00 - MC Cover - Draft Library/Communities/Councils...TABLE OF CONTENTS PAGE(S) Principle Motions I-II Action Items (November Meeting) III-IX

MINUTES

MEMBERS COUNCIL ATLANTA, GEORGIA NOVEMBER 5-6, 2015

These minutes were approved by Members Council January 26, 2016.

TABLE OF CONTENTS PAGE(S) Principle Motions .............................................................................................................................. I-II Action Items (November Meeting) .......................................................................................... III-IX Call to Order .................................................................................................................................. 2 Review of Agenda ......................................................................................................................... 2 Approval of Minutes ...................................................................................................................... 2 Section Charter ............................................................................................................................. 2

New Business YEA Budget ............................................................................................................................... 2-3 GGAC MOP .................................................................................................................................. 3 Nominating Committee MOP (continues on p.38) ..................................................................... 3-5 Propose 2016-17 Presidential Initiatives ....................................................................................... 5 Committee Performance Review .................................................................................................. 5 Old Business Status of Referred Motions from Members Council ...................................................................... 5 Review of Action Items ................................................................................................................. 5 Review of CRC Schedules ............................................................................................................ 6

Members Council Subcommittee Reports PAOE Subcommittee Report ................................................................................................... 6-10 Planning Subcommittee Report (continues on p.19) ............................................................. 10-18 Other Business BOD Postponed Motion from Members Council .................................................................... 18-19 Recess and Reconvene .............................................................................................................. 19 Members Council Subcommittee Reports (Continued) Planning Subcommittee Report (continued) .......................................................................... 19-25 Region Operations Subcommittee Report ............................................................................. 25-38 Other Business (Continued) GGAC Public Policy Priorities ..................................................................................................... 38

Unfinished Business Nominating Committee MOP (continued) .............................................................................. 38-39 DRC Meetings at Winter and Annual Conferences ..................................................................... 39

Next Meeting ............................................................................................................................... 40 Adjournment ................................................................................................................................ 40 Attachments: GGAC Manual of Procedures ................................................................................... Attachment A Proposed 2016-17 Presidential Initiatives ................................................................. Attachment B Committee Performance Review .............................................................................. Attachment C Status of Referrals from Members Council ............................................................... Attachment D Review of Carryover Action Items ............................................................................. Attachment E Review of CRC Schedules ......................................................................................... Attachment F Presidential Theme ................................................................................................... Attachment G Finance Committee Referred Motion ........................................................................ Attachment H Chapter MOU Policy ................................................................................................... Attachment I GGAC Public Policy Priorities .................................................................................... Attachment J

MO# PG# PRINCIPLE MOTIONS – ATLANTA, GEORGIA – NOVEMBER 5-6, 2015

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2 2 That the charter of the Bozeman Section located in Bozeman, Montana whose boundaries will cover the city of Bozeman and sponsored by the Big Sky Chapter be approved.

3 2 That Members Council increase the YEA budget for the creation of an annual YEA Leadership Weekend 2.0 beginning in the spring of 2017.

4 3 That the Grassroots Government Advocacy Committee Manual of Procedures be approved as shown in Attachment A.

8B 8 That ASHRAE review CTTC PAOE points to amend the following: Hold planning session and finalize program schedule prior to October 1 within 3 weeks of CRC workshop training 2 weeks after the CRC or before October 1 whichever is later.

9 10 That the cost of travel transportation to the Annual Meeting be paid for the recipient of the Grassroots Government Advocacy Award.

7 7 That a waiver of the Rules of the Board be granted for one year regarding the membership on the Grassroots Government Advocacy Committee for the Chairs of Members Council, Publishing and Education Council, and Technology Council so that the Chairs of the three Councils may appoint an official representative from the Council to attend GGAC meetings on their behalf.

8 7 That the Region Goals as shown in Attachment D/A be approved.

9 9 That Society provide 1 month prior notification to SA Chair for students whose membership is about to expire. Will give SA Committee opportunity to reach out to students to renew and/or apply for SmartStart as a YEA.

17C 19 Members Council recommends to the Board of Directors that ROB 2.430.002 for the Young Engineers in ASHRAE be revised as follows: A. Committee Members shall be voting members of ASHRAE B. Committee Members shall be a member of the chapters or Sub Region reside

in the Region they represent. C. Voting Members of this committee shall be 35 years of age or younger at the

onset of their term.

22 21 That Members Council approves the removal of the Assistant Regional Chair position from the list of regional officers, ROB 3.300.005 Appointments, C. Assistant Regional Chair as shown below effective July 1, 2016. C. Assistant Regional Chair 1. The Chapters Regional Committee of each region, in Executive Session,

shall select up to three candidates for Assistant Regional Chair (ARC). The committee, before turning in its list of candidates, shall determine that each candidate is capable, qualified, and willing to serve, and understands the commitment of time and the expenses to be anticipated if selected for the position. If there will be a new DRC, a past DRC should serve as ARC for

MO# PG# PRINCIPLE MOTIONS – ATLANTA, GEORGIA – NOVEMBER 5-6, 2015

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one year, with the preference being the most recent DRC available. The ARC’s qualification requirements are the same as RVC. In no case should an individual be appointed to the position for more than three consecutive years.

2. The Director and Regional Chair shall select one candidate. The order of

preference submitted by the caucus shall be considered as a factor in the selection.

3. The Director and Regional Chair shall recommend their selected

candidate to the Society President-Elect for appointment for a term of one year.

4. If a member appointed is unable to serve or complete a term, the Director

and Regional Chair shall select a replacement candidate to recommend to the Society President for appointment.

5. The Society President shall have the right to replace any Assistant

Regional Chair who is not serving as an effective member of the region. 6. The Society President-Elect will send an appointment letter of intent to

each Assistant Regional Chair nominee in November of each year prior to taking office. (09-06-24-12/10-06-30-15[7])

23D 24 That ROB 2.301.002, Alternates be revised as shown below.

2.301.002 ALTERNATES (09-06-24-11/10-06-30-15[5]/12-01-25-06) In the absence of a Region Members Council Representative, the Director and Regional Chair may appoint himself, RMCR may appoint Assistant Regional Chair (ARC) or a Regional Vice Chair (RVC) to serve as an alternate. This temporary appointment can be made in the event the Region Members Council Representative is ill or otherwise incapacitated, but has not permanently vacated the office. The Region Members Council Representative shall notify the chair of Members Council, and the Director of Member Services, as soon as possible, as to the dates and reasons for this temporary appointment. This alternate would have voice and but not voting rights at the Board of Directors Members Council meetings and any committee assignments.

24 25 That starting in 2016, Region V move their CRC to the last weekend in July.

27 26 That ASHRAE Marketing Department produce and offer chapters a PowerPoint based promotional presentation (with embedded video), starting 1/1/16.

28C 27 That society decides the CAP on transportation reimbursement to CRC two weeks 30 days before the CRC and to be based on a 14 day advanced ticket price at the most feasible economical direct flight rather than the cheapest flight.

43 38 That the Grassroots Government Advocacy Committee Public Policy Priorities be approved as shown in Attachment J.

DUE AI# PG# DUTY DATE STATUS ACTION ITEMS – ATLANTA, GA – 11/15

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1 2 Staff 0116 Open To report approval of the new section (Bozeman) to the section representative and order supplies needed..

2 3 Staff 01/16 Open To increase the YEA budget by $25,000 annually as indicated in Motion 3.

3 5 Members Council 11/15 Open To come back with a recommendation on Motion 5A during the Friday, November 6 meeting.

4 7 Manual Subcommittee

01/16 Open To review Motion 6 from the National Capital Chapter and bring recommendation back to Members Council for consideration.

5 7 Staff 01/16 Open To publish the status for Motion 6 from the National Capital Chapter on the website.

6 7 Staff 01/16 Open To publish results of Motion 14 from the Central Oklahoma Chapter on the website.

7 8 PAOE Subcommittee

02/16 Open To include Motion 8B in the 2016-17 PAOE Newsletter

8 8 Staff 01/16 Open To publish the results for Motion 8B from Sub Region B on the website.


02/16 Open To get more clarification from Hamilton Chapter on CRC Motion 4 and refer to PAOE Historical ad hoc (Jojo Castro).

10 8 Staff 01/16 Open To report status of Region II, Hamilton Chapter, CRC Motion 4 and publish on website.

11 8 IT Staff 01/16 Open To review and implement Johnstown CRC Motion 13 request for PAOE automated reports since this is currently being addressed by the IT development team..

12 8 Staff 01/16 Open To report status of Region III, Johnstown Chapter, CRC Motion 13 and publish on website.


02/16 Open To review and consider Johnstown Chapter CRC Motion 14 and refer to PAOE Chapter Operations ad hoc (Joe Furman and Isabelle Lavoie).

14 9 Staff 01/16 Open To report status of Region III, Johnstown Chapter, CRC Motion 14 and publish on website.


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15 9 IT Staff 01/16 Open To review and implement Central Indiana Chapter CRC Motion 23 request for PAOE automated reports since this is currently being addressed by the IT development team.

16 9 Staff 01/16 Open To report status of Region V, Central Indiana Chapter, CRC Motion 23 and publish on website.


02/16 Open To review and consider Wichita Chapter CRC Motion 30 and refer to PAOE Chapter Operations ad hoc (Joe Furman and Isabelle Lavoie).

18 9 Staff 01/16 Open To report status of Region IX, Wichita Chapter, CRC Motion 30 and publish on website.


02/16 Open To review and consider San Diego Chapter CRC Motion 34 and refer to PAOE YEA ad hoc (Caleb Haynes).

20 9 Staff 01/16 Open To report status of Region X, San Diego Chapter CRC Motion 34 and publish on website.


02/16 Open To work with Society President Elect, Tim Wentz to determine his goals for the 2016-2017 PAOE.

22 9 PAOE Subcommittee Ad

Hoc Groups

02/16 Open To use PAOE analysis report and current PAOE and send recommendations to Members Council reporting committee chairs and staff liaisons.

23 10 Members Council Reporting

Committee Chairs

01/16 Open To include PAOE recommendations as an attachment to their report to Members Council in Orlando.

24 10 Staff 02/16 Open To draft a final version of the PAOE report and schedule a conference call with PAOE Subcommittee no later than the second week in February.


02/16 Open Subcommittee to have final draft ready for Tim Wentz’s review no later than the last week in February.

26 10 Staff 02/16 Open To have final, final PAOE draft ready in time for spring CRCs (no later than second week in March).


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27 10 Wentz 06/16 Open To have cover letter ready for PAOE Newsletter before end of Society year. (The last final draft will be emailed to all chapters/regions after the area assigned members are established.)

28 10 Alphonso, Castro, Chin & Haynes

06/16 Open MBO #5: To investigate and make recommendations regarding student internships, hybrid student branches outside North America, and other similar initiatives to draw students into Society. (Reference material on MCAA 'Great Futures' program. Could also partner with the Foundation on a fundraising campaign. Recommend steps towards active participation of ASHRAE in Solar Decathlon worldwide.)

29 10 Staff 01/16 Open To publish the results for Motion 9 from the New York Chapter on the website.

30 11 Planning Subcommittee

01/16 Open To review postponed Motion 10, Florida West Coast Chapter and bring recommendation to Members Council in Orlando.

31 11 Staff 01/16 Open To report status of Region XII, Florida West Coast Chapter, Motion 10 and publish on website.

32 12 Staff 01/16 Open To refer Motion 11 to Publishing and Education Council for consideration.

33 12 Staff 01/16 Open To report status of substitute Motion 11 to Cleveland Chapter and publish on website.

34 12 Staff 01/16 Open To refer Motion 12 to Chapter Technology Transfer Committee for consideration and determine if there are tech award categories for developing economies.

35 12 Staff 01/16 Open To report status of Motion 12 to Sub Region C and publish on website.

36 16 Staff 01/16 Open To refer motions as indicated in Motion 13 to the appropriate groups.

37 16 Staff 01/16 Open To report the status of motions to chapters/regions as indicated in Motion 13A and publish on website.

38 17 Staff 01/16 Open To refer Motion 14B to the Conferences and Expositions Committee, Student Activities Committee and the Young Engineers in


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ASHRAE Committee for consideration.

39 17 Staff 01/16 Open To report status of Motion 14B to Hamilton Chapter and publish on website.

40 17 Staff 01/16 Open To refer Motion 15 to Conferences and Expositions Committee to investigate feasibility and cost for chapters.

41 17 Staff 01/16 Open To report status of Motion 15 to San Diego Chapter and publish on website.

42 17 Staff 1/16 Open To refer Motion 16B to the Student Activities Committee and Young Engineers in ASHRAE Committee for consideration.

43 18 Staff 01/16 Open To report status of Motion 16B to Argentina Chapter and publish on website.

44 19 Staff 11/15 Complete To send revised Motion 17C to BOD for their meeting here in Atlanta.

45 20 Staff 01/16 Open To notify chapters where the information for the reports are located as indicated in Motion 18.

46 20 Staff 01/16 Open To report results of Motion 18 to Johnstown Chapter and publish on website.

47 20 Staff 01/16 Open To report results of Motion 19 to Cleveland Chapter and publish on website.

48 21 Staff 01/16 Open To report results of Motion 20 to Lebanese Chapter and publish on website.


50 22 Staff 01/16 Open To send Motion 22 to the Society Rules Committee for review before presenting to the BOD in Orlando.

51 24 Staff 01/16 Open To send Motion 23D to the Society Rules Committee for review before presenting to the BOD in Orlando.

52 24 Symko, Hunt & Law

06/16 Open MBO #1: To investigate and make recommendations on changes to the Fellow grade of membership to better reflect our diverse membership. {Due Date: 2016 Annual Meeting – St. Louis}


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53 25 Fick, Castro & Macauley

06/16 Open MBO #5: To investigate and make recommendations regarding student internships, hybrid student branches outside North America, and other similar initiatives to draw students into Society. (Reference material on MCAA 'Great Futures' program. Could also partner with the Foundation on a fundraising campaign. Recommend steps towards active participation of ASHRAE in Solar Decathlon worldwide.) {Due Date: 2016 Annual Meeting – St. Louis}

54 25 Fick, Castro & Macauley

06/16 Open MBO #7: To make the chapter MOP more simple and relevant for international chapters especially where there is already a national HVAC society. {Due Date: 2016 Annual Meeting – St. Louis}

55 26 Staff 01/16 Open To refer Motion 25 to the Honors and Awards Committee for consideration.

56 26 Staff 01/16 Open To report status of Motion 25 to the San Diego Chapter and publish on website.

57 26 Staff 01/16 Open To refer Motion 26 to Certification Committee for consideration.

58 26 Staff 01/16 Open To report status of Motion 26 to Argentina Chapter and publish on website.

59 26 Staff 01/16 Open To refer Motion 27 to Marketing Department for consideration.

60 26 Staff 01/16 Open To report status of Motion 27 to Argentina Chapter and publish on website.

61 27 Staff 01/16 Open To report results of Motion 28C to Lebanese Chapter and publish on website.

62 30 Staff 01/16 Open To refer motions as indicated in Motion 29A to the appropriate groups.

63 30 Staff 01/16 Open To report the status of motions to chapters/regions as indicated in Motion 29A and publish on website.

64 30 Staff 01/16 Open To refer Motion 30A to the Scholarship Trustees and Student Activities Committee for consideration.

65 30 Staff 01/16 Open To report status of Motion 30A to Atlanta Chapter and publish on the website.


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66 31 Staff 01/16 Open To refer Motion 31 to Publishing and Education Council, Chapter Technology Transfer Committee and the ad hoc committee on Effective ASHRAE Materials Delivery To and Through Chapters for consideration.

67 31 Staff 01/16 Open To report status of Motion 31 to Southern Piedmont Chapter and publish on the website.

68 31 Staff 01/16 Open To report results of Motion 32 to the Long Island Chapter and publish on the website.

69 32 Staff 01/16 Open To report results of Motion 33 to Ottawa Valley Chapter and publish on the website.

70 33 Staff 01/16 Open To report results to chapters listed in Motion 34 and publish on the website.

71 33 IT Staff 01/16 Open To create a report that chapter officers can access that lists all of the members in their chapter that earned certification during the Society Presidential year.

72 33 Staff 01/16 Open To report results of Motion 35 to Central Florida Chapter and publish on the website.

73 34 Staff 01/16 Open To ensure chapters have the instructions needed to complete CIQ.

74 34 Staff 01/16 Open To report results of Motion 36 to Bluegrass Chapter and publish on website.

75 34 Staff 01/16 Open To report results of Motion 37 to San Diego Chapter and publish on website.

76 35 Staff 01/16 Open To report results of Motion 38 to Argentina Chapter and publish on website.

77 35 Staff 01/16 Open To report results of Motion 39 to India Chapter and publish on website.


79 36 Staff 01/16 Open To report results of Motion 41 to Northern Pakistan Chapter and publish on website.

80 37 Staff 01/16 Open To report results of Motion 42 to Sub Regions A, B and C and publish on website.

