ELECTRONIC COMMUNICATIONS COMMITTEE (ECC) ASHRAE Winter Conference / Orlando, FL. Saturday, January 23, 2016

Transcription

1 ELECTRONIC COMMUNICATIONS COMMITTEE (ECC) ASHRAE Winter Conference / Orlando, FL Saturday, January 23, :00 a.m.-3:00 p.m., Lake Virginia A Room (Lobby level) at the Hilton MINUTES 1. Ms. Callaway called the meeting to order at 11:02 AM ET. 2. Roll call of ECC members, staff & guests was taken. MEMBERS PRESENT: MEMBERS ABSENT: Cindy Callaway Steven Faulkner Gerardo Alfonso Richie Mittal Heather Schopplein Roderic Potter Megan Tosh Ted Zachwieja Ponkamon Aumpansub Cody Pace BOD EX-OFFICIO PRESENT: COORDINATING OFFICER ABSENT: Roger Jones Chuck Gulledge STAFF PRESENT: Joslyn Ratcliff

2 GUESTS PRESENT Shawn Miller, Region 9 ECC Paula Hernandez, MP Liaison Burns Bradford, Host Committee Nikolaos Giannitsanos, Hellenic Chapter IT committee chair. Ken Cooper, TAC Mark Miller 3. Quorum was established with eight members at the meeting. 4. The agenda was reviewed and no changes were made. 5. Ms. Schopplein moved to approve ECC Conference Call #1 Minutes. Mr. Zachwieja seconded and the minutes were approved without discussion. ECC Motion # PASSED (7-0-0 CNV) (Attachment A: Conference Call #1 Draft Minutes) 6. Ms. Schopplein moved to approve ECC Conference Call #2 Minutes. Mr. Faulkner seconded and the minutes were approved without discussion. ECC Motion # PASSED (7-0-0 CNV) (Attachment B: Conference Call #2 Draft Minutes) 7. Overview Reports A. Chair s Report (Cindy Callaway) Ms. Callaway reported to the committee that Basecamp continues to be an item of interest for the Society. Standing committee nominations are due February 19, so if you are interested or know someone interested in ECC please get the nomination in before that date. Nominations can be done online at ASHRAE.org. B. MP Liaison report (Paula Hernandez) Ms. Hernandez asked about Basecamp and Ms. Callaway provided information that Basecamp will be rolled out top down among ASHRAE groups following a plan that will be presented at this (Orlando) conference. C. TAC Liaison Report (Ken Cooper) Mr. Cooper from TAC provided a report from TAC including Liaison Guidelines. (Attachment C: TAC Liaison Report) Mr. Cooper reported that all the TC websites were migrated that wished to migrate, a total of 96 sites.

3 Ms. Callaway mentioned to Mr. Cooper that the biggest thing out of ECC that the TCs will be seeing is Basecamp. ECC will need to liaise with TAC regarding Basecamp hopefully at this (Orlando) conference. D. Vice Chair s Report (Steven Faulkner) Mr. Faulkner thanked the committee for all they were doing. E. BOD Ex-Officio s Report (Roger Jones) Mr. Jones presented the ExO Report to Committees (Attachment D: ExO Report to Committees) F. Staff Report (Joslyn Ratcliff) Ms. Ratcliff thanked the committee and encouraged individuals to contact her if she may be of assistance. TC website progress was covered under Mr. Cooper s report, so Ms. Ratcliff did not cover it in her report. 8. Old Business This Meeting A. ECC discussed a response to the motion from Region VIII, Monterrey Chapter that Members Council approve Spanish translation to the membership process on ASHRAE.org. The cost for translation from a professional translator ASHRAE has used in the past will be approximately $1,290. ASHRAE IT staff would do the conversion work to translate the process and they anticipate ~80 hours of work +/- once the changes were formally approved by ECC. Other projects that IT has on their plate will impact when they can start and finish this. ECC discussed how to proceed in order to respond back to Members Council. Ms. Schopplein suggested to the committee that ECC should consider in its response whether ASHRAE should preemptively plan for when other chapters/ regions ask for other languages. Ms. Callaway put forward the thought that if staff implements the translation into Spanish as a first step that perhaps when it was done it could be done in a way that anticipates and allows for the addition of other languages in the future. Mr. Alfonso supported Ms. Callaway and underlined the fact that the infrastructure must be set up to handle multiple languages in order that they be supported if needed moving forward. Mr. Alfonso shared that the websites for which he serves as webmaster, ASHRAE Colombia Chapter and ASHRAE Region XII, currently switch between three languages through the use of a database where information is stored in three different languages as translated by volunteers. He suggested investigating whether a similar solution as an option for the join process on ASHRAE.org might be feasible. Ms. Callaway offered that from an organizational perspective the cost for professional translations are worth the cost at the quoted rate due to the quality of services that will be provided in a timely manner. Based on past translations done by ASHRAE HQ, professional services are the best option for ASHRAE.

4 Mr. Potter asked about the percentage of members it would impact as a consideration of which language it was used and discussion took place about where the largest concentrations of non-native English speaking ASHRAE members reside, and what language they speak. Ms. Ratcliff referenced the December Membership Dashboard put together from HQ. According to dashboard data top countries outside of the US are Canada, India, Pakistan, and Hong Kong. Mr. Giannitsanos suggested that ASHRAE should hold off on implementation until all languages [for which the decision was made to translate into] can be implemented. He also offered that there is a script that will translate webpages enough to make it usable for the non-native speaker. Ms. Ratcliff pointed out that to translate just into Spanish requires information spanning a 29-page Excel Workbook, and that ASHRAE has no professional translators at the ready for other languages. She also pointed out that much of the wording to be translated is within code of the iweb system, embedded in JavaScript or elsewhere, making use of automatic translations such as Google translate, or other scripts, not practical for this purpose. Ms. Schopplein moved to table Motion 16 that was referred to ECC from Members Council until further information can be obtained on cost, time, and other considerations involved to translate the join process into other languages in addition to Spanish, and to determine what other languages should be brought forth as suggestions for translation. Mr. Zachwieja seconded and the motion was tabled. ECC Motion # PASSED (7-0-0 CNV) (Attachment E: ECC Motion # / ECC Response to Motion 16) B. ECC discussed a response to the motion from Region II (Hamilton Chapter) Motion 13a (11/5/2015): That Society modify current ASHRAE Conference Call Protocol to allow up to 10 conference call services to be available at Society Meetings in order to respond back to Members Council. Ms. Ratcliff shared that she had obtained further information from staff per ECC Action Item 8. Remote participation meetings (RPMs) can occur at the ASHRAE conferences and are managed by ASHRAE meetings and technology staff. There were approximately 23 such meetings held in Orlando. Ms. Tosh moved to defeat Motion 13 A as the conference call protocol does not address policy. Ms. Schopplein seconded. Background Information: ASHRAE s policy for RPM (Remote Participation Meetings) should be referenced to address the intent of the original motion 13A. ECC Motion # PASSED (7-0-0 CNV) (Attachment F: ECC Motion # / ECC Response to Motion 13a)

5 9. Subcommittee Reports A. Ms. Callaway provided a brief report for the ECC Strategic Planning Subcommittee, which has not yet officially met this Society Year. B. Ms. Callaway and Mr. Faulkner provided updates from the Electronic Collaboration Tools Subcommittee. The subcommittee met prior to the full committee meeting and discussed Basecamp 3 in depth. Specifically discussed was the initial training / introduction of Basecamp 3 and the roll-out Ms. Callaway prepared per the request of PEC. The subcommittee discussed plans for a rollout from the top down, starting with the three councils and the BOD. The User Guide created by Mr. Faulkner was also discussed. It is a PDF document based on the User Guide available from Basecamp, made specific to ASHRAE. ECC will go to Council and staff with their plans later in February or March. ECC will also communicate with TAC and RAC to introduce them to Basecamp and provide support for their onboarding. Ms. Callaway has already been in contact with Handbook Committee and TAC and will continue those conversations. As of now the plan is to start with the BOD and the three Councils. With each Council a discussion will be had as to how the Councils want to train the committees and/or groups that report to them. Options include a recorded webinar by ECC, by the Council, or other methods as determined as a result of the discussion. Main objective currently is to get the introduction out to the groups at the same time or nearly the same time as they are invited to Basecamp. Ms. Callaway provided an overview of Basecamp 3 and her presentation was reviewed on-screen during the meeting. Ms. Callaway approved inviting current ECC members to Basecamp 3 so they can see what it looks like and become familiar with the new platform so long as the ECC Basecamp 3 is not used on an official basis. Ms. Tosh asked when ECC would start officially using Basecamp 3 and Ms. Callaway stated that this decision would need further discussion from the perspective of what might need to be reposted. Ideally the subcommittees would review and provide input on what documents need to be reposted keeping in mind that nothing from Basecamp 2 will be lost. This discussion will need to be had not only within ECC, but with every group currently making extensive use of Basecamp 2. Ms. Schopplein suggested creating an initial Basecamp folder structure that could be extended out to other Basecamp sites when rolling out the TCs. Mr. Jones supported this idea and Ms. Tosh agreed that it was critical and added that TAC should be the one to create this structure. Mr. Jones asked whether the license purchased includes help and Ms. Callaway detailed that various help options are available including online help files, tweeting to support, and ing support. Mr. Faulkner supported the statement that Basecamp offers a wide range of help options that will be available to ASHRAE, including a training session. Ms. Callaway will speak with Ms. Ratcliff regarding how and if the training session should be used within ASHRAE. Ms. Schopplein moved to approve for distribution the presentation with the minor tweaks. Ms. Tosh seconded and the presentation was approved without discussion.

