MINUTES MEMBERS COUNCIL CHICAGO, ILLINOIS JANUARY 27, These minutes were approved by Members Council June 30, 2015.

Transcription

1 MINUTES MEMBERS COUNCIL CHICAGO, ILLINOIS JANUARY 27, 2015 These minutes were approved by Members Council June 30, 2015.

2 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 Standing Committee Reports Young Engineers in ASHRAE Committee Report RP Committee Report... 5 Chapter Technology Transfer Committee Report... 6 Conferences and Expositions Committee Report Membership Promotion Committee Report Student Activities Committee Report Grassroots Government Activities Committee Report Honors and Awards Committee Report Subcommittee Reports Planning Subcommittee Report Region Operations Subcommittee Report PAOE Subcommittee Report Ad Hoc Committee Reports Effective Roles and Responsibilities of the RMCR Ad Hoc Committee Report Develop Plans for Establishing ASHRAE Chapters Ad Hoc Committee Report Old Business Status of Referred Motions from Members Council Review of Carryover Action Items Review of CRC Schedules Finance Committee Report Initiative Status Report New Business Society Planning Committee Update Open Discussion: Cooperation and Coordination of Stand Committee Ideas on Engaging YEA Members in Chapters Other Business Postponed Motion 36 (10/03/2014) RMCR ROB Revisions Next Meeting Adjournment 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

3 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

4 MO# PG# PRINCIPLE MOTIONS CHICAGO, ILLINOIS JANUARY 27, 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 I

5 MO# PG# PRINCIPLE MOTIONS CHICAGO, ILLINOIS JANUARY 27, 2015 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 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) 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) That Society provide an option for members to make a voluntary contribution to RAL fund while paying the annual dues That the Chapter Information Questionnaire (CIQ) be revised to allow all YEA Members (including Affiliate grade members) to serve specifically as YEA II

6 MO# PG# PRINCIPLE MOTIONS CHICAGO, ILLINOIS JANUARY 27, 2015 Chapter Committee Chairs That beginning fiscal year , 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 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 That the tally forms for the Regional Award of Merit and the Chapter Service Award as shown in Attachment J be approved That Society provides a summary chapter membership report that lists the number of chapter members by member grade That Society provides a YEA Regional membership summary report that lists the number of YEA members by chapter That beginning fiscal year , 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 That the age or birth date field be a required field in the initial sign-up and/or renewal process That a new report be created in Chapter Reports to highlight chapter members who may be eligible for membership advancement That Society create rules and procedures for guidance to the chapters on how to facilitate and implement the social media platforms That the Social Media Acceptable Use Policy as shown in Attachment K be included as an appendix to the Manual for Chapter Operations 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 That the revisions as shown below in Appendix D, Transportation Reimbursement III

7 MO# PG# PRINCIPLE MOTIONS CHICAGO, ILLINOIS JANUARY 27, 2015 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. IV

8 DUE AI# PG# DUTY DATE STATUS ACTION ITEMS CHICAGO, IL 01/ 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 Staff 06/15 Open To publish the results of Motion 19a from the Hamilton Chapter on the website Staff 06/15 Open To publish the results of Motion 13 from the Manitoba Chapter on the website Staff 06/15 Open To publish the results of Motion 12 from the Sub Region C on the website Staff 06/15 Open To revise the CIQ program to include the Affiliate grade to accept the YEA Committee Chair position Staff 06/15 Open To publish the results of Action Item 11 and revised Motion 13 from the Greenville Chapter on the website 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) Staff 06/15 Open To publish the results of Motion 14 from the Richmond Chapter on the website Staff 06/15 Open To publish the results of Motion 15 from the Golden Gate Chapter on the website 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 V

9 DUE AI# PG# DUTY DATE STATUS ACTION ITEMS CHICAGO, IL 01/15 VI dues Staff 06/15 Open To publish the results of Motion 16 from the Florida West Coast Chapter on the website Staff 06/15 Open To publish the results of Motion 17 from the Halifax Chapter on the website 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 Staff 06/15 Open To send chapters information on electronic funds transfer for chapter dues Staff 06/15 Open To publish the results of Motion 19 from the Singapore Chapter on the website Staff 06/15 Open To publish results of Motion 20 from the Saudi Arabia Chapter on the website 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 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 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 Staff 06/15 Open To add the word required on the paper application when it s updated for the next fiscal year 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) 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.

