could be direct income to the Society. Intangible benefits could be some thing like improved relationships with other organizations or better processes to accomplish SWE's mission. III. Budget Include detailed purchase information and financial support provided by the Section. Attach a copy of your latest Section financial report. The budget for the project must list income and expenses and receipts are required for reimbursement. IV. Presidents Endorsement Include an endorsement by the Section President as to how this project will benefit the Section. IV. Project Coordinator Provide the following contact information for the project Coordinator Name:___________________________________________________ Section:_________________ Official position in SWE:____ Day phone:_______________ Evening phone:_______________ Fax number:______________ Email address:_______________ Address:________________________________________________ Best way to reach you:__________________________________ C. Contingency Reserve Fund The primary function of this fund is to cover losses incurred as part of a Region Conference or Collegiate Region Conference. However, it is not reasonable to expect the Region to cover losses that have been caused by gross fiscal irresponsibility or neglect. Therefore, the oversight procedures described in this section must be followed for the Region to cover the losses. Contingency Reserve Requirements The Contingency Reserve Fund should maintain enough funds to cover losses from two Region Conferences. This requirement will allow the Region to cover the losses of a conference without depleting the Contingency Reserve Fund. As of 1997, this amount is approximately $6,000. This amount should be reviewed annually following the Region conference by the Region Conference Review Committee. Changes in the required amount must be approved by a majority vote of the Region Council. The amount in the Contingency Reserve Fund can drop below the designated requirement in one of two ways: an increase in the required amount or an expenditure to cover a conference loss. Both of these cases require a vote of the Region Council. At the same time, a method and time frame for replenishing the funds should be designated. Possible methods include: 1. Transfer the required amount from the Special Projects Fund, if available; 2. Designate the Regions portion of conference overages to the Contingency Reserve Fund; and/or 3. Transfer the required amount from the Operating Fund. Region Conference Losses For losses to be covered, the Region Conference Budget must have been reviewed and approved by the Region Conference Review Committee. The Region Conference Review Committee is comprised of a minimum of 5 members from 3 different sections/MALs. The Region Conference Review Committee will be appointed by the Region Governor. The purpose of the committee is to review the conference budget, schedule, locations, encourage sections to bid to host conference in advance, etc. The approval of the region conference budget can stipulate that losses caused by a particular function or activity are not covered. In addition, the conference planning committee should provide regular reports (at least quarterly) to the Region Conference Review Committee. As soon as it appears that the conference may generate a loss, the Region Conference Review Committee should be informed. The conference committee must work with the Region Conference Review Committee as needed and take appropriate actions to adjust expenses or generate additional income to minimize losses. If the conference does result in a loss, and these procedures have been followed, the conference committee must prepare a report to present to the Region Council Meeting requesting that the Region cover the losses. The Region Conference Review Committee should make a recommendation to the Council indicating whether or not the conference committee acted appropriately and the losses are justifiable. A majority vote of the Council is required for the losses to be covered. If the Council feels that the conference committee inappropriately contributed to the losses, the Council can decide to cover none or only a portion of the losses. For conferences with an overage - If the conference is chaired by both the collegiate section(s) and the professional section the distribution and percentages of the overage funds must be listed in the bid/proposal budget. D. Collegiate Fund A Region E Collegiate Fund was established at the October 2002 Region Council Meeting, to provide support for region collegiate activities. The primary source of income for this fund is 25% of any conference overages. In addition, regional collegiate awards at the National Conference would be placed in this fund. Guidelines for the use of the Region E Collegiate Fund must be approved by the Region Council prior to expenditure of the funds. Any expenditure from the Region E Collegiate Fund must be approved by one of the Regional Collegiate Coordinators. III. EMAIL PROCEDURES General As email access has spread to many of our members, it has become a significant means of communicating within the Region. Meeting agendas, Newsletters, Motions, and other information is frequently distributed via three electronic distribution lists: mar-reps (Region Council members), mar-exec (Region Committee Chairs) and mar-pres (Section Presidents). Some Region Council members may not have access to email, or cannot receive attachments. In such cases, the Council member should work with the Secretary to develop a mutually agreeable method of communication. This could be via US mail, fax, phone, or another SWE member with email who could relay information to/from the Council member. Region Committee Chairs and Section Presidents without email should make arrangements with their CSR or another individual to obtain Region information distributed through email. Voting The bylaws permit voting by email. This procedure provides a method for distributing motions, discussions, and votes via email. The person initiating the motion must prepare the motion and discussion and have a previously arranged "seconder", who will be cited in the email. The initiator sends the motion and discussion to the Region Secretary, who will distribute the motion. The motion is sent to all Region Council members (which includes the Region Officers), Region Committee Chairs, and Section Presidents, as described in the previous section. Depending upon the time frame required for a decision, the Secretary will define how much time is permitted for discussion (usually one to two weeks), the date when voting will begin, and the date when voting will be completed. One week should normally be provided for voting. The Secretary will indicate that all comments and responses to the motion should be sent to all three email distribution lists. The actual vote on the motion should be sent directly to the Secretary. The Secretary will request the Region Council members to immediately send a reply to her indicating they have received the motion. Votes are to be sent to the Secretary, who will tally them, send out reminders as necessary, and announce the passage/failure of the motion. The Secretary will record and retain the votes in paper form. Council members without email will fax or phone their votes to the Secretary. IV. Nomination and Election The region nominating committee shall be composed of at least three voting members, with no more than one member from each section or from the members at large. Each section in the region and the Members-at-Large may appoint one member to the committee. The chair of the nominating committee shall be a nonvoting member of the committee and appointed by the region governor. Members of the nominating committee may not become candidates during their tenure of service on the nominating committee. If desired, region representative on the Societys nominating committee may also serve as the chair of the region nominating committee. The nominating committee shall propose at least one qualified candidate for each of the available positions, including the regional member of the Societys nominating committee. The procedures for nomination of candidates for region governor are found in the Region Bylaws Article III, Section 4. The nominating committee shall submit the names of candidates for all positions other than governor to the members of the region council by February 1. Additional candidates may be nominated by petition, provided that: 1. The member is eligible for the position; 2. The member has given written consent to being placed on the ballot; 3. A minimum of three members of the region council have signed a petition or endorsed an email to place the candidates name on the ballot, with no more than one of the signatures or endorsements having been made from any one professional section or the members at large; and 4. The petition, together with the written consent, is submitted to the nominating committee prior to February 20. The revised slate of candidates will be presented to the region council at least one week prior to the date of the election. The region council shall elect the other officers and the regional member of the Society nominating committee at the spring region council meeting. If no spring meeting is held, an electronic vote shall be conducted. Write-in votes for eligible candidates shall be allowed. A plurality shall elect for each office.     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