SPE Section Annual Report 2018

Transcription

1 SPE Section Annual Report 2018 IMPORTANT: All sections are required to submit an annual activity and financial report by 1 June in order to be compliant with SPE policy. All active sections that submit by 1 June are eligible for awards. The awards recognize sections that display exemplary efforts in technology dissemination, section operations, member benefits, society and community benefits, and innovation. Section Name * Establishment Date (MM/DD/YY) Compliance Status * SPE Region * Country * 2017 Section Membership 2017 Retention 2017 Growth 2017 Student Membership If the details below are incorrect, please update them and submit a new roster. Annual report submission confirmations will be sent to the address below. Section Chair * Section Chair * SPE Regional Support * SPE Regional Support * Username Password Financial Details Please report your section s financials from 1 April 2017 through 31 March The numbers are for the entire section including all committees and study groups. te: Financial details are not used in consideration for awards. Enter all fields in USD Include numbers and decimal only (Example: ) Beginning of Year Balance for Total Resources: What was your bank account balance as of 1 April 2017? * What was your balance of all other investment accounts as of 1 April 2017? * 1/19

2 End of Year Balance for Total Resources: What was your bank account balance as of 31 March 2018? * What was your balance of all other investment accounts as of 31 March 2018? * INCOME 1 April 2017 to 31 March 2018 What was your budget for income this year? * Interest and dividends earned * Registration from meetings and social activities * Sponsorships * Rebates from SPE International * Print newsletter advertising * Online advertising * * TOTAL INCOME EXPENSES 1 April 2017 to 31 March 2018 What was your budget for expenses this year? * Meetings and social activities * Student support and scholarships * Donations - Industry related * Donations - n-industry related * Print newsletter * * TOTAL EXPENSES How much money do you target to keep in reserves each year? * TOTAL OPERATING BUDGET 2/19

3 CALCULATION CHECK The calculation check should equal 0. If not, it might indicate an imbalance in the section's financial records. Does your section have rotating events which generate significant income? (For example: an event which occurs every other fiscal year.) * How have you assessed your expenses in line with the changes in the industry? From where does your section receive funding for operations? Select all that apply. * Company support Events / Meetings Fundraising Local member dues Advertising What companies donate funding to your section? How much are the local member dues per year? * From what other sources does your section receive funding for operations? Does your section have its financial records reviewed or audited by an outside firm or person annually? * Who conducted the audit? * Upload a copy of the audit report. (*.pdf;*.doc;*.docx;*.xlx;*.xlsx* accepted) * (maximum size 300MB) Donations and Scholarships Does your section donate more than USD 5000 to any person or organization? * 3/19

4 List organization(s) and amount given. * Does your section give scholarships? * Please download and complete the scholarship information form. Upload scholarship details. (*.doc;*.docx;*.pdf;*.gif,*.xlsx;*.xls accepted) * (maximum size 300MB) Total number of scholarship recipients. * Total dollar amount of scholarships given. * Does your section give scholarships to non-industry related degrees? * Executive Summary In 200 words or less, summarize how your activities over the past year impacted your members. Think of this like a paper abstract or cover letter. This is crucial in determining award-winning sections. Include best practices as well as why you believe your section should be selected as a President's Award for Section Excellence winner. Executive Summary * 0/200 : 40 Needs and Challenges 4/19

5 than financial support, in what area do you feel your section needs the most support? (For example: retention strategies, member engagement, volunteer recruitment, board operations, succession planning, etc.) Please explain. Would your section benefit from an SPE officer visit? *Please note, this does not guarantee a visit. For what event? (For example: section anniversary, awards banquet, struggling to operate, etc.) Please provide details including the date(s) of events. * How would you describe industry activity in your area over the past year? * change Improved Worsened Describe the industry in your area. What is the focus? * Have any of the following changes occurred with industry employers in the section area? Select all that apply. Industry employer(s) moved INTO the area Industry employer(s) moved OUT of the area Industry employer(s) reduced staff Which industry employers moved INTO the section area? Which industry employers moved OUT of the section area? 5/19

6 Which companies have reduced staff in your area? Are there any circumstances or challenges of which you feel we should be aware? (For example: natural disasters, political changes, far from industry, distance between members, etc.) Technical Activities These activities enhance the technical competence of your members. Did your section organize any of the following technical events? Select all that apply. * Distinguished Lecturers (maximum 2 speakers provided by SPEI) Technical presentations (typically 1 hr.) Study group meetings (based around a specific technical topic) Field trips Training courses Symposiums - one day or multi day event Webinars - online meetings Did not organize any technical events How many Distinguished Lecturers? * How many technical presentations? * How many study groups? * What are the names of the study groups? * 0/60 How many study group meetings? * How many field trips? * 6/19

7 How many training courses? * How many symposiums? * How many webinars? * What other technical event(s) did your section organize? * How many other technical events? * Consider the best technical event of the past year. Describe the impact it had on your members. 0/250 Professional Activities These activities enhance skills which help your members succeed in the professional world. Did your section organize any of the following professional events? Select all that apply. * Networking / fundraising / social events Career related presentations to university students (Ambassador Lecturer visits) Career guidance events (i.e. career fairs, resume workshops, recruiting fairs) Soft skills; non-technical skills related to leadership such as public speaking, presentation skills, etc. Mentor programs Did not organize any professional events 7/19