10 DUE AI# PG# DUTY DATE STATUS ACTION ITEMS CHICAGO, IL 01/ 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 Staff 06/15 Open To include the Social Media Acceptable Use Policy as an appendix in the MCO Staff 06/15 Open To revise the Region Operations Manual (Appendix D) and the Manual for Chapter Operations (Appendix 2B) as indicated in Motion Staff 06/15 Open To revise the Region Operations Manual (Appendix D) and the Manual for Chapter Operations (Appendix 2B) as indicated in Motion LeViseur 06/15 Open To liaise with the ad hoc committee on establishing chapters 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. VII

11 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 1

12 1. CALL TO ORDER / ROLL CALL Members Council Minutes Chicago, Illinois January 27, 2015 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. 2

13 Members Council Minutes Chicago, Illinois January 27, 2015 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, 3

14 Members Council Minutes Chicago, Illinois January 27, 2015 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 : 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 4

15 Members Council Minutes Chicago, Illinois January 27, 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 100 th year anniversary. 5

16 Members Council Minutes Chicago, Illinois January 27, 2015 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 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, 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 ASHRAE Distinguished Lecturer Program. The 167 allocated visits budgeted for this year were confirmed as of December 1, 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 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 6

17 Members Council Minutes Chicago, Illinois January 27, 2015 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 $ 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 , 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

18 f. UNEP Conference, Q g. Cold Climate Design, Q Members Council Minutes Chicago, Illinois January 27, 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 $ 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, 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 8

19 Members Council Minutes Chicago, Illinois January 27, 2015 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 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. 9

20 Members Council Minutes Chicago, Illinois January 27, 2015 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, 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, 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 and one for ASHRAE Year 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. 10

21 Members Council Minutes Chicago, Illinois January 27, 2015 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 Societylevel 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. 11

22 Members Council Minutes Chicago, Illinois January 27, 2015 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 , Society take the lead in responding to all audits of the 12

23 Members Council Minutes Chicago, Illinois January 27, 2015 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) 13

24 Members Council Minutes Chicago, Illinois January 27, 2015 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, 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. 14

25 Members Council Minutes Chicago, Illinois January 27, 2015 Status of 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 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) 15

26 Members Council Minutes Chicago, Illinois January 27, 2015 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 16

27 Members Council Minutes Chicago, Illinois January 27, 2015 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. 17

28 MOTION 22 PASSED. (unanimous voice vote, chair not voting) Members Council Minutes Chicago, Illinois January 27, 2015 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 , 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). 18

29 Members Council Minutes Chicago, Illinois January 27, 2015 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 19

30 Members Council Minutes Chicago, Illinois January 27, 2015 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 $ 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 20

31 Members Council Minutes Chicago, Illinois January 27, 2015 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 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? 21

32 Members Council Minutes Chicago, Illinois January 27, ) 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 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. 22

33 Members Council Minutes Chicago, Illinois January 27, 2015 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: 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) 23

34 B. Review of Carryover Action Items (Attachment N) Members Council Minutes Chicago, Illinois January 27, 2015 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 vgrant@ashrae.org) 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. 24

35 Members Council Minutes Chicago, Illinois January 27, OTHER BUSINESS A. Postponed Motion 36 (10/03/2014) RMCR ROB Revisions It was moved by Mr. Petrilli (30) That ROBs sections and for Members Council be revised as follows: MEMBERSHIP ( ) 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 ALTERNATES ( / [5]/ ) 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. 25

36 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 Members Council Minutes Chicago, Illinois January 27,

37 ATTACHMENT A DRAFT PROPOSAL Business Plan ASHRAE Chile

38 BUSINESS PLAN ü ü ü ü ü ü ü ü ü Market Overview Mission, Vision, Values & Strategic Focus Founding Board Strategic Goals AcHviHes CriHcal success factors OrganizaHonal proposal MarkeHng & CommunicaHons Plan Financial plan & Budget

39 MARKET OVERVIEW 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. 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

40 ü Chilean Commitments MARKET OVERVIEW -20% -12% 10% Forecast GHG Energy ConsumpKon 2020 Renewable Energy Goal 2024 ü NaHonal & InternaHonal IniHaHves in Sustainable ConstrucHon + 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 Energy Strategy, the Sustainable Urban Development Policy, the extended product responsibility dra] law and Atmospheric DecontaminaKon and PrevenKon Plan.

41 + 300" 250" 200" 150" 100" 50" 0" Proyectos"Registrados"LEED"en"Chile" 264" 220" 172" 124" 60" 35" 23" 3" 6" 2006" 2007" 2008" 2009" 2010" 2011" 2012" 2013" 2014" Chile is TOP 7 in the world in number of registered projects LEED and third at the Regional level 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.

42 + 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

43 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 STRATEGIC FOCUS 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 ü Voluntary DisposiHon

44 FOUNDING BOARD 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. Chilean Energy Efficiency Agency is a private public, non- profit foundahon whose mission is to promote, strengthen and consolidate the efficient use of energy AssociaHon of architects offices Import, distribuhon and installahon of air condihoning Retail mulhformat with presence in 5 countries Real estate developer Union associahon of companies belonging to the field of air condihoning, refrigerahon, heahng and venhlahon. Technical area of the Chilean Chamber of ConstrucHon AssociaHon of Professional Air CondiHoning and RefrigeraHon Green buildings consultants University of air condihonning engineers

45 STRATEGIC GOALS 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.

46 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) Promote ASHRAE Chile Chapter Chile Promote ASHRAE Chile Chapter

47 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 PosiKon ASHRAE Chile Chapter as a technical reference PosiKon ASHRAE Chile Chapter as a technical reference

48 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

49 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 Perform the first saksfackon on- line survey for partners in November ElecKons of New Board, first to be done November 2016.

