Transcript Slide 1

Region 1 Ad hoc
Training Committee Report
Charles Rubenstein
<[email protected]>
Pratt Institute - SILS
Region 1 August Meeting
Newark Liberty Airport Marriott – 18 August 2012
ad hoc Training Committee
COMMITTTEE MEMBERS:
– CHAIR: Past Director: Charles Rubenstein
The four area chairs:
– Central Area Chair: Lisa Shay
– Northeastern Area Chair: Tom Perkins
– Southern Area Chair: Robert Pellegrino
– Western Area Chair: Alexander Loui
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2013 BUDGET - INCOME
DESCRIPTION
2010
2011
2012
2013
IEEE Region 1 Rebate
69,900
68,500
68,000
68,000
IEEE-USA PACE Project Funding
15,001
12,731
13,000
13,000
IEEE-USA Annual Mtg Funding
7,982
6,860
5,500
5,500
iSTEP Events
0
0
1,000
400
R1 Meeting Companion/other Fees
4,895
600
5,000
1,000
Micromouse Contest (IEEE Fund)
0
1,500
1,500
1,500
Paper Contest (Life Member Fund)
1,500
1,500
1,500
1,500
Ethics, Other Contests
0
600
600
600
MGA Support - Member Engagement
0
0
10,000
10,000
Region 1 Assessment *
35,862 108,516
110,000
105,000 50.8%
TOTAL INCOME*
160,934 207,997
218,100
206,500 100.0%
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32.9%
6.3%
2.7%
0.2%
0.5%
0.7%
0.7%
0.3%
4.8%
2013 BUDGET - INCOME
60.0%
50.0%
40.0%
30.0%
20.0%
10.0%
0.0%
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2013 BUDGET - EXPENSES
DESCRIPTION
ADMINISTRATION
MEETINGS
2010
2011
13,928
17,300
2012
2013
1,700
17,350 7.5%
108,243 139,960 116,500 116,500 50.6%
STUDENT ACTIVITIES
16,598
25,050
25,900
26,000 11.3%
PROFESSIONAL ACTIVITIES
25,617
21,000
23,000
23,000 10.0%
CONFERENCE ACTIVITIES
6,032
23,750
28,250
26,850 11.7%
EDUCATIONAL ACTIVITIES
403
1,500
2,000
1,500 0.7%
STANDING COMMITTEES & REPS
9,194
13,200
14,250
14,500 6.3%
MISCELLANEOUS EXPENSES
4,201
3,140
0
4,000 1.7%
0
700
5,500
750 0.3%
CAPITAL EQUIPMENT PURCHASES
TOTAL EXPENSES*
184,216 245,600 217,100 230,450 100.0%
SURPLUS (DEFICIT) * (23,282) (37,603)
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1,000 (23,950)-10.4%
2013 BUDGET - EXPENSES
60.0%
50.0%
40.0%
30.0%
20.0%
10.0%
0.0%
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BUDGET NOTES 1 – Hotel Contracts
Contracts signed up to 3 years in advance
result in reduced sleeping/meeting
room costs. However, this year we were
hit with EXTRAORDINARY F&B
increases which caused major cost over
runs and high companion fees. We will
include F&B in the future.
Note: College campus meetings may not
have enough sleeping rooms…
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August 2012 Meeting F&B Analysis
As an example of F&B costs, meals are:
Breakfast cost is $28 + 22% = $34
Lunch cost is $43-50 + 22% = $61
Total: $95/person.
THUS, according to current R1 Policy:
1. Companions eating breakfast with the group
would be charged $17 (50%)
2. Additional Section Members eating Breakfast
and Lunch with group would be charged $50
(apx 50%).
BUDGET NOTES 2 – Workshop Costs
The Cost of R1 Workshop Training is apx.
$1000 per BoG member (1.5 days)
$600 per Training Workshop Attendee
Resulting in 2013 deficit of $23,950
Even with reduced attendee coverage
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BUDGET NOTES 3 – iSTEP Program
Costs $20K R1-R6 Revitalization Programs
$10K MGA Contribution
$10K R1 Contribution
We are struggling to find the right mix of
content, volunteers and presenters this
year having gotten off to a rushed start
last year. Plans need to include more
student input and buy in.
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Costs us 50% of first $20K…
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Budget Notes 4 – Major Costs Analysis
Income
Admin
0
Expense
17,350
DATA TYPE ANALYSIS
NET COST TO REGION
MEETINGS:
Meetings
105,000
Student
116,500
26,000
PACE Committee
3,600 18,500
23,000
10,400
42,850
(17,350) (11,500) (22,400) (4,500) (32,450)
R1 ad hoc Training Committee recommends 2 trainees per section for ONE day of training.
Additional trainees, or trainee participation in R1 BoG meeting will be at section’s expense.