8 How many networking / fundraising / social events? * How many career presentations to university students? * How many career guidance events? * How many soft skill events? * How many members participate in the mentor program? * Briefly describe the mentor program. * What other professional event(s) did your section organize? * How many other professional events? * Consider the best professional event of the past year. Describe the impact it had on your members. 0/250 Community Activities 8/19

9 These events educate the community about the petroleum industry. Did your section organize any of the following community events to enhance the image of the petroleum industry? Select all that apply. * Community education (including Energy4me classroom presentations, teacher workshops, etc.) SPE Cares (community service) Did not organize any community events Did your section use any of the following Energy4me resources? Select all that apply. Energy4me hands-on activities (lesson plans) Energy4me books, kits, or brochures Energy4me tutorial videos Energy4me PowerPoint presentation templates ne of the above How many Energy4me events? Please list your Energy4me event(s). 0/20 How many SPE Cares events? Please list your SPE Cares event(s). 0/20 What other community event(s) did your section organize? * Consider the best community outreach event of the past year. Describe the impact it had on your members and how it relates to SPE's mission. 0/250 Operations In what month do section operations begin? * 9/19

10 In what month do section operations end? * Goals Describe your section's goals for the past year and what progress was made. What goals have been established for next year? 0/200 Who was involved in setting goals? Select all that apply. Members SPE Regional Director Companies Industry advisors Who else was involved? Succession Planning Please review the roster SPE has on file and make updates if needed. Our section board has reviewed the roster and confirms it is accurate. Click here to confirm. * We agree Do you use committees to help complete the work of the board? * What committees does your section use? Select all that apply. * Awards Community outreach Members in Transition (MiT) Membership Programming Scholarships Senior Professionals Social Sponsorships Student support Women in Energy (WIN) Young Professionals 10/19

11 What other committee(s)? How often does your board meet? * Twice a month Once a month Every two months Once a quarter How often does your board meet? * Who regularly attends your board meetings? Select all that apply. Officers Committee chairs Faculty Advisor(s) Student chapter officers Who else attends the board meetings? Describe your section's election process. * How do you transition and train new officers? How does your section create a pipeline of future leaders? Bylaws/Operating Procedures Operating procedures, hereinafter referred to as bylaws, are a governing document for the management and activities of the section. They are an agreement between your section and your members. Below are the recommended sample bylaws. To help you, we have completed some of your key details in the sample. 11/19

12 If you select to not use the recommended sample, you will have the option below to submit a copy of your bylaws for review and approval. Separate policies and operating guidelines should also be maintained for the section. These should cover the following: Board position descriptions and responsibilities Board meeting frequency and process Committee details Details on succession and term dates Financial rules and managing reserves Refund/ event cancellation Student support and scholarship funding Section Bylaws ARTICLE 1: SECTION NAME AND JURISDICTION Section 1: The name of the section is. * Section 2: The section was established on (MM/DD/YY). * Section 3. The section headquarters city is. * Section 4. The section jurisdiction is. * ARTICLE 2: PURPOSE Section 1: These bylaws are a governing document for the management and activities of the section. The section is also governed by all policies set by the SPE International Board of Directors. Section 2: The section exists to further the mission and vision of SPE by providing local meetings for the discussion of subjects relating to the oil and gas industry. ARTICLE 3: MEMBERSHIP Section 1: An SPE membership is a requirement for membership to the section. Only SPE members in good standing who have selected this section as primary shall be members of the section. We will welcome and accommodate any SPE member visiting our area. ARTICLE 4: GOVERNANCE Section 1: The section board shall consist of a Chairperson and the following voting officers: Response * Response * Program Chairperson Membership Chairperson 12/19

13 Response Response Secretary Treasurer Officers Section 2: The section board will also include the following number of at-large, voting positions. Response * To reach a quorum for the vote, 70% of the voting positions must be present. Proxy votes will not be accepted. Section 3: The section board shall: Supervise the affairs and conduct the business of the section. Create policies and procedures regarding any payment transactions. Ensure financial transactions comply with established financial policies and procedures. ARTICLE 5: NOMINATIONS AND ELECTIONS The following process outlines election procedures for voting board positions. All positions are open to SPE members in good standing. Those holding elected positions must remain SPE members in good standing through their term. A nominating committee consisting of the following number of members shall be selected by the chairperson and confirmed by the board. Response * An open call for nominations will be made to section members. The nominating committee will prepare and share with the membership a list of candidates for each office and the date and location of a vote. Members will be given two weeks to object or request additions to the slate of candidates. On the published date of the vote, the board members will be selected by a majority vote of members present. If at any time during the term a board member resigns, the section chairperson will select a member to fill the vacancy for the remaining term. If the section chairperson resigns, the program chair will become the chairperson and appoint another member as program chair. ARTICLE 7: COMMITTEES Committees may be appointed by the section board. All committee actions, programs, and financial transactions are at the discretion of the section board. ARTICLE 8: BYLAW AMENDMENTS Amendments to these bylaws must first be approved by the board. Upon approval, the board will notify the membership of the proposed changes. If the board receives no objections to the changes 30 days following the notice, the amendment is adopted. A copy of the current bylaws is kept on file with SPE. ARTICLE 9: DISSOLUTION If the section board deems necessary to dissolve the section, an affirmative vote of two thirds of membership is required. A lack of vote is considered affirmative. At any time and for any reason, if dissolution is necessary, all remaining funds must be allocated to SPE. Check here if the section board requests to submit a copy of your We request to submit our own bylaws for review and approval. 13/19