6 ECC Motion # PASSED (7-0-0 CNV) (ATTACHMENT G Basecamp overview presentation) The committee reviewed the Basecamp 3 User Guide that was prepared by Mr. Faulkner. Ms. Schopplein moved to approve for distribution the Basecamp 3 User Guide with the minor tweaks. Mr. Zachwieja seconded and the Basecamp 3 User Guide was approved without discussion. ECC Motion # PASSED (7-0-0 CNV) (ATTACHMENT H Basecamp 3 User Guide) Ms. Callaway and Mr. Faulkner will be in the functional subcommittee meeting of Publishing and Education Council to discuss with them the plan for Basecamp training. Ms. Callaway anticipates the training to occur within the next two months with a goal of having the groups up and running with Basecamp by April in order to be ready to use Basecamp 3 effectively by the St. Louis annual conference. Although the term training has been used Ms. Callaway advised caution regarding the use of the word Training because it could lead to the perception that ECC is the Basecamp helpdesk. C. Heather Schopplein provided a report from the social media subcommittee. Ms. Schopplein has submitted for a presentation in St. Louis. The presentation in St. Louis will be more geared toward business use of social media. Approximately 80% of the presentation will be the same as the PPT she and Pam have already created, and the remaining 20% will be new for the presentation. Ms. Schopplein plans to connect with Ms. Duffy in Orlando regarding recording the Facebook & Social Media Webinar. Ms. Schopplein and ASHRAE staff member Alison Loughman were in touch prior to the conference regarding use of social media at the conference. Staff put together a social media contest themed for each day of the conference that required users to post various themed photos for a chance to win. Ms. Schopplein created 400 post-card sized flyers to place strategically at the conference and plans to follow-up after the conference on the number of followers and likes, etc. to see if the efforts have increased the metrics. ASHRAE staff created signage and tent cards to promote the social media contest. Ms. Schopplein discussed the improvements to the ASHRAE events app to put social options on the main screen of the app. Mr. Giannitsanos asked why ASHRAE doesn t have a presence on Google+ and Ms. Schopplein offered that the research she s done indicates it s not popular enough to cause it to be used. Mr. Giannitsanos offered that in Europe and India most individuals have Android phones that naturally work better with Google+ due to the Gmail requirement of the Android phones. Ms. Schopplein offered that her research is national, not international, but will check for international statistics. The personal experiences of Ms. Tosh and Ms. Schopplein are that Facebook is much more popular than Google+. Mr. Giannitsanos cited statistics that 1/3 of his member base in Greece runs Google+ and are asking why ASHRAE does not offer a Google+ option. Ms. Tosh suggested Mr. Giannitsanos create a CRC Motion that ASHRAE HQ should consider creation of a Google+ social presence for ASHRAE. Ms.

7 Callaway offered to reach out to the RAL for an international perspective. Mr. Alfonso offered that Region XII has Google+ with 10k visits. D. Websites Subcommittee (Rod Potter) Mr. Potter reminded the committee that the webinar Guidance for Chapter Websites was posted on the ECC page of ASHRAE.org. With the chapter guidance complete Mr. Potter would like to recommend a common look and feel for the Region Websites since they represent ASHRAE as a whole. Currently there is a wide variety of quality, content presented, and general appearance among the various region websites. Mr. Potter shared verbally with the committee a list of items that he believes should be on each region website to help make each region website a repository of information on the regions: a. Nice map of the Region b. List of the chapters within the region c. Link to ASHRAE.org d. List of Regional officers and contact information on the first page. e. Roles of the Regional Officers with a synopsis of their responsibilities. f. Information about CRCs, particularly the historical background including awards won and photos taken. g. Regional awards h. Society level awards to the Region i. RP status including how the Region is doing as a whole j. Regional minutes k. Regional Manuals and Handbooks l. PAOE records Ms. Callaway asked whether or not there would be information that could be brought directly in from Society similar to what was done with the TC Websites. Mr. Jones stated that already DRCs get together and discuss best practices at the conferences and offered to take the material regarding best practices / recommendations for regional websites to these meetings. Mr. Potter will send Mr. Jones his ideas. Mr. Alfonso stated that ASHRAE should provide hosting for regions and chapters and that it should be mandatory; chapters should not have an option to go elsewhere due to ASHRAE already having information that could be used; for example rosters could be automatically pulled from Society and also s. However, information that would be automatically tied to the data that headquarters has would need to be vetted so that that information displayed would be correct. Moving on from Regional websites, Mr. Potter discussed the Digital Storyboard and whether it is something that ECC wants to discuss because it s digital. The storyboard was projected on the main screen in the meeting room for the committee and guests to see. Mr. Potter and Ms. Callaway agree that ECC does not need to discuss because although it s electronic, it is up to the group putting the information together what medium they choose to use to deliver the information. Mr. Potter mentioned that he had already asked Historical Committee staff liaison, Emily Sigman, her opinion as to whether this is a means to portray information on ASHRAE

8 history in an interesting fashion. Mr. Potter explained the purpose of this format is to engage those interested. ECC supports Historical Committee using this as a method but does not see a need to review or become involved. 10. Report on Action Items A. ECC Action Items were reviewed and all are complete as of this meeting. (Attachment I: ECC Action Items) B. PEC Fall Meeting Action Items were reviewed. An action item was assigned to staff to migrate the PEC Basecamp site to the new version and report on the transition in Orlando. PEC now has a Basecamp 3 site and although Basecamp 2 will be used in Orlando, documents have been posted to Basecamp 3 by ASHRAE staff. An action item was assigned to ECC and Functional Planning Subcommittee to develop a plan for member training. Ms. Callaway prepared a plan for rollout based on this action item that was discussed earlier in the meeting. (Reference Attachment G) The plan will be shared at the functional subcommittee meeting of PEC in Orlando. 11. New Business this meeting A. Mr. Mark Miller inquired about a tie-in between Star Chapter and netforum, and Ms. Ratcliff advised that she was familiar with this project whereby chapters using StarChapter for their websites can call in a report from ASHRAE HQ directly into their websites in order to display membership information automatically. B. Mr. Sean Miller advised the committee of his success in passing a Motion at the Region IX CRC regarding awarding PAOE points for chapter website maintenance. Text of the motion is below: The ASHRAE-Wichita Chapter moves that Society add items directly tied to the ASHRAE Web Policy document to the PAOE program with associated points for compliance. C. The role of Regional Electronic Communications Chair was brought up. Ms. Callaway suggested in the future possibility for ECC to provide a blurb to RECCs to keep them better updated, perhaps even to make them clients of a Basecamp 3 projects. There is no formal communication between Society ECC and RECCs at this point, but Ms. Callaway will take that on as an opportunity for improvement. 12. Significant progress has been made on the MBOs. (Attachment J: MBOs) 13. Ms. Callaway invited comments from around the room. A. Mr. Mittal is getting up to speed and his ECC mentor Mr. Faulkner will get in touch. B. Mr. Zachwieja is also getting up to speed. C. Mr. Alfonso is getting up to speed and will continue to help the committee stay up to speed with the continually changing landscape of technology.

9 D. Mr. Faulkner asked what the fiscal subcommittee of the Publishing and Education Council is responsible for and Ms. Callaway advised that the subcommittee is responsible for the money in the Council s budget. A separate subcommittee of the Publishing and Education Council, functional, is responsible for the documents related to the function of the group such as the MOPs, BARs, ROBs, etc. As such, when ECC has a need to change one of these documents ECC must move it through functional as a first and sometimes last step depending on the document. E. Mr. Jones can use and apply items discussed by ECC across his region in his role as DRC. F. Mr. Potter thanked the committee. 14. It was stated that the next ECC conference call will take place Tuesday, February 9, 2016 from 8-9:30 am Pacific time. 15. Mr. Zachwieja moved to adjourn and Mr. Alfonso seconded and the motion was approved.

10 ELECTRONIC COMMUNICATIONS COMMITTEE (ECC) Conference Call #1 / SY Tuesday, October 20, 2015 MINUTES 1. Call meeting to order 2. Roll call of ECC members, staff & guests MEMBERS PRESENT: Cindy Callaway Steven Faulkner Gerardo Alfonso Richie Mittal Roderic Potter Heather Schopplein Ted Zachwieja DRAFT MEMBERS ABSENT: BOD EX-OFFICIO ABSENT: COORDINATING OFFICER ABSENT: STAFF PRESENT: Cody Pace Ponkamon Aumpansub Megan Tosh Roger Jones Chuck Gulledge Joslyn Ratcliff GUESTS PRESENT: Ken Cooper, TAC Special Activities Coordinator Vanita Gupta, ASHRAE Director of Marketing

11 3. Quorum Check Quorum was achieved with seven voting members in attendance. Kristin Gocke, ASHRAE Assistant Marketing Manager 4. Review of agenda The agenda was reviewed and an item E was added under new business, Digital Storyboard. 5. Review of Subcommittee and Mentor Assignments The list of subcommittee and mentor assignments as posted on Basecamp was reviewed. Ms. Callaway tried to pair people up based on time zones. Ms. Callaway answered a question from Mr. Mittal regarding how to contact mentors by suggesting either calling or ing and then asking the mentor / mentee about communication references. The list can be found in two places within the ECC Basecamp project: within the text files area and posted as a document in Basecamp at this link. 6. Atlanta Annual Meeting Minutes Ms. Schopplein moved to approve the Atlanta Annual Meeting Minutes as written. Mr. Mittal seconded. No discussion, all approved via voice vote. No opposition. ECC Motion # PASSED Attachment A ECC Approved Minutes Atlanta Annual Meeting 7. Overview Reports A. Ms. Callaway provided a chair s report and updated the committee on motions forwarded on to PEC at the Atlanta Annual conference. The new ECC MOP was approved, the Basecamp funding was approved without need to go to PEC as funds were already in the budget, and the ROB changes regarding electronic collaboration tools were passed in PEC and forwarded on to the BOD, then to SRC. B. Mr. Faulkner stated that he had no specific items to report in a vice chair s report. C. Ms. Ratcliff provided an update to the committee on progress and history of the ASHRAE TC Website redesign project, stating the goal for completion of upgraded sites is the St. Louis annual meeting. An update on staff posts by ASHRAE s marketing team have been taking place on ASHRAExCHANGE.org was also provided. DRAFT 8. Subcommittee Reports A. ECC Strategic Planning Subcommittee (Cindy Callaway) i. Ms. Callaway plans to schedule a call for this subcommittee to occur mid to late November, after the PEC meeting. B. Electronic Collaboration Tools Subcommittee (Steven Faulkner)