81 37 Montgomery, Tsui & Zarour

06/16 Open MBO #2: to make recommendations to incorporate issues within developing


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economies in Members Council and Society. For example, is a new standing committee required? Should it report to Members Council? Is a steering committee a better approach? (See the report on Developing Economies from presidential ad hoc and the ASHRAE-UNEP work plan.) {Deadline: 2016 Annual Meeting – St. Louis}

82 37 Lavitt, Tsui & Binder

06/16 Open MBO #3: To investigate the role of the ASHRAE Associate Society Alliance (AASA) and make recommendations on how to better involve AASA, and the associated issues involving AASA, into Society. Clarify the difference between an AASA member and a chapter in the same country. {Deadline: 2016 Annual Meeting – St. Louis}

83 37 Austin, Price & Lavoie

06/16 Open MBO #4: To develop a plan to implement the recommendations generated in the 'Effective ASHRAE Materials Delivery To and Through Chapters' report. (Joint working group with Pub/Ed Council. Reference report from 2014-2015 council ad hoc. David Underwood has assigned Karine Leblanc and Bill Klock as Directors to assist.) {Deadline: 2016 Annual Meeting – St. Louis}

84 37 Lavoie, Ellis, Binder & LeBlanc

06/16 Open MBO #6: To review and make recommendations on implementing a 'Women in ASHRAE' initiative into our Chapters. (Reference letter from Jennifer Leach on Women in Engineering (WIE).) {Deadline: 2016 Annual Meeting – St. Louis}


01/16 Open To review Action Item 1 (06/14) from Finance Committee and add information on lobbying efforts to the MCO. (Lavoie, Lavitt & Binder)


01/16 Open To review Action Item 3 (06/14) from Finance Committee as it relates to Liability Insurance. (Lavoie, Lavitt & Binder)

87 38 Direction Subcommittee

01/16 Open To review CRC reports from the spring and fall CRCs to determine ideas that may be of value to chapter as best practices. (Ellis, Price and Furman)

88 38 Staff 11/15 Complete To send the BOD the GGAC Public Policy Priorities as an information item for their meeting here in Atlanta.


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89 39 Members Council 01/16 Open To bring recommendation on Motion 5E to the council meeting in Orlando.

90 39 Abrams 01/16 Open To report to Members Council on DRC meeting in Orlando.

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MEMBERS COUNCIL MINUTES NOVEMBER 5-6, 2015 ATLANTA, GEORGIA

MEMBERS PRESENT: Timothy G. Wentz, Chair Bjarne W. Olesen, Vice-Chair Erich Binder, ExO Douglas D. Fick, Region V RMCR K. William “Bill” Dean, ExO Andy Price, Region VI RMCR Malcolm “Dennis” Knight, ExO Walter W. Law, Region VII RMCR Blake E. Ellis, ExO Jonathan I. Symko, Region VIII RMCR M. Ginger Scoggins, ExO Trenton S. Hunt, Region IX RMCR Joseph L. Furman, Region I RMCR Jack H. Zarour, Region X RMCR Isabelle Lavoie, Region II RMCR Russell J. Lavitt, Region XI RMCR Dunstan L. Macauley, Region III RMCR Suzanne LeViseur, Region XII RMCR George “Billy” Austin, Region IV RMCR Dominador “Jojo” Castro, Region XIII RMCR Nohad I. Boudani, Region-At-Large RMCR NON VOTING MEMBERS PRESENT: NON VOTING MEMBERS ABSENT: Sarah E. Maston, CEC Chair Robert J. Laneve, CTTC Chair William P. Bahnfleth, GGAC Chair Chris M. Gray (11/6/15) William W. Malphus, H&A Chair Randy C. Schrecengost, MPC Chair GUESTS PRESENT (11/5/15): Daniel R. Rogers, RPC Chair Doug Cochrane, Region II DRC Joseph A. Chin, SAC Chair Jim Vallort, Society Vice President Chris M. Gray, YEA Chair (11/5/15) Dan Pettway, Residential Building Member Essam E. Khalil, Developing Economies Caleb Haynes, YEA Vice Chair Farhan A. Mehboob, Developing Economies Pat Graef, Society Vice President Ross D. Montgomery, Developing Economies David Underwood, Society President Edward K. C. Tsui, Developing Economies Jennifer Isenbeck, Region XII DRC Matt C. Rowe, Liaison, Planning Committee GUESTS PRESENT (11/6/15): STAFF PRESENT: Doug Cochrane, Region II DRC Joyce Abrams Pat Graef, Society Vice President Vickie Grant Keith Yelton, Region XI DRC Tammy Catchings David Underwood, Society President Jeff Littleton Mark Miller, Region VI DRC Vanita Gupta Karine LeBlanc Region X DRC Daniel Gurley Jennifer Isenbeck, Region XII DRC Mary Townsend Bill Klock, Region VIII DRC Candace Pettigrew Farooq Mehboob, Region-At-Large DRC Rhiannon Masterson Katie Thomson

Members Council Minutes – Atlanta, Georgia – November 5-6, 2015

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1. CALL TO ORDER / ROLL CALL The fall meeting of Members Council was called to order at ASHRAE Headquarters on November 5, at 1pm by Tim Wentz, Members Council Chair. Those in attendance are included in the list above. 2. REVIEW OF AGENDA There were no new items added to the agenda. 3. APPROVAL OF DRAFT MINUTES It was moved by Ms. LeViseur and seconded (1) That the draft minutes from the June 30, 2015 Annual Meeting of Members Council be

approved. MOTION 1 PASSED. (unanimous voice vote, chair not voting) 4. SECTION CHARTER It was moved by Mr. Hunt and seconded (2) That the charter of the Bozeman Section located in Bozeman, Montana whose boundaries

will cover the city of Bozeman and sponsored by the Big Sky Chapter be approved.

Background: A petition signed by 11 Member and Associate grade members was sent to ASHRAE to start the section; 10 signatures are required. This section was slated to start last year but the paperwork was lost and not sent to Society. The members are very excited to have this section formed. MOTION 2 PASSED. (unanimous voice vote, chair not voting) AI 1 Staff to report approval of the new section (Bozeman) to the section representative and order

supplies needed. 5. NEW BUSINESS A. YEA Budget It was moved by Ms. Scoggins and seconded (3) That Members Council increase the YEA budget for the creation of an annual YEA

Leadership Weekend 2.0 beginning in the spring of 2017. Background: YEA Leadership Weekend 2.0 is a society program intended to be a continuation of the existing YEA Leadership Weekend. After nine (9) years of conducting YEA Leadership Weekend (YLW) the program has grown to two (2) events in North America and one (1) in Region-At-Large or Region XIII annually (YEA Leadership International). This program has created a group of alumni that have used the resources and connections attained from YLW to not only grow their professional careers but also their contributions to ASHRAE. A significant amount of chapters use the program to


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train their chapter leaders. Other attendees have used the resources and connections from YLW to move into regional and society roles. These alumni have requested that the YEA Committee create a continuation of the YLW. YEA Leadership Weekend 2.0 (YLW 2.0) is designed to provide additional, more advanced, resources to YLW alumni. The weekend will be led by a professional leadership coach similar to the existing YLW. This facilitator will utilize the skills learned in the YLW program and expand on them. All attendees will be required to attend YLW as well as have experience utilizing the skills learned at YLW in the industry and ASRHAE. It is the intent of the program to help alumni advance in their careers as well as learn the skills required to continue to advance in ASHRAE. Fiscal Impact: Total expense to society: Approximately $25,000.00 per year. The overall cost of the program are estimated at approximately $32,000.00-$33,000.00. At full registration the income is estimated at $8,250. This gives us a total fiscal impact of $24,000.00-25,000.00. This estimate is designed to be worst case scenario and does not include possible sponsorships that will drive the overall cost down. MOTION 3 PASSED. (unanimous voice vote, chair not voting) AI 2 Staff to increase the YEA budget by $25,000 annually as indicated in Motion 3. B. GGAC MOP It was moved by Mr. Binder and seconded (4) That the Grassroots Government Advocacy Committee Manual of Procedures be approved

as shown in Attachment A. Background: The updates to the MOP reflect the new Grassroots Government Advocacy Committee. It was noted that the revised MOP does not include international activities. Mr. Bahnfleth explained that a subcommittee structure was given to the new GGAC and the MOP activities will get them through the year. GGAC has an MBO to identify and address global issues. MOTION 4 PASSED. (19-0-1, chair not voting) C. Nominating Committee MOP It was moved by Ms. LeViseur and seconded (5) That ROB 2.415.002.3 (Nominating Committee ROB Volume 2 below), be revised to add an

exception to “B:” 2.415.002.3 Term of Service (86-06-22-16/94-01-23-01)

A. Members and Alternates are elected annually for a single year of service. (SBL 7.6)

B. Committee Members and Alternates may serve no more than a total of 6 years on the committee, whether BOD elected or regionally elected. Service as chair or vice chair shall not be counted in this 6-year maximum service. A person who has attended a fall or


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Winter Meeting of the committee is considered to have served one full year. {Exception: that a proposed nominating committee member’s term served shall be reset to zero after, (a) 15 years’ time has passed since their 6th year of previous service, or (b) 10 years of service has passed and they have completed a term on the Board of Directors as a DAL, DRC, or Officer.}

Background: Maintaining a good rotation of fresh members on the nominating committee is important. But many times, some members are elected early in their ASHRAE careers, are less experienced in ASHRAE process, and lack some of the tenure, expertise and knowledge required to execute the important decisions and adequately prepare for the committee’s work. This reset of the “6-year clock” would allow nominating committee members that had previously served and are ineligible under the current ROB, to serve again now that they are more seasoned and experienced. It would allow the regions a larger pool of people to choose from as candidates for their regional nominating committee. These eligible members under this motion, would now be in a position to use their extensive and learned knowledge of the people and reputation, wisdom about past work ethic, and expertise of the Society rules and process learned over the extra 10-15 years and/or BOD service to make better decisions about what is best for the future leaders of the Society moving forward. Fiscal Impact: None. MOTION 5 WAS AMENDED. It was moved by Ms. LeViseur and seconded (5A) That in section (a) the 15 years be removed and section (b) be deleted and replaced with

“extend a maximum of 8 years and no more than 4 years at a time.”

2.415.002.3 Term of Service (86-06-22-16/94-01-23-01) A. Members and Alternates are elected annually for a single year of service. (SBL 7.6)

B. Committee Members and Alternates may serve no more than a total of 6 years on the committee, whether BOD elected or regionally elected. Service as chair or vice chair shall not be counted in this 6-year maximum service. A person who has attended a fall or Winter Meeting of the committee is considered to have served one full year. {Exception: that a proposed nominating committee member’s term served shall be reset to zero after, (a) 15 years’ time has passed since their 6th year of previous service, or (b) 10 years of service has passed and they have completed a term on the Board of Directors as a DAL, DRC, or Officer extend a maximum of 8 years and no more than 4 years at a time.}

MOTION 5A TO AMEND PASSED. (13-6-1, chair not voting) There was discussion concerning past Nominating Committee members possibly coming back to serve on the committee again versus new members who serve but may not have the experience needed and there should be a good balance of both. There were concerns that serving more than six years on the Nominating Committee could create more issues and a long term solution is needed. One suggestion was to not have the same member serve the entire six years consecutively, that it could be a few years now then serve the remaining years later. There were also comments about the struggle to keep the number of members needed on the committee because they run short of candidates. It was moved by Mr. Knight and seconded


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(5B) That Motion 5A be postponed until Friday, November 6 to work on the number of years. MOTION 5B (TO POSTPONE) PASSED. (17-3-0, chair not voting) AI 3 Members Council to come back with a recommendation on Motion 5A during the Friday,

November 6 meeting. (Motion 5A continues on p. 38.) D. Proposed 2016-17 Presidential Initiatives (Attachment B) Mr. Wentz reported that he working on preliminary initiatives for his presidential year which will be very much member driven. His focus is on leadership and soft skill training, ASHRAE university, bEQ and adopting student branches. The initiatives will be a direct benefit to members and will help make a difference in the industry community. Mr. Wentz commented that he is working with members from the President Elect Advisory Committee (PEAC) to help develop his presidential theme, “Adapt Today to Shape Tomorrow.” He stated that everything is still in a draft stage and there will be no surprises. He explained that the budget, theme, initiatives and directives will be ready before the new Society year. Mr. Wentz commented that he thinks this will be an exciting time for ASHRAE as we move forward and propel at a faster pace. E. Committee Performance Review (Attachment C) Mr. Wentz reported that the Committee Performance Review process will be something new for the committees and councils. In the past the review was always conducted by PEAC. There now will be five Directors appointed as an ad hoc to work with the councils and committees to perform the evaluation/progress of the committees. The new ad hoc of Directors will meet in Orlando after the councils have completed their meetings. Mr. Wentz explained that the performance evaluations for all committees will need to be completed prior to spring (March) to reflect tentative appointments for the next Society year. 6. OLD BUSINESS A. Status of Referrals from Members Council (Attachment D) The following motions were reported as open: Motion 2.1 (10/13) – Ottawa Valley Chapter (Nominating Committee) Motion 8 (10/14) – Triangle Chapter (Executive Committee) Motion 19h (10/14) – Hellenic Chapter (Technology Council) Motion 12 (06/15) – Monterrey Chapter (Publishing and Education Council) Motion 16 (06/15) – Monterrey Chapter (Electronic Communications Committee) B. Review of Action Items (Attachment E) The following action items were reported as open: Action Item 3 (06/15) – IT Staff Action Item 10 (06/15) – Staff Action Item 13 (06/15) – Staff


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C. Review of CRC Schedules (Attachment F, send CRC updates to [email protected]) The following changes were made to the 2016-2017 CRC schedule: Region I dates were added as August 18-20 Region II dates changed from August 26-27 to August 26-28 Region V target week changed from August 2nd week to July 4th week Region X dates changed from August 18-20 to August 11-13 Region XII dates were added as August 4-6; Robin Bryant’s name was removed as general

chair and Richard Brooks was added The joint CRC meeting between Region XIII and Region-At-Large dates were changed from

August 25-27 to September 30 – October 2; Pankaj Dharkar was added as general chair for the Region-At-Large

Region XI dates were added as May 17-20; Tamas Bencsik was added as general chair 7. Members Council Subcommittee Reports A. PAOE Subcommittee Report The following was reported by Joe Furman, PAOE Subcommittee Chair. CRC Motions It was moved by Mr. Furman (6) That the following revised motion from Region III, National Capital Chapter be referred to the

Manual Subcommittee of the Region Operations Subcommittee. Region III (National Capital Chapter):

That ASHRAE create and define the responsibilities of the a Sustainability Committee in the Manual for Chapter Operations (MCO).

Background: The Presidential Award of Excellence (PAOE) newsletter for SY 2006/07 provided PAOE points for chapters sustainability activities. Subsequently, every incoming Society President has maintained the PAOE point structure for the sustainability. In SY 2012/13, points were allocated for the formation of a Sustainability Committee. While the PAOE newsletter has addressed the formation and PAOE points for the Sustainability Committee, the MCO is silent on the responsibilities of the committee, while the MCO provides detailed guidance on the responsibilities of other mandatory and optional committees required. This lack of clarity on the responsibilities has left the definition of this role up to the chapters and the individual Sustainability Committee Chairs, resulting in inconsistent agendas across chapters and minimal structure and support for those coming into the role, as well as limited financial backing for committee activities. Relying on distinct activities as outlined in the PAOE newsletter provides some framework, but does not fully integrate the position into the chapter committee structure, and has thus resulted in few chapters establishing a Sustainability Committee. Therefore, the Region III moves that ASHRAE updates the Manual for Chapter Operations to define the responsibilities of the Sustainability Chair.


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Fiscal Impact: Approximately 40 hours of staff time to update the MCO. MOTION 6 PASSED. (20-0-0, chair not voting) AI 4 Manual Subcommittee to review Motion 6 from the National Capital Chapter and bring

recommendation back to Members Council for consideration. AI 5 Staff to publish the status for Motion 6 from the National Capital Chapter on the website. It was moved by Mr. Furman Region VII (Bluegrass Chapter) (7) That ASHRAE change the name and acronym of the Presidential Award of Excellence

(PAOE) to Presidential Award of Continuing Excellence “(PACE).” Background: The intent of the PAOE system to drive excellence in the ASHRAE chapter operations and provide a coordinated system to measure and continuously improve has proven to enhance ASHRAE. Acronyms provide a method to shorten longer phrases and provide a quicker and easier means to discuss the topic. When acronyms are pronounceable as a word or are otherwise very easy to say, they can take on a life of their own. The PAOE acronym does not have a pronounceable meaning and does not alone illustrate its purpose. It also is not the easiest to enunciate. Using the acronym PACE is much easier to say and the word “pace” drives home the meaning of the points system. Measuring and improving the “pace” of the organization is the premise behind the entire points based initiative. Fiscal Impact: Impact would be related to changing printed materials and webpages. However, these materials are updated annually so minimal impact would be expected. Mr. Furman reported that changing the name on everything would require new setup charges from the ASHRAE vendors used for PAOE. A setup charge for each PAOE item would include but not limited to: certificates, ribbons, emblems (each per emblem since they are all different; no estimate on costs). Also, changing to a new name should reflect new changes in the program. MOTION 7 FAILED. (1-19-0, chair not voting) AI 6 Staff to publish the results for Motion 7 from the Bluegrass Chapter on the website. It was moved by Mr. Furman Region-At-Large (Sub Region B): (8) That ASHRAE review CTTC PAOE points to amend the following: Hold planning session and

finalize program schedule prior to October 1 within 3 weeks of CRC workshop training. Background: Our CRC is in late September early October and the CTTC training takes place at that time which leaves very little time for the incoming CTTC Chair to work on awards, DL allocations, etc. Plus they lose out on CTTC PAOE e.g. "finalize planning with RVC by October 1." Fiscal Impact: Nil. MOTION 8 WAS AMENDED.


