ExCom Minutes

Agenda: 

6:00 – Refreshments and Social (Virtual during COVID-19)

Discussion: guitar amplifiers made with vacuum tubes

6:30 – Adoption of Agenda

6:30 – Approval of previous minutes

6:30 – Reports: 

    • Treasurer's Report (Lee Oien) 
    • SAC Report (Ugonna Chikezie) -

      Ugonna provided updates on student activities. Make sure people get information on the January Rising Stars and learn about costs for registration. OIT has 20 people interested in registering. No response from the other student branches

    • WIE (Eve Klopf)- 

      Eve provided update on Women in Engineering. Book club meetings not very good attendance. Potentially move away from book club and try a quarterly social event.

6:47 – Action Items: Elections Committee -

Elections, updates provided by John Prohodsky. No nominations for ExCom Chair. Verified that request for nominations were sent out, with several participants finding the request in their email inbox.

Discussed the merits of in person meetings and improving engagement.

6:56 – Discussion Items: 

Coral Jean update on Science Fair. Checking if IEEE assisting with awards this year. Fairs on April 23rd and April 29th. Lee requested a proposal for how much for IEEE would donate. Last year was $250 twice. Lee proposed $500 total, for Coral Jean to divide between high school and middle schools.

ExCom voted and passed $500 for Science Fair awards

Lee suggested a link to science fairs from the Oregon Section website.

Some cities are interested, just need judges

Rebecca Burfitt offered OregonTech students to help volunteer at Science Fairs.

7:09 – Tonight's Focus: 

Robotics Society update by Ed Epp. Concur. When making reports, Ed finds a lack of response if appropriate process (checking the correct box, or inputting the right information) is used when requesting a refund.

Discussed the merits of a having to provide bank information on an App.

Rick Smith and Lee Oien offered their assistance if anyone needs help with Concur.

  • IEEE is a large organization, and maybe this works for execs that travel a lot, but a challenge for engineer members that only have to submit expenses a couple times a year. 
  • Rick and Lee are offering assistance to those that need help to work their way through the Concur application.
  • Expense report approval is a longer process than expected. It goes through both an approval and an audit process. Now it's been approved for payout. There seems to be a type of batch process to do the payout.

7:20 - New Business 

Rick Smith as Pace Chair is offering the use of his upgraded Zoom account.

7:30 – Future Focus:

Daniel Goodrich -- Winter Social.  Axiom corporate award. Student chapter to be determined. Daniel asking to have Lee pay with IEEE credit card for engraving.

Asking to expand beyond ExCom leadership and invite the entire section to the virtual social. General consensus is inviting the entire section is a good idea but wants to include Paulo before making a final decision.

David Silver volunteered to be on the ExCom in some capacity. David and John Prohodsky will connect to discuss in more detail.

7:45 – Adjournment

 

Attendees (WebEx):  Lee Oien (Treasurer), Rick Smith (PACE Chair), Daniel Engel (Webmaster), Daniel Goodrich (Awards and Events Coordinator), Ed Epp (RAS Chair), Sohrab Aftabjahani (CS Chair), Michael Bates (CS Vice-Chair), Eve Klopf (WIE Chair), John Prohodsky (Elections Committee Chair), Ugonna Chikezie (SAC Chair), Alex Higgins (PSU SB Chair), Jinsub Kim (SP Chair), Russ Mickiewicz, David Silver, Coral Jean Cotterell, Rebecca Burfitt.

Agenda: 

6:00 – Refreshments and Social (Virtual during COVID-19)

6:30 – Adoption of Agenda

6:35 – Approval of previous minutes

6:40 – Reports: 

    • Chair's Report (Paulo Vasconcelos) - Oregon Section meeting its retention goals for the 2020 membership year
    • Treasurer's Report (Lee Oien) - Travel advisory/Concur travel reimbursement application
    • Secretary Report (Heidi DeGarmo) - All Attendance Reports are filed
    • YoPro (Jay Guo) / SAC Report (Ugonna Chikezie) / WIE (Eve Klopf

7:25 – Action Items: Elections Committee

7:35 – Discussion Items: Volunteering Platform 3 benefits: Propel career as a technical expert, great platform for volunteers who do not regularly come to meetings, great way to recruit reliable volunteers as they are reviewed by peers on the website

7:45 – Tonight's Focus: Student Chapter PSU Alex Higgins Presenting

8:00 – Old Business / New Business

8:20 – Future Focus: Daniel Goodrich - Winter Social and Awards

8:30 – Adjournment

 

Attendees (WebEx):  Paulo Vasconcelos (Chair), Justin Wagner (Vice-Chair), Lee Oien (Treasurer), Heidi DeGarmo (Secretary), Rick Smith (PACE Chair), Daniel Goodrich (Awards and Events Coordinator), Ed Epp (RAS Chair), Ed Perkins (Nanotechnology Council), Sohrab Aftabjahani (CS Chair), Michael Bates (CS Vice-Chair), Jian Guo (YP Chair), Ugonna Chikezie (SAC Chair), Alex Higgins (PSU SB Chair), John Prohodsky, Richard Dorrance, Russ Mickiewicz, Diwakar Agarwal, Alex K, Brano, Hader