12 Mr. Faulkner led a discussion surrounding the completion of the User Guide. The committee agreed that the guide should be Society-specific and Ms. Callaway asked for a draft to be prepared prior to ECC Conference Call #2 in December. Ms. Ratcliff will send Mr. Faulkner draft from 2014 to be made more Society specific and will copy Ms. Cynthia Gage (TAC Special Activities Coordinator) following the suggestion of Mr. Ken Cooper. Ms. Callaway suggested setting up some calls between ECC and TAC regarding use of Basecamp and Mr. Cooper was supportive of the idea. Ms. Schopplein asked if there would be use for Basecamp with the new websites. Ms. Ratcliff suggested potential offline discussion regarding putting text on or around the members-only pages stating Basecamp is an option. Discussion took place regarding a new electronic authoring tool based on SharePoint that ties in with ASHRAE s membership database. This tool is in development by Steve Comstock s group at headquarters. Mr. Cooper suggested letting the individuals at headquarters that interface with TAC know more about the tool. Ms. Ratcliff will reach out to Mr. Comstock on this item. C. Social Media Subcommittee (Heather Schopplein) i. Ms. Schopplein informed the committee that the social media webinar is slated for completion prior to Orlando. Ms. Tosh and Ms. Schopplein talked to ASHRAE staff member Alison Loughman at the Annual meeting in Atlanta on how Social Media can be better used in the ASHRAE Event(s)app, specifically the hash tag #myashrae. Ms. Schopplein also mentioned an objective of bringing people back to ASHRAExCHANGE, maybe once a month a social post would be a good way to promote synergy among ASHRAExCHANGE and other social media. Ms. Schopplein plans to schedule a call for this subcommittee to occur mid to late November. DRAFT Mr. Potter praised the SM PPT, but questioned whether or not ECC could speak for the Society per the disclaimer on slide 2 of the presentation, This presentation is maintained by the Electronic Communications Committee (ECC) of ASHRAE. It does not present official positions of the Society nor reflect Society policy. ECC may not act for the Society and the information presented here has not had Society review. Ms. Callaway states that while ECC has been empowered to provide guidance ECC can t speak for the Society. Ms. Ratcliff was assigned to review the ROB regarding speaking for Society. D. Websites Subcommittee (Rod Potter) Mr. Potter discussed the webinar he created providing best practices guidance for

13 chapter websites, and stated that a next step would be creation of a regional video. Mr. Potter was tasked with writing a short blurb of text that could be used to promote the video in Insights and / or esociety. Mr. Alfonso mentioned that having the experience of designing and updating both the Region XII site and the Colombia website, he can help the subcommittee advise from both the chapter and regional perspectives regarding best practices. Mr. Potter to schedule a separate conference call for the subcommittee. 9. Report on Action Items The committee had action items listed as In Progress during the Atlanta Annual meeting. AI6) Whitepaper (User's Guide) / How To from Electronic Collaboration AI7) Prepare /Plan an Overview on Basecamp (what it is / why to use it / how to use it > similar to Ms. Leblanc's presentation on social media) to introduce the councils to Basecamp Both are being worked on during the SY by the committee. Attachment B ECC Action Items 10. New Business this Meeting A. PEC Meeting in Atlanta, November 5-6 Ms. Callaway plans to attend and will advise the committee as appropriate on Basecamp following the meeting. B. Members Council referral (Region VIII (Monterrey Chapter) Motion 16 (6/30/2015) - membership process Spanish translation Ms. Ratcliff check on the cost for a professional translation as well as time and/or cost for programming. Mr. Alfonso suggested the tool used for the Colombia chapter website as a consideration to be used to reduce cost. DRAFT C. A few items were identified as being those that would benefit from promotion. Specifically, promotion of ASHRAE positional alias system, websites best practices video and social media best practices video. Mr. Zachwieja mentioned that from the positional alias system was being marked as spam by the Barracuda spam filter. Mr. Alfonso and Mr. Potter also noted they had experienced problems and a decisions was made not to promote the alias system until these problems could be identified and sorted out. Ms. Ratcliff will follow-up with Mr. Zachwieja to obtain samples of the s that failed. D. Members from ECC s electronic collaboration subcommittee may want to consider participation in the Handbook Committee training at Orlando meeting to introduce

14 Basecamp. E. A Digital Storyboard was discussed by Mr. Potter. A link to the Digital Storyboard can be found on the ECC Basecamp site MBOs > + PubEd Council MBOs related to ECC - Basecamp, TC Website Upgrade > qq^`ej J?Lp./+ Next Meeting ECC conference calls will take place at regular and set times. The next call will take place December 15 from 8:00 AM 9:30 AM PT..0+ Ms. Callaway adjourned the conference call at 9:30 AM ET. DRAFT

15 ELECTRONIC COMMUNICATIONS COMMITTEE (ECC) ASHRAE Annual Conference / Atlanta, GA Saturday, June 27, :00 a.m.-3:00 p.m., Atlanta Hilton, Room 402 / Floor 4 MINUTES 1. Mr. Pouchak called the meeting to order at 11:00 AM ET. 2. Roll call of ECC members, staff & guests MEMBERS PRESENT: DRAFT Mike Pouchak John Nix Pamela Duffy Cindy Callaway Michael Galler Steven Faulkner Vikram Murthy Cody Pace Heather Schopplein MEMBERS ABSENT: Roderic Potter BOD EX-OFFICIO PRESENT: COORDINATING OFFICER ABSENT: Mark Fly Darryl Boyce

16 STAFF PRESENT: Steve Comstock, ASHRAE Publisher, Staff liaison to PEC David Soltis, Group Manager of Publishing Services and Electronic Communication Joslyn Ratcliff, ECC Staff Liaison GUESTS: Mark Hydeman, past ECC Drayton Stott, Membership Promotion Marylin Listvan, past ECC Art Hallstrom, past ECC Gerardo Alfonso, incoming ECC Ted Zachwieja, incoming ECC Roger Jones, incoming BOD Ex-Officio Chuck Gulledge, incoming Coordinating Officer Lindesy King, Leadership U 3. Quorum Check Quorum was established with eight members present. 4. Review of agenda The agenda was reviewed and no changes were made. 5. Approval of Conference Call #6 Minutes Ms. Schopplein moved to approve the minutes and Ms. Duffy seconded. The conference call minutes were approved without discussion. ECC Motion # PASSED (7-0-0, CNV) (Attachment A: Conference Call #6 Minutes) DRAFT 6. Overview Reports A. Chair s Report Mr. Pouchak expressed gratitude for the contributions of past ECC leaders Angela Lewis and Spencer Morasch for the foundation they provided ECC. Mr. Pouchak pointed to Basecamp as a mechanism for transfer of knowledge for the future and invited current ECC members to share on Basecamp items they feel may be helpful, particularly those that may be helpful in the transfer and continuity of knowledge for incoming members. Data security, particularly how keep ASHRAE copyrighted materials safe from data mining and skimming, are among valuable initiatives that are being investigated by ECC, specifically by the Electronic Collaboration Tools subcommittee of ECC. The websites subcommittee has undertaken a huge initiative to overview compliance of websites, and redesign of the TC websites. Mr. Pouchak recognized outgoing members and subcommittee chairs. B. Vice Chair s Report Mr. Nix recognized the leadership of current chair Mike Pouchak and incoming leadership of Cindy Callaway. Mr. Nix will be moving to PEC for and will be looking

17 forward to seeing developments come through PEC as ECC continues its work. Mr. Nix highlighted specific areas of work being done within ECC as being particularly important including security, social media application, and TC website development as ongoing projects. Mr. Nix featured the fact that ECC is looking at which social media concepts work within ASHRAE by gathering metrics to see how social media fits into the ASHRAE member landscape. Mr. Nix underscored the fact that ECC is reacting to needs both from the grassroots level and from the BOD. C. Guests in the room were introduced. Drayton Stott from Membership Promotion (MP) stated that a current challenge for MP is serving the needs to YEA members, specifically in terms of alignment with directions MP is heading in and directions ECC will recommend. Mr. Pouchak referenced the social media guidance presentation from the social media subcommittee and suggested Mr. Stott reach out to Ms. Ratcliff. Steve Comstock, ASHRAE Publisher and staff liaison to Publishing and Education Council (PEC), introduced himself and thanked ASHRAE staff for their work. Mr. Pouchak mentioned an chain from a few years ago among Mr. Pouchak, Mr. Dwyer, and Mr. Comstock regarding safeguard of ASHRAE s intellectual property. This discussion has been a basis for ECC s ongoing work to safeguard intellectual property. Mr. Comstock stated ASHRAE exists to make information available, but at the same time it s important to keep that information safe. Mr. Fly echoed the comments made, and added that ASHRAE makes its revenue in part from intellectual property it sells and that safeguarding that data in essence helps to safeguard that revenue stream. Mr. Nix added that ECC is involved with development of the communication link within ASHRAE. That link could serve as a link to how the rest of the world is doing things. Within ECC policy can be set that drives that link and as such the committee is in a position to guide the way that other committees communicate. DRAFT Marylin Listvan, past ECC, and current moderator of the ASHRAE LinkedIn Group is interested in becoming an interested member of ECC. Mark Hydeman Noted that he s been using Basecamp successfully for GPC 36, specifically for public review. Mr. Pouchak suggested that Mr. Hydeman keep in contact with Ms. Callaway on how he s been using Basecamp successfully for GPC 36. Mr. Pouchak discussed a need for staff champions for Basecamp to help with the adoption process. Mr. Hydeman suggested a helpdesk for Basecamp and Mr. Pouchak offered that ECC has a video, slides, and a whitepaper in their sites. Mr. Hydeman offered to assist with training materials, specifically any helpdesk / best practices that may be established and Mr. Pouchak was supportive of this idea.

