IEEE- Eta Kappa Board of Governors Minutes of the Meeting 25 January 2018 Approved at 18 February 2018 Board of Governors Meeting 1. Call to Order, Roll Call and Introductions. The IEEE-Eta Kappa Nu (IEEE-HKN) Board of Governors met on 25 January 2018. Chair Steve Watkins called the meeting to order at 2:31 pm EST. A member quorum was confirmed and attendance was as follows: IEEE-HKN Board Members Present Steve E. Watkins, President, IEEE-HKN Tim Kurzweg, Past President Ed Rezek Kathleen Lewis Michael Benson Sean Bentley Karen Panetta, President-Elect, IEEE-HKN Ron Jensen James Conrad Kyle Lady Rakesh Kumar John DeGraw IEEE-HKN Board Members Absent Enrique Tejera IEEE-HKN PRESENT Nancy Ostin, Director, IEEE-HKN Marcus Huggans Aaron Novelle, Program Manager, IEEE-HKN 2. Review and Approval of the Consent Agenda. The motion passed with the following results: - Approval of the December 2017 Board Minutes. (Reference agenda item 12) - Approval of Valparaiso University, Mu Rho Chapter was moved off the consent agenda 3. Approval of Valparaiso University, Mu Rho Chapter After brief discussion about how the new chapter approval process works, a motion to approve the creation of the Mu Rho Chapter at Valparaiso University was made, the motion passed. (Reference agenda item 13)
Page 2 of 5 4. Review and Approval of Agenda. The motion to approve the updated Agenda as submitted, the motion passed. (Reference agenda item 14) 5. President s Remarks President Steve Watkins made his first report, with the following items: - Welcome to the 2018 Board. - An overview and refocus on what defines IEEE- Eta Kappa Nu - Board Orientation, and how the Board operates as a strategic body - 2018 Goals and Appointments - Important dates in 2018 The following motions were made during the remarks: The motion was made to approve the standing committee chairs and appointments to the Board, a further motion to split the standing committee chairs and the appointments to the board was made, the motion passed. The motion to approve the standing committee chairs was considered (chairs list is given in the appendix), the motion passed. The motion to approve the appointment of Ron Jensen as Treasurer was considered, the motion passed. The motion to approve the appointment of Marcus Huggans as Secretary was considered. A further motion to refer to the Strategic Planning Committee was made, the motion failed. The original motion to approve Marcus Huggans as Secretary was considered, the motion passed with nays from Michael Benson and Kyle Lady. (Reference agenda item 15/16) 6. Strategic planning Committee Report Karen Panetta presented the Strategic planning report to the Board, with discussion and an action item to reach out to the sub-committees and assign dates to all major goals. (Reference agenda item 17) 7. Approval of the Outstanding Chapter Award Winners 2016-2017 John DeGraw presented the OCA report, the committee recommended 24 Chapters to receive the Outstanding Chapter Award for 2016-2017. The motion to approve the selected winners was presented, the motion passed. Alpha Chapter University of Illinois, Urbana-Champaign Beta Alpha Chapter Drexel University Beta Chapter Purdue University Beta Epsilon Chapter University of Michigan Beta Kappa Chapter Kansas State University Beta Lambda Chapter Virginia Polytechnic Institute and State University
Beta Omega Chapter Beta Theta Chapter Delta Epsilon Chapter Delta Omega Chapter Gamma Delta Chapter Gamma Tau Chapter Gamma Theta Chapter Iota Chi Chapter Iota Gamma Chapter Iota Zeta Chapter Kappa Psi Chapter Lambda Sigma Chapter Mu Alpha Chapter Mu Chapter Mu Iota Chapter Mu Nu Chapter Nu Chapter Zeta Beta Chapter (Reference agenda item 18) Page 3 of 5 University of Connecticut Massachusetts Institute of Technology Ohio University University of Hawaii at Manoa Worcester Polytechnic Institute North Dakota State University Missouri University of Science and Technology Oakland University University of California, Los Angeles California State University, Chico University of California San Diego University of California, Riverside UCSI University University of California, Berkeley Seattle University Politecnico di Torino Iowa State University Texas A&M University - Kingsville 8. Finance Committee report Treasurer Ron Jensen reported on the anticipated year-end financial results for 2017. IEEE- HKN will end the year with a loss of $24k, ahead of forecasted loss. IEEE-HKN had forecasted a loss due to the approved expenditure of the $20K for the new website, transfer of the production cost of THE BRIDGE from the Educational Activities budget to the IEEE-HKN Cost Center ($24k), and the overstatement of anticipated revenue from external grants and conference sponsorships. (Reference agenda item 19) 9. SLC Report Aaron Novelle presented a Student Leadership Conference (SLC) update to the Board. The SLC will take place at the University of Florida, Gainesville between13-15 April 2018. The planning and speakers are proceeding strongly, however the Chapter is struggling to secure funding outside of IEEE, further action from the Board and Staff will be taken to assist them. (Reference agenda item 20) 10. GDPR Update Tim Kurzweg presented an update to the Board regarding GDPR: The General Data Protection Regulation, also known as GDPR, is a new regulation within the European Union. IEEE will become compliant effective on 25 May 2018. Individuals will have more control over their online presence and personal information. The aim of the GDPR is to
Page 4 of 5 protect and empower individuals from privacy and data breaches in an increasingly data-driven world. The responsibility of keeping this personal data secure applies to IEEE. IEEE intends to implement the following actions to ensure IEEE is on the path to GDPR compliance, working to mitigate current risks across the organization. We will introduce the discipline of privacy by design, anonymization, and pseudonymization, to modify business processes in accordance with this legislation. By implementing a centralized consent management system, all applications will then consume services from this system to ensure that our customers interests are protected. Staff and volunteers will be trained to ensure compliance with the regulation. These changes will effect how HKN interacts with its members. (Reference agenda item 21) 11. Face-to-Face Meeting Update Steve Watkins presented an update on the face-to-face meeting in Orlando, Florida at the IEEE meeting series. The Board will meet for a dinner on Saturday 17 February, followed by an allday meeting on Sunday 18 February, between 8:30am-5:30 pm EST. (Reference agenda item 22) 12. Journey Mapping Report Ron Jensen presented the Journey Mapping report, discussing the student experience, developing the desired student experience including who is responsible for each experience, and prioritizing the most important items to improve on and the next steps in the process. In 2018 the Journey mapping ad-hoc will look at Chapter Leadership, Faculty and Young Professionals/Alumni. (Reference agenda item 24) 13. Lambda Tau Chapter, Hurricane Support. Ron Jensen presented a report on Lambda Tau Chapter, the chapter at the University of Puerto Rico at Mayaguez, affected by the Hurricane in 2017. He referenced their incredible dedication to the ideals of IEEE-HKN, giving an example of their collaboration with two other associations at UPRM provided a free lunch to 200+ students from UPRM that still suffer from the aftermath of hurricane María. With around 30% of the Puerto Rico population without power Ron Jensen encouraged the Board to support efforts to assist the Chapter. (Reference agenda item 25) 14. Old Business There was no Old Business 15. New Business There was no New Business. 16. Adjournment The Motion to Adjourn was made at 4:00 pm EST, the motion passed.
Page 5 of 5 Post-Meeting Item The motion to approve Stephen Phillips as Chair of the Outstanding Teaching Award was electronically sent out to all Board members. The motion passed unanimously with 100% Board participation. Submitted by: Aaron Novelle, IEEE-HKN Program Manager Appendix Dennis Leitterman Pamela Jones Ed Rezek John DeGraw Stephen Phillips Jamal Madni Alumni Committee Chair Awards Committee Chair Outstanding Chapter Award Subcommittee Chair Outstanding Student Award Subcommittee Chair Outstanding Teaching Award Subcommittee Chair Outstanding Young Professional Award Subcommittee Chair J. David Irwin Distinguished Service Awards Award Subcommittee Chair H. Vincent Poor Eminent Member Subcommittee Chair Alan Willson Tim Kurzweg Katie Lewis Michael Benson John Orr Sahra Sedigh Stephen Williams Enrique Tejera Sean Bentley James Conrad John Orr Amy Jones Outstanding Technical Achievement Award Subcommittee Chair Nominations and Appointments Chair PR & Communications, Chair Ritual Committee Chair Tellers Committee Chair Co-Editor in Chief, Bridge Editorial Board Co-Editor in Chief, Bridge Editorial Board Globalization Chair Faculty Advisor Ad Hoc Chair Conference Ad Hoc Chair History Ad Hoc Chair Model Induction Ad Hoc Chair S. K. Ramesh Development Ad Hoc Chair Frederick Berry Kyle Lady Ron Jensen Tim Kurzweg Professional Member Ad Hoc Chair Website Support, Chair Journey Mapping, Chair GDPR Ad-Hoc Chair