50 MARKETING PLAN New partners, diffusion through communicakons, ackvikes and associates. 2. Chapter Launch November ASHRAE Chile Logo Design 4. ASHRAE Chile Web page 5. ASHRAE Chile Brochure Design CDs with ASHRAE standards translated in spanish 7. Directors business Cards + CEO ASHRAE Chile 8. ASHRAE Chile Merchandising

51 COMMUNICATIONS PLAN RelaKonship with the Media: ü ü ü ü ü ü ü ü ü November: Launch Review Column in trade magazine December: Press Release + web update January- February- March 2015: reports, interviews, opinion columns April: Workshop or Training InternaKonal Seminar May- June- July- August- September: reports, interviews, opinion columns August: InternaKonal Seminar Workshop or Training October: InternaKonal Seminar Workshop or Training November: ParKcipaKon in stand in Energy Efficiency Expo 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

52 FINANCIAL PLAN 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 '''''' Oficina'Virtual' ''''''''' 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) Marketing&Comunicaciones Conexión(a(Internet((Fibra(Óptica) Cafetería((Autoservicio) Diseño(y(Desarrollo(página(WEB( ((((((((( $ (mensual(con(boleta(de(honorarios(oct1nov1dic 3(UF(+(IVA(mensual(oct1nov1dic( Dipticos((diseño(e(impresión) ((((((((( (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) ((((((((( (unidades($620(cada(uno Tarjetas(presentación(Directorio(+(Director(ejecutivo ((((((((( $9.800(el(ciento((10(directores(+(1(director(ejecutivo) 1(Pendón(roll(over(+(diseño ((((((((((( Lanzamiento(Capitulo/Sección(Noviembre((*) (((((( (*)(Evento(para(100(personas(incluye:(coctel,(salón("gratis" Subtotal '''''' Constitución'legal ''''''''' Total '''''' UF:(24.000

53 BUDGET 2015 ü The total budget for year 2014 last quarter amounts to Ch$ 18,058,160 or US$ 31,135 PRESUPUESTO(2015((mensual) Director(ejecutivo $$$$$$$$$ Oficina(Virtual $$$$$$$$$$$ Agencia(Comunicaciones $$$$$$$$$ Contabilidad $$$$$$$$$ Membresía(ASHRAE(EE.UU((Region(+(Research) $$$$$$$$$ Viático(5(profesionales(Meeting(Annual(ASHRAE(( $$$$$$ Subtotal((mensual) ((((((((( Sub(total(Anual ((((( Plan(Marketing&Comunicaciones(annual UF:$ $cursos$capactitación $$$$$$$$$ desayuno$para$50$personas$cada$vez$con$salón$y$speakers$"gratis" Seminario$Nacional/Internacional$ $$$$$$ coctel$para$100$personas Participación$feria$(1$stand) $$$$$$ Subtotal (((((( Total(Anual ((((( OperaKonal Budget for both years totals Ch$ , which will be financed with sponsorships as planned using members Brand Backing on ASHRAE CHILE events y and monthly news leaflets.

54 ATTACHMENT B YOUNG ENGINEERS IN ASHRAE (YEA) COMMITTEE Report to Members Council From Meeting of January , 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 Adelmann Frank 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 Charles Culp, BOD Ex Officio Motions Carrie Kelty Benny Skelton Carrie Anne Crawford Michael Collarin Kevin Marple Nohad Boudani Burns Bradford Isabelle Lavoie Ted Zachwieja Jeff Watson Vanessa Maryott Bryan Oliva 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 subcommittees 2. Section : 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) 1

55 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 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 s 2

56 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 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 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 19 th 2. June 15 17, 2015 in Atlanta, GA a. Applications will close on Monday, April 20 th iii. The scholarship is promoted in the YEA Connections newsletter, on the YEA FB page, and on the YEA homepage. We sometimes include direct s 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 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 % of the YEA Committee has contributed 3

57 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 and wait 3. TC rosters are still a manual process not automated MBO Update A presentation of the MBO document is included. Attachments Attachment A: YEA MOP and Reference Document updates for Motion Attachment B: Presentation of the YEA MBO document Attachment C: Recommended YEA PAOE updates 4

