INCOSE-HRA BoD Meeting Minutes Date: THU 18FEB16 Time: 12 PM 1 PM Location: Teleconference

Transcription

1 Changes can be proposed by any BOD member, but require the President s approval or a ¾ majority vote of those present to be added. 1. Call To Order: The meeting was called to order at 12:00 PM EST by President Mary Stuczynski. 2. Roll Call & Quorum: A simple majority Chapter Officers (7) is required for a Quorum. 10/13 were present. Officer Name Present 1-President Mary Stuczynski Yes 2-Vice President Ben Hudson Yes 3-Treasurer Figen Baysal Yes 4-Secretary Chad Peyton Yes 5-Past President Dennis Perry Yes 6-Director at Large for Programs Comfort Bell Yes 7-Director at Large for Mary Claire McLaughlin Yes Membership 8-Director at Large for Dr. Holly Handley Yes University Liaison 9-Director at Large for Bettina Soost Yes Corporate Liaison 10-Director at Large for Government Liaison Position has not yet been filled. N/A 11-Director at Large for Training John Clark No and Education 12-Director at Large for Kelly Moses No Publications 13-Director at Large for Duron Shearn No Communications 14-Webmaster Jeff Rowell Yes Members and Invited Guests in Attendance Name Organization Page 1 of 11

2 3. BoD Inputs: BoD members should provide a short report to the Secretary even if they cannot attend the meeting. 1-President Officer Input 1. All positions except Gov t Liaison must fill appropriately, gov t experience. 2. All Handovers complete. 3. Deputies covered? 4. Deputy position, Jovan Celar (NNS) is looking. Let me know ASAP. 5. Letter to boss about position, w/permission (points). 6. To Emphasize Sys Think I approached Ed Gunteski, Deputy Chief NNS for opportunity to expand sys thinking into Apprentice School. He found another way, prompted by my offer. Kevin will support with material. 7. Shipbuilding Vision 2025 (Mary, Doug Law, Alan Fitzmorris (Hal Todd), EB Kevin Topp. 8. Following commitments have been provided: a. TSEF: Dennis, Mary, Chad, Duron, Comfort. b. PEC: Bill Olson +1, Duron +1, Mary, Mary Claire, Kelly Moses, Chad, Ben. c. Career Day: None? 9. Website Familiarity. 10. Website Development. 11. Board Minutes Online, All must self-check, must self-save! 12. Remember op eds. 13. President s welcome, point to. 14. Your position message. 15. Article, events, SWOT. 16. Jeff interface. 17. CAB Familiarity. 18. SE VISION SE Handbook. 20. Pet Project. 21. Chapter points. 22. Review document, report accordingly. Page 2 of 11

3 Officer 2-Vice President 3-Treasurer 4-Secretary 5-Past President 6-Director at Large for Programs 7-Director at Large for Membership 8-Director at Large for University Liaison 9-Director at Large for Corporate Liaison Input 1. I will discuss officer hand over for VP and from PD. 2. I will mention our goal for points in I will discuss backup people for President, VP, and PD. 4. I will discuss the INCOSE Leadership Institute and request 360 feedback. 5. We will discuss addresses. 6. We will finalize plans for Feb meeting and discuss March with Ingalls speaker. 1. See Attachment B for this month s Financial Report. 1. The Minutes from the THU 28JAN16 Dinner Meeting have been posted to the Website. 2. I created a new template for the Meeting Agenda. Any comments from the BoD regarding its format and contents will be appreciated. 1. Update on Pet Project: plan to have a meeting with the person who is designing the new logo. The goal is to have four designs. The membership will then vote on which one to choose. The designer will then make different versions of the new logo for clothes, poster, flyers, etc. 1. Budget for Meeting Rooms. 2. INCOSE functionality (Is it working for everyone?). 3. INCOSE Plan Collaboration with Kevin Topp 4. Status of Open House, PEC Banquet, and Tidewater Science & Engineering Fair (TSEF). 5. Upcoming INCOSE Events. 1. Working on gathering the membership information. 1. I will provide an update on progress in establishing the System Engineering Honor Society at ODU. 1. I have obtained the contact information on the traditional 3 sponsors. 2. I would like to encourage greater contributions from sponsors and is working to determine membership level benefits prior to making contact. 3. I have some ideas to propose in New Business. Page 3 of 11

4 Officer 10-Director at Large for Government Liaison 11-Director at Large for Training and Education 12-Director at Large for Publications 13-Director at Large for Communications 14-Webmaster Input 1. Continued developing and presenting the INCOSE SE Handbook V4.0 Tutorial weekly webinars. 2. Continued recruiting and scheduling presenters for the INCOSE Tech Ops monthly webinars. 3. Participated in the INCOSE 2016 International Workshop (IW) in Los Angeles. Chaired the Training WG and Process Improvement WG meetings and delivered revised Quad charts. Represented the HRA Chapter at chapter-related meetings. 1. I am working with Mary to best define the products for and role of Director at Large for Publications. 1. Discussion on LinkedIn/Facebook/Twitter accounts. 2. Addition of marketing account with Go Daddy. 3. Communication backup. 4. Training session for BoD on how to distribute s / log into Go Daddy account. 1. The website is evolving. 2. I took the logo off and the BoD ad. 3. I have not looked at the behind the firewall SharePoint site to see how to use that. Page 4 of 11