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(8A) That ASHRAE review CTTC PAOE points to amend the following: Hold planning session and finalize program schedule prior to October 1 within 3 weeks of CRC workshop training 2 weeks after the CRC or before October 1 whichever is later.

MOTION 8 (TO AMEND) PASSED. (20-0-0, chair not voting)

(8B) That ASHRAE review CTTC PAOE points to amend the following: Hold planning session and finalize program schedule prior to October 1 within 3 weeks of CRC workshop training 2 weeks after the CRC or before October 1 whichever is later.

AMENDED MOTION 8B PASSED. (20-0-0, chair not voting)

AI 7 PAOE Subcommittee to include Motion 8B in the 2016-17 PAOE Newsletter.

AI 8 Staff to publish the results for Motion 8B from Sub Region B on the website.

Mr. Furman reported the following information items.

Information Items:

1. Many of the CRC motions for PAOE are referred to the assigned PAOE Subcommittee adhoc category groups for consideration as the 2016-17 PAOE criteria goes under review.

2. The PAOE Subcommittee postponed Region II (Hamilton Chapter) CRC Motion 4, “That Society expand the PAOE criteria in 2016-17, under the Historical category, to permit the Regional Historian to award up to 100 bonus points to a chapter historian for participating in new historical based activities unique to the Region or Society.” to get more clarification from the chapter. The motion will then be referred to the 2016-17 PAOE Historical category ad hoc (Jojo Castro).

Staff to report status of Region II, Hamilton Chapter, CRC Motion 4 and publish on website.

3. The PAOE Subcommittee referred Region III (Johnstown Chapter) CRC Motion 13, “That by June 1 of each fiscal year, ASHRAE Society Staff automatically provide each Chapter President with the following reports required for PAOE documentation: Chapter Members who submit for a bEQ rating Chapter YEA Members who are voting members of an ASHRAE TC Chapter Members of who author, co-author or translate and ASHRAE publication

which was submitted to the cognizant group for publication

The PAOE Subcommittee recommends this motion be implemented prior to the end of ASHRAE fiscal year 2015-16.” as an action item to IT Staff since this is something that is currently being addressed.

Staff to report status of Region III, Johnstown Chapter, CRC Motion 13 and publish on website.

4. The PAOE Subcommittee referred Region III (Johnstown Chapter) CRC Motion 14, “That the PAOE Subcommittee of Members Council provide a definition and/or description of training activities or other programs that qualify for the PAOE Chapter Operations points as follows:

AI 9

AI 11

AI 10

AI 12

AI 13


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People Skills, Leadership Training for Chapter Officers and Future Leaders ASHRAE Marketing Training for Chapter Officers and Future Leaders

The subcommittee recommends this motion be implemented and included in the 2016-2017 Presidential Newsletter moving forward.” to the 2016-17 PAOE Chapter Operations category ad hoc (Joe Furman and Isabelle Lavoie).

Staff to report status of Region III, Johnstown Chapter, CRC Motion 14 and publish on website.

5. The PAOE Subcommittee referred Region V (Central Indiana Chapter) Motion 23, “ThatSociety automate the chapter operations points for people attending the Annual and Wintermeeting.” as an action item to IT Staff since this is something that is currently beingaddressed. This falls in line with information item #3 above.

Staff to report status of Region V, Central Indiana Chapter, CRC Motion 23 and publish on website.

6. The PAOE Subcommittee referred Region IX (Wichita Chapter) Motion 30, “That ASHRAEadd items directly tied to the ASHRAE Web Policy document to the PAOE program withassociated points for compliance.” to the 2016-17 PAOE Chapter Operations category adhoc (Joe Furman and Isabelle Lavoie).

Staff to report status of Region IX, Wichita Chapter, CRC Motion 30 and publish on website.

7. The PAOE Subcommittee referred Region X (San Diego Chapter) CRC Motion 34, “That 25 PAOE points be awarded per chapter member that attends either a YEA Leadership Weekend or YEA Technical Weekend during the ASHRAE 2016-2017 year.” to the 2016-17 PAOE YEA categories ad hoc (Caleb Haynes).

Staff to report status of Region X, San Diego Chapter, CRC Motion 34 and publish on website.

8. The following are the 2016-17 PAOE assigned PAOE ad hoc categories:

Chapter Operations: Joe FurmanChapter Technology Transfer: Andy CochraneGrassroots Government Advocacy: Rob CraddockHistorical: Jojo CastroMembership Promotion: Jason Alphonso and Isabelle Lavoie Research Promotion: Rhamy Morrison and Andy Price Student Activities: Joseph Chin and Dennis KnightYoung Engineers in ASHRAE: Caleb Haynes

Presidential Theme-Roadmap (Attachment G)

The 2016-17 PAOE Subcommittee will work with Society President Elect Tim Wentz to determine his goals for next year’s PAOE. Listed below are the timelines for the President Elect and the PAOE Subcommittee.

Timelines for the 2016-2017 PAOE: PAOE ad hoc committees to use PAOE analysis report and current PAOE and send

recommendations to Members Council reporting committee chairs and staff liaisons for their

AI 14

AI 15

AI 16

AI 17

AI 18

AI 19

AI 20

AI 21

AI 22


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agenda before the Orlando meeting.

Members Council reporting committees to include their PAOE recommendations as anattachment to their report to Members Council in Orlando.

After the Orlando meeting, staff to draft a final version of the PAOE report and schedule aconference call with PAOE Subcommittee no later than the second week in February.

PAOE Subcommittee to have final draft ready for Tim Wentz’s review no later than the lastweek in February.

Final, final PAOE draft to be ready for spring CRCs no later than second week in March.

Tim Wentz to have cover for PAOE Newsletter before end of Society year. (The last draft willbe emailed to all after the region’s area assigned members are established.)

2015-16 MBOs

MBO #5: [Jason Alphonso-Chair, Jojo Castro, Joe Chin and Caleb Haynes] to investigate and make recommendations regarding student internships, hybrid student branches outside North America, and other similar initiatives to draw students into Society. (Reference material on MCAA 'Great Futures' program. Could also partner with the Foundation on a fundraising campaign. Recommend steps towards active participation of ASHRAE in Solar Decathlon worldwide.)

B. Planning Subcommittee Report

The following was reported by Suzanne LeViseur, Planning Subcommittee Chair.

CRC Motions

It was moved by Ms. LeViseur

Region I (New York Chapter): (9) That Society provide 1 month prior notification to SA Chair for students whose membership is

about to expire. Will give SA Committee opportunity to reach out to students to renew and/or apply for SmartStart as a YEA.

Background: Presently SA Chair receives notification after expiration of membership.

Fiscal Impact: None.

Ms. LeViseur reported that both the Student Activities and Membership Promotion (MP) chapter chairs have access to run the reports anytime needed. The run delinquency report contains all members including students.

MOTION 9 PASSED. (20-0-0, chair not voting)

AI 29 Staff to publish the results for Motion 9 from the New York Chapter on the website.


AI 23

AI 24

AI 25

AI 26

AI 27

AI 28


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Region XII (Florida West Coast Chapter): (10) That ASHRAE changes its rules (Bylaws) such that Life Membership status in ASHRAE be

extended to any member in good standing using a formula that calculates a total combined score of 95 or greater, when age and years of membership are added together provided they have reached the age of 65. The member shall retain all of the rights and privileges of the most recent membership grade, starting July 1, 2016.

Background: (Important Note: This is a BYLAWs change and would require a vote of the entire ASHRAE membership, announced at the Plenary no later than the Winter meeting, and put on the Spring ballot.)

Section 2.5 Life Member. A Member who has been a full Member in good standing for an accumulative total of thirty (30) years and who has attained the age of sixty-five (65) years. The member shall retain all the rights and privileges of the most recent membership grade.

Currently, life membership is given only to those individuals who have both reached age 65 and been a member for 30 years or more. As an individual retires, their income can drop considerably and they start to look for ways to economize. The cost of ASHRAE dues can represent for some a cost that can be eliminated and otherwise contributing individuals will be lost to the society. It is in the interest of the society to retain the active participation of long term members as long as possible, as opposed to losing them altogether.

Fiscal Impact: It is estimated that 100 additional members would qualify for this, which would result in the loss of $20,000.

It was moved by Mr. Ellis and seconded

(10A) That Motion 10 be postponed until more information on the members’ age, years of service and fiscal impact can be determined.

MOTION 10A (TO POSTPONE) PASSED. (19-1-0, chair not voting)

AI 30 Planning Subcommittee to review Motion 10 from the Florida West Coast Chapter and bring recommendation to Members Council in Orlando.

AI 31 Staff to report status of Region XII, Florida West Coast Chapter, Motion 10 and publish on website.

It was moved by Ms. LeViseur and seconded

Region V (Cleveland Chapter): (11) That ASHRAE strengthen the local chapter value in developing programs and promotions

that enable ASHRAE chapters to educate a wider range of audiences, the society shall provide ASHRAE endorsed webinars, including manufacturer sponsored webinars, with financial incentives to local chapter for marketing and promoting the webinar to the chapter's membership.

Background: The above is a substitute motion that replaces the following original motion from the Cleveland Chapter: “That ASHRAE provide marketing incentives for ASHRAE hosted, manufacturer sponsored webinars.”


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Based on past experience in Membership Promotion, each chapter is provided a list of non-members who purchase products and services from Tech Street. Purchases of products and services from members is already tracked. Therefore the process described in the original CRC motion is partially or mostly exists in the current operating structure. Additionally this may be able to assist with the current society webinar process as attendance at these group events is poorly tracked. This also aligns with the Strategic Plan goals 1A and 2B. It was moved by Ms. LeViseur and seconded (11A) That Motion 11 be referred to Publishing and Education Council for consideration. MOTION 11A (TO REFER) PASSED. (19-0-0-1, chair not voting) AI 32 Staff to refer Motion 11 to Publishing and Education Council for consideration. AI 33 Staff to report status of substitute Motion 11 to Cleveland Chapter and publish on website. It was moved by Ms. LeViseur (12) That the following motion as amended be referred to the Chapter Technology Transfer

Committee for consideration.

Region-At-Large (Sub Region C): That ASHRAE consider setting up investigate creating a technical award category for

projects engineered within Developing Economy countries. Background: This award will encourage Members and Students from Developing Economy Countries to be more involved with ASHRAE technologies and will be used as a membership catalyst to recruit new members. Fiscal Impact: Nil. MOTION 12 (TO REFER) PASSED. (20-0-0, chair not voting) AI 34 Staff to refer Motion 12 to Chapter Technology Transfer Committee for consideration and

determine if there are tech award categories for developing economies. AI 35 Staff to report status of Motion 12 to Sub Region C and publish on website. Consent Agenda It was moved by Ms. LeViseur (13) That consent items a-q as shown below be approved for referral as indicated. Region II (Hamilton Chapter): a. That Society modify current ASHRAE “Conference Call Protocol” to allow up to 10

conference call services to be available at Society Meetings, be referred to Electronic Communications Committee for consideration.


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Region II (Hamilton Chapter): b. That Society enrich the SmartStart Program by adding reduced conference fees to the

current reduced membership fees. Target SSP conference fee would be $25 to $100 for the first 3 years after graduation, be referred to Conferences and Expositions Committee and Student Activities Committee for consideration.

Region II (London Chapter): c. That Society allow a member to choose how they receive the ASHRAE Journal and

associated items. Options would be as an electronic version only or electronic and mailed version, be referred to Publishing and Education Council for consideration.

Region II (Quebec Chapter): d. That Society review the actual membership benefits to allow the members to get multiple

options of technical documents (guidelines, design guides, standards, etc.) included in the membership, rather than the obligation of the selection the current handbook, be referred to Publishing and Education Council for consideration.

Region V (Cleveland Chapter): e. That ASHRAE allow chapters to use Society Meeting Virtual Presentations in

Chapter/Section Meetings, be referred to Conferences and Expositions Committee for consideration.

Region VII (West Virginia Chapter): f. That ASHRAE allow chapters use of Society Meeting Virtual Presentations in Chapter/

Section meetings, be referred to Conferences and Expositions Committee for consideration. Region VII (Mobile Chapter): g. That ASHRAE create an ad-hoc committee to review alignment of ashrae.org website

content with ASHRAE’s commercialism policies, referred to Publishing and Education Council for consideration.

Region X (Golden Gate Chapter): h. That ASHRAE’s Position Document on Climate Change, dated 6/24/2009 be updated to

acknowledge the overwhelming consensus that anthropogenic emissions are the primary driver of climate change, be referred to Technology Council for consideration.

Region X (San Diego Chapter): i. That a community volunteer event be added to the winter and annual meetings as an

optional social (no cost) event beginning no later than Las Vegas Winter Meeting 2017, be referred to Conferences and Expositions Committee for consideration.

Region XII (Argentina Chapter): j. That ASHRAE society provide the appropriate discount to products and services, including

membership applications and renewals, applied to ASHRAE member pricing when in-country government charges “government tax” to purchasing “out of their country” purchases (such as the 35% extra charge, over and above interest, in Argentina), starting 1/1/16, be referred to Finance Committee to determine if there is a way to do this.

Region XII (Argentina Chapter): k. That the Handbook Committee offer the online version of the “handbook of the year,” as the


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member benefit annually, starting 1/1/16, be referred to Publishing and Education Council to investigate the options and possibilities of finding other ways to do this.

Region XII (Argentina Chapter): l. That ASHRAE translate the “SmartStart” membership program into Spanish and Portuguese,

starting 1/1/16, be referred to Student Activities Committee for consideration. Region XII (Colombia Chapter): m. Recommends to Members Council and the Certification Committee that the six ASHRAE

certification exams have a candidate selectable “voluntary informative appendix option” that is translated into the Spanish language, and attached to the primary current exam format which is in English, beginning January 2016, be referred to Student Activities Committee for consideration.

Region XII (Colombia Chapter): n. That Members Council and the Certification Committee extend by an extra 45 minutes the

assigned time limit to complete by applicants the six ASHRAE certification exams, for those candidates whose native language is not English, beginning January 2016, be referred to Publishing and Education Council to determine: how the extra 45 minutes affect those who speak and read English vs. those who do not; and does it affect the outcome of those under pressure to complete the exam.

Region XIII (Thailand Chapter): o. That the Refrigeration RVCs be restored as grassroots in each region be referred

Technology Council for consideration with a copy to Chapter Technology Transfer Committee.

Region-At-Large (Sub Region C): p. That ASHRAE should consider having at least one international member (outside of North

America) on its technical awards judging panel, be referred to Chapter Technology Transfer Committee for review and comment.

Region-At-Large (Northern Pakistan Chapter): q. That the Student SmartStart Program fees be reduced for developing economies to the old

structure i.e. 1st year $20, second year $20 and third year $40, be referred to the Finance Committee since they are already addressing this issue.

Consent items 13-b. i. and l. were removed for a separate vote. (13A) That the consent items as shown below be approved for referral as indicated. Region II (Hamilton Chapter): a. That Society modify current ASHRAE “Conference Call Protocol” to allow up to 10

conference call services to be available at Society Meetings, be referred to Electronic Communications Committee for consideration.

Region II (London Chapter): c. That Society allow a member to choose how they receive the ASHRAE Journal and

associated items. Options would be as an electronic version only or electronic and mailed version, be referred to Publishing and Education Council for consideration.


15

Region II (Quebec Chapter): d. That Society review the actual membership benefits to allow the members to get multiple

options of technical documents (guidelines, design guides, standards, etc.) included in the membership, rather than the obligation of the selection the current handbook, be referred to Publishing and Education Council for consideration.

Region V (Cleveland Chapter): e. That ASHRAE allow chapters to use Society Meeting Virtual Presentations in

Chapter/Section Meetings, be referred to Conferences and Expositions Committee for consideration.

Region VII (West Virginia Chapter): f. That ASHRAE allow chapters use of Society Meeting Virtual Presentations in Chapter/

Section meetings, be referred to Conferences and Expositions Committee for consideration. Region VII (Mobile Chapter): g. That ASHRAE create an ad-hoc committee to review alignment of ashrae.org website

content with ASHRAE’s commercialism policies, referred to Publishing and Education Council for consideration.

Region X (Golden Gate Chapter): h. That ASHRAE’s Position Document on Climate Change, dated 6/24/2009 be updated to

acknowledge the overwhelming consensus that anthropogenic emissions are the primary driver of climate change, be referred to Technology Council for consideration.

Region XII (Argentina Chapter): j. That ASHRAE society provide the appropriate discount to products and services, including

membership applications and renewals, applied to ASHRAE member pricing when in-country government charges “government tax” to purchasing “out of their country” purchases (such as the 35% extra charge, over and above interest, in Argentina), starting 1/1/16, be referred to Finance Committee to determine if there is a way to do this.

Region XII (Argentina Chapter): k. That the Handbook Committee offer the online version of the “handbook of the year,” as the

member benefit annually, starting 1/1/16, be referred to Publishing and Education Council to investigate the options and possibilities of finding other ways to do this.

Region XII (Colombia Chapter): m. Recommends to Members Council and the Certification Committee that the six ASHRAE

certification exams have a candidate selectable “voluntary informative appendix option” that is translated into the Spanish language, and attached to the primary current exam format which is in English, beginning January 2016, be referred to Student Activities Committee for consideration.