Expenses based on $1000/BoG member and $600 per training Workshop Attendee
($13,2K/track). Income based on Assessment. 2013 Budget require s2300 new members, or
+ $2 assessment
PACE:
R1 USA Annual Meeting Exposure, per R1 BoG Policy is:
$500/section x 22 = $11,000; plus cost of R1 reps (e.g. D-E) attending
Committees:
Includes Conference and Education Portfolios as well as all Standing Committees & Reps
Income = (0.051 through 0.055 plus 0.073 - $10K in MGA iSTEP support)
Expense = (Lines 171, 180 and 221. Includes $20K iSTEP expenses)
ad hoc Training Committee
TRAINING MODELS
PROPOSED TRAINING MODEL - 1
Model 1 - Status Quo
Annual Training Workshop/Region Meeting
Additional Cost = $45K ($80K vs. $35K for BoG only meeting)
THE PROBLEM: Training Workshop attendees, VIPs, and
staff tend to stay on for meeting costing Region
overnight and F&B for 2.5 days - typically exceeding
budget capabilities. In addition, hotel F&B, etc., charges
are escalating even with 'reduced' sleeping room rates
due to long term contracts.
To have Section Chair (part of BoG) plus four (4) additional
volunteers – typical – deficit in 2013 would be S23,450 for two
and another $13,200 for each added volunteer = $49,850
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PROPOSED TRAINING MODEL - 3
Model 3 – Area Level Training
Up to Four individual Saturday 10:00am - 5:00pm sessions, one per
area Overnight only for training presentation team (optional, paid for, by
attendees) Covered break and lunch only for attendees
One track - all attendees see all presentations
Change the Region/Training Meeting ($80K) to a Region Meeting
($35K ) ADD $8K/Area for Training Meetings (saves $13K/yr)
Deficit = $10,950
PROS: Decoupled from Region Meeting and its larger meeting costs
Smaller groups, possibly finer control over topics. Probably less than
$8,000 per session - saves $13K+
CONS: Four (possibly two joint area workshops) separate workshops to
schedule. Decoupled from Region Meeting and its larger meeting
discounts Trainer availability. IEEE Staff might not participate in
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PROPOSED TRAINING MODELS – 4 & 5
Model 4 – Every Other Year Training
Training held every other year (saves $22.5K/yr) Deficit = $950
PRO: Costs much less over two year period
CONS: Does not synchronize with HQ changes, terms of office, etc.
Some volunteers might not ever get trained...
Model 5 – On-line Training using CLE (etc.)
Intensive use of CLE and online webinars for volunteer training.
PRO: No Cost to Region/Section (saves $45K/yr) Surplus = $21,550
CONS: Not ready for roll out at this time.
Volunteers should be required to check CLE for their assigned roles on
election/appointment.
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PROPOSED TRAINING MODEL - 2
Model 2 – Section Partnership
RECOMMENDED by ad hoc,
reflected in distributed Draft Budget ver. 5
Executive Summary:
Region pays for training to the section chair plus 3
other section officers. The section chair would
also be funded to attend the R1 meeting after the
training. If other officers decide to stay for the R1
meeting, it would cost the section approx. $275 per
person. Deficit = $23,450
See next slide for additional information
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PROPOSED TRAINING MODEL - 2
Model 2 – Section Partnership – RECOMMENDED
Reduction to THREE (3) 'paid for' attendees at training for 2013
1.
(Chair plus TWO (2) - in addition to other BoG Members)
2.
Training Workshop invitees 'on own for lunch'
3.
1:00pm Friday Start, 11:00am Saturday END of Training Workshop
4.
Region to cover standard travel expenses per IEEE guidelines, Friday
night group Dinner, ONE (1) night hotel accommodations, and Saturday
morning breakfast ONLY.
5.
Workshop Attendee options of participating in the Region BoG Meeting
Option A: $0 Volunteer goes home after training, lunch on own.
Option B: $275 Section/Individual pays $275 overall (not separable)
cost to attend BoG meeting as follows:
Saturday Lunch ($50), Dinner ($75) and overnight hotel room ($125),
and then Sunday Breakfast ($25)
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MOTION 1 from Committee
The Chair and Two (2) additional volunteers from
each section (volunteer roles to be determined
at a later date) be invited to participate in the
2013 Annual Region 1 Training Workshop as
noted in Training Model 2. This model will be
evaluated after the reimbursement requests are
in to determine if it satisfies the needs of the
Region and its Sections. It is understood that
this model’s costs are already included in, and
constitute the 2013 Draft Budget with a deficit
of $23,450. Short form on next slide…
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BUDGET MOTION 1 – short form…
Coming from the Budget Committee
To approve the distributed Revision 5
Region 1 2013 Draft Budget
2013 Training of two (2) volunteers per section
(Additional trainees welcomed at apx. $600;
attendees staying for Region Meeting,
additional apx. $275 cost to sections)
Showing a budget deficit of $23,450
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Alternate BUDGET MOTION #1
Coming from the Budget Committee
To approve a modification to the
distributed Revision 5 Region 1 2013
Draft Budget, removing 2013 R1
Training Workshop (Model 4)
(Budget line 2.01 becomes $35,000; total
expenses are reduced to $195,450; yielding
a net SURPLUS of $11,050)
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Alternate BUDGET MOTION #2
Coming from the Budget Committee
To approve a modification to the
distributed Revision 5 Region 1 2013
Draft Budget, to include a BoG
Retreat in lieu of 2013 Training
Workshop (to consider other training options)
(Budget line 2.01 becomes $54,000; total
expenses are reduced to $204,450; yielding a
net SURPLUS of $2,050)
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MOTION 2: R1 ASSESSMENT INCREASE
Coming from the Budget Committee
To approve the increase of the
Region 1 assessment by $2 (from
$5 to $7) effective with the 2014
dues renewal to cover the
increasing expenses of annual
volunteer training.
Anticipated additional income: $40K
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