14 own bylaws for review and approval. Communications What methods does your section use to communicate with your members? Select all that apply. * What format is your newsletter? How often do you send newsletters? Flyers or posters (at offices, meetings, etc.) Newsletters Magazines SMS / text messages (including WhatsApp, Viber, etc.) Website Phone calls Social media Printed Electronic Both printed and electronic Monthly Quarterly Annually How often do you send newsletters? What format is your magazine? * Printed Electronic Both printed and electronic What is the title of your magazine? * To whom is the magazine distributed? * Describe the type of content that is included in the magazine. * Who creates the content for the magazine? * Website URL * What social media does your section use to communicate with your members? Select all that apply. Twitter Facebook Instagram LinkedIn YouTube 14/19

15 Twitter URL * Facebook URL * Instagram URL * LinkedIn URL * YouTube URL * What other social media? * What other method of communication? (excluding social media) * How often does your section use this other method? * Two or more times per week Weekly Every two weeks Monthly Quarterly or less Membership Member Programs Are your members and companies dispersed across your area, where members cannot easily attend meetings? (For example: To accommodate, you host meetings in separate locations across your jurisdiction.) * Does your section have specific plans for any of the following? Select all that apply. * New member welcome Member recruitment Member retention Welcome transfers Award nominations - local Award nominations - SPE regional/international Welcome/recruit recent graduates Long term member recognition Volunteer recognition Sponsor appreciation ne of the above What other member program(s)? Describe your best member program plan. 15/19

16 0/150 Does your section have programs dedicated to any of the following targeted demographics? Select all that apply. * Unemployed members (Members in Transition) Senior Professionals (members age 55 and older) Faculty Companies Young Professionals (members age 35 and younger) Pre-university students targeted demographic(s) ne of the above Describe any services or benefits your section has created to support your unemployed members. Describe how your section engages Senior Professionals (age 55 and older). Describe how your section engages with university faculty. Describe efforts by the section to liaise with industry employers. Describe how your section engages Young Professionals (age 35 and younger). Describe how your section supports pre-university students. What other demographic(s)? University Students Does your section sponsor any student chapter(s)? * Number of sponsored student chapter(s) * Name of sponsored student chapter(s) * 16/19

17 n-compliant Student Chapters Does your section wish to continue to sponsor each of your student chapters? * If no, please list the student chapters you no longer wish to sponsor and provide an explanation. * 0/250 How would you describe your section's level of involvement with its sponsored student chapters? * High Moderate Low Comments Does your section have an officer responsible for working with student chapters? * How often do you communicate with student chapter officers? * Weekly Every two weeks Monthly Quarterly How often do you communicate with your student chapter officers? * How often do you communicate with the Faculty Advisor(s)? * Weekly Every two weeks Monthly Quarterly How often do you communicate with the Faculty Advisor(s)? * How is your section involved with your student chapter(s)? Select all that apply. * Reviews and approves budget Helps set goals Provides speakers Operating advice Reviews operating plan Assists with field trips Provides professional development opportunities such as internships Student chapter members invited to attend section meetings Section members invited to attend student chapter meetings/events Provides student volunteer opportunities at section events 17/19

18 Provides financial support In what way does your section provide financial support to students? Select all that apply. * Travel to section meetings Reduced cost for section events Travel to SPEI meetings or events (ATCE, paper contest, etc.) OnePetro subscription fees Participation in fundraisers General donations for unspecified cause What other way(s) is your section involved? What other type of financial support does your section provide? Describe any programs/activities that your section offers specifically for university students. (For example: symposiums, career fairs, mentors, competitions, lecture series, etc.) 0/200 Does your section engage with any universities where you do NOT have a student chapter? With what universities? Involvement Describe how your section works with other SPE sections. Optional: Photos You may provide up to three of the best photos of your section. Photos may be used in recognition ceremonies, so please ensure they are high resolution and consider the content. 18/19

19 Upload photo 1 Upload photo 2 Upload photo 3 SPE Section Annual Report (maximum size 300MB) (maximum size 300MB) (maximum size 300MB) Our section board has reviewed and accepts the SPE Conflict of Interest Policy. Click here to confirm. * We agree We hereby certify, to the best of our knowledge, the information provided in this report is accurate. We agree to have this report or portions of it available to other SPE sections. Click here to confirm. * We agree To submit your report, select Next. From the "Review" tab, verify your responses for the whole report. Then scroll to the bottom and click Submit. You will receive an on-screen confirmation after the report is successfully submitted. The section chair will receive a confirmation once submitted. 19/19