5 4. Old Business Number Description Discussion 1 Required training for BoD Members Chad-what training is required, location of the training on INCOSE Connect, when is it required to be completed, how do we verify that we have completed the training? Chad-Here is the link to the training: nd+videos 2 Refreshing the Chapter Plans Chad-need to refresh the following for 2016: 1. Bylaws HRA-INCOSE Organization Plan HRA-INCOSE Operating Plan HRA-INCOSE Strategic Plan HRA-INCOSE Strategic Plan Appendices HRA-INCOSE Program Development Plan HRA-INCOSE Membership Plan HRA-INCOSE Membership Plan Appendices HRA-INCOSE Publicity and Communications Plan HRA-INCOSE Trifold. I think that we will need several in-person meetings to do this. What are the deadline(s) to complete these items so we can get maximum points? Did I leave any out? 3 SWOT RVTM Update Chad-Some of the short-term and long-term actions were discussed at the THU28JAN16 Dinner Meeting. I labeled STA-5 (Establish a Web working group.) as complete in my SWOT RVTM tracking spreadsheet since Mary said that it was formed in NOV15 and has already met once. 4 Fill the Director at Large for Government Liaison position. Page 5 of 11

6 5. New Business Number Description Discussion 1 Bettina: Chapter Sponsorship Levels Need information on signage and approval to move forward. Bettina has an idea for three levels of sponsorship: Regular: $200. Gold: $500. Platinum: $1000 or $750 a year for three years. Bettina is working on a matrix and will send it to the BoD within the next two weeks. Mary told the BoD to help Bettina with the sponsors. Mary also mentioned possibly holding a sponsor dinner. 2 Meeting Dates Comfort Bell is working on these and will announce them at the MON 29FEB Dinner Meeting. 3 Sponsor Materials Chad asked Bettina to ask the sponsors for materials to hand out at the meetings (flyers, brochures, branded material, etc.). 4 Points Spreadsheet Mary said that this will be sent to all of the BoD members within the next week. Notify Ben of any activity which will accrue points. Ben said that we are aiming for lots of points this year. Keep documentation and/or take photos of events. Page 6 of 11

7 Number Description Discussion 5 Room Reservations Comfort said that some establishments are requesting an upfront deposit to reserve a room and another fee to be paid at the meeting. Mary and Dennis will work with Comfort to find establishments that do not require these Plans Comfort said that he is working on these and that he will send them to the BoD this weekend. Comfort asked the BoD what they wanted listed under their signature line. Page 7 of 11

8 6. Motions Number Seconded Carried Description Discussion 1 Approve Minutes from previous meeting (THU 28JAN16 Dinner Meeting). The motion was not made due to the length of the meeting Action Items Number Assigned Due Finish Title Description To Date Date Updates SE in Action (links to articles, papers, etc. that show the application of Systems Engineering, SE training, SE certification, SE professional development, etc.) Number From Link Description/Application to Systems Engineering 1 Chad The Oresund Bridge/Tunnel system is used in the SE Handbook (Section 3.6.2) as a Case Study Adjournment: The meeting was adjourned at 12:47 PM EST. Page 8 of 11

9 Attachment A Chapter Points Summary for JAN 2016 Summary Section 1 -- Planning Section 2 -- Activities Section 3 -- Communications Section 4 -- Membership Section 5 -- Technical Section 6 -- Outreach Section 7 -- INCOSE Support Section 8 -- Operations Section 9 -- Subjective Total Percentage of Gold Goal Point Cap Claimed by Chapter Previous Month Claimed by Chapter Current Month Min Points for Gold Explanation Page 9 of 11

10 Attachment B Financial Report Date Check Number Description Categories Credit Debit Balance 11/30/2015 Counter deposit Contributions $ $13, /10/15 balance Dues $ /21/2015 BB&T service charge Board Expense $4.00 $13, /12/16 balance Contributions $ /14/ PEC Dues Board Expense $25.00 $12, Interest $0.00 1/28/2016 Aberdeen Steak house BOD installation meeting Board Expense $ $12, Meetings $0.00 Fundraising $0.00 Board Expense $0.00 Meetings $0.00 Occupancay $0.00 Travel $0.00 Grants to others $0.00 Fundraising expens $0.00 Cost of items sold $0.00 Page 10 of 11

11 Attachment C Schedule of Events for 2016 Date MON 29FEB INCOSE-HRA Event FEB Dinner Meeting Planned Speaker and Topic for INCOSE-HRA Event Lauren Hamburg Augmented Reality - State of the Industry Other Organization Event Location for Event Mama Rosa's, 617 E Mercury Blvd, Hampton Backup Topic and Speaker Options None SAT 27FEB 2016 Peninsula Engineering Council Engineer of the Year Banquet Newport News Shipbuilding, Building 520, 6 th Floor, Newport News SAT 12MAR Tidewater Science and Engineering Fair Old Dominion University, Norfolk THU 24MAR Coastal Virginia Cyber Symposium The Westin, Virginia Beach Town Center Attachment D Membership Report The following chart will be filled out throughout the year to show a comparison of new membership each month for the years of 2010 through From this chart, the INCOSE-HRA BoD may be able to gauge trends among the specific months new members typically join and plan membership activities accordingly. Year Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec Total Members Joined since January 1, 2016 = Total Active Members as of THU 18FEB16 = Page 11 of 11