Region XII (Colombia Chapter): n. That Members Council and the Certification Committee extend by an extra 45 minutes the

assigned time limit to complete by applicants the six ASHRAE certification exams, for those candidates whose native language is not English, beginning January 2016, be referred to Publishing and Education Council to determine: how the extra 45 minutes affect those who


16

speak and read English vs. those who do not; and does it affect the outcome of those under pressure to complete the exam.

Region XIII (Thailand Chapter): o. That the Refrigeration RVCs be restored as grassroots in each region, be referred

Technology Council for consideration with a copy to Chapter Technology Transfer Committee.

Region-At-Large (Sub Region C): p. That ASHRAE should consider having at least one international member (outside of North

America) on its technical awards judging panel, be referred to Chapter Technology Transfer Committee for review and comment.

Region-At-Large (Northern Pakistan Chapter): q. That the Student SmartStart Program fees be reduced for developing economies to the old

structure i.e. 1st year $20, second year $20 and third year $40, be referred to the Finance Committee since they are already addressing this issue.

MOTION 13A (TO REFER) PASSED. AI 36 Staff to refer motions as indicated in Motion 13A to the appropriate groups. AI 37 Staff to report the status of motions to chapters/regions as indicated in Motion 13A and

publish on website. It was moved by Ms. LeViseur Region II (Hamilton Chapter): (14) That Society enrich the Smart Start Program by adding reduced conference fees to the

current reduced membership fees. Target SSP conference fee would be $25 to $100 for the first 3 years after graduation be referred to the Conferences and Expositions Committee and the Student Activities Committee for consideration.

MOTION 14 WAS AMENDED. It was moved by Mr. Symko that the motion include the YEA Committee in the referral. Region II (Hamilton Chapter): (14A) That Society enrich the Smart Start Program by adding reduced conference fees to the

current reduced membership fees. Target SSP conference fee would be $25 to $100 for the first 3 years after graduation, be referred to the Conferences and Expositions Committee, and the Student Activities Committee and the Young Engineers in ASHRAE Committee for consideration.

MOTION 14A (TO AMEND) PASSED. (unanimous voice vote, chair not voting) Region II (Hamilton Chapter): (14B) That Society enrich the Smart Start Program by adding reduced conference fees to the

current reduced membership fees. Target SSP conference fee would be $25 to $100 for the first 3 years after graduation, be referred to the Conferences and Expositions Committee,


17

and the Student Activities Committee and the Young Engineers in ASHRAE Committee for consideration.

AMENDED MOTION 14B (TO REFER) PASSED. (unanimous voice vote, chair not voting) AI 38 Staff to refer Motion 14B to the Conferences and Expositions Committee, Student Activities

Committee and the Young Engineers in ASHRAE Committee for consideration. AI 39 Staff to report status of Motion 14B to Hamilton Chapter and publish on website. It was moved by Ms. LeViseur Region X (San Diego Chapter): (15) That a community volunteer event be added to the winter and annual meetings as an

optional social (no cost) event beginning no later than Las Vegas Winter Meeting 2017, be referred to Conferences and Expositions Committee for consideration.

There was concern whether the motion is asking for something similar that is being done now by current host chapters of the society meetings. CEC will need to investigate the feasibility and cost. MOTION 15 (TO REFER) PASSED. (18-1-0-1, chair not voting) AI 40 Staff to refer Motion 15 to Conferences and Expositions Committee to investigate feasibility

and cost for chapters. AI 41 Staff to report status of Motion 15 to San Diego Chapter and publish on website. It was moved by Ms. LeViseur Region XII (Argentina Chapter): (16) That ASHRAE translate the “SmartStart” membership program into Spanish and Portuguese,

starting 1/1/16, be referred to Student Activities Committee for consideration. It was moved by Mr. Symko that the motion include the YEA Committee in the referral. Region XII (Argentina Chapter): (16A) That ASHRAE translate the “SmartStart” membership program into Spanish and Portuguese,

starting 1/1/16, be referred to Student Activities Committee and the Young Engineers in ASHRAE Committee for consideration.

MOTION 16A (TO AMEND) PASSED. (unanimous voice vote, chair not voting) Region XII (Argentina Chapter): (16B) That ASHRAE translate the “SmartStart” membership program into Spanish and Portuguese,

starting 1/1/16, be referred to Student Activities Committee and the Young Engineers in ASHRAE Committee for consideration.

AMENDED MOTION 16B (TO REFER) PASSED. (unanimous voice vote, chair not voting) AI 42 Staff to refer Motion 16B to the Student Activities Committee and Young Engineers in


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ASHRAE Committee for consideration. AI 43 Staff to report status of Motion 16B to Argentina Chapter and publish on website. 8. Other Business A. BOD Postponed Motion from Members Council Report Because of time constraints, Chris Gray, Young Engineers in ASHRAE Chair asked that the BOD postponed motion from the 2015 Annual Meeting be brought back on the table. (The Planning Subcommittee report continues on p.19.) It was moved by Mr. Symko and seconded (17) Members Council recommends to the Board of Directors that ROB 2.430.002 for the Young

Engineers in ASHRAE be revised as follows: A. Committee Members shall be voting members of ASHRAE B. Committee Members shall reside in the Region they represent. C. Voting Members of this committee shall be 35 years of age or younger at the onset of their term. Background: The Presidential Ad Hoc appointed in Seattle at the 2014 Annual Meeting carefully considered the structure of the YEA Committee and their role within Society. Many practices already in place have not yet been written into the documents that guide the structure and procedures of the Committee. This motion addresses those issues, as well as addresses specific concerns voiced by Members Council: assure that all Chapters within each Region are able to submit candidates for YEA

Committee positions there is no written procedure that provides a method of getting the names of the most

qualified candidates to the PE for appointment the rules do not require that a representative live in the Region that he/she represents This motion does not yet request travel funding for YEA Chapter Chairs (YCC) to attend CRC. The dedicated effort within Society to evaluate the role of CRCs will be considered when further evaluating this need. MOTION 17 WAS AMENDED. Ms. Scoggins suggested the word “reside” be removed from the motion. It was moved by Ms. Scoggins and seconded (17A) Members Council recommends to the Board of Directors that ROB 2.430.002 for the Young

Engineers in ASHRAE be revised as follows: A. Committee Members shall be voting members of ASHRAE B. Committee Members shall reside be in the Region they represent. C. Voting Members of this committee shall be 35 years of age or younger at the onset of their term.


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MOTION 17A (TO AMEND) PASSED. (11-8-1, chair not voting) Mr. Boudani commented that this may not resolve the issue where there are no chapters. Motion 17 was amended further to include “members of the chapters and Sub Regions.” It was moved and seconded (17B) Members Council recommends to the Board of Directors that ROB 2.430.002 for the Young

Engineers in ASHRAE be revised as follows: A. Committee Members shall be voting members of ASHRAE B. Committee Members shall be a member of the chapters or Sub Region reside in the Region they

represent. C. Voting Members of this committee shall be 35 years of age or younger at the onset of their term. MOTION 17B (TO AMEND) PASSED. (20-0-0, chair not voting) (17C) Members Council recommends to the Board of Directors that ROB 2.430.002 for the Young

Engineers in ASHRAE be revised as follows: A. Committee Members shall be voting members of ASHRAE B. Committee Members shall be a member of the chapters or Sub Region reside in the Region they

represent. C. Voting Members of this committee shall be 35 years of age or younger at the onset of their term. AMENDED MOTION 17B PASSED. (19-1-0, chair not voting) AI 44 Staff to send revised Motion 17C to BOD for their meeting here in Atlanta. RECESS/RECONVENE Mr. Wentz recessed the 2015 Fall Meeting of Members Council at 5:05pm and reconvened the meeting on Friday, November 6 at 8:07am. Planning Subcommittee Report (Continued) It was moved by Ms. LeViseur Region III (Johnstown Chapter): (18) That the cutoff date for delinquencies be changed from the last day of the fiscal year (June

30) to fifteen (15) days prior to the end of the fiscal year for purposes of measuring the success of the Membership Promotion Campaign for the Chapter.

Background: It is widely known that a large percentage of ASHRAE members have annual memberships that renew on June 30 (the final day of the ASHRAE fiscal year). As a result, many memberships become delinquent on that day. For many years running, substantial weight is put into a Membership Promotion’s PAOE campaign for maintaining a ‘low’ number of delinquencies. More specifically, 200 PAOE points are available “if Society Membership delinquencies in Chapter are 2% or less of total Chapter Area Assigned Members (as of June 30).” The easiest way for a Membership Promotion Chapter Chair to determine if they are eligible for the PAOE points above is to periodically


20

run a delinquency report from the ASHRAE website. A savvy Chair will run the report many times in a year to try to reduce canceled memberships as well as keep the number of follow-ups needed at the ‘end-of-the-year-crunch’ to a minimum. But because of the coincident dates mentioned in paragraphs number 1 and 2 above, the Membership Promotion Chair is required to run the delinquency report on exactly June 30 and then follow up with all delinquent members on that day and hope that enough people react before the day is over. This is, to say the least, an unreasonable request. By shifting the cut-off date to the middle of the month, the Membership Promotion Chair will have a couple of weeks to follow up and rectify any new delinquencies that occurred at the beginning of June without having to worry about ‘The Crunch.’ Fiscal Impact: None. Ms. LeViseur reported that the reports are already available online and there is nothing to prevent the chapters from running the reports whenever they need them. MOTION 18 FAILED. (2-18-0, chair not voting) AI 45 Staff to notify chapters where the information for the reports are located as indicated in

Motion 18. AI 46 Staff to report results of Motion 18 to Johnstown Chapter and publish on website. It was moved by Ms. LeViseur Region V (Cleveland Chapter): (19) That ASHRAE provide marketing incentives for ASHRAE hosted, manufacturer sponsored

webinars. Background: ASHRAE Chapters and Sections are prohibited from sponsoring manufacturer sponsored digital events (like webinars) but ASHRAE Society is not. In fact, ASHRAE recently started offering manufacturer sponsored webinars directly to all ASHRAE members without involving the Chapters or Regions. This is part of a digital trend that is “flatting” communications, allowing content to go directly to those that want it. ASHRAE needs to do this or be left behind by others that will do it (e.g. magazines, societies, government, Facebook). This trend may reduce the value of a chapter (educational) meeting and the related loss of contact and revenue. Solution: ASHRAE inform Chapters who in their chapter/section/branch has attended a company sponsored webinar and provide them 15% of the net per person income as a marketing inducement to support the event. Fiscal Impact: Likely positive because the Chapters will now have a financial incentive to tell members about these products. Currently the cost is $10,000 per sponsored webinar and the demand is good. Increased attendance allows ASHRAE to charge more. So, raise the price to pay for the Chapter marketing cost to get more viewers. Appears to be a win-win situation. Ms. LeViseur reported this motion was addressed in Motion 11; as such, a substitute motion was presented in its place. MOTION 19 FAILED. (1-19-0, chair not voting) AI 47 Staff to report results of Motion 19 to Cleveland Chapter and publish on website.


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It was moved by Ms. LeViseur Region-At-Large (Lebanese Chapter): (20) That society offers technical courses with certificate of completion during the CRC similar to

those offered at the society meetings. Background: Due to geographical location, only few members from the RAL are able to attend the society meetings. Providing certified training courses at the CRC will give benefit to RAL members unable to attend society meetings and will encourage more members to attend CRC. Fiscal Impact: This will have positive fiscal impact as the course will be paid and it will encourage more members to attend the CRC. Ms. LeViseur reported the information is already available using the ALI courses MOTION 20 FAILED. (1-19-0, chair not voting) AI 48 Staff to report results of Motion 20 to Lebanese Chapter and publish on website. It was moved by Ms. LeViseur Region-At-Large (Lebanese Chapter): (21) That society provides free registration for one delegate from each chapter to participate in

the society winter meeting. Background: The society meetings are very important events for Ashrae members and especially the winter meeting as it is accompanied by the AHR expo. Many chapters do not have any representatives at these meetings due to financial limitations. Having a chapter delegate at the society meetings will be beneficial to both the society and the chapter. Fiscal Impact: Will have to be estimated by the society. Ms. LeViseur reported there would be no benefit or value to ASHRAE and the fiscal impact would be cost prohibitive to reimburse all chapter delegates. MOTION 21 FAILED. (1-19-0, chair not voting) AI 49 Staff to report results of Motion 21 to Lebanese Chapter and publish on website. RMCR ROB and Postponed Motion 20A (06/30/2015) Postponed Motion 20A from the 2015 Annual Meeting was back on the table. It was moved by Ms. LeViseur (22) That Members Council approves the removal of the Assistant Regional Chair position from

the list of regional officers, ROB 3.300.005 Appointments, C. Assistant Regional Chair as shown below effective July 1, 2016.


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C. Assistant Regional Chair

1. The Chapters Regional Committee of each region, in Executive Session, shall select up to three candidates for Assistant Regional Chair (ARC). The committee, before turning in its list of candidates, shall determine that each candidate is capable, qualified, and willing to serve, and understands the commitment of time and the expenses to be anticipated if selected for the position. If there will be a new DRC, a past DRC should serve as ARC for one year, with the preference being the most recent DRC available. The ARC’s qualification requirements are the same as RVC. In no case should an individual be appointed to the position for more than three consecutive years.

2. The Director and Regional Chair shall select one candidate. The order of preference

submitted by the caucus shall be considered as a factor in the selection.

3. The Director and Regional Chair shall recommend their selected candidate to the Society President-Elect for appointment for a term of one year.

4. If a member appointed is unable to serve or complete a term, the Director and

Regional Chair shall select a replacement candidate to recommend to the Society President for appointment.

5. The Society President shall have the right to replace any Assistant Regional Chair

who is not serving as an effective member of the region.

6. The Society President-Elect will send an appointment letter of intent to each Assistant Regional Chair nominee in November of each year prior to taking office. (09-06-24-12/10-06-30-15[7])

Background: This motion was postponed to ensure that the ROBs affecting the ARC positions were addressed. MOTION 22 PASSED. (unanimous voice vote, chair not voting) AI 50 Staff to send Motion 22 to the Society Rules Committee for review before presenting to the

BOD in Orlando. It was moved by Ms. LeViseur (23) That ROB 2.301.002, Alternates be revised as shown below.

2.301.002 ALTERNATES (09-06-24-11/10-06-30-15[5]/12-01-25-06) In the absence of a Region Members Council Representative, the RMCR may appoint the Director and Regional Chair, Assistant Regional Chair (ARC) or a Regional Vice Chair (RVC) to serve as an alternate. This temporary appointment can be made in the event the Region Members Council Representative is ill or otherwise incapacitated, but has not permanently vacated the office. The Region Members Council Representative shall notify the chair of Members Council, and the Director of Member Services, as soon as possible, as to the dates and reasons for this temporary appointment. This alternate would have voice and but not


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voting rights at the Board of Directors Members Council meetings and any committee assignments.

Background: An action item (Action Item 14-06/15) was assigned to the Planning Subcommittee (Bill Dean, Jon Symko, Doug Fick) to review and cleanup the ROBs regarding the ARC and RMCR positions and come back with a recommendation to Members Council. Mr. Knight asked that Motion 23 be further amended by removing “the RMCR may appoint;” adding “the DRC may appoint himself;” and “with the consent of the DRC” in the first sentence. It was move and seconded (23A) That ROB 2.301.002, Alternates be revised as shown below in blue.

2.301.002 ALTERNATES (09-06-24-11/10-06-30-15[5]/12-01-25-06) In the absence of a Region Members Council Representative, the RMCR may appoint the Director and Regional Chair may appoint himself, Assistant Regional Chair (ARC) or a Regional Vice Chair (RVC) to serve as an alternate with the consent of the DRC. This temporary appointment can be made in the event the Region Members Council Representative is ill or otherwise incapacitated, but has not permanently vacated the office. The Region Members Council Representative shall notify the chair of Members Council, and the Director of Member Services, as soon as possible, as to the dates and reasons for this temporary appointment. This alternate would have voice and but not voting rights at the Board of Directors Members Council meetings and any committee assignments.

MOTION 23A (TO AMEND) PASSED. (17-3-0, chair not voting) Mr. Hunt asked that the motion be further amended by removing the “RMCR shall notify” and replacing it with the DRC shall notify Members Council in the second sentence (the addition of “with the consent of the DRC” was removed). It was moved and seconded (23B) That ROB 2.301.002, Alternates be revised as shown below in green.

2.301.002 ALTERNATES (09-06-24-11/10-06-30-15[5]/12-01-25-06) In the absence of a Region Members Council Representative, the RMCR may appoint the Director and Regional Chair may appoint himself, Assistant Regional Chair (ARC) or a Regional Vice Chair (RVC) to serve as an alternate with the consent of the DRC.. This temporary appointment can be made in the event the Region Members Council Representative is ill or otherwise incapacitated, but has not permanently vacated the office. The Region Members Council Representative Director and Regional Chair shall notify the chair of Members Council, and the Director of Member Services, as soon as possible, as to the dates and reasons for this temporary appointment. This alternate would have voice and but not voting rights at the Board of Directors Members Council meetings and any committee assignments.

MOTION 23B (TO AMEND) FAILED. (14-6-0, chair not voting) Mr. Ellis suggested that the Assistant Regional Chair be removed from the ROB.


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(23C) That ROB 2.301.002, Alternates be revised as shown below in orange.