58 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: YEA Institute Educational Programs Committee Coordination YEA Institute Recognition Membership Programs YEA Resources Chapter/Regional Program Development YEA Resources Society Technical Programs 5. Committee Member Responsibilities 5.2 Duties: Attend all scheduled YEA Committee and subcommittee meetings 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: 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 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 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 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. 1

59 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, , 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: 2

60 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, , 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 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. 3

61 ATTACHMENT B 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/ Full Circle for entire YEA Committee Complete 9/30/ Increase number of YEA members participating on Technical Committee by 15% (368 to 423) Increase the number of YEA member attendees at Society conferences by 10% and the number of YEA speakers by 5% Increase YEA membership by 15% (7,987 to 9,185) 347 as of 1/6/15 Will review after Chicago 8,554 as of 12/8/14 6/30/2015 6/30/ Develop future plan for YEA Committee In progress 6/30/ Develop and implement YEA Technical Weekend In progress 12/1/2015 YRCs 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. 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. 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 6/30/2015 Recruit non YEA members on TCs Intelligently transition to more chapter and regional focus/representation Development to be completed this SY, implementation date TBD 4

62 ATTACHMENT C PAOE Recommendations YEA Committee The YEA Committee recommends the following additions or edits to the 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). 5

63 ATTACHMENT C 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

64 Information Items 1. PAOE Recommendations: The RP Committee made their 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 I $83,779 $49, % II $43,829 $30, % III $52,665 $66, % IV $73,882 $51, % V $37,468 $27, % VI $51,129 $23, % VII $15,987 $22, % VIII $65,743 $81, % IX $47,472 $35, % X $48,561 $37, % XI $30,183 $42, % XII $69,392 $39, % XIII $23,249 $9, % RAL $15,026 $14, % TOTALS: $628,365 $530, % Total Regional Goal % Regional Goal $176, % $155, % $183, % $170, % $117, % $170, % $122, % $350, % $215, % $180, % $161, % $138, % $37, % $33, % $2,200, % 3. The RP Committee discussed and approved the attached 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.

65 5. The Society Year marks Research s 100 th birthday! MBO Update Attachment D Attachments Attachment A: RP MOP Update Attachment B: requested PAOE changes Attachment C: Centralized Training schedule Attachment D: MBO Update Respectfully submitted, John Rieke, RP Chair

66 MANUAL OF PROCEDURES For RESOURCE PROMOTION COMMITTEE LAST REVISED: 01/xx/15

67 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. ( )

68 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 APPENDIX 2 APPENDIX 3 EXCERPTS FROM RULES OF THE BOARD ASHRAE GULDELINE FOR SOLICITIATION AND ACCEPTANCE OF EARMARKED RESEARCH FUNDS RESOURCE PROMOITON POLICY FOR SPLITTING INVESTMENTS

69 SECTION A - RESOURCE PROMOTION COMMITTEE - GENERAL Part 1 Responsibilities/Duties A1.1 The Resource Promotion (RP) Committee shall advise and direct the Society's fundraising activities to support the Society's programs. Part 2 Membership A2.1 The RP Committee shall consist of members as described in Section 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 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, ) 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. 1

70 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 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. 2

71 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. 3

72 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. 4

73 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. 5

74 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 APPENDIX 3 ASHRAE GUIDELINES FOR SOLICITATION AND ACCEPTANCE OF EARMARKED RESEARCH FUNDS POLICY FOR SPLITTING INVESTMENTS 6

75 APPENDIX 1 EXCERPTS FROM RULES OF THE BOARD SCOPE AND PURPOSE RESOURCE PROMOTION COMMITTEE The Resource Promotion Committee plans and implements programs within the Society to generate funds for the support of ASHRAE programs (effective ) The scope of the RP Campaign is expanded to include raising funds for Society scholarships. ( B) MEMBERSHIP 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. ( ) 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. ( / / ) 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. ( / / / ) 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. ( / / ) The chair of the committee shall be a non-voting member of the Members Council. ( / B) OPERATION General Requirements Responsibility for donor recognition of contributions for Society research, education and scholarship programs is assigned to the Resource Promotion Committee. ( ) This committee administers the William J. Collins, Jr. ASHRAE Resource Promotion Award and recommends winners to the Honors and Awards Committee. ( ) 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 15 th and September 30 th.( /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

76 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. ( ) Each Regional Vice Chair is authorized and expected to attend the following meetings. ( / / D/ A/ / ) 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. ( ) 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). ( / B) 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. ( ) Honor Rolls of contributors shall be published annually. ( / / ) A. The Honor Roll for corporate contributions shall be restricted to investors of $ or more. ( / / / ) B. The Honor Roll for individual contributors shall be restricted to investors of $ or more. ( A/ ) 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. ( ) All expenses for the Resource Promotion Committee shall be expensed from the AHR Exposition Fund. ( ) STRATEGIC PLAN C 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 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.1

77 1. SCOPE ASHRAE GUIDELINES FOR SOLICITATION AND ACCEPTANCE OF EARMARKED RESEARCH FUNDS APPENDIX 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." 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. A.2

78 APPENDIX 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 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. A2.2

79 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 A10

80 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. 800 Points 1050 Points 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 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 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 $ 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 $ 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.