18 D. BOD Ex-Officio s Report Mr. Fly thanked the committee for the work they ve been doing and noted the work that s been done since he originally helped with the drafting of the original MOP and ROB to establish ECC. Mr. Fly also made note of the turnover among ECC for E. Staff Report Ms. Ratcliff encouraged committee members to download the ASHRAE app, visit ASHRAExCHANGE, and reminded committee members to turn in any transportation vouchers. 7. ECC moved to change its MOP to reflect that the number of members in the committee shall consist of the number of voting members as authorized in ROB , replacing the use of an actual number that can be outdated. Ms. Duffy moved to revise the membership information in the ECC Manual of operating procedures for ECC to from The Electronic Communications Committee (ECC) shall consist of 8 voting members as described in ROB to shall consist of the number of voting members as authorized in ROB in order to keep the ECC MOP in sync with the ROB. Ms. Schopplein seconded. ECC Motion # PASSED (7-0-0, CNV) (Attachment B: ECC Suggested MOP changes) 8. ECC discussed a formal response and moved to amend ASHRAE Policy and Procedure for Format, Activity, and Content of Internet Sites for ASHRAE Groups to address to PEC Action Item #10--Chicago, ECC to provide guidance on collaboration and file sharing tools for use in Handbook chapter development. Ms. Callaway noted that communication of this new policy, if accepted, would be important. The intent of the policy is to safeguard ASHRAE materials from unwittingly being subject to data mining and skimming. This would not preclude anyone from e- mailing Handbook chapters back and forth and Ms. Schopplein suggested wording to this effect. DRAFT Mr. Pouchak reiterated the intent of the policy is to protect ASHRAE s intellectual property and keep ASHRAE s ownership and control of the data in ASHRAE s hands. Mr. Soltis spoke of the new electronic collaboration tool being proposed for ECC s thoughts. Mr. Zachwieja asked if the policy refers to information accessible on individuals hard drives. Ms. Duffy clarified that the policy intent is regarding collaboration, not individuals working on documents individually. Mr. Hydeman suggested that another avenue to safeguard IP could be policy wording to the effect that in no cases shall ASHRAE copyrighted materials be shared on non-approved services, servers and wording in the policy was updated to that effect. The electronic collaboration tools subcommittee moved to recommend that the ASHRAE Policy and Procedure for Format, Activity, and Content of Web Sites for ASHRAE Groups (ROB ) be revised to include reference to electronic collaboration tools. Mr. Galler seconded. ECC Motion # PASSED (6-0-0, CNV)

19 (Attachment C: Suggested ROB changes.) Mr. Pouchak assigned an action item to Ms. Ratcliff to draft an official reply to PEC. (Action Item ) (Attachment D: ECC formal reply to PEC.) BREAK (20 Minutes) (12:05 PM 12:25 PM) 9. Subcommittee Reports A. ECC Strategic Planning Subcommittee Mr. Nix provided a report on strategic planning progress within ECC. He discussed a strategy idea of using a YouTube-type approach for dissemination of ASHRAE information and use of ASHRAExCHANGE to see what customers and members are interested in. ECC provided the correct avenue for the work to revise the ASHRAE TC websites, which when launched, will provide for more effective use of volunteer time by leveraging information AHRAE already has available in a data-driven way and will prevent rekeying on the part of webmasters. Data security is another strategic item for the Strategic Planning subcommittee, specifically in terms of Basecamp and a new possible electronic collaboration tool for ASHRAE groups and potential members. The Strategic Planning Subcommittee is thinking 3-5 years in the future to lay a foundation for ASHRAE communication among current and potential ASHRAE members. Ms. Callaway will staff the strategic planning subcommittee with chairs of the three current subcommittees. A goal will be to be proactive toward items that may come up to ASHRAE staff. The subcommittee will meet during the annual and winter meetings and perhaps once in between. DRAFT Mr. Pouchak underlined that it is important to discern which topics are the most important for ECC to focus on. For example items ECC has been involved with such as security, who to preserve electronic communications vehicles despite committee rollover, and password longevity among volunteer positions, provide many opportunities for policy development and review. B. Electronic Collaboration Tools Subcommittee Ms. Callaway recapped the electronic collaboration subcommittee meeting from earlier in the morning. Ms. Callaway moved that ECC recommend to the fiscal subcommittee of Publication and Education Council to provide funding to purchase unlimited licenses to allow the use of Basecamp for electronic collaboration at all levels of ASHRAE. Cody Pace seconded. ECC Motion # PASSED (7-0-0, CNV) Ms. Callaway presented the Basecamp overview presentation to introduce ASHRAE

20 committees/councils to program, including background on decision. (ECT MBO #5) This presentation is planned to be recorded as a GTM for training purposes. Ms. Callaway also presented an organizational chart showing an idea of how Basecamp could be rolled out. Development of a User Guide still in progress and will carry over until next year. (Attachment E: Basecamp overview presentation and chart) (Attachment F: ECT MBOs) C. Social Media Subcommittee Ms. Duffy shared research on effectiveness of various Facebook posts with the conclusion that the metrics show a business case for use of social media within ASHRAE. Most popular posts included one from the Atlanta chapter that was shared by ASHRAE, and those Live at a Chapter Event or Promoting a Chapter Event or Program were documented as having the most reach. (Attachment G: ASHRAE Atlanta Chapter Facebook Data used to determine widest reaching posts. ) Ms. Schoppelin presented the Facebook & Social Media: Guidelines and Best Practices for ASHRAE Groups, a presentation intended to guide ASHRAE groups on how to and why to use social media. This presentation is planned to be recorded as a GTM for training purposes. DRAFT Mr. Pouchak moved to approve the presentation for distribution. Mr. Murthy seconded. ECC Motion # PASSED (6-0-0, CNV) (Attachment H: Link to Facebook and Social Media: Guidelines and Best Practices for ASHRAE Groups on ASHRAE.org) (Attachment I: Social Media subcommittee MBOs) D. ECC s websites subcommittee created a webinar and PowerPoint on Best Practices for Chapter websites for use at CRCs and as a reference for Regional Electronic Communications, Chapter Electronic Communications Chairs, and Chapter Webmasters. The presentation will be shared with Members Council and made available on the Electronic Communications Committee page of ASHRAE.org. Mr. Potter intends to review regional websites and possibly create a "Best Practices for Regional Websites" document/webinar also. Mr. Pouchak moved to approve the Best Practices for Chapter Websites for distribution. Ms. Schopplein seconded.

21 ECC Motion # PASSED (7-0-0, CNV) (Attachment J: Link to webinar and PowerPoint on Best Practices for Chapter websites on ASHRAE.org) Mr. Galler created a summary of the ASHRAE Policy and Procedure for Format, Activity, and Content of Internet Sites for ASHRAE Groups to highlight information relevant to Chapters and distributed it to 153 chapter webmasters and received feedback from 3. Mr. Pouchak suggested a future goal for the subcommittee to determine if websites more compliant as a result of the summary guidance and survey. 10. ECC action items were reviewed. (Attachment K: ECC Action Items) 11. Next Meeting ECC conference calls will take place at regular and set times for Ms. Callaway will be in contact with the committee to set the dates. 12. Mr. Pouchak adjourned the meeting at 3:05 ET. DRAFT

22 Current July 1, 2015 Action Items for SY Last Revised 10/22/2015 No. Assigned Action Status Notes 6 ECT Whitepaper (User's Guide) / How To from Electronic Collaboration in progress 7 ECT Prepare/Plan an Overview on Basecamp (what it is / why to use it / how to use it > similar to Ms. Leblanc's presentation on social media) to in progress introduce the councils to Basecamp DRAFT

23 Electronic Communications Committee MBOs for Society Year Chair: Cindy Callaway Date: 27 June 2015 Objective SP 2014 Compl. by Fiscal Impact Resp. Party Comment/Status 1. Determine membership of subcommittees prior to Atlanta meeting (including new member welcome phone calls and mentor assignments) 2A Jun 2015 None Cindy Callaway, Mike Pouchak Complete 2. Initial implementation of Basecamp at Board and Council level. 3. Develop and Create Facebook user base and expand usage by 20% among ASHRAE TAC and PEC voting members DRAFT SP 2014 = Strategic Plan 2014 Initiative addressed by objective 2A 2A Jun 2016 Jun Improve TC web sites. 2A Jun Develop ECC cross committee/council/staff relationships. 6. Create information and training Resources presentation for ASHRAE membership 2A 2A Jun 2016 Jun 2016 Additional Recommendations for Strategic Planning: None at this time ECT = Electronic Collaboration Tools Subcommittee None None ECT SMS Discussions with TAC have started and TAC Basecamp site has been created. Discussions with BOD to start at Atlanta meeting. In Progress None WS In Progress None None Callaway ECT,SMS, WS In Progress SMS = Social Media Subcommittee WS = Web Sites Subcommittee CAC/st

24 ELECTRONIC COMMUNICATIONS COMMITTEE (ECC) Conference Call #2 / SY Tuesday, December 15, 2015 MINUTES 1. Call meeting to order Ms. Callaway called the meeting to order at 8:07 AM PT. 2. Roll call of ECC members, staff & guests MEMBERS PRESENT: MEMBERS ABSENT: BOD EX-OFFICIO PRESENT: COORDINATING OFFICER ABSENT: Cindy Callaway Steven Faulkner Gerardo Alfonso Richie Mittal Heather Schopplein Cody Pace Ponkamon Aumpansub Roderic Potter Megan Tosh Ted Zachwieja Roger Jones Chuck Gulledge STAFF PRESENT: Joslyn Ratcliff