2.301.002 ALTERNATES (09-06-24-11/10-06-30-15[5]/12-01-25-06) In the absence of a Region Members Council Representative, the RMCR may appoint the Director and Regional Chair may appoint himself, Assistant Regional Chair (ARC) or a Regional Vice Chair (RVC) to serve as an alternate. This temporary appointment can be made in the event the Region Members Council Representative is ill or otherwise incapacitated, but has not permanently vacated the office. The Region Members Council Representative shall notify the chair of Members Council, and the Director of Member Services, as soon as possible, as to the dates and reasons for this temporary appointment. This alternate would have voice and but not voting rights at the Board of Directors Members Council meetings and any committee assignments.

Mr. Knight noted that the ARC will be an optional position but can fill in for the RMCR as an alternate. MOTION 23C (TO AMEND) FAILED. (0-20-0, chair not voting) It was moved and seconded (23D) That ROB 2.301.002, Alternates be revised as shown below. 2.301.002 ALTERNATES (09-06-24-11/10-06-30-15[5]/12-01-25-06) In the absence of a Region Members Council Representative, the Director and Regional Chair may appoint himself, RMCR may appoint Assistant Regional Chair (ARC) or a Regional Vice Chair (RVC) to serve as an alternate. This temporary appointment can be made in the event the Region Members Council Representative is ill or otherwise incapacitated, but has not permanently vacated the office. The Region Members Council Representative shall notify the chair of Members Council, and the Director of Member Services, as soon as possible, as to the dates and reasons for this temporary appointment. This alternate would have voice and but not voting rights at the Board of Directors Members Council meetings and any committee assignments. AMENDED MOTION 23D PASSED. (20-0-0, chair not voting) AI 51 Staff to send Motion 23D to the Society Rules Committee for review before presenting to the

BOD in Orlando. Ms. LeViseur reported the following information items. Information Items: 1. Finance Committee Referred Motion – Dues Policy (Attachment H): Action Item 16 (06/15):

The Finance Committee would like feedback only from Members Council; no need to vote on motion. Motion 2 as shown in attachment is background information for Motion 1. (Complete)

Mr. Olesen reported that the Finance Committee approved the motion on the dues increase and will send the motion to the BOD. 2. MBO #1: [Jon Symko-Chair, Trent Hunt and Walter Law] to investigate and make

recommendations on changes to the Fellow grade of membership to better reflect our AI 52


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diverse membership. {Due Date: 2016 Annual Meeting – St. Louis} 3. MBO #5: [Doug Fick-Chair, Jojo Castro and Dunstan Macauley] to investigate and make

recommendations regarding student internships, hybrid student branches outside North America, and other similar initiatives to draw students into Society. (Reference material on MCAA 'Great Futures' program. Could also partner with the Foundation on a fundraising campaign. Recommend steps towards active participation of ASHRAE in Solar Decathlon worldwide.) {Due Date: 2016 Annual Meeting – St. Louis}

4. MBO #7: [Doug Fick-Chair, Jojo Castro and Dunstan Macauley] to make the chapter MOP

more simple and relevant for international chapters especially where there is already a national HVAC society. {Due Date: 2016 Annual Meeting – St. Louis}

C. Region Operations Subcommittee Report The following was reported by Billy Austin, Region Operations Subcommittee Chair. CRC Motions It was moved by Mr. Austin Region V (Central Indiana Chapter): (24) That starting in 2016, Region V move their CRC to the last weekend in July. Background: Many schools start the 2nd week in August. A lot of people go on vacation or teachers are getting their classroom ready. Moving to an earlier weekend would allow Chapter Officers and Chairs to attend CRC as well as their families. Fiscal Impact: None. MOTION 24 PASSED. (20-0-0, chair not voting) It was moved by Mr. Austin Region X (San Diego Chapter): (25) That Honors and Awards Committee provide a list of potential candidates for the Regional

Award of Merit and Chapter Service Award for the chapter using the DSA/ESA point tally report.

Background: The above is a substitute motion that replaces the following original motion from the San Diego Chapter: “That the Society website be updated to include a report for members that have enough points to receive a Regional Award of Merit but have not received one yet..” Honors & Awards uses a DSA/ESA Point Tally Report that displays point totals for categories found in the database. The report performs calculations and gives section totals. The report can only give possible candidates since the database won’t have all point-based activities entered. Even with the report, a manual form and verification are still required. The report does not pick up entries on the bio in the Member Entered Data field. MOTION 25 PASSED. (17-2-0-1, chair not voting)

AI 54

AI 53


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AI 55 Staff to refer Motion 25 to the Honors and Awards Committee for consideration. AI 56 Staff to report status of Motion 25 to the San Diego Chapter and publish on website. It was moved by Mr. Austin Region XII (Argentina Chapter): (26) That ASHRAE Certification Committee allow email communication of grade to candidates

taking non-computer exams, starting 1/1/16. Background: It takes a long time for candidates to find out if they pass or fail the exams when taken as a part of a special administration or non-computer based. (Sometimes 4-8 weeks) Currently their grades are transmitted via mail, but their application and payments are allowed via electronic communications and email. The applicant should be able to choose if email communication of their grade is acceptable to them. Fiscal Impact: None. MOTION 26 PASSED. (unanimous voice vote, chair not voting) AI 57 Staff to refer Motion 26 to Certification Committee for consideration. AI 58 Staff to report status of Motion 26 to Argentina Chapter and publish on website. It was moved by Mr. Austin Region XII (Argentina Chapter): (27) That ASHRAE Marketing Department produce and offer chapters a PowerPoint based

promotional presentation (with embedded video), starting 1/1/16. Background: This is needed for chapters/sections to use for educating their members and attendees to meetings, conferences, seminars, etc., about ASHRAE messaging, to include our mission, visions, ethics, products and services, structure, media, programs, membership, student activities, etc. It would need to be editable so chapters can customize to their needs. Fiscal Impact: None (produced by ASHRAE staff). MOTION 27 PASSED. (unanimous voice vote, chair not voting) AI 59 Staff to refer Motion 27 to Marketing Department for consideration. AI 60 Staff to report status of Motion 27 to Argentina Chapter and publish on website. It was moved by Mr. Austin Region-At-Large (Lebanese Chapter): (28) That society decides the CAP on transportation reimbursement to CRC two weeks 30 days

before the CRC and to be based at the most feasible direct flight rather than the cheapest flight.


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Background: The current society Transportation Reimbursement Policy for CRCs decides CAP long before the CRC and it is based on the cheapest flight. In many instances buying the ticket two or three weeks before the CRC and at a reasonable schedule costs higher than the set CAP. Fiscal Impact: Cannot be exactly estimated but it is not much and since the intent of the society is to reimburse the travel cost, in many instances the set CAP is not enough to cover that cost. MOTION 28 WAS AMENDED. It was moved by Ms. Scoggins and seconded that Motion 28 be amend by adding “based on a 14 day advanced ticket price.” Region-At-Large (Lebanese Chapter): (28A) That society decides the CAP on transportation reimbursement to CRC two weeks 30 days

before the CRC and to be based on a 14 day advanced ticket price at the most feasible direct flight rather than the cheapest flight.

MOTION 28A (TO AMEND) PASSED. (20-0-0, chair not voting) Motion 28A was amended further. It was moved by Ms. Scoggins and seconded that Motion 28A be amended to strike the word “feasible” and add the word “economical.” Region-At-Large (Lebanese Chapter): (28B) That society decides the CAP on transportation reimbursement to CRC two weeks 30 days

before the CRC and to be based on a 14 day advanced ticket price at the most feasible economical direct flight rather than the cheapest flight.

MOTION 28B (TO AMEND) PASSED. (18-1-1, chair not voting) Region-At-Large (Lebanese Chapter): (28C) That society decides the CAP on transportation reimbursement to CRC two weeks 30 days

before the CRC and to be based on a 14 day advanced ticket price at the most feasible economical direct flight rather than the cheapest flight.

AMENDED MOTION 28C PASSED. (unanimous voice vote, chair not voting) AI 61 Staff to report results of Motion 28C to Lebanese Chapter and publish on website. Consent Agenda It was moved by Mr. Austin (29) That consent items a-k as shown below be approved for referral as indicated. Region I (Connecticut Chapter): a. That the following responsibility be added to Section 2.6, Student Activities Chair, of the

Manual for Chapter Operations and referred to the Student Activities Committee to determine if wording is correct before publishing in the MCO:


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xii. Collaborate with the Membership Promotion Committee and Young Engineers in ASHRAE Committee to contact and encourage graduating student members to continue their membership through the SmartStart program. Contact graduating students toward the end of the college school year, preferably in March or April, prior to graduation.

Region II (Halifax Chapter): b. That Society apply to have ASHRAE Research Canada become a Registered Charity, be

referred to the Finance Committee and ASHRAE attorneys for review. Region II (Halifax Chapter): c. That Society make the ASHRAE.org website mobile friendly, be referred to Publishing and

Education Council for consideration and to determine fiscal impact. Region IV (Atlanta Chapter): d. That ASHRAE Staff shall notify the Regional Vice Chair – Student Activities of the respective

region whenever a scholarship application is received for that region effective February 1, 2016, be referred to the Scholarship Trustees.

Region IV (Southern Piedmont Chapter): e. That ASHRAE create an online Chapter Speakers file for Chapter Leaders to use by

November 1, 2015, be referred to Chapter Technology Transfer Committee and the ad hoc committee on Effective ASHRAE Materials Delivery To and Through Chapters (MBO #4) for consideration.

Region IV (Southern Piedmont Chapter): f. That ASHRAE MC and/or PEC undertake a project for ASHRAE to share ASHRAE provided

attendee training and income with ASHRAE Chapters in order to expand use of ASHRAE provided member education, be referred to Publishing and Education Council, Chapter Technology Transfer Committee and the ad hoc committee on Effective ASHRAE Materials Delivery To and Through Chapters (MBO #4) to review and evaluate.

Region V (Cleveland Chapter): g. That ASHRAE PEC notify chapters monthly of everyone in their chapter area who has signed

up for an ASHRAE product, be referred to Publishing and Education Council for consideration.

Region VII (West Virginia Chapter): h. That ASHRAE notify chapters monthly of individuals in their chapter area that have signed up

for an ASHRAE sponsored webinar or educational training, be referred to Publishing and Education Council for consideration.

Region X (Hawaii Chapter): i. That Centralized Training and Regional Training for Membership Promotion and Research

Promotion be made available remotely via an online meeting or other electronic media, be referred to the Membership Promotion and RP Committees for consideration.

Region XII (Spacecoast Chapter): j. That Members Council recommends to the Chapter Technology Transfer Committee (CTTC)

grassroots committee be allowed to create a CTTC Co-Chair designation in our rules, for use


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by ASHRAE Chapters, effective July 1, 2016, be referred to Chapter Technology Transfer Committee for consideration.

Region-At-Large (Lebanese Chapter): k. That society reimburse CRC transportation expenses for MP Chairs and RP Chairs who

didn’t attend the MP/RP centralized training, be referred to Membership Promotion Committee, Research Promotion Committee and the ad hoc committee on Centralized Training.

Consent items 29-d. and f. were removed for a separate vote. (29A) That the consent items as shown below be approved for referral as indicated. Region I (Connecticut Chapter): a. That the following responsibility be added to Section 2.6, Student Activities Chair, of the

Manual for Chapter Operations and referred to the Student Activities Committee to determine if wording is correct before publishing in the MCO:

xii. Collaborate with the Membership Promotion Committee and Young Engineers in

ASHRAE Committee to contact and encourage graduating student members to continue their membership through the SmartStart program. Contact graduating students toward the end of the college school year, preferably in March or April, prior to graduation.

Region II (Halifax Chapter): b. That Society apply to have ASHRAE Research Canada become a Registered Charity, be

referred to the Finance Committee and ASHRAE attorneys for review. Region II (Halifax Chapter): c. That Society make the ASHRAE.org website mobile friendly, be referred to Publishing and

Education Council for consideration and to determine fiscal impact. Region IV (Southern Piedmont Chapter): e. That ASHRAE create an online Chapter Speakers file for Chapter Leaders to use by

November 1, 2015, be referred to Chapter Technology Transfer Committee and the ad hoc committee on Effective ASHRAE Materials Delivery To and Through Chapters (MBO #4) for consideration.

Region V (Cleveland Chapter): g. That ASHRAE PEC notify chapters monthly of everyone in their chapter area who has signed

up for an ASHRAE product, be referred to Publishing and Education Council for consideration.

Region VII (West Virginia Chapter): h. That ASHRAE notify chapters monthly of individuals in their chapter area that have signed up

for an ASHRAE sponsored webinar or educational training, be referred to Publishing and Education Council for consideration.

Region X (Hawaii Chapter): i. That Centralized Training and Regional Training for Membership Promotion and Research


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Promotion be made available remotely via an online meeting or other electronic media, be referred to the Membership Promotion and RP Committees for consideration.

Region XII (Spacecoast Chapter): j. That Members Council recommends to the Chapter Technology Transfer Committee (CTTC)

grassroots committee be allowed to create a CTTC Co-Chair designation in our rules, for use by ASHRAE Chapters, effective July 1, 2016, be referred to Chapter Technology Transfer Committee for consideration.

Region-At-Large (Lebanese Chapter): k. That society reimburse CRC transportation expenses for MP Chairs and RP Chairs who

didn’t attend the MP/RP centralized training, be referred to Membership Promotion Committee, Research Promotion Committee and the ad hoc committee on Centralized Training.

MOTION 29A PASSED. (unanimous voice vote, chair not voting) AI 62 Staff to refer motions as indicated in Motion 29A to the appropriate groups. AI 63 Staff to report the status of motions to chapters/regions as indicated in Motion 29A and

publish on website. It was moved by Mr. Austin Region IV (Atlanta Chapter): (30) That ASHRAE Staff shall notify the Regional Vice Chair – Student Activities of the respective

region whenever a scholarship application is received for that region effective February 1, 2016, be referred to the Scholarship Trustees.

It was suggested by Mr. Chin that the Student Activities Committee be included on the referral. Region IV (Atlanta Chapter): (30A) That ASHRAE Staff shall notify the Regional Vice Chair – Student Activities of the respective

region whenever a scholarship application is received for that region effective February 1, 2016, be referred to the Scholarship Trustees and the Student Activities Committee for consideration.

MOTION 30A (TO REFER) PASSED. (unanimous voice vote, chair not voting) AI 64 Staff to refer Motion 30A to the Scholarship Trustees and Student Activities Committee for

consideration. AI 65 Staff to report status of Motion 30A to Atlanta Chapter and publish on the website. It was moved by Mr. Austin Region IV (Southern Piedmont Chapter): (31) That ASHRAE MC and/or PEC undertake a project for ASHRAE to share ASHRAE provided

attendee training and income with ASHRAE Chapters in order to expand use of ASHRAE provided member education, be referred to Publishing and Education Council, Chapter


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Technology Transfer Committee and the ad hoc committee on Effective ASHRAE Materials Delivery To and Through Chapters (MBO #4) to review and evaluate.

There was concern that Motion 31 should not include the Chapter Technology Transfer Committee and it was determined that the committee should be included in the referral. MOTION 31 (TO REFER) PASSED. (unanimous voice vote, chair not voting) AI 66 Staff to refer Motion 31 to Publishing and Education Council, Chapter Technology Transfer

Committee and the ad hoc committee on Effective ASHRAE Materials Delivery To and Through Chapters for consideration.

AI 67 Staff to report status of Motion 31 to Southern Piedmont Chapter and publish on the website. It was moved by Mr. Austin Region I (Long Island Chapter): (32) That a welcome package be created for new students. Welcome package will include:

1. Membership card/pin 2. ASHRAE Journal Online access 3. ASHRAE membership online store discount

Background: Currently, new student members do not receive any of the publications or benefits of Associate Membership. This causes difficulty in retaining student members when they graduate. This motion proposes to give some benefits of Associate Membership to students, without significant financial impact. Fiscal Impact: ASHRAE Online Journal access should have minimal administrative cost. Membership cards carry some cost for production and shipping. We anticipate less than $2.00 per new student member. Mr. Austin reported new student members currently receive the following: membership card and certificate, ASHRAE Journal (hardcopy and online access), membership online discounts. New ASHRAE members do not receive membership pins but they can be purchased at the online logo store for about $3. Student members do not receive the handbook but can purchase it at the discounted rate of $49. MOTION 32 FAILED. (0-20-0, chair not voting) AI 68 Staff to report results of Motion 32 to the Long Island Chapter and publish on the website. It was moved by Mr. Austin Region II (Ottawa Valley Chapter): (33) That Society provide additional titles in the dropdown menu used to assign officers during the

Chapter Information Questionnaire (CIQ). Background: Currently the CIQ dropdown menu includes a list of available positions that are typical for chapter operations. However, some chapters require additional positions that are not available in the dropdown menu. In many cases, committee chairs have multiple committee members or co-


32

chairs that assist in performing the various required tasks. These members should be recognized for volunteering on these committees and this information should automatically appear on their ASHRAE bio. Not having this information automatically appear on the member’s bio makes the review of potential candidates for the chapter service awards more difficult. Examples include CTTC committee members. The deadline for assigning committee members/co-chairs should be extended beyond the June 30th deadline in order to allow the chair time to put his committee together. Fiscal Impact: None. Mr. Austin reported during the 2013 Fall Members Council meeting, the council approved a motion to include all positions listed in the MCO on the CIQ dropdown list. This was implemented and although co-chair positions were not on the list, they were included for the following: MP, RP, GGA, SA, YEA and CRC general chair. Also, several chapters have different committees with different names and responsibilities. It would be very difficult to keep up with the variety of positions since each chapter is different. Chapter members who serve in unofficial chapter positions lists their information on their bio under the Member Entered Data section. MOTION 33 FAILED. (0-20-20, chair not voting) AI 69 Staff to report results of Motion 33 to Ottawa Valley Chapter and publish on the website. It was moved by Mr. Austin (34) That the consent items a-e be defeated. Region IV (Charleston Chapter): a. That the first deadline (chapter deadline) for Society ASHRAE Student Project submissions

be moved from 1st week of May to 4th week of May. This would allow schools on the Quarter system to finish their projects within a week or two. Quarter finish (1st week of June) and not a full month in advance.