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

82 RESEARCH PROMOTION MBO GOAL: $2,200, FOR RP CAMPAIGN There are several key objectives that have proven to be accurate predictors of successful campaigns. These are the goals for the campaign 1. Chapter Workshop attendance Goal 70% Results: 63% (110) Last three years: : 59% : 59% : 62% 2. Chapters attaining Full Circle Goal 75% Results: 75% (131) Last three years: : 76% : 61% : 68% 3. Chapters reaching 30% of goals by Dec 31 Goal 40% Results: 44% (72) Last three years: : 37% : 37% : 32% 4. Chapters reaching 100% of Goal by June 15 th : Goal 50% Last three years: : 36.5% (64 Chapters) : 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: : $322, : $329, Additional Foundation & Scholarship Goals: Chapter Annual Scholarship Contributions - $25,000 Establish One New Chapter Endowed Scholarship

83 ATTACHMENT D 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 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 1

84 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, 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, 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 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 Webcast Ad Hoc Subcommittee. 4. A total of 209 visits have been scheduled for the 72 lecturers participating in the ASHRAE Distinguished Lecturer Program. The 167 allocated visits budgeted for this year were confirmed as of December 1, 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 Four new DLs will begin two year terms in July 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 2

85 the Chapters in the coming weeks and will go into effect for the 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 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 Attachment B CTTC PAOE Recommendations 3

86 ATTACHMENT A CHAPTER TECHNOLOGY TRANSFER COMMITTEE MBO S Corey Metzger, Chair MBO Status Due Date 1. Review potential for incorporating retrocommissioning projects into technology awards program and implement if appropriate 2. Review issues related to technology awards from an international perspective and develop recommendations for any appropriate changes to technology award program Complete Ongoing Assigned To MBO Comments January, 2015 Member Services Retrocommissioning subcategories have been incorporated and success of this change will be reviewed over the next few award cycles. 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. 4

87 ATTACHMENT B CHAPTER TECHNOLOGY TRANSFER: CRITERIA Minimum PAR POINTS RELATED TO THE PRESIDENTIAL THEME 450 Points 1050 Points 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 industryrelated 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 5

88 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) 6

89 CONFERENCES AND EXPOSITIONS COMMITTEE Report to Members Council From the Meeting of January 24, 2015 ATTACHMENT E 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 (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. 2. CEC defeated Members Council Motion Motion 6.b Region II (Halifax Chapter) (reduced registration 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: , CNV 3. CEC defeated Members Council Motion Motion 6.c Region II (Halifax Chapter) (reduced registration rate and Virtual Conference access for Regional and Society Officers) because the Virtual Conference is already included in a single-day registration fee. Vote: , CNV 4. CEC is seeking bids from the following cities to host the 2018 Annual Conference: Minneapolis, Indianapolis, Cleveland and Milwaukee. 1

90 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 $ ASHRAE sponsored the following specialty conferences from September October 2014: a 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 , 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 f. UNEP Conference, Q g. Cold Climate Design, Q 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 PAOE. MBO Update Attachments Attachment A (CEC MBOs for ) Respectfully submitted, Wade Conlan, Chair Conferences and Expositions Committee 2

91 ATTACHMENT A Committee Objectives Committee: Conferences and Expositions Committee Year: 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 2. Develop long range committee plan, to properly address the Specialty Conferences Sub Committee growing needs. 3. Analyze a method for reduced conference fees for those from developing countries. 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. 5. Improve the interface for the speaker, session chair, reviewers, etc through improvements to available training, system improvements, and other yet unidentified items. 6. Improve the Virtual Conference to get a larger audience and branding/marketing in different methods. 7. Create and implement an Annual and Winter Conference Speakers list for the CTTC June, 2015 None CEC Chair, Vice Chair, Past Technical Chairs & Staff June, 2015 None CEC Chair, Specialty Conference Chair, Staff June, 2015 None CEC Vice Chair, Anuual/Winter Subcommittee Chairs & Staff Mar 2014 for Winter 2016 Use None 3 Annual/Winter Subcommittee on going None Annual/Winter Subcommittee June, 2015 None Chair, Vice Chair, and Staff February, 2015 None Chair, Vice Chair, and Staff None None None None None None None

92 ATTACHMENT F MEMBERSHIP PROMOTION COMMITTEE Report to Members Council From the meeting of Saturday, January 24, 2015, Chicago, IL MOTIONS: Motion 1: 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 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 $ 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

93 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 (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, 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

94 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 3

95 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 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 $ 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 $ 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: 4