25 3. Quorum Check (Need min. 6 of 10 voting members present for quorum) Quorum was not established as of 8:09 PT. 4. Review of agenda No changes were made to the agenda. 5. Review and approval of Conference Call #1 Minutes (Attachment A: Conference Call #1 Minutes) No changes were requested to the minutes. Since quorum was not established at this time, the minutes were not voted on for approval, and this item will carry over to Orlando. 6. Overview Reports A. Chair s Report (Cindy Callaway) i. The meeting of PEC was strategic in nature. The crux of the meeting in regards to ECC was Basecamp. Council is trying to get up to speed on Basecamp and Basecamp was used to post the files for the meeting instead of flash drives for the first time. ECC has been working to prepare a user guide and overview of Basecamp for use by Society, however, approximately 2 days before the PEC meeting, Basecamp 3 came out. The new Basecamp 3 enables features such as folders that are not present in earlier versions of Basecamp. While in Atlanta prior to the PEC meeting Ms. Callaway met with staff members Mary Townsend and Claire Neme who support the ASHRAE BOD and discussed with them what the needs of the BOD are in terms of electronic collaboration. Ms. Callaway to invite Mr. Faulkner to Basecamp 3. Mr. Comstock is moving forward with an Electronic Authoring Tool based on SharePoint with a goal of a rollout during SY B. Vice Chair s Report (Steven Faulkner) Mr. Faulkner attended the first day of the PEC meeting. C. Staff Report (Joslyn Ratcliff) i. Ms. Ratcliff reported on the migration progress with the TC websites. At the time of the call 53 sites were live and 18 were in the queue to come online within a week. ii. Ms. Ratcliff reported that referred motions 13a and 16 that would be discussed later in the agenda. iii. Barracuda seemed to be an issue related to a specific individuals and the issue seems to be cleared up. iv. Ms. Ratcliff let those on the call know that information on booking transportation or requesting reimbursement for travel to the Orlando Winter meeting are posted in Basecamp.

26 7. Subcommittee Reports A. ECC Strategic Planning Subcommittee (Cindy Callaway) Ms. Callaway reminded those on the call that nominations to standing committees for the Society year are due in the next couple of weeks. If anyone on the committee has suggestions or recommendations for ECC, please keep in mind that nominations are due soon. Ms. Callaway will reach out regarding PEC meetings that Mr. Faulkner and his subcommittee will need to be involved with in Orlando. B. Electronic Collaboration Tools Subcommittee (Steven Faulkner) Mr. Faulkner took the User s Guide for Basecamp 2 and made it into a Word document with a TOC. Mr. Faulkner asked for the committee to help review. Ms. Callaway suggested taking a strategic step back and finding out what is needed in terms of a User Guide now that Basecamp 3 is available and has folders. The User Guide is posted on Basecamp 2 here. Basecamp 3 has been purchased for ASHRAE use. The Basecamp 2 account will remain active until at least January. i. Mr. Alfonso will information regarding Basecamp use to Ms. Callaway or will put it on Basecamp ii. Early January is the new target date for the Basecamp for ASHRAE overview PPT Cindy has been working Social Media Subcommittee (Heather Schopplein) f+ms. Schopplein and Ms. Duffy plan to discuss presenting about social media with ASHRAE as part of the non-technical track at the St. Louis Annual Meeting. In addition the subcommittee aims to have the 3 presentations ready by January. Ms. Schopplein will speak with ASHRAE staff regarding social media planned for Orlando. ff+promotional narratives for publicizing social media best practice videos have been started. Subcommittee is waiting to release pending outcome of obtaining seminar slot at St. Louis meeting. Joslyn has made staff social media person, Alison Loughman, aware of this. A+ Websites Subcommittee (Rod Potter) Mr. Potter was not on the call. 8. Report on Action Items Action items are listed in the attachment B.

27 (Attachment B: Action Items.) 9. New Business this Meeting A. Region II (Hamilton Chapter) Motion 13a (11/5/2015): That Society modify current ASHRAE Conference Call Protocol to allow up to 10 conference call services to be available at Society Meetings. Ms. Ratcliff to seek more information regarding number of requests and costs from the technology and meetings sections respectively. (Attachment C: Motion 13a) B. Subcommittee meetings were decided upon as follows: Social Media Subcommittee Ms. Schopplein will contact the subcommittee to see about meeting at a time other than Saturday morning. Electronic Collaboration Subcommittee 8-9:30 AM Strategic Planning Subcommittee 10-10:45 AM (Meetings will take place in the Lake Virginia A Room (Lobby level) at the Hilton.) 10. Old Business This Meeting A. Region VIII (Monterrey Chapter) Motion 16 (6/30/2015): That the motion from Region VIII, Monterrey Chapter that Members Council approve Spanish translation to the membership process in the webpage of ASHRAE. i. The cost for translation from a professional translator ASHRAE has used in the past will be approximately $1,290. ASHRAE IT staff would do the conversion work to translate the process and they anticipate ~80 hours of work +/- once the changes were formally approved by ECC. Other projects that IT has on their plate will impact when they can start and finish this. ECC to decide how to proceed in order to respond back to Members Council. Since quorum was not established on the call this item will be voted on by the committee in Orlando. (Attachment D: Motion 16) B. Further thoughts on Digital Storyboard creation need to be addressed in terms of whether or not this should be in ECC s court. If not, ECC, what group within ASHRAE would be best to address it? A link to the Digital Storyboard can be found on the ECC Basecamp site. Ms. Ratcliff to add an action item for the Websites subcommittee to review the Digital Storyboard prior to Orlando to be prepared to provide thoughts in Orlando.

28 MBOs A. PubEd Council MBOs related to ECC include Basecamp, TC Website Upgrade. ECC MBOs can be found in Attachment D and have not changed. (Attachment E: MBOs) 12. Once Around the Room: Ms. Schopplein asked those on the call to her with any items for the social media subcommittee to address in Orlando. Mr. Faulkner will schedule a meeting with his subcommittee. Mr. Mittal is continuing to get up to speed with the committee s functions. Mr. Alfonso and Mr. Jones had no comments. 13. Next Meeting The next meeting will be the face-to-face at the Orlando Winter Conference. in the Lake Virginia A Room (Lobby level) at the Hilton from 11:00 AM 3:00 PM ET. 14. Adjourn The meeting was adjourned at 9:17 AM PT.

29 ELECTRONIC COMMUNICATIONS COMMITTEE (ECC) Conference Call #1 / SY Tuesday, October 20, 2015 MINUTES 1. Call meeting to order 2. Roll call of ECC members, staff & guests MEMBERS PRESENT: Cindy Callaway Steven Faulkner Gerardo Alfonso Richie Mittal Roderic Potter Heather Schopplein Ted Zachwieja DRAFT MEMBERS ABSENT: BOD EX-OFFICIO ABSENT: COORDINATING OFFICER ABSENT: STAFF PRESENT: Cody Pace Ponkamon Aumpansub Megan Tosh Roger Jones Chuck Gulledge Joslyn Ratcliff GUESTS PRESENT: Ken Cooper, TAC Special Activities Coordinator Vanita Gupta, ASHRAE Director of Marketing

30 3. Quorum Check Quorum was achieved with seven voting members in attendance. Kristin Gocke, ASHRAE Assistant Marketing Manager 4. Review of agenda The agenda was reviewed and an item E was added under new business, Digital Storyboard. 5. Review of Subcommittee and Mentor Assignments The list of subcommittee and mentor assignments as posted on Basecamp was reviewed. Ms. Callaway tried to pair people up based on time zones. Ms. Callaway answered a question from Mr. Mittal regarding how to contact mentors by suggesting either calling or ing and then asking the mentor / mentee about communication references. The list can be found in two places within the ECC Basecamp project: within the text files area and posted as a document in Basecamp at this link. 6. Atlanta Annual Meeting Minutes Ms. Schopplein moved to approve the Atlanta Annual Meeting Minutes as written. Mr. Mittal seconded. No discussion, all approved via voice vote. No opposition. ECC Motion # PASSED Attachment A ECC Approved Minutes Atlanta Annual Meeting 7. Overview Reports A. Ms. Callaway provided a chair s report and updated the committee on motions forwarded on to PEC at the Atlanta Annual conference. The new ECC MOP was approved, the Basecamp funding was approved without need to go to PEC as funds were already in the budget, and the ROB changes regarding electronic collaboration tools were passed in PEC and forwarded on to the BOD, then to SRC. B. Mr. Faulkner stated that he had no specific items to report in a vice chair s report. C. Ms. Ratcliff provided an update to the committee on progress and history of the ASHRAE TC Website redesign project, stating the goal for completion of upgraded sites is the St. Louis annual meeting. An update on staff posts by ASHRAE s marketing team have been taking place on ASHRAExCHANGE.org was also provided. DRAFT 8. Subcommittee Reports A. ECC Strategic Planning Subcommittee (Cindy Callaway) i. Ms. Callaway plans to schedule a call for this subcommittee to occur mid to late November, after the PEC meeting. B. Electronic Collaboration Tools Subcommittee (Steven Faulkner)