Region X (Golden Gate Chapter): b. That ASHRAE’s online member signup and renewal system be modified to allow individuals

to select Section membership and pay Section dues in addition to the existing option to select a Chapter and pay Chapter dues.

Region XII (Brasil Chapter): c. That Members Council changes its current CRC transportation reimbursement policy such

that the chapter can assign substitute chapter BOG officers/chairs from the following seven committee positions prior to CRC each year to have transportation reimbursement for CRC participation: CTTC, GGAC, H&A, Historian, Refrigeration, Student and YEA, even though they may not be currently listed on the CIQ on file at HQ, beginning July 1, 2016.

Region XII (Southwest Florida Chapter): d. That ASHRAE create a Chapter Email Group in the ASHRAE Database, accessible on the

secure ASHRAE website, that can be downloaded by the chapter President and secretary, with up to date email addresses of all chapter assigned members, beginning January 1, 2016.


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Region-At-Large (Lebanese Chapter): e. That society sets a deadline for answering society motions submitted during Fall CRC, say

end of May of the following year. MOTION 34 (consent items a-e) FAILED. (0-20-0, chair not voting) AI 70 Staff to report results to chapters listed in Motion 34 and publish on the website. It was moved by Mr. Austin Region XII (Central Florida Chapter): (35) That Society (via their IT department) changes its online webpage software and adds a field

or search option to the “Find an ASHRAE Certified Professional” webpage that allows a user to search or filter by Chapter Membership, effective July 1, 2016.

Background: The Presidential Award of Excellence (PAOE) has issued “50 points for each individual who earns or renews an ASHRAE certification during the Society President’s term” since the 2009-2010 Society President’s term. Chapters that seek out this information must contact Society directly in order to get the information necessary. In order to remove the friction from this process and make it an on-demand item, we recommend Society add a filter that can show just Chapter members for each chapter. Fiscal Impact: The update of the ASHRAE Certification database involves Society updating the CIQ and digital documents associated with CTTC at an estimated internal HQ labor cost of $909.36. Estimated costs are itemized as follows: Assuming that updating the programming code and web pages associated with the CIQ

would take no more than 8 hours, the cost of labor for a computer programmer at $35.71 per hour would be $285.68.

Assuming that updating all digital documents, which are now provided by Society in PDF format viewable on Adobe Acrobat, would take no more than 16 hours, the cost of labor for an administrative service manager at $38.98 per hour would be $623.68.

AI 71 Mr. Austin reported an action item was assigned to staff to create a report that chapter

officers can access that lists all of the members in their chapter that earned certification during the Society Presidential year. Something like this would be a typical report request and might take one of our developers a few hours. The audience for the existing report on the website is broader than chapters, so it makes sense for the chapters to have a separate report that contains (just) the information they need.

MOTION 35 FAILED. (0-20-0, chair not voting) AI 72 Staff to report results of Motion 35 to Central Florida Chapter and publish on the website. It was moved by Mr. Austin Region VII (Bluegrass Chapter): (36) That the online CIQ be made editable by chapters after submitting. Background: When entering information into CIQ, if a mistake is made the chapter must contact


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society and have them make the revision on behalf of the chapter. Fiscal Impact: Impact would be related to changing printed materials and webpages. However, these materials are updated annually so minimal impact would be expected. Mr. Austin reported this is a training issue. Members can add to but cannot delete from the CIQ. If it was just a matter of a chapter editing a roster, it would not be an issue to have this feature. It was made available when the CIQ was first established online. Problems occurred when positions were deleted from member records or typed over instead of adding to the record. This was an issue because it was live data that members were editing and historical data that was being deleted. Emails were sent to the chapters informing them of these serious issues; instructions were sent on how not to not type over the member data or delete records. The problems continued another 2 years before the feature was removed. To date we still receive calls/emails from members who update their bios and inform us of missing positions. There is no data that shows they ever held the positions because the information is no longer there. A chapter officer or committee chair can be listed on a CIQ in multiple positions, the member’s bio is their official record of service. The CIQ is entered mostly by a new chapter officer each year as chapter roles change. Removing the feature was the only way to prevent these major issues from happening again. MOTION 36 FAILED. (1-19-0, chair not voting) AI 73 Staff to ensure chapters have the instructions needed to complete CIQ. AI 74 Staff to report results of Motion 36 to Bluegrass Chapter and publish on website. It was moved by Mr. Austin Region X (San Diego Chapter): (37) That the Society website be updated to include a report for members that have enough

points to receive a Regional Award of Merit but have not received one yet. Background: Searching for possible candidates and then manually opening each person's bio and adding up points is unnecessarily time consuming. If it was a standard report that the website could run it would help Delegate and Alternate attendees prepare for CRC easier, resulting in more awards being given to those that deserve them. Fiscal Impact: $1,000 (website design). Mr. Austin reported this motion was addressed in Motion 25; as such, a substitute motion was presented in its place. MOTION 37 FAILED. (0-20-0, chair not voting) AI 75 Staff to report results of Motion 37 to San Diego Chapter and publish on website. It was moved by Mr. Austin Region XII (Argentina Chapter): (38) That Society establish an official YEA CRC committee grassroots presence and workshop by

funding transportation for Young Engineers in ASHRAE (YEA) Chapter Committee Chairs to


35

attend Chapters’ Regional Conference (CRC) YEA Workshops, effective July 1, 2016. Background: The YEA Committee has done an incredible amount of work to increase and engage the Society’s young engineering membership. In line with the Society’s Strategic Plan and for the benefit of the Society’s future, YEA Chapter Committee Chairs need to be positioned to expand their activities at the Regional and Chapter levels, as well as better tap into and connect with the talent available by Chapters at a deeper level. Funding travel for YEA Chapter Committee Chairs to CRC workshops and to attend it’s activities would attain these objectives while alleviating financial burden on Chapters and the individual chairs. Fiscal Impact: Transportation funding for YEA Chapter Committee Chairs to attend CRCs would cost Society on average $1,000.00 per YEA Chair in each Region for travel. This amount would equal $176,000, assuming all 176 Chapters send one YEA Chair to their respective CRC. Mr. Austin reported chapter committee chairs should not receive transportation reimbursement unless they are grassroots committees. MOTION 38 FAILED. (0-19-1, chair not voting) AI 76 Staff to report results of Motion 38 to Argentina Chapter and publish on website. It was moved by Mr. Austin Region-At-Large (India Chapter): (39) That all ASHRAE events held in a country or a geographical area covered by a Chapter to be

done in association with the local chapter, and sales of ASHRAE publications during this event to be handled by the local chapter.

Background: Involving local chapter would promote ASHRAE in the country, resulting in growth of ASHRAE membership. Fiscal Impact: Positive, as we will have an increase in revenue through membership fees. Mr. Austin reported ASHRAE should not have to change a process that has worked successfully for the Society over the years. MOTION 39 FAILED. (0-19-1, chair not voting) AI 77 Staff to report results of Motion 39 to India Chapter and publish on website. It was moved by Mr. Austin Region-At-Large (Lebanese Chapter): (40) That society reimburse transportation expenses for one delegate from each chapter to

participate in the society winter meeting. Background: The society meetings are very important events for ASHRAE members and especially the winter meeting as it is accompanied by the AHR expo. Many chapters do not have any representatives at these meetings due to financial limitations especially from RAL chapters where the travel cost is significant. Having a chapter delegate at the society meetings will be beneficial to


36

both the society and the chapter. Fiscal Impact: Will have to be estimated by the society. Mr. Austin reported the delegates would not have a purpose at the Society meetings. Currently, the LeaDRS shadow their DRC and transportation is charged to the DRCs’ allocated chapter visits. The fiscal impact would be cost prohibitive because if reimbursing transportation for all delegates from one region, Society would have to reimburse transportation for all delegates from all regions. MOTION 40 FAILED. (1-19-0, chair not voting) AI 78 Staff to report results of Motion 40 to Lebanese Chapter and publish on website. It was moved by Mr. Austin Region-At-Large (Northern Pakistan Chapter): (41) That Chapter Historian be Reimbursed for Travel Transportation to attend the CRC. Background: As per current MCO, Chapter Historian cannot be reimbursed to attend the CRC, while he/she is not only preparing the historical display but also there is Historian training workshop to be attended. Reimbursing the Historian for transportation expenses to attend the CRC will motivate the officers to better fulfill their tasks and also secure a presence at the Historian Workshop. Fiscal Impact: YES, to be determined by the Finance Committee. Mr. Austin reported this issue should be handled at the chapter or regional level since the historians are not a grassroots committee. Currently only chapter delegates, alternates and the grassroots committee chairs are reimbursed for training to attend the CRC or for RP and MP Centralized Training (see excerpt below from the MCO). MOTION 41 FAILED. (4-15-1, chair not voting) AI 79 Staff to report results of Motion 41 to Northern Pakistan Chapter and publish on website. It was moved by Mr. Austin Region-At-Large (Sub Regions A, B and C): (42) That society reimburse transportation expenses for Region At Large Sub Regional Chairs

(SRCs) & ARC to attend the RAL planning meeting during ASHRAE annual meeting. Background: Many decisions & discussions concerning the Region At Large and ASHRAE policies take place during the RAL Planning meeting held during the ASHRAE winter meeting; currently the RAL SRCs do not attend this meeting due to travel expenses and since the SRCs are responsible of representing the Chapters and Members toward the Society and the Region (and Vice Versa), not attending this meeting is creating a gap between the Chapters/Members and the Region/Society, allowing the SRCs to be reimbursed for transportation expenses will encourage them to attend the meeting and actively participate in its functions and resolutions and also provide a better service for Chapters and Members of the Region/Sub-Regions. Fiscal Impact: Around 4 x $1,000 = $4,000 per year assuming an average of $1,000 per trip per


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SRC or ARC. Mr. Austin reported the regions are reimbursed for one regional planning meeting. During the 2012 Fall Members Council Meeting, the council approved a motion for the Sub Region Chairs to attend the winter conference at the discretion of the DRC. Also, the average airfare is closer to $1500 instead $1000 as shown in the fiscal impact below. MOTION 42 FAILED. (1-19-0, chair not voting) AI 80 Staff to report results of Motion 42 to Sub Regions A, B and C and publish on website. Mr. Austin reported the following information items. Information Items: 1. MBO #2: [Ross Montgomery-Chair, Edward Tsui and Jack Zarour] to make

recommendations to incorporate issues within developing economies in Members Council and Society. For example, is a new standing committee required? Should it report to Members Council? Is a steering committee a better approach? (See the report on Developing Economies from presidential ad hoc and the ASHRAE-UNEP work plan.) {Deadline: 2016 Annual Meeting – St. Louis}

2. MBO #3: [Russell Lavitt-Chair, Edward Tsui and Erich Binder] to investigate the role of the

ASHRAE Associate Society Alliance (AASA) and make recommendations on how to better involve AASA, and the associated issues involving AASA, into Society. Clarify the difference between an AASA member and a chapter in the same country. {Deadline: 2016 Annual Meeting – St. Louis}

3. MBO #4: [Billy Austin-Chair, Andy Price and Isabelle Lavoie] to develop a plan to implement

the recommendations generated in the 'Effective ASHRAE Materials Delivery To and Through Chapters' report. (Joint working group with Pub/Ed Council. Reference report from 2014-2015 council ad hoc. David Underwood has assigned Karine Leblanc and Bill Klock as Directors to assist.) {Deadline: 2016 Annual Meeting – St. Louis}

4. MBO #6: [Isabelle Lavoie-Chair, Blake Ellis, Erich Binder and Karine LeBlanc] to review and

make recommendations on implementing a 'Women in ASHRAE' initiative into our Chapters. (Reference letter from Jennifer Leach on Women in Engineering (WIE).) {Deadline: 2016 Annual Meeting – St. Louis}

5. Finance Committee Action Item 1 (06/14): [Isabelle Lavoie-Chair, Russell Lavitt and Erich

Binder (Manual Subcommittee)] Finance Committee to suggest that Member’s Council review the Manual of Chapter Operations (MCO) and add information about lobbying efforts (United States impact) of chapters and chapter members at the chapter level to include:

Limitations on how much money can be expended toward lobbying efforts. In the U.S.

the federal government limits expenditures to no more than 25% or your total employment time or salary (?).

Time expended as opposed to in-kind gifts was also questioned. Do these rules also apply at the state level and if so to what degree? What potential issues might occur if a chapter hires a lobbyist?

AI 81

AI 83

AI 82

AI 84

AI 85


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6. Finance Committee Action Item 3 (06/14): [Isabelle Lavoie-Chair, Russell Lavitt and Erich Binder (Manual Subcommittee)] Finance Committee to request that Member’s Council review the MCO as it relates to Liability Insurance requirements to include:

Update the exclusions list to correspond with the current policy in effect. Insure that chapter leaders are clearly advised about any activities that are excluded

and which are pursued/conducted by the chapter should be insured and that this insurance needs obtained through ASHRAE through their insurance agency.

Update any other information related to this matter in the MCO to include contact information for the ASHRAE office/person responsible to assist on these matters.

7. Blake Ellis-Chair, Andy Price and Joe Furman (Direction Subcommittee) to review CRC

reports from the spring and fall CRCs and determine if ideas on reports may be of value to chapters as best practices.

8. ExCom Action Item 18: Review the Chapter MOU policy, provide input and present it to

Members Council and report back to ExCom. (Complete, Attachment I) Other Business (continued) GGAC Public Policy Priorities It was moved by Mr. Binder and seconded (43) That the Grassroots Government Advocacy Committee Public Policy Priorities be approved

as shown in Attachment J. Background: The Public Policy Priorities were reviewed and revised by GGAC after previous feedback from Members Council. The priorities are in line with what ASHRAE is working and reflects the strategic plan and ASHRAE’s core mission. MOTION 43 PASSED. (20-0-0, chair not voting) AI 88 Staff to send the BOD the GGAC Public Policy Priorities as an information item for their

meeting here in Atlanta. 9. Unfinished Business Nominating Committee MOP (continued) Postponed Motion 5B from the Thursday, November 5 meeting was back on the table. It was moved by Ms. Scoggins and seconded (5C) That in section (a) the 15 years be removed and section (b) be deleted and replaced with

“extend a maximum of 8 years and no more than 4 years at a time.”


AI 86

AI 87


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It was moved by Mr. Knight that Motion 5C be made an action item to Members Council.

Motion failed because of lack of second.

It was moved by Mr. Boudani and seconded

(5D) That Motion 5C be postponed until the Orlando meeting.

MOTION 5D FAILED. (8-12-0, chair not voting)


(5E) That in section (a) the 15 years be removed and section (b) be deleted and replaced with “extend a maximum of 8 years and no more than 4 years at a time.”



MOTION 5E FAILED. (6-13-1, chair not voting)

AI 89 Members Council could not reach a consensus on Motion 5E. Mr. Wentz assigned an action item to the council to bring a recommendation back to the meeting in Orlando.

DRC Meetings at Winter and Annual Conferences

AI 90 There was concern that since DRCs no longer report to Members Council that information is not being communicated concerning regional issues to the council. It was noted that Members Council should focus on the issues of CRC even though there are other ad hoc groups assigned to do this. The DRCs are meeting formally during the society meetings to discuss regional issues but no staff assigned to them. Mr. Wentz asked Ms. Abrams if she could sit in on the DRC meetings and report back to Members Council. The council was in agreement that this should happen.


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10. Next Meeting Tuesday, January 26, 2016, 8:15am-Noon, Hilton Orlando 10. Adjourn Mr. Wentz adjourned the 2015 Fall Meeting of Members Council at 11:40am. Attachments: A – GGAC Manual of Procedures B – Proposed 2016-17 Presidential Initiatives C – Committee Performance Review D – Status of Referrals from Members Council E – Review of Carryover Action Items F – Review of CRC Schedules G – Presidential Theme H – Finance Committee Referred Motion I – Chapter MOU policy J – GGAC Public Policy Priorities

Grassroots Government Advocacy Committee

Manual of Procedures

ATTACHMENT A

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Approved by Grassroots Government Advocacy Committee MONTH, DAY, YEAR

Table of Contents

1. Introduction…………………………………………………………………………………………….……………………………Page 3

2. Establishment, Scope, and Purpose………………………………………………………….……………………………Page 3

3. Committee Membership……………………………………………..…………………………….………………………….Page 3

4. Expectations of Committee Members.……………………………………………………….………………………….Page 3

5. Duties of Committee Members………………………………………………………………….………………………….Page 4

a. Chair…………………………………………………...…………..….…………………………………………………..Page 4b. 1st Vice Chair………………………………………………………………………………….………………………..Page 4c. 2nd Vice Chair………………………………………………………………………………….…………..…………..Page 5d. Communications Coordinator……………………………………………………………………………………Page 5e. Regional Vice Chairs……………………………………………………………………….…………………………Page 5f. Chair of Technology Council…………………………………………….…….…..….…………………………Page 6g. Chair of Members Council……………………….…………………….……………….………………………..Page 6h. Chair of Publishing and Education Council………………………………………………………………..Page 6i. Ex Officio Members…………………………………………………………………………..………………………Page 6j. Consultant………………………………………………………………………………………………………………..Page 7k. At Large Members…………………………………………………………………………………………………….Page 7l. Staff Liaisons…………………………………………………………………………………………………………….Page 7

6. Subcommittees…….…….…………………...………………………….……………………………….……………………..Page 8

a. Executive………………………………………………………………………………………………………………….Page 8b. Active Outreach………………..….………………………………………………………………………………….Page 9c. Responsive Engagement…….……………………………………………………………….……………………Page 9

7. Chapters Regional Conference………………………………………………………………………………………………Page 9

8. Committee Objectives (MBOs).……………………………………………………………………………………….….Page 10

9. Award Programs………………………………………………….……………………………………………………………..Page 11

a. Grassroots Government Advocacy Award…………………………………………………….…………Page 11

ATTACHMENT A

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1. INTRODUCTION

The Rules of the Board (ROB) for the Grassroots Government Advocacy Committee (GGAC) define its authority, organization, and general responsibilities. The Manual of Procedures (MOP) details the operating procedures followed in carrying out the general responsibilities of the committee as prescribed in its ROB.