96 As of December 31st Total Members Paid Members Unpaid Students Paid Students Unpaid ,175 39,741 4,130 4,348 1, ,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 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 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. 5

97 MBO Update: 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. There are no changes to the MBO document. Attachments: Attachment A is the December 31, 2014 Membership Dashboard 6

98 A December Membership Dashboard (12/31/2014 Data) At A Glance TOTAL MEMBERS: 52,952 Membership Growth: 659 Cancelled Members: (914) Cancelled Students: (97) Net Change: (352) Previous Month: 53,304 B 42,000 41,500 41,000 40,500 40,000 39,500 39,000 38,500 38,000 Total $199 Members (Paid & Unpaid): 2013, 2014, ,119 39,847 39,741 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun C Current Month Previous Month Delta Year Ago Delta 12 Month Average Delta Dues Income Member ($199) 19,992 19, , , $3,978,408 Associate ($199) 16,163 16, , , $3,216,437 Affiliate (avg. $73) 1,109 1, , $80,957 Student ($20) 4,115 4,183 (68) 4,348 (233) 4, $82,300 Retired ($25) (29) $6,875 Developing Economy ($90) $74,070 Life ($0) 5,174 5,183 (9) 4, ,182 (8) $0 Current Members 47,651 47, , , $7,439,047 Delinquent Members* 3,344 4,166 (822) 4,130 (786) 4,598 (1,254) Delinquent Students* 1,957 1, , , Total Members 52,952 53,304 (352) 53,175 (223) 53,116 (164) D Industry Classification E Top Countries (total mem paid and unpaid) F Geographic Distribution 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 G Total Region Members H Yearly: TOTAL, $199 MEMBERS Design Build 2,664 Region I 5,703 Region IX 3,421 60,000 Architectural/AE 2,572 Region II 3,836 Region X 4,290 58,000 Educational Institution 1,112 Region III 4,624 Region XI 3,750 56,000 Sales Engineering 848 Region IV 2,585 Region XII 2,522 54,000 TOTAL Industrial Facility 819 Region V 3,107 Region XIII 3,185 52,000 Utility 722 Region VI 4,489 RAL 5,431 50,000 48,000 Property Managers 690 Region VII 2,050 Other 67 46,000 Distributor 659 Region VIII 3,892 Total 52,952 44,000 $199 MEMBERS Commercial Facility 603 Top Regions Association 403 Research Institution 331 Library 12 TOTAL 52,952 % Gain YTD: # Gain YTD: Region at Large =.80% Region at Large = 43 42,000 40,000 38,000

99 Membership Dashboard Legend A B C D E F G H Net growth: the total number of members compared to last month to include new members and cancellations The total number of paid and unpaid members in the $199 dues category (Member & Associate) for the last three years by month 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 The total number of paid and unpaid members in each industry area Top membership countries in ASHRAE to include the total number of paid and unpaid members and students outside the USA Total membership comparison of North America versus international The total number of paid and unpaid members and students in each region, to include largest regional percentage and number growth 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 , 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.

100 ATTACHMENT G 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

101 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 , 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

102 Complete centralized training Committee Chairs + Doug+ guest June 2015 Grants Action Items: Action Item Person(s) Responsible Due Date 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 Action Item Person(s) Responsible Due Date Explore current and possible ABET Evaluators Staff On going K-12/STEM Action Items: Action Item Person(s) Responsible Due Date 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

103 Champion. Develop focus group in order to explore new avenues to improve motivation and interest for STEM Subcommittee June 2015 Post High Action Items: Action Item Person(s) Responsible Due Date Assist K-12 Subcommittee with K-12 Champion role Create subcategories in the PAEO for chapter, region, and society activity. Develop a certification/award in collaboration with YEA in order to retain student Committee Committee Committee/YEA Complete Complete June2015 Design Competition Action Items: Action Item Person(s) Responsible Due Date 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 ) 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

104 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, 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.

105 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 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 RAL RAL Catholic University of America Student Branch Datta Meghe College of Engineering Student Branch Nagarjuna College of Engineering and Technology Student Branch Washington DC Maharashta State, India Karnataka, India National Capital Mumbai Bangalore X University of San Diego Student Branch San Diego, CA San Diego XIII Silpakorn University Student Branch Nakhon Pathom, Thailand IX Wichita Area Technical College Student Branch Wichita, Kansas Thailand 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

106 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, 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 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 PAOE points were discussed by the committee and revisions attached.

107 Attachment A 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. b. Review the scoring criteria and rubrics in order to make it consistent between judges and have a more technical approach of the judging. 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 1-Sept-15 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 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 Grants 1-Feb-15 c. Modify the scoring of the grant in order to advantage 20 June -15

108 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 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. All Ongoing 5 Increase Student retention to 7.5% Post High Ongoing a. Define the amount of student that transfer VS graduating member. b. Create a student advisor Congress to collect information and improved the quality of service to our members c. Improve communication and coordination trough conference call and annual meeting with YEA and membership committee 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 1 Feb 15 Complete Ongoing 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.