31 Mr. Faulkner led a discussion surrounding the completion of the User Guide. The committee agreed that the guide should be Society-specific and Ms. Callaway asked for a draft to be prepared prior to ECC Conference Call #2 in December. Ms. Ratcliff will send Mr. Faulkner draft from 2014 to be made more Society specific and will copy Ms. Cynthia Gage (TAC Special Activities Coordinator) following the suggestion of Mr. Ken Cooper. Ms. Callaway suggested setting up some calls between ECC and TAC regarding use of Basecamp and Mr. Cooper was supportive of the idea. Ms. Schopplein asked if there would be use for Basecamp with the new websites. Ms. Ratcliff suggested potential offline discussion regarding putting text on or around the members-only pages stating Basecamp is an option. Discussion took place regarding a new electronic authoring tool based on SharePoint that ties in with ASHRAE s membership database. This tool is in development by Steve Comstock s group at headquarters. Mr. Cooper suggested letting the individuals at headquarters that interface with TAC know more about the tool. Ms. Ratcliff will reach out to Mr. Comstock on this item. C. Social Media Subcommittee (Heather Schopplein) i. Ms. Schopplein informed the committee that the social media webinar is slated for completion prior to Orlando. Ms. Tosh and Ms. Schopplein talked to ASHRAE staff member Alison Loughman at the Annual meeting in Atlanta on how Social Media can be better used in the ASHRAE Event(s)app, specifically the hash tag #myashrae. Ms. Schopplein also mentioned an objective of bringing people back to ASHRAExCHANGE, maybe once a month a social post would be a good way to promote synergy among ASHRAExCHANGE and other social media. Ms. Schopplein plans to schedule a call for this subcommittee to occur mid to late November. DRAFT Mr. Potter praised the SM PPT, but questioned whether or not ECC could speak for the Society per the disclaimer on slide 2 of the presentation, This presentation is maintained by the Electronic Communications Committee (ECC) of ASHRAE. It does not present official positions of the Society nor reflect Society policy. ECC may not act for the Society and the information presented here has not had Society review. Ms. Callaway states that while ECC has been empowered to provide guidance ECC can t speak for the Society. Ms. Ratcliff was assigned to review the ROB regarding speaking for Society. D. Websites Subcommittee (Rod Potter) Mr. Potter discussed the webinar he created providing best practices guidance for

32 chapter websites, and stated that a next step would be creation of a regional video. Mr. Potter was tasked with writing a short blurb of text that could be used to promote the video in Insights and / or esociety. Mr. Alfonso mentioned that having the experience of designing and updating both the Region XII site and the Colombia website, he can help the subcommittee advise from both the chapter and regional perspectives regarding best practices. Mr. Potter to schedule a separate conference call for the subcommittee. 9. Report on Action Items The committee had action items listed as In Progress during the Atlanta Annual meeting. AI6) Whitepaper (User's Guide) / How To from Electronic Collaboration AI7) Prepare /Plan an Overview on Basecamp (what it is / why to use it / how to use it > similar to Ms. Leblanc's presentation on social media) to introduce the councils to Basecamp Both are being worked on during the SY by the committee. Attachment B ECC Action Items 10. New Business this Meeting A. PEC Meeting in Atlanta, November 5-6 Ms. Callaway plans to attend and will advise the committee as appropriate on Basecamp following the meeting. B. Members Council referral (Region VIII (Monterrey Chapter) Motion 16 (6/30/2015) - membership process Spanish translation Ms. Ratcliff check on the cost for a professional translation as well as time and/or cost for programming. Mr. Alfonso suggested the tool used for the Colombia chapter website as a consideration to be used to reduce cost. DRAFT C. A few items were identified as being those that would benefit from promotion. Specifically, promotion of ASHRAE positional alias system, websites best practices video and social media best practices video. Mr. Zachwieja mentioned that from the positional alias system was being marked as spam by the Barracuda spam filter. Mr. Alfonso and Mr. Potter also noted they had experienced problems and a decisions was made not to promote the alias system until these problems could be identified and sorted out. Ms. Ratcliff will follow-up with Mr. Zachwieja to obtain samples of the s that failed. D. Members from ECC s electronic collaboration subcommittee may want to consider participation in the Handbook Committee training at Orlando meeting to introduce

33 Basecamp. E. A Digital Storyboard was discussed by Mr. Potter. A link to the Digital Storyboard can be found on the ECC Basecamp site MBOs > + PubEd Council MBOs related to ECC - Basecamp, TC Website Upgrade > qq^`ej J?Lp./+ Next Meeting ECC conference calls will take place at regular and set times. The next call will take place December 15 from 8:00 AM 9:30 AM PT..0+ Ms. Callaway adjourned the conference call at 9:30 AM ET. DRAFT

34 ELECTRONIC COMMUNICATIONS COMMITTEE (ECC) ASHRAE Annual Conference / Atlanta, GA Saturday, June 27, :00 a.m.-3:00 p.m., Atlanta Hilton, Room 402 / Floor 4 MINUTES 1. Mr. Pouchak called the meeting to order at 11:00 AM ET. 2. Roll call of ECC members, staff & guests MEMBERS PRESENT: DRAFT Mike Pouchak John Nix Pamela Duffy Cindy Callaway Michael Galler Steven Faulkner Vikram Murthy Cody Pace Heather Schopplein MEMBERS ABSENT: Roderic Potter BOD EX-OFFICIO PRESENT: COORDINATING OFFICER ABSENT: Mark Fly Darryl Boyce

35 STAFF PRESENT: Steve Comstock, ASHRAE Publisher, Staff liaison to PEC David Soltis, Group Manager of Publishing Services and Electronic Communication Joslyn Ratcliff, ECC Staff Liaison GUESTS: Mark Hydeman, past ECC Drayton Stott, Membership Promotion Marylin Listvan, past ECC Art Hallstrom, past ECC Gerardo Alfonso, incoming ECC Ted Zachwieja, incoming ECC Roger Jones, incoming BOD Ex-Officio Chuck Gulledge, incoming Coordinating Officer Lindesy King, Leadership U 3. Quorum Check Quorum was established with eight members present. 4. Review of agenda The agenda was reviewed and no changes were made. 5. Approval of Conference Call #6 Minutes Ms. Schopplein moved to approve the minutes and Ms. Duffy seconded. The conference call minutes were approved without discussion. ECC Motion # PASSED (7-0-0, CNV) (Attachment A: Conference Call #6 Minutes) DRAFT 6. Overview Reports A. Chair s Report Mr. Pouchak expressed gratitude for the contributions of past ECC leaders Angela Lewis and Spencer Morasch for the foundation they provided ECC. Mr. Pouchak pointed to Basecamp as a mechanism for transfer of knowledge for the future and invited current ECC members to share on Basecamp items they feel may be helpful, particularly those that may be helpful in the transfer and continuity of knowledge for incoming members. Data security, particularly how keep ASHRAE copyrighted materials safe from data mining and skimming, are among valuable initiatives that are being investigated by ECC, specifically by the Electronic Collaboration Tools subcommittee of ECC. The websites subcommittee has undertaken a huge initiative to overview compliance of websites, and redesign of the TC websites. Mr. Pouchak recognized outgoing members and subcommittee chairs. B. Vice Chair s Report Mr. Nix recognized the leadership of current chair Mike Pouchak and incoming leadership of Cindy Callaway. Mr. Nix will be moving to PEC for and will be looking

36 forward to seeing developments come through PEC as ECC continues its work. Mr. Nix highlighted specific areas of work being done within ECC as being particularly important including security, social media application, and TC website development as ongoing projects. Mr. Nix featured the fact that ECC is looking at which social media concepts work within ASHRAE by gathering metrics to see how social media fits into the ASHRAE member landscape. Mr. Nix underscored the fact that ECC is reacting to needs both from the grassroots level and from the BOD. C. Guests in the room were introduced. Drayton Stott from Membership Promotion (MP) stated that a current challenge for MP is serving the needs to YEA members, specifically in terms of alignment with directions MP is heading in and directions ECC will recommend. Mr. Pouchak referenced the social media guidance presentation from the social media subcommittee and suggested Mr. Stott reach out to Ms. Ratcliff. Steve Comstock, ASHRAE Publisher and staff liaison to Publishing and Education Council (PEC), introduced himself and thanked ASHRAE staff for their work. Mr. Pouchak mentioned an chain from a few years ago among Mr. Pouchak, Mr. Dwyer, and Mr. Comstock regarding safeguard of ASHRAE s intellectual property. This discussion has been a basis for ECC s ongoing work to safeguard intellectual property. Mr. Comstock stated ASHRAE exists to make information available, but at the same time it s important to keep that information safe. Mr. Fly echoed the comments made, and added that ASHRAE makes its revenue in part from intellectual property it sells and that safeguarding that data in essence helps to safeguard that revenue stream. Mr. Nix added that ECC is involved with development of the communication link within ASHRAE. That link could serve as a link to how the rest of the world is doing things. Within ECC policy can be set that drives that link and as such the committee is in a position to guide the way that other committees communicate. DRAFT Marylin Listvan, past ECC, and current moderator of the ASHRAE LinkedIn Group is interested in becoming an interested member of ECC. Mark Hydeman Noted that he s been using Basecamp successfully for GPC 36, specifically for public review. Mr. Pouchak suggested that Mr. Hydeman keep in contact with Ms. Callaway on how he s been using Basecamp successfully for GPC 36. Mr. Pouchak discussed a need for staff champions for Basecamp to help with the adoption process. Mr. Hydeman suggested a helpdesk for Basecamp and Mr. Pouchak offered that ECC has a video, slides, and a whitepaper in their sites. Mr. Hydeman offered to assist with training materials, specifically any helpdesk / best practices that may be established and Mr. Pouchak was supportive of this idea.