2. ESTABLISHMENT, SCOPE, AND PURPOSE

The GGAC is responsible for organizing ASHRAE members at the grassroots level to influence and educate local, state, provincial, and national government bodies and officials in areas of interest to ASHRAE members, in order to better coordinate efforts and understanding between ASHRAE members, government, and non‐governmental organizations as well as being responsible for developing the extent and manner in which ASHRAE implements and pursues actions to influence public policy. All efforts will be in accordance with the Certificate of Consolidation, By Laws, and applicable laws.

The GGAC shall advise Members Council on specific public policy issues and actions, and provide guidance/counsel to Members Council for implementing such actions.

The purpose of these activities is to benefit ASHRAE members, the HVAC&R industry, and the public by providing responsible and balanced technical input and advice to policymakers. There will be no Political Action Committee (PAC) and no contributions to politicians or political candidates.

3. COMMITTEE MEMBERSHIP

1. Voting membership shall consist of a Chair, two Vice Chairs, a Communications Coordinator, onerepresentative from each Region who serves as Regional Vice Chair, At‐Large Members, Chair ofTechnical Council, Chair of Members Council, and the Chair of Publishing and Education Council.

2. Non‐voting members include the staff of the Government Affairs Office and two Ex Officiomembers appointed by the President‐Elect, one of whom shall be the current Treasurer of theSociety.

4. EXPECTATIONS OF COMMITTEE MEMBERS

Committee members are expected to attend and actively participate in regular meetings, quickly respond to requests from Government Affairs Office staff and committee leadership, and engage in constructive dialogue.

ATTACHMENT A

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5. DUTIES OF COMMITTEE MEMBERS

a. Chair

Duties of the Chair consist primarily of directing the operation of this Committee and reporting to the Members Council as required. Specific duties include:

1. Attend meetings of this Committee and assigned subcommittee meetings.2. Preside over all meetings of this Committee and its Executive Subcommittee.3. Present, in coordination with the staff liaisons, centralized training for RVCs at the Annual

Meeting and Winter Conference.4. Review and coordinate approval of the Committee minutes, as prepared by the staff liaisons, for

all Committee meetings.5. Prepare the agendas for this Committee’s meetings with the assistance of the staff liaisons and

Committee members.6. Preparing written reports, including MBO status, at Society Annual and Winter Meetings, and at

other times as required.7. Annually appoint each member of this Committee to one or more standing subcommittees.8. Periodically review the expenditures and budget allocations of the committee and take any

action deemed necessary, in cooperation with the Executive Vice President, to stay within theestablished budget.

9. Appoint ad hoc committees, or working groups from the membership of this Committee, asnecessary.

b. 1st Vice Chair

Duties of the 1st Vice Chair include the following:

1. In the absence of the Chair, the 1st Vice Chair shall assume the Chair role at any scheduled orcalled meeting of this Committee.

2. In the event the Chair is unable to perform its duties, the 1st Vice Chair shall assume all theduties of the Chair until a successor is selected.

3. Prepare recommended budgets for the operation of this Committee for the coming year, inconsultation with this Committee’s Executive Subcommittee, the staff liaisons, and the BOD ex‐officio members, for consideration by this Committee.

4. Perform other duties which may be assigned by the Chair.6. Oversee all liaisons activities. Generate liaisons report(s) for distribution to appropriate Society,

ASHRAE Regional, and Chapter groups.7. As needed, coordinate review of the MOP and ROB and recommend changes via motions to the

Committee.8. Serve on this Committee’s Executive Subcommittee.9. Serve as Chair of the Active Outreach Subcommittee.

ATTACHMENT A

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c. 2nd Vice Chair

Duties of the 2nd Vice Chair include the following:

1. Manage action item deadlines on behalf of the Chair.2. Administer the new Committee member mentoring program.3. Coordinate new RVC training at the Society’s Annual Meeting.4. Administer this Committee’s Government Activities Awards Program.5. Serve on this Committee’s Executive Subcommittee.6. Serve as Chair of the Responsive Engagement Subcommittee.

d. Communications Coordinator

Duties of the Communications Coordinator shall include working with members and staff to:

1. Develop and oversee the implementation of a communications plan for the Committee.2. Manage and update relevant ASHRAE webpages and social media outlets.3. Produce newsletter and/or email updates on a quarterly basis, at a minimum.4. Manage distribution channels for grassroots government activity clearing house efforts to the

membership.5. Solicit and publish Journal and Insights articles.6. Manage grassroots government activities training efforts.7. Serve on this Committee’s Executive Subcommittee.

e. Regional Vice Chairs

Duties of the Regional Vice Chairs include:

1. Work closely with the Director and Regional Chair (DRC) to keep them informed regarding theCommittee’s activities and assist with public policy issues.

2. Attend the regular meetings of this Committee at the Winter and Annual Meetings of theSociety.

3. Assist Chapters in planning, coordinating and administering government activities and assistwith training for such activities.

4. Monitor PAOE for Chapter governmental activities within the Region.5. Prepare and conduct Governmental Activities Workshops at Chapters Regional Conference

(CRC).6. Prepare reports, as required by the Society and this Committee’s Chair.7. Coordinate communication on government activities at the Chapter and Regional levels.8. Administer this Committee’s Government Activities Awards Program within the Region, solicit

entries for each award from the Chapters, and forward qualified entries for Societyconsideration.

9. Transfer all relevant GGAC materials, information, standards, and related information to thesuccessor RVC.

10. Serve on subcommittees, prepare for and attend any special meetings, and perform other dutiesas directed by this Committee’s Chair.

ATTACHMENT A

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f. Chair of Technology Council

Duties of the Representative of Technology Council (TechC) include:

1. Serve as the liaison between GGAC and TechC.2. Ensure that ASHRAE’s standards and other technical products are represented in public policy

discussions and initiatives.3. Serve on this Committee’s Executive Subcommittee.

g. Chair of Members Council

Duties of the Representative of Members Council include:

1. Serve as the liaison between GGAC and Members Council.2. Ensure that ASHRAE’s grassroots activities are represented in public policy discussions and

initiatives.3. Serve on this Committee’s Executive Subcommittee.

h. Chair of Publishing and Education Council (PubEd)

Duties of the Representative of PubEd Council include:

1. Serve as the liaisons between GGAC and PubEd Council.2. Ensure that ASHRAE’s publications, training, certification, and related products are represented

in public policy discussions and initiatives.3. Serve on this Committee’s Executive Subcommittee.

i. Ex Officio Members

Duties of the BOD Ex‐Officio members include:

1. Serve this Committee in an advisory capacity and provide liaisons with the BOD, Councils, andother committees.

2. Provide support to this Committee as follows:(a) Guidance in fiscal planning.(b) Assistance in preparation of annual objectives.(c) Monitoring of progress toward completion of annual objectives.(d) Assistance in developing action plans to achieve Strategic Plan Objectives.(e) Monitoring of progress toward completion of Strategic Plan Objectives.(f) Ongoing review of the Committee's ROB and MOP.(g) Assess the Committee's scope and operation, and suggest changes as needed.

3. Attend all meetings of the Committee, except in cases of conflict with BOD meetings.4. Serve on this Committee’s Executive Subcommittee.

ATTACHMENT A

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j. Consultant

Duties of the Consultant shall include the following:

1. Provide Committee with advocacy updates in a format available for distribution toChapters.

2. Apprise the Committee of sister organizations’ governmental activities.3. Develop new or updated Chapter program support information.4. Maintain liaison with ASHRAE Chapters through the RVCs regarding advocacy.5. Report on advocacy activities at the Annual and Winter Meetings.6. Recommend to the Executive Subcommittee on PAOE criteria for activities where

members are encouraged to participate in governmental activities.7. Assist RVCs with CRC workshop materials and presentations pertaining to advocacy.8. Solicit help from the Grassroots Government Advocacy Committee and governmental

contacts to identify relevant issues and presenters.9. Serve on this Committee’s Executive Subcommittee.

k. At‐Large Members

Duties of the At‐Large Members include:

1. Serve on one of the Committee’s subcommittees.2. Provide support and advice as an advocate for assigned committees in communication and

interpretation of Committee’s goals; guidance in fiscal planning, assistance in preparation andmonitoring of annual objectives; assistance in developing and monitoring of action plans toachieve Strategic Plan Objectives; and assist in preparing recommendations to the MembersCouncil.

3. Attend all meetings of the Committee.4. Other duties from time to time as directed by the Committee Chair.

l. Staff Liaisons

The staff liaisons shall assist in carrying out Committee duties, including:

1. Generate, submit for approval to the Chair, and distribute meeting minutes within 60 days afterCommittee meetings.

2. Distribute other supporting documents to Committee members in a timely manner.3. Assist the Chair in preparation of timely, informative reports to the Members Council and the

BOD.4. Welcome new members appointed to this Committee and send them copies of the current

Committee roster, MOP, minutes of the past committee meetings, and other pertinentinformation, as applicable.

5. Assist the 1st Vice Chair with generating the Committee’s budget and four‐year plan.6. Maintain a copy of accounting records and financial statements for the Committee.7. Process appropriate transportation reimbursement requests for Committee members.

ATTACHMENT A

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8. Support the Committee in carrying out Strategic Plan Objectives (SPO’s).9. Update this Committee’s MOP as directed by the Committee.10. Update and process materials for this Committee’s workshops at CRC’s.11. Assist in the preparation of materials for training incoming Committee members.12. Assist the Chair in conducting training of Committee members at the Annual Meeting and the

Winter Conference, and in qualifying Committee members to provide training at CRC Workshopsand Chapter events.

13. Respond to inquiries from Chapters regarding this Committee’s activities.14. Assist the Communications Coordinator, the 1st Vice Chair, and ASHRAE IT staff with maintaining

a website whereby the membership of ASHRAE can readily obtain information regardinggrassroots government activities in any geographical location where ASHRAE has a presence.

15. Provide support for this Committee’s Government Activities Awards Program, coordinatenotifications, transportation to the Society Meeting, and Society notification to award winners.

16. Provide information and appropriate contact with government agencies in support ofCommittee grassroots government activities.

17. Provide administrative support for this Committee’s programs.18. Coordinate update of website per this Committee’s directives.19. Offer public policy updates and guidance to the Committee on:

a. Recent grassroots government activities (as informed by the Society’s Public PolicyPriorities).

b. Trends relative to such priorities at the grassroots government level.c. Existing or potential collaboration with partnering policy organizations.

6. SUBCOMMITTEES

The Chair shall appoint committee members to each subcommittee annually. Subcommittee members may include voting members of this Committee and individuals with specific and relevant experience needed on each subcommittee.

The Chair of this Committee shall form subcommittees to conduct the business of the Committee in a practical and efficient manner. As conditions change, existing subcommittees may be dissolved. The Chair may also form ad‐hoc subcommittees as needed.

Subcommittee members are appointed for a period of one year and may be reappointed by the incoming Chair.

Subcommittee membership and responsibilities are assigned as follows:

a. Executive

The Executive Subcommittee consists of the Chair, 1st and 2nd Vice Chairs, Communications Coordinator, Chair of TechC, Chair of Members Council, Chair of PubEd Council, Consultant, and the BOD ExOs.

Responsibilities of the Executive Subcommittee shall include:

1. Develop the proposed yearly Public Policy Priorities for the Society.2. Develop and monitor the Committee's MBOs.

ATTACHMENT A

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3. Develop budgets and monitors Committee expenses.4. Manage Grassroots Government Advocacy Awards Program.5. Review and recommend revisions to PAOE criteria.

b. Active Outreach

The members of the Active Outreach Subcommittee are appointed annually by the Chair of the GGAC and consist of approximately half of the RVCs on the GGAC. Members of the Executive Subcommittee may, at their discretion, serve as Ex Officio members of the Active Outreach Subcommittee.

Responsibilities of the Active Outreach Subcommittee shall include:

a. Develop and oversee implementation of public policy goals and initiatives, as drawn from theSociety’s Public Policy Priorities.

b. Provide regular reports to the GGAC on the status of public policy initiatives and goals. Thesereports shall include recommendations for improving the effectiveness of the Society’s public policyoperations.

c. Seek opportunities for influencing public policy through active outreach with governmental and non‐governmental organizations.

c. Responsive Engagement

The members of the Responsive Engagement Subcommittee are appointed annually by the Chair of the GGAC and consist of approximately half of the RVCs on the GGAC. Members of the Executive Subcommittee may, at their discretion, serve as Ex Officio members of the Responsive Engagement Subcommittee.

Responsibilities of the Responsive Engagement Subcommittee shall include:

a. Monitor and respond to public policy‐related requests from government officials and non‐governmental organizations on public policy issues deemed important by the Society, including, butnot limited to those issues identified in the Society’s Public Policy Priorities.

b. Provide regular reports to the GGAC on the status of ongoing public policy projects. These reportsshall include recommendations for improving the effectiveness of the Society’s public policyoperations.

c. Provide recommendations to the GGAC on emerging issues that are not the current primary focus ofthe Society, but have the potential to become of greater interest and thus may warrant greaterfuture attention.

7. Chapters Regional Conference

A “Chapters Regional Conference” (CRC) is the annual meeting of all the Chapters in a Region. The Chapters Regional Conference Committee conducts the orientation session, caucus, executive session and business meetings. The conference also includes workshops, technical sessions, technical tours, and addresses by Society officers, regional award presentations and offers opportunities for Regional

ATTACHMENT A

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fellowship. A Chapters Regional Conference (CRC) will extend for the amount of time, determined necessary by the Director and Regional Chair (DRC) to conduct the business of the region.

1. Scope – To provide a forum for the dissemination of information pertaining to Chapter and Regionalactivities.

2. Purpose – To provide a medium for:a. Chapters to report their activities for the previous year and establish goals for the coming

year.b. Regional officers to report their activities and plans.c. Society officers to inform the Region of Society plans, review Chapter activities within the

Region and participate in workshops.d. Chapter delegates to submit motions for consideration by the Region for proper review and

action as it relates to Society activities.e. Chapter delegates to present nominees for Society and Regional offices and candidates for

honors and awards.f. Conducting Chapter workshops that will educate and prepare officers and committee

members to fulfill their responsibilities.g. Conducting technical sessions on subjects that will educate as well as increase attendance.h. Organizing social activities that will increase attendance and promote comradeship.i. Recognizing and presenting awards to Chapter and Regional members.

Attendance at meetings of the CRC is expected of all Chapter delegates, alternates, RVCs, Regional Historian and Chapter committee chairs for Membership Promotion, Student Activities, Research Promotion, Grassroots Government Activities and Historical Committees and Regional member and alternate to the Nominating Committee. In addition, any Society member residing in the Region is encouraged to attend these meetings. The attendance of Chapter officers and committee Chairs, although not mandatory, is strongly encouraged.

8. Committee Objectives (MBOs)

Prior to the Society Annual Meeting, the incoming Committee Chair, in consultation with the Executive Subcommittee, will prepare objectives for the Committee for the next Society Year and present these objectives to the Committee for review during the Society’s Annual Meeting. The objectives will be included in the Committee’s report to the Members Council at the Annual Meeting as an information item, and a copy of the objectives will be sent to ASHRAE Headquarters staff, Assistant to the BOD.

1. If any committee does not submit its objectives to the BOD at the Annual Meeting, an assignedBOD Ex‐Officio is responsible for contacting the incoming Committee Chair and working withhim/her to complete these objectives.

2. ASHRAE Headquarters staff Director of Member Services will send copies of objectives to theBOD Ex‐Officio, committee staff liaisons and council staff liaisons. Staff liaisons will sendobjectives to Committee members.

3. Each objective should be measurable and should include a projected completion date, fiscalimpact (if any) and other information that would clarify the intent of the objective. If anobjective is to be assigned to a specific member or subcommittee of the committee, this shouldalso be included.

ATTACHMENT A

‐11‐

4. A status report of the objectives will be included in the Committee report submitted to theMembers Council at the Society’s Winter Meeting, and a copy of the objectives will be sent toASHRAE Headquarters staff, Director of Member Services.