109 PRESIDENTIAL AWARD OF EXCELLENCE (PAOE) STUDENT ACTIVITIES: CRITERIA MINIMUM PAR POINTS RELATED TO THE PRESIDENTIAL THEME 300 Points 500 Points 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 30 D/ M 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 points for each method of tracking student members (cell phone, Personal , 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

110 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)

111 Sunday, January 25 Get the 2015 ASHRAE Winter Conference App 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. 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. Questions? Justin Ledford Assistant Manager of Student Activities jledford@ashrae.org #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 :) ASHRAE Winter Conference January 24-28, 2015 Student Program 2015 Program.indd 1 1/8/2015 3:42:18 PM

112 Student Guide ASHRAE 2015 Winter Conference Saturday, January 24 Sunday, January 25 Monday, January 26 Tuesday, January 27 2:00-3:00 Student Orientation Red Lacquer 4 th 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. 3:30-5:00 Plenary Session Grand Ballroom, 4 th 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. 5:30-6:30 Student/YEA Mixer Red Lacquer, 4 th Floor Mix and mingle with ASHRAE YEA members, meet new friends, gain insight into life after college, and enjoy free food & drinks. 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 Recommended Technical Sessions 8:00-9:30 Seminar 20: ASHRAE and the Residential Construction Market: Status and Strategic Opportunities Seminar 21: Blue is the New Green: The Emerging Focus on Integrated Water Management Seminar 22: Refrigeration for Craft Brewing 9:45-10:45 Seminar 25: Hydronics 101: Design Basics for Young Engineers and Complying with Standard 90.1 Seminar 26: Microgrids, Resiliency and CHP: Implications for the Future of Building Design and Retrofit Seminar 28: System Effects from Inlet of Centrifugal and Plenum Fans 11:00-12:00 Seminar 32: A Day in the Life of an IAQ Consultant Forum 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 2015 Regional Standard and the Effects on Different Areas of the HVAC Industry 10:00-12:00 Student Congress, Salon 1 A chance for student branch officers to provide guidance on future programs and events, and suggestions to improve membership benefits. Recommended Technical Sessions 8:00-9:30 Seminar 36: Building Energy Predictions and Measurement: Avoiding Fantasy and Heading Toward Fact Seminar 37: Case Studies in Engineering Ethics Conference Paper Session 7: A Paradigm Shift for HVAC Design 9:45-10:45 Forum 4: Opportunities for Young Engineers in ASHRAE to Get Involved Workshop 5: Who Needs a Residential IAQ Guide? Conference Paper Session 8: Using Solar to Improve Efficiency Technical Paper Session 10: Ventilation, Moisture and Thermal Comfort 11:00-12:00 Seminar 44: Air-Conditioning Research Seminar 49: Isolation Room Design, Research, and Construction (Case Study) 1:00-3:30 Seminar: Three Emerging Technologies in Building Automation 6:30-8:30 Welcome Party, Chicago Cultural Center ($77 ticket) Students are encouraged to attend. Student Tour ($25 ticket) Ann & Robert H. Lurie Children s Hospital of Chicago Choose: 2:15-3:15 3:00-4:00 4:00-5:00 10:00-12:00 SBA Congress, Salon 4/9 Student Branch Advisors are invited to discuss student activities with Regional Student Activities Chairs Program.indd 2 1/8/2015 3:42:18 PM

113 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")

114 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

115 ATTACHMENT H 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, 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 This merger has already been approved by the BOD. Fiscal Impact: None

116 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 and one for ASHRAE Year 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 Committee Draft of Rules of the Board (ROB) for the new Grassroots Government Advocacy Attachment B Draft of Manual of Procedures (MOP) for the new Grassroots Government Advocacy Committee Attachment C MBO Update

117 Attachment A COMMITTEE SCOPE AND PURPOSE ( ) 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 MEMBERSHIP 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 Qualifications A. The Chair of the Committee shall be a Presidential Member. B. The 1 st and 2 nd 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 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 Election and Appointment Procedures OPERATION 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 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

118 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 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 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.

119 Attachment B Grassroots Government Advocacy Committee Manual of Procedures

120 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

121 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.

122 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. 1 st Vice Chair Duties of the 1 st Vice Chair include the following: 1. In the absence of the Chair, the 1 st 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 1 st 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. 2 nd Vice Chair Duties of the 2 nd 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 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.

123 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.

124 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 1 st 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 1 st 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, 1 st and 2 nd 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.

125 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 nongovernmental 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.