Attachments:
Download this file (Attendance.png)Attendance.png31 kB

Agenda: 

6:00 – Refreshments and Social (Virtual during COVID-19)

6:30 – Adoption of Agenda

6:37 – Approval of previous minutes

6:40 –  Introduction and Roll Call

6:45 Announcement - IEEE Fellow and Guest Speaker for Computer Society Thursday from 7 to 8 pm

6:40 – Reports:

Chair's Report (Paulo Vasconcelos) -

Congratulations to the newly elevated IEEE Oregon Senior Members: Eric Hall, Ivan Simoes Gaspar and Vikram Suresh

Open positions in ExCom: Membership Development, SAC Chair, Section Student Representative 

Core Skills Training: Remote Conference Options, Webex Training, Concur Training, Welcoming New Members

YTD Count of Activities for Affinity Groups and Chapters, minimum requirements already met

YTD Count of Events Student Chapters, OIT Klamath Falls 8 Events, very strong presence

 Treasurer's Report (Lee Oien) -

no pending checks 

awaiting IEEE annual payment

 Secretary Report (Heidi DeGarmo) - 

no missing attendance reports

YoPro (Jay Guo) / SAC Report (Matt Harrison) / WIE (Eve Klopf) 

7:25 – Action Items: Appoint Elections Committee - Ed Perkins appoints as Committee Chair

7:35 – Discussion Items: Ideas For Summer Social

7:45 – Tonight's Focus (Information Items): SSCS Chapter Focus Presentation

8:00 – Old Business / New Business

8:20 – Future Focus (next 3 months)

Jul:  Virtual Social

Aug: No meeting

 8:30 – Adjournment

 

Attendees (WebEx):  Paulo Vasconcelos (Chair), Justin Wagner (Vice-Chair), Lee Oien (Treasurer), Heidi DeGarmo (Secretary), Rick Smith (PACE Chair), Daniel Goodrich (Awards and Events Coordinator), Ed Epp (RAS Chair), Ed Perkins (Nanotechnology Council), Sohrab Aftabjahani (CS Chair), Eve Klopf (WIE Chair), Farhana (SSCS Chair), Jian Guo (YP Chair), Matt Harrison (SAC Chair), Xiaosen Lu, and Alex Higgins (PSU SB Chair).

Agenda: 

  • 6:00 – Refreshments and Social (Virtual during COVID-19)

  • 6:30 – Adoption of Agenda

    • Meeting started at 6:40
    • Round of introductions of name and title of attendees 
  • 6:35 – Approval of previous minutes

    • Motion made to approve March and April minutes
  • 6:40 – Reports:

    • Chair's Report (Paulo Vasconcelos)
      • Upcoming Conferences: Reach out and offer support, PES Chapter has already reached out to Transactive Energy Conference to be held in Portland December, 2020
      • Best practice for events in vTools
      • Summer Social - Canceled, IEEE supporting the local economy by keeping deposit in place for 2021 Summer Social
      • Explore the idea of a Virtual Summer Social, ExCom asking for input on ideas, limit to 100 in attendance for sake of time but Webex can support up to 1000 for live streaming
      • 2020 Section Support Disbursement- $250 for Chapters and $500 for Joint Chapters
      • 2019 Intel Volunteer Hours - Total 891 Hours = $8910
    • Treasurer's Report (Lee Oien)
      • Balance is currently $86,000 in the account
      • No outstanding bills or pending checks
      • Approves keeping $850 deposit in place for Summer Social 2021
    • Secretary Report (Heidi DeGarmo)
      • No missing attendance reports 
    • YoPro (Jay Guo) / SAC Report (Matt Harrison) / WIE (Eve Klopf)
      • YP PNW Leadership Summit July 17th in Portland Pending (May be canceled)
      • YP Events postponed until after stay at home order lifted
  • 7:25 – Action Items: Submit Timely Requests to Treasurer

    • Submit expense reimbursements with receipts, not waiting until the end of year
  • 7:35 – Tonight's Focus (Information Items)

    • Daniel Goodrich - PES Chapter creates 43% of all IEEE standards, official mission leading provider of scientific and engineering information on electric power and energy for the betterment of society, and the preferred professional development source for members. Represents the three major utility companies, PAC, PGE and BPA. Nine guest speakers a year. Meetings are every third Tuesday of the month. Recent field trip to Merwin Dam. PES summer meeting canceled. 