37 D. BOD Ex-Officio s Report Mr. Fly thanked the committee for the work they ve been doing and noted the work that s been done since he originally helped with the drafting of the original MOP and ROB to establish ECC. Mr. Fly also made note of the turnover among ECC for E. Staff Report Ms. Ratcliff encouraged committee members to download the ASHRAE app, visit ASHRAExCHANGE, and reminded committee members to turn in any transportation vouchers. 7. ECC moved to change its MOP to reflect that the number of members in the committee shall consist of the number of voting members as authorized in ROB , replacing the use of an actual number that can be outdated. Ms. Duffy moved to revise the membership information in the ECC Manual of operating procedures for ECC to from The Electronic Communications Committee (ECC) shall consist of 8 voting members as described in ROB to shall consist of the number of voting members as authorized in ROB in order to keep the ECC MOP in sync with the ROB. Ms. Schopplein seconded. ECC Motion # PASSED (7-0-0, CNV) (Attachment B: ECC Suggested MOP changes) 8. ECC discussed a formal response and moved to amend ASHRAE Policy and Procedure for Format, Activity, and Content of Internet Sites for ASHRAE Groups to address to PEC Action Item #10--Chicago, ECC to provide guidance on collaboration and file sharing tools for use in Handbook chapter development. Ms. Callaway noted that communication of this new policy, if accepted, would be important. The intent of the policy is to safeguard ASHRAE materials from unwittingly being subject to data mining and skimming. This would not preclude anyone from e- mailing Handbook chapters back and forth and Ms. Schopplein suggested wording to this effect. DRAFT Mr. Pouchak reiterated the intent of the policy is to protect ASHRAE s intellectual property and keep ASHRAE s ownership and control of the data in ASHRAE s hands. Mr. Soltis spoke of the new electronic collaboration tool being proposed for ECC s thoughts. Mr. Zachwieja asked if the policy refers to information accessible on individuals hard drives. Ms. Duffy clarified that the policy intent is regarding collaboration, not individuals working on documents individually. Mr. Hydeman suggested that another avenue to safeguard IP could be policy wording to the effect that in no cases shall ASHRAE copyrighted materials be shared on non-approved services, servers and wording in the policy was updated to that effect. The electronic collaboration tools subcommittee moved to recommend that the ASHRAE Policy and Procedure for Format, Activity, and Content of Web Sites for ASHRAE Groups (ROB ) be revised to include reference to electronic collaboration tools. Mr. Galler seconded. ECC Motion # PASSED (6-0-0, CNV)

38 (Attachment C: Suggested ROB changes.) Mr. Pouchak assigned an action item to Ms. Ratcliff to draft an official reply to PEC. (Action Item ) (Attachment D: ECC formal reply to PEC.) BREAK (20 Minutes) (12:05 PM 12:25 PM) 9. Subcommittee Reports A. ECC Strategic Planning Subcommittee Mr. Nix provided a report on strategic planning progress within ECC. He discussed a strategy idea of using a YouTube-type approach for dissemination of ASHRAE information and use of ASHRAExCHANGE to see what customers and members are interested in. ECC provided the correct avenue for the work to revise the ASHRAE TC websites, which when launched, will provide for more effective use of volunteer time by leveraging information AHRAE already has available in a data-driven way and will prevent rekeying on the part of webmasters. Data security is another strategic item for the Strategic Planning subcommittee, specifically in terms of Basecamp and a new possible electronic collaboration tool for ASHRAE groups and potential members. The Strategic Planning Subcommittee is thinking 3-5 years in the future to lay a foundation for ASHRAE communication among current and potential ASHRAE members. Ms. Callaway will staff the strategic planning subcommittee with chairs of the three current subcommittees. A goal will be to be proactive toward items that may come up to ASHRAE staff. The subcommittee will meet during the annual and winter meetings and perhaps once in between. DRAFT Mr. Pouchak underlined that it is important to discern which topics are the most important for ECC to focus on. For example items ECC has been involved with such as security, who to preserve electronic communications vehicles despite committee rollover, and password longevity among volunteer positions, provide many opportunities for policy development and review. B. Electronic Collaboration Tools Subcommittee Ms. Callaway recapped the electronic collaboration subcommittee meeting from earlier in the morning. Ms. Callaway moved that ECC recommend to the fiscal subcommittee of Publication and Education Council to provide funding to purchase unlimited licenses to allow the use of Basecamp for electronic collaboration at all levels of ASHRAE. Cody Pace seconded. ECC Motion # PASSED (7-0-0, CNV) Ms. Callaway presented the Basecamp overview presentation to introduce ASHRAE

39 committees/councils to program, including background on decision. (ECT MBO #5) This presentation is planned to be recorded as a GTM for training purposes. Ms. Callaway also presented an organizational chart showing an idea of how Basecamp could be rolled out. Development of a User Guide still in progress and will carry over until next year. (Attachment E: Basecamp overview presentation and chart) (Attachment F: ECT MBOs) C. Social Media Subcommittee Ms. Duffy shared research on effectiveness of various Facebook posts with the conclusion that the metrics show a business case for use of social media within ASHRAE. Most popular posts included one from the Atlanta chapter that was shared by ASHRAE, and those Live at a Chapter Event or Promoting a Chapter Event or Program were documented as having the most reach. (Attachment G: ASHRAE Atlanta Chapter Facebook Data used to determine widest reaching posts. ) Ms. Schoppelin presented the Facebook & Social Media: Guidelines and Best Practices for ASHRAE Groups, a presentation intended to guide ASHRAE groups on how to and why to use social media. This presentation is planned to be recorded as a GTM for training purposes. DRAFT Mr. Pouchak moved to approve the presentation for distribution. Mr. Murthy seconded. ECC Motion # PASSED (6-0-0, CNV) (Attachment H: Link to Facebook and Social Media: Guidelines and Best Practices for ASHRAE Groups on ASHRAE.org) (Attachment I: Social Media subcommittee MBOs) D. ECC s websites subcommittee created a webinar and PowerPoint on Best Practices for Chapter websites for use at CRCs and as a reference for Regional Electronic Communications, Chapter Electronic Communications Chairs, and Chapter Webmasters. The presentation will be shared with Members Council and made available on the Electronic Communications Committee page of ASHRAE.org. Mr. Potter intends to review regional websites and possibly create a "Best Practices for Regional Websites" document/webinar also. Mr. Pouchak moved to approve the Best Practices for Chapter Websites for distribution. Ms. Schopplein seconded.

40 ECC Motion # PASSED (7-0-0, CNV) (Attachment J: Link to webinar and PowerPoint on Best Practices for Chapter websites on ASHRAE.org) Mr. Galler created a summary of the ASHRAE Policy and Procedure for Format, Activity, and Content of Internet Sites for ASHRAE Groups to highlight information relevant to Chapters and distributed it to 153 chapter webmasters and received feedback from 3. Mr. Pouchak suggested a future goal for the subcommittee to determine if websites more compliant as a result of the summary guidance and survey. 10. ECC action items were reviewed. (Attachment K: ECC Action Items) 11. Next Meeting ECC conference calls will take place at regular and set times for Ms. Callaway will be in contact with the committee to set the dates. 12. Mr. Pouchak adjourned the meeting at 3:05 ET. DRAFT

41 Current July 1, 2015 Action Items for SY Last Revised 10/22/2015 No. Assigned Action Status Notes 6 ECT Whitepaper (User's Guide) / How To from Electronic Collaboration in progress 7 ECT Prepare/Plan an Overview on Basecamp (what it is / why to use it / how to use it > similar to Ms. Leblanc's presentation on social media) to in progress introduce the councils to Basecamp DRAFT

42 Electronic Communications Committee MBOs for Society Year Chair: Cindy Callaway Date: 27 June 2015 Objective SP 2014 Compl. by Fiscal Impact Resp. Party Comment/Status 1. Determine membership of subcommittees prior to Atlanta meeting (including new member welcome phone calls and mentor assignments) 2A Jun 2015 None Cindy Callaway, Mike Pouchak Complete 2. Initial implementation of Basecamp at Board and Council level. 3. Develop and Create Facebook user base and expand usage by 20% among ASHRAE TAC and PEC voting members DRAFT SP 2014 = Strategic Plan 2014 Initiative addressed by objective 2A 2A Jun 2016 Jun Improve TC web sites. 2A Jun Develop ECC cross committee/council/staff relationships. 6. Create information and training Resources presentation for ASHRAE membership 2A 2A Jun 2016 Jun 2016 Additional Recommendations for Strategic Planning: None at this time ECT = Electronic Collaboration Tools Subcommittee None None ECT SMS Discussions with TAC have started and TAC Basecamp site has been created. Discussions with BOD to start at Atlanta meeting. In Progress None WS In Progress None None Callaway ECT,SMS, WS In Progress SMS = Social Media Subcommittee WS = Web Sites Subcommittee CAC/st

43 Current July 1, 2015 Action Items for SY Last Revised 12/15/2015 No. Assigned Action Status Notes 6 ECT Whitepaper (User's Guide) / How To from Electronic Collaboration in progress 7 ECT Prepare/Plan an Overview on Basecamp (what it is / why to use it / how to use it > similar to Ms. Leblanc's presentation on social media) to introduce the councils to Basecamp in progress 8 Staff Seek clarification on Motion 13 a in progress Ms. Ratcliff to seek clarification on requests coming in per ECC CC #2.