126 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

127 Attachment C Grassroots Government Activities Committee Proposed MBOs Bert Phillips, Chair Objectives 1. Further develop Periodic Reminder Letters for GGAC Chapter Chairs to help them focus on ASHRAE priorities Subcommittee Assignment Member Services Due Date September and November 2014; February and May 2015 Status 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, 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

128 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 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.

129 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.

130 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

131 ATTACHMENT I 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 , 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. 1

132 Motion 2: That the award recommendations listed in Attachment A be approved. Background: This recommendation is made in accordance with Section , 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 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 2

133 MBO Update See Attachment B for updated H&A MBO s for Attachments 1. Attachment A H&A Recommendations for Executive Session 2. Attachment B H&A MBO s 3

134 ATTACHMENT B MANAGEMENT BY OBJECTIVES Honors and Awards Committee ASHRAE SOCIETY YEAR Essam Khalil, Chair MBO Status Due Date 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 Assigned To Personal Awards Subcommittees MBO Comments 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 4

135 ATTACHMENT J POINT SCORE FOR THE REGIONAL AWARD OF MERIT (10 POINT REQUIREMENT) CHAPTER ACTIVITIES: SOCIETY/REGIONAL ACTIVITIES: MAXIMUM 6 POINTS MAXIMUM 6 POINTS A. CHAPTER POINTS POINTS/YEAR TOTAL President Vice-President (or President Elect) Secretary Treasurer Chapter Chair: Membership Promotion, Student Activities, Research Promotion, Chapter Technology Transfer, Young Engineers in ASHRAE, Grassroots Government Activities, Program, Refrigeration, and Historical Chapter Board of Governors Seminar Chair or Instructor Newsletter Editor Chapter Webmaster Other Chapter Position Student Branch Advisor 2/yr 1/yr ½/yr ½/yr ½/yr ½/yr 1/yr ½/yr ½/yr ¼/yr 1/yr (Max 2 per year) B. CHAPTER REGIONAL CONFERENCE (CRC) CRC General Chair CRC Program Chair CRC Technical Session Speaker CRC Committee Chair (other than Program Chair) 2/CRC 1/CRC ½/CRC ½/CRC (Max 2 per CRC) Appendix 2E - 1

136 ATTACHMENT J 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 1/yr Coordinator 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 Society meeting for DRC. (Max 2 per year) TOTAL POINTS Appendix 2E - 2

137 ATTACHMENT J POINT SCORE FOR THE CHAPTER SERVICE AWARD (12 POINT REQUIREMENT) CATEGORIES CHAPTER OFFICERS 1 : POINTS/YEAR TOTAL President President Elect or Vice President Other Officers Board of Governors Member 3/yr 2/yr 1/yr ½/yr CHAPTER STANDING COMMITTEES: (RP, CTT, MP, SA, GGA, YEA, REF, HIST): Committee Chair Committee Member 1/yr ½/yr CRC ACTIVITY 2 : Conference Chair Conference Co-Chair Committee Chair Committee Member Technical Speaker 3/yr 2/yr 1/yr ½ /yr ½/yr GENERAL ACTIVITIES 1 : Chapter Meeting Speaker/Panel Member Sports Affair Coordinator Faculty Advisor Newsletter Editor Honors & Awards Chair Greetings Committee Joint Engineers Council Representative Chapter Webmaster Other Chapter Committee Chair Other Chapter Activities TOTAL POINTS 1 Chapter activity maximum of three points per Society year 2 CRC activity maximum of three points per event ¼/yr ¼/yr ¼/yr ½/yr ¼/yr ¼/yr ¼/yr ½/yr ¼/yr ¼/yr Appendix 2F - 1

138 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. Definitions Social Media Acceptable Use Policy 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 address to

139 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 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 nonbusiness 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.

140 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 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.

141 ATTACHMENT K Friends: Be cautious with your Group s 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.

142 ATTACHMENT L REPORT TO MEMBERS COUNCIL From: Ad Hoc Committee to Develop Plans for Establishing ASHRAE Chapters Members: Joe Furman, Chair Francis Lacharite Farooq Mehboob Kirk Mescher Ross Montgomery Edward Tsui Meetings of Monday, January 12, 2015 Monday, January 26, 2015 Information Items: January 12, Ad Hoc Met (via telcon) on Monday January 12, 2015 to review the scope and mission objectives. 2. Topic of Discussions: a. Working with Allied Trade Associations in International Regions b. Review of Strategic Plan and its common objectives c. 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, Ad Hoc met at the Palmer House on Monday January 26, 2015 to review model drafted by Ross 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 Change ii. Need sponsor in respective country iii. 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 Winter Meeting and its potential synergies to this Ad Hoc s mission. Date January 26, 2015 Joseph L. Furman, Chair

143 Draft Action item to create a model for our Ad Hoc Rev1/January 2015 By 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.

144 Draft Action item to create a model for our Ad Hoc Rev1/January 2015 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.