    • Joshua Cosby -  Klamath Student Branch has increased membership three times what it was previous year. The new project is a brain machine interface, student version of Elon Musk's neural link. Students are interested in doing projects, one they do outreach taking robots out to the high school sparking an interest in engineering and IEEE. Joshua is graduating, Matt Volpe continuing on in the Fall. This year started off strong with Rising Stars Conference. Student study group for engineering exam going strong with professor support. 

  • 7:50 – Old Business: 

    • Ed Perkins - Sustech Conference April 24-25, 2020, virtual on zoom, free student poster contest - 9 presented with 60 attendees on Thursday, 24 papers presented with 85 attendees on Friday, 68 attendees on Saturday. Awaiting refund from the hotel to reimburse seed money. 2021 will be held in Los Angeles and 2022 to be held in Portland. 
  • 8:00 – New Business: 
    • Jim Morris - Education Chapter to hold 2 events this year to stay active. Nanotechnology Council currently holding elections.  NTC Distinguished Lecture officially moved to online event. EPS/CASS Chapter have 4 events for the year currently on hold bc they all involve travel. 
  • 8:10 Discussion Item: Webex Tips - Training Topic (presentation attached)
  • 8:20 – Future Focus:

    June: TBD Jul: No meeting Aug: No Meeting
  • 8:30 – Adjournment

Attendees (WebEx):  Paulo Vasconcelos (Chair), Justin Wagner (Vice-Chair), Lee Oien (Treasurer), Heidi DeGarmo (Secretary), Rick Smith (PACE Chair), Daniel Engel (Webmaster), Daniel Goodrich (Awards and Events Coordinator), Ed Epp (RAS Chair), Ed Perkins (Nanotechnology Council), Pradeep Kumar (Comm Society Chair), Sohrab Aftabjahani (CS Chair), Eve Klopf (WIE Chair), Terry Lang (OrCNet Chair), Richard Dorrance (SSCS Vice Chair), Alex Higgins (PSU SB Chair), Rachel McAfee (OSU SB Chair), Joshua Cosby (OIT SB Chair), Dhawal Moghe, Jim Morris, Ken Hillen, Loren Lang, Matt Volpe, Partho Chakraborti, Souma Badombena.

Agenda: 

6:30 – Adoption of Agenda

  • The meeting started at 6:45 PM.

6:35 – Approval of previous minutes

  • Motion made to approve March and April minutes at the May meeting.

7:00 – Reports

  • Chair's Report (Paulo Vasconcelos)
    • Best Practices for remote conferencing.
    • Upcoming conferences to Portland. Chapter chairs to engage in organizing committees.
    • Review of travel restrictions for volunteers
    • Best Practices for events in vTools
    • Summer Social discussion. Waiting on more news. Potential for a virtual Summer Social.
  • Treasurer's Report (Paulo Vasconcelos on behalf of Lee Oien).
    • Those who received checks from the Section last month, please cash them. There will be a monthly reminder so that the Treasurer can consolidate the CBRS.
    • Section funds disbursement to be sent to societies that have concentration accounts - Chapter Chair should send the request to Paulo and Treasurer (Lee). There is a purchase card that can be used to utilize and manage the funds. Chapters that don't have Treasurer can ask Secretary to hold both positions. Chair and Treasurer can use the P-card.
  • Secretary (Heidi DeGarmo)
    • Presented events list with missing attendance reports.
    • Review of events logged YTD.
    • Region mtg this weekend - all virtual.
  • YoPro (Jian Guo)
    • PNW Leadership Summit to be postponed.
  • SAC (Matt Harrison)
    • OSU graduation postponed to October. Students are not in school.
  • Women in Engineering
    • WIE - book club is going strong. Ed offered to promote the book club at the Region 6 website. Heidi/Eve to send blurb to Ed.
    • New book: What If? by Randall Munroe.

7:40 – Discussion Items:

  • Calagator as an additional resource to promote meetings for non-members.
  • Computer Society event coming on April 30th.

7:50 – Action Items

  • Senior Member ElevationUpdate your profile, then reach out to Diwakar.
  • SusTech is completely virtual.

7:55 – Tonight's Focus (Information Items)

  • None.

8:00 – Old Business / New Business

  • None.

8:20 – Future Focus
May: PES and OIT Klamath Falls. Justin to confirm.
Jun: TBD
Jul: TBD

8:30 – Adjournment

Attendees (WebEx):  Paulo Vasconcelos (Chair), Justin Wagner (Vice-Chair), Heidi DeGarmo (Secretary), Jian Guo (YP Chair), Rick Smith (PACE Chair), Daniel Goodrich (Awards and Events Coordinator), Diwakar Agarwal, (Membership Coordinator), Ed Epp (RAS Chair), Ed Perkins (Nanotechnology Council), Michael Bates (CS Vice-Chair), Matt Harrison (SAC Chair), Rebecca Burfitt (OIT SB), Icek Warnecke (OIT SB Chair),  Jinsub Kim (SP Chair), Sohrab Aftabjahani (CS Chair), Alex Higgins (PSU SB Chair), Dwight Gray.