44 [Type text] 1791 Tullie Circle NE Atlanta, Georgia Tel Joyce Abrams Director Member Services TO: FROM: Cynthia A. Callaway, Electronic Communications Committee Chair Joslyn Ratcliff, Electronic Communications Committee Staff Liaison Joyce Abrams DATE: November 13, 2015 SUBJECT: Members Council Referral During the fall Members Council meeting in November, the council referred the motion below to the Electronic Communications Committee. All Society level motions that are approved during Chapters Regional Conferences (CRCs) are sent to Members Council, who then determines how each of these motions would be best addressed. Many times, the Council will refer a motion to another ASHRAE body that has specific expertise and authority. Unless specified otherwise, such a referral does not imply that Members Council has vetted or endorsed the motion. Because the motion below fall within the expertise and authority of the Electronic Communications Committee, Members Council is referring the motion to you for consideration. I appreciate your keeping me advised of your actions and letting me know whether the motion has been approved or defeated. Let me know if you have any questions. Thank you. Region II (Hamilton Chapter) Motion 13a (11/5/2015): That Society modify current ASHRAE Conference Call Protocol to allow up to 10 conference call services to be available at Society Meetings. Background: From Society s Website, the conference call format is outlined. A recent request to have this service at the Life Members Executive Board meeting was turned down because of the cost dictated by the host hotel. The goal of this motion is to have more participation by members unable to attend their Society Committee Meetings. The obvious fear is if Society makes it easy to participate from home/office, there will be less income from registrations at the Society meetings. However, if members are unable to attend and participate at meetings, their input is lost. The limit of 10 is suggested to test the effectiveness of having service available rather than an unlimited number where the cost may be considered too high. A priority list would be developed with the Society President selecting the 10 to get the service. Electronic communication is here to stay. ASHRAE needs to adapt their Society Meetings to the best way to get the effective input by skilled members. If there is a better electronic way currently available to achieve input at meetings when members cannot attend in person, this motion may be redundant. Fiscal Impact: $5,000 for 10 services if HQ is unable to negotiate to have the service included in the base hotel contract. cc: Charles E. Gulledge, Publishing and Education Council Chair Steve Comstock, Publishing and Education Council Staff Liaison

45 [Type text] 1791 Tullie Circle NE Atlanta, Georgia Tel Joyce Abrams Director Member Services TO: FROM: Cynthia A. Callaway, Electronic Communications Committee Chair Joslyn Ratcliff, Electronic Communications Committee Staff Liaison Joyce Abrams DATE: October 2, 2015 SUBJECT: Members Council Referral to Electronic Communications Committee During the 2015 Annual Meeting in Atlanta, Members Council referred the motion below to the Electronic Communications Committee for consideration. Let me know if you have any questions. Thank you. Region VIII (Monterrey Chapter) Motion 16 (6/30/2015): That the motion from Region VIII, Monterrey Chapter that Members Council approve Spanish translation to the membership process in the webpage of ASHRAE. Background: The link does give ASHRAE information in Spanish, but does not remain so in the entire process. As soon as you click the Unirse en Linea (Join ASHRAE) the remaining process and pages are still in English. Many new potential members from Spanish speaking chapters are not as versed in English as those existing members. As a result, the process is very slow, and there are no notifications of the completed forms indicating start date or any updates. Fiscal Impact: Unknown. ASHRAE staff would have to engage the software vendor who provided the membership signup form and a licensing agreement with a third party vendor who may have to be engaged to provide the translation. cc: Charles E. Gulledge, Publishing and Education Council Chair Steve Comstock, Publishing and Education Council Staff Liaison

46 Electronic Communications Committee MBOs for Society Year Chair: Cindy Callaway Date: 27 June 2015 Objective SP 2014 Compl. by Fiscal Impact Resp. Party Comment/Status 1. Determine membership of subcommittees prior to Atlanta meeting (including new member welcome phone calls and mentor assignments) 2A Jun 2015 None Cindy Callaway, Mike Pouchak Complete 2. Initial implementation of Basecamp at Board and Council level. 2A Jun 2016 None ECT Discussions with TAC have started and TAC Basecamp site has been created. Discussions with BOD to start at Atlanta meeting. 3. Develop and Create Facebook user base and expand usage by 20% among ASHRAE TAC and PEC voting members 2A Jun 2016 None SMS In Progress 4. Improve TC web sites. 2A Jun 2016 None WS In Progress 5. Develop ECC cross committee/council/staff relationships. 2A Jun 2016 None Callaway 6. Create information and training Resources presentation for ASHRAE membership 2A Jun 2016 None ECT,SMS, WS In Progress Additional Recommendations for Strategic Planning: None at this time SP 2014 = Strategic Plan 2014 Initiative addressed by objective ECT = Electronic Collaboration Tools Subcommittee SMS = Social Media Subcommittee WS = Web Sites Subcommittee CAC/st

47 Technical Activities Committee (TAC) Liaison Report K. Cooper January 2016 Summary of TAC activities of interest to other committees 1) Remote Participation in Meetings (RPM) TAC has endorsed and is continuing to expand the capability of Technical Committees to have persons unable to be physically present actively participate in the meeting. (This is a name change from E & P or Electronic and Physical meetings.) There are expected to be 26 such meetings in Orlando. 2) New websites At this writing, 92 of 96 Technical Committees have a brand new committee website that features automated roster maintenance and in place information entry (no html required) as well as painless uploading and displaying of minutes, agendas and other information. 3) Updated TC MOP The MOP for Technical Committees (TC/TG/TRG/MTG) has been updated and reorganized for clarity and easier reference 4) Outlook compatible roster spreadsheet A special spreadsheet has been developed that features a reduced membership information set with headings that correspond to Outlook contact import settings for easy importation. This has been applied to all ASHRAE committees and can be found by logging in to your personal information and going to the committees page. There you will find three choices for each committee you are a member of PDF, regular complete roster spreadsheet and the new special spreadsheet. 5) Online rosters for TCs Staff and the Roster Coordinator are working on improving the procedure for updating and maintaining the technical committee roster. Currently, anyone can ask to join a technical committee as a provisional corresponding member by going to the ASHRAE website Click on the Join a TC button. 6) TAC/CEC coordinator TAC has established a formal coordinator with CEC to enhance the interaction between the technical committees and CEC. Currently this position is held by Kelley Cramm. 7) Training modules The TAC Training Coordinator has been developing and recording a series of short training webinars on various topics of interest to technical committees. These webinars are available at 8) CTTC outreach The Liaison Coordinator will be working with CTTC to develop ways of promoting membership in and participation in technical committees. 9) Liaison guidelines A revised set of guidelines for liaisons visiting technical (and other) committees is attached. These guidelines will help to make the limited time available to both the liaison and the committee more effective. 10) Tools for sharing There are several initiatives underway to help make the most efficient use of volunteer time where tasks require information sharing, such as revisions of handbook chapters, standards, RTARS and work statements. Much of this activity is originating from the Publications department, however TAC and ECC are investigating the use of Basecamp as one possibility. The Special Activities Coordinator will also be participating in the Publications initiatives.

48 Liaison Guidelines, January 10, 2016 Liaisons, Technical Activities Committee (TAC) Liaison Report K. Cooper January 2016 Whether you are attending a TAC Section Breakfast or a Technical Committee meeting, your primary task is to be sure that the committee understands what the most important information your committee wants this committee to know and to do it in the most effective way possible. The following guidelines will insure that you are successful and that you continue to have a cordial relationship. 1. INFORM the Section Head or Committee Chair in advance (if possible) that you will be attending and if you have specific time limitations for attending (such as you need to leave by XX:XX). 2. Before the meeting starts, BE SURE YOU TELL the Section Head or Committee Chair who you are, that you are available, wish to speak (if you do) and other responsibilities during the same time frame so that you can be recognized appropriately without interrupting the meeting as agendas are usually tight during the meeting. Committee Chairs recognize that you probably have other meetings you attend at the same time and they are always willing to make as much accommodation as they can without totally disrupting the meeting. However, you are probably not the most important thing on the agenda or your presence would have been requested in advance. 3. PROVIDE an electronic copy of the written material to the Committee Chair(s) and/or Secretary so that your information can be included in their documentation. You may also bring the written material to the breakfast or committee meeting. 4. DO NOT READ any written material you bring. All of our committee members can read. 5. BE PREPARED to summarize the 3 most important points. The rest can be read when the committee member gets a chance. This will keep your presentation brief, efficient and highlight the most important things you need to be sure everyone hears. 6. PLAN on your presentation taking no longer than 2 4 minutes exclusive of discussion or questions by the group. If the Section Head or Committee Chair wants to entertain discussion or questions, it is their choice. 7. If you are a new liaison to the section or committee, leave your contact information with the Section Head and Committee Chair(s) or Secretary. 8. Sign the attendance sheet.

49 ASHRAE Update ExO Report to Committees

50 Presidential Ad Hoc: Impact of Centralized Training on CRCs Charge: consider effect of centralized training on attendance at Chapters Regional Conferences (CRCs) Gathered data and statistics related to attendance at CRCs and Centralized Trainings Surveyed past Membership Promotion and Research Promotion Committee chairs to get feedback on experiences To present findings at 2016 Winter Conference

51 Presidential Ad Hoc: Chapter Volunteerism and Engagement Developing an easily replicated plan to mobilize, engage and inspire chapter volunteers to bring the message of ASHRAE s mission to the broader community Identified three broad areas for further investigation (titles are preliminary and descriptive only) Mentoring/Rewards Facilitating Chapter Participation/Volunteering ASHRAE Message to Broader Community To provide final report at 2016 Annual Conference

52 Presidential Ad Hoc: Building Performance Alliance Charge: develop a strategy to create training and tools that will enable building operations staff to meet or exceed a building s design performance potential Held a workshop in Washington, D.C., with 11 organizations represented Good feedback provided on key questions Final committee report expected at 2016 Annual Conference

53 New Tools

54 90.1 ECB, 90.1 Energy Cost Budget (ECB) app A tool for modeling compliance with ASHRAE/IES Standard Automates calculations needed to show a building project s compliance with Standard using the Energy Cost Budget (ECB) Method Input project parameters and then calculate proposed design s projected performance and compliance no need to build your own spreadsheet. Output results in Microsoft Excel for clients and project records Learn more at 901ecb.ashrae.org

55 Updated TC Websites Goal: to simplify editing process of technical committee websites All sites that chose to migrate are now live; ahead of previous goal of 2016 Annual Conference Very positive response Demo available at

56 Collaborative Software and Handbook Launching document collaboration software for Handbook chapters Allows several authors to work on a document together Eliminates members having to large files Good record of changes Available spring 2016

57 Legionella Standard 188 Establishes minimum legionellosis risk management requirements for building water systems Less than two months after publication, portions adopted in New York City following an outbreak that left at least 12 confirmed dead and more than 120 cases of infection

58 IAQA Update Discovering more opportunities for ASHRAE/IAQA collaboration: IAQ 2016, IAQ Position Document Full complement of staff on board Implemented reciprocal membership discounts Current focus is on growth of IAQA through implementation of the new Strategic Plan which centers around Education & Training, Regulatory & Industry Affairs, and Member Engagement Education & Training Regulatory & Industry Affairs Member Engagement IAQA University Training Courses Webinars Regulatory Affairs Industry News Annual Meeting Chapters Technical Committees