5. A final report of the objectives will be included in the Committee report submitted to theMembers Council at the Society Annual Meeting, and a copy of the objectives will be sent toASHRAE Headquarters staff, Director of Member Services. The objectives prepared by theincoming Committee Chair for the next Society Year (or by the individual who will be the nextyear’s Chair) will also be included in this report. These two reports on objectives will show theMembers Council what the Committee accomplished during the Society Year that is ending andwhat is planned for the upcoming year.

9. AWARDS PROGRAM

a. Grassroots Government Advocacy Award

The Grassroots Government Advocacy Award was established to recognize an individual for outstanding effort and achievement in state, provincial, and local government activities in connection with technical issues related to the activities of the Society.

Recognition is in the form of a plaque for first place winners

One awarded per year

The Grassroots Government Advocacy Committee makes recommendations for the award tothe Honors and Awards Committee

ATTACHMENT A

ATTACHMENT B

PresidentialThemePreliminaryBudgetAdhoccommittees,existingcommitteesandstrategicassignmentstoDirectorsSocietyYear2016‐2017

1. ChapterOpportunityFund50awardsperyearat$5,000peraward = $250,000

2. ChapterLeadershipAcademy = $50,000

3. “Sister”Chapterprogram = $50,000(Dependsonwhatshapeittakes)

4. AdoptbEQforstudentbranches = $10,000

5. PersonalDevelopmentdashboard = $100,000(SteveComstockcangenerateagoodestimate)

6. HVACcertificate/certification = $200,000(TimKlinecangenerateagoodestimate)

7. ASHRAEMBA(includesnewsoftskillprogram) = $50,000

8. Internshipprogram = $50,000(maybemuchlargerifitincludesincentives)

ATTACHMENT B

StrategicassignmentstoDirectorsPreliminaryBudgetItemsSocietyYear2016‐2017

1. BoardofDirectorsmeetingoutsideofNorthAmerica(baseduponMunich)

Estimatedcost:Differentialin32airlinetickets($1,500‐$600) = $28,800Hotelroomdifferentialfor3nights($175‐$107) = $6,528Misc.costs = $5,000TOTAL $40,328

2. ASHRAEIdeaIncubator(Notsureofthetitleyet)

Assumetransportationcostsareprovidedfor15peopleAirlineticketstoAtlanta = $9,000Twonightshotelperperson = $3,210Meals,cabfareandmisc. = $2,000TOTAL $14,210

3. Past‐president’slunch(inlieuofbreakfast)a. IssuesofthedayfacingASHRAEb. Inputfrompastpresidentsc. IncludepastpresidentsonBODandExComminutesd. RolesforpastpresidentsinASHRAE

SaturdayafterExComorWednesdaybeforeBODDifferentialbetweenlunchandbreakfast = $500Roomcostandmisc. = $500TOTAL $1,000

4. MeetingofAASAoutsideofNorthAmerica(Bjarne’spresidentialyear?)Iamnotsurewhatthebudgetwouldbeforthis.Ideas?

5. Collegecoursedevelopmenta. Probablydoneona“flatfee”basiswithaUniversity = $5,000(Costisjustaplaceholderuntilwelearnmore)

ASHRAE MID-YEAR COMMITTEE REVIEW

Directions to Ex-Officio Member

1. Convene a conference call with the committee chair and vice chair(s)to review the following information. This form is to be treated as confidential and for the exclusive use of the committee performance review team..

2. Send completed forms to [email protected] no later thanTuesday,,January 19,2016.. After attending your committee meeting(s) in Orlando, you may revise your CPR report. If revisions are made, please email the updated form to [email protected] by Tuesday, January 26, 2016.

Committee Name: ______________________ Committee Date: January,2016

Chair: Vice Chair:

BOD Ex-Officio: Staff Liaison:

Section I: Committee Progress:

1. Is this committee operating properly? (If not, why?)

2. Are MBOs progressing? (If not, why?)

Strategic Plan Objectives:

Direction 1:

Direction 2:

Direction 3:

Direction 4:

Section II: Membership:

1. Are there members on the committee who are not fulfilling the requirements of committee membership? If so,please explain.

2. Are there any superstars?

3. Who is the next chair? Please rank if more than one name is recommended.

4. Who is the next vice chair? Please rank if more than one name is recommended.

5. Suggested replacements for committee membership:

Confidential ATTACHMENT C

Section III: Feedback from Committee:

Perceived problems:

Desired changes:

Section IV: Additional Comments:

Additional comments from committee leadership:

Note:

Reviewed by: Date:

Approved by PEAC January, 2013

ATTACHMENT C

STATUS OF REFERRALS FROM MEMBERS COUNCIL TO OTHER COUNCILS/COMMITTEES

CITY MOTION MOTION REFERRED RESPONSE DATE # TO

AT

TA

CH

ME

NT

D

Atlanta – 10/13 2.1 That during the Nomination Process, names of members proposed for positions during the previous CRC be made available to caucus. (Region II, Ottawa Valley Chapter – 2013 Fall CRC)

Nominating Committee 05/06/2015 – This was referred to the Nominating Committee Chair by the staff liaison.

OPEN

Atlanta – 10/14 6e That the Society perform a study to determine the financial impact and merits of granting unlimited access to all ASHRAE Standards, Guidelines, Training and additional for-profit Information Technology to those members that are enrolled in the chapter CIQ. (Region VII, Nashville Chapter – 2014 Fall CRC)

Publishing and Education Council

09/08/2015 – Publishing and Education was not in favor of this motion. In providing free access to all ASHRAE Standards, Guidelines, Training and additional for‐profit Information Technology to the approximately 1300 members that are enrolled in the chapter CIQ. The expected loss of member and non-member revenue would be an annual loss of $39,000 to free access ordering. The ASHRAE Bookstore could not be used as ASHRAE is in a revenue share model with Tech Street. As a result, ASHRAE would have to develop a separate bookstore to support free access. The cost is estimated to be at $80,000 plus 20 hours per week of staff time to support the infrastructure of this additional bookstore. The estimated one year impact is expected to be $158,000, with an ongoing cost of $78,000 annually and a half staff person. PEC has a responsibility to protect the value of ASHRAE products and the fiscal impact of these requests on Publications and Education.

COMPLETE

Atlanta – 10/14 8 That chapter committee chairs for Research Promotion, Membership Promotion, Refrigeration Chair, and YEA Chair (those not currently allowed reimbursement) be allowed as current chairs the same transportation reimbursement for CRC Regional meeting effective July 1, 2015. (Region IV, Triangle Chapter – 2014 Fall CRC)

Executive Committee OPEN

Atlanta – 10/14 19h That ASHRAE make a plan or strategy, by the year 2015 annual conference, for comparing, aligning and promoting ASHRAE standards, especially on the energy performance of buildings, with the corresponding standards from other international standardization bodies, for example, ISO and CEN. (Region-At-Large, Hellenic Chapter – 2014 Fall CRC)

Technology Council 11/05/2015 – This turns out to be a complex issue that will require a bit more work. ASHRAE representatives on ISO committees report that we need to have some discussions with ANSI about alignment and scoping issues at ISO. The reason ASHRAE consult with ANSI is because they officially hold the U.S. seat at ISO. So while the motion is a good one, the analysis and plan will take some time.

OPEN

Atlanta – 6/15 12 That Members Council approve the promotion ASHRAE’s Go-To-Meeting Webinar whenever organized by non-English speaking Chapters and their member’s speakers, on the ASHRAE.org website and provide ASHRAE emailing marketing to those members who do not speak English as a first language around the world. (Region VIII, Monterrey Chapter – 2015 Spring CRC)


OPEN

Atlanta – 6/15 16 That the motion from Region VIII, Monterrey Chapter that Members Council approve Spanish translation to the membership process in the webpage of ASHRAE. (Region VIII, Monterrey Chapter – 2015 Spring CRC)

Electronic Communications

Committee

OPEN

Atlanta – 11/15 11 That ASHRAE strengthen the local chapter value in developing programs and promotions that enable ASHRAE chapters to educate a wider range of audiences, the society shall provide ASHRAE endorsed webinars, including manufacturer sponsored webinars, with financial incentives to local chapter for marketing and promoting the webinar to the chapter's membership. (Substitute Motion, replaced Region V, Cleveland Chapter CRC Motion 22 – 2015 Fall CRC)


OPEN

Atlanta – 11/15 12 That ASHRAE investigate creating a technical award category for projects engineered within Developing Economy countries. (Region-At-Large, Sub Region C – 2015 Fall CRC)

Chapter Technology Transfer Committee

OPEN



AT

TA

CH

ME

NT

D Atlanta – 11/15 13a That Society modify current ASHRAE “Conference Call Protocol” to allow up to 10

conference call services to be available at Society Meetings. (Region II, Hamilton Chapter – 2015 Fall CRC)

Electronic Communications

Committee

OPEN

Atlanta – 11/15 13c That Society allow a member to choose how they receive the ASHRAE Journal and associated items. Options would be as an electronic version only or electronic and mailed version. (Region II, London Chapter – 2015 Fall CRC)


OPEN

Atlanta – 11/15 13d That Society review the actual membership benefits to allow the members to get multiple options of technical documents (guidelines, design guides, standards, etc.) included in the membership, rather than the obligation of the selection the current handbook. (Region II, Quebec Chapter – 2015 Fall CRC)


OPEN

Atlanta – 11/15 13e That ASHRAE allow chapters to use Society Meeting Virtual Presentations in Chapter/Section Meetings. (Region V, Cleveland Chapter – 2015 Fall CRC)

Conferences and Expositions Committee

OPEN

Atlanta – 11/15 13f That ASHRAE allow chapters use of Society Meeting Virtual Presentations in Chapter/Section meetings. (Region VII, West Virginia Chapter – 2015 Fall CRC)


OPEN

Atlanta – 11/15 13g That ASHRAE create an ad-hoc committee to review alignment of ashrae.org website content with ASHRAE’s commercialism policies. (Region VII, Mobile Chapter – 2015 Fall CRC)


OPEN

Atlanta – 11/15 13h That ASHRAE’s Position Document on Climate Change, dated 6/24/2009 be updated to acknowledge the overwhelming consensus that anthropogenic emissions are the primary driver of climate change. (See suggested edits attached for this motion.) (Region X, Golden Gate Chapter – 2015 Fall CRC)

Technology Council

OPEN

Atlanta – 11/15 13j That ASHRAE society provide the appropriate discount to products and services, including membership applications and renewals, applied to ASHRAE member pricing when in-country government charges “government tax” to purchasing “out of their country” purchases (such as the 35% extra charge, over and above interest, in Argentina), starting 1/1/16. (Region XII, Argentina Chapter – 2015 Fall CRC)

Finance Committee

OPEN

Atlanta – 11/15 13k That the Handbook Committee offer the online version of the “handbook of the year,” as the member benefit annually, starting 1/1/16. (Region XII, Argentina Chapter – 2015 Fall CRC)


OPEN

Atlanta – 11/15 13m Recommends to Members Council and the Certification Committee that the six ASHRAE certification exams have a candidate selectable “voluntary informative appendix option” that is translated into the Spanish language, and attached to the primary current exam format which is in English, beginning January 2016. (Region XII, Colombia Chapter – 2015 Fall CRC)


OPEN

Atlanta – 11/15 13n That Members Council and the Certification Committee extend by an extra 45 minutes the assigned time limit to complete by applicants the six ASHRAE certification exams, for those candidates whose native language is not English, beginning January 2016. (Region XII, Colombia Chapter – 2015 Fall CRC)


OPEN

Atlanta – 11/15 13o That the Refrigeration RVCs be restored as grassroots in each region. (Region XIII, Thailand Chapter – 2015 Fall CRC)

Technology Council

OPEN



AT

TA

CH

ME

NT

D

Atlanta – 11/15 13p That ASHRAE should consider having at least one international member (outside of North America) on its technical awards judging panel. (Region-At-Large, Sub Region C – 2015 Fall CRC)


OPEN

Atlanta – 11/15 13q That the Student SmartStart Program fees be reduced for developing economies to the old structure i.e. 1st year $20, second year $20 and third year $40. (Region-At-Large, Northern Pakistan Chapter – 2015 Fall CRC)

Finance Committee

OPEN

Atlanta – 11/15 14B That Society enrich the SmartStart Program (SSP) by adding reduced conference fees to the current reduced membership fees. Target SSP conference fee would be $25 to $100 for the first 3 years after graduation. (Region II, Hamilton Chapter – 2015 Fall CRC)

CEC, SAC & YEA

OPEN

Atlanta – 11/15 15 That a community volunteer event be added to the winter and annual meetings as an optional social (no cost) event beginning no later than Las Vegas Winter Meeting 2017. (Region X, San Diego Chapter – 2015 Fall CRC)


OPEN

Atlanta – 11/15 16B That ASHRAE translate the “SmartStart” membership program into Spanish and Portuguese, starting 1/1/16. (Region XII, Argentina Chapter – 2015 Fall CRC)

SAC & YEA

OPEN

Atlanta – 11/15 25 That Honors and Awards Committee provide a list of potential candidates for the Regional Award of Merit and Chapter Service Award for the chapter using the DSA/ESA point tally report. (Substitute Motion, replaced Region X, San Diego Chapter CRC Motion 35 – 2015 Fall CRC)

Honors and Awards Committee

OPEN

Atlanta – 11/15 26 That ASHRAE Certification Committee allow email communication of grade to candidates taking non-computer exams, starting 1/1/16. (Region XII, Argentina Chapter – 2015 Fall CRC)

Certification Committee

OPEN

Atlanta – 11/15 27 That ASHRAE Marketing Department produce and offer chapters a PowerPoint based promotional presentation, starting 1/1/16. (Region XII, Argentina Chapter – 2015 Fall CRC)

Marketing Department

COMPLETE

Atlanta – 11/15 29a That the following responsibility be added to Section 2.6, Student Activities Chair, of the Manual for Chapter Operations: xii. Collaborate with the Membership Promotion Committee and Young Engineers in ASHRAE Committee to contact and encourage graduating student members to continue their membership through the SmartStart program. Contact graduating students toward the end of the college school year, preferably in March or April, prior to graduation. (Region I, Connecticut Chapter – 2015 Fall CRC)

Student Activities Committee

OPEN

Atlanta – 11/15 29b That Society apply to have ASHRAE Research Canada become a Registered Charity. (Region II, Halifax Chapter – 2015 Fall CRC)

Finance Committee

OPEN

Atlanta – 11/15 29c That Society make the ASHRAE.org website mobile friendly. (Region II, Halifax Chapter – 2015 Fall CRC)


OPEN

Atlanta – 11/15 29e That ASHRAE create an online Chapter Speakers file for Chapter Leaders to use by November 1, 2015. (Region IV, Southern Piedmont Chapter – 2015 Fall CRC)

CTTC & Effective Delivery Ad Hoc

OPEN



AT

TA

CH

ME

NT

D Atlanta – 11/15 29g That ASHRAE PEC notify chapters monthly of everyone in their chapter area who has signed

up for an ASHRAE product. (Region V, Cleveland Chapter – 2015 Fall CRC) Publishing and

Education Council

OPEN

Atlanta – 11/15 29h That ASHRAE notify chapters monthly of individuals in their chapter area that have signed up for an ASHRAE sponsored webinar or educational training. (Region VII, West Virginia Chapter – 2015 Fall CRC)


OPEN

Atlanta – 11/15 29i That Centralized Training and Regional Training for Membership Promotion and Research Promotion be made available remotely via an online meeting or other electronic media. (Region X, Hawaii Chapter – 2015 Fall CRC)

MP and RP Committees

OPEN

Atlanta – 11/15 29j That Members Council recommends to the Chapter Technology Transfer Committee (CTTC) grassroots committee be allowed to create a CTTC Co-Chair designation in our rules, for use by ASHRAE Chapters, effective July 1, 2016. (Region XII, Spacecoast Chapter – 2015 Fall CRC)


OPEN

Atlanta – 11/15 29k That society reimburse CRC transportation expenses for MP Chairs and RP Chairs who didn’t attend the MP / RP centralized training. (Region-At-Large, Lebanese Chapter – 2015 Fall CRC)

MP, RP and Ad Hoc on Centralized Training

OPEN

Atlanta – 11/15 30A That ASHRAE Staff shall notify the Regional Vice Chair – Student Activities of the respective region whenever a scholarship application is received for that region effective February 1, 2016. (Region IV, Atlanta Chapter – 2015 Fall CRC)

Scholarship Trustees & Student Activities

Committee

OPEN

Atlanta – 11/15 31 That ASHRAE MC and/or PEC undertake a project for ASHRAE to share ASHRAE provided attendee training and income with ASHRAE Chapters in order to expand use of ASHRAE provided member education. (Region IV, Southern Piedmont Chapter – 2015 Fall CRC)

CTTC, Effective Delivery Ad Hoc & Pub

Ed Council

OPEN

DUE AI# PG# DUTY DATE STATUS CARRYOVER ACTION ITEMS

I

ATTACHMENT E

2015 MEMBERS COUNCIL ANNUAL MEETING (JUNE 30, 2015)

1 11 Staff

11/15 Complete To refer Motion 12 from the Monterrey Chapter to Publishing and Education for consideration.

2 11 Staff 11/15 Complete To publish results of Motion 12 from the Monterrey Chapter on the website.

3 12 IT Staff

11/15 Open To develop a mechanism in the database as a way to track 3rd year MP, RP and SA chapter chair positions (otherwise, this would be a very manual process).

4 12 Staff 11/15 Complete To publish results of Motion 13 from the Central Oklahoma Chapter on the website.

5 13 Staff 11/15 Complete To include fiscal impact in Motion 14 from the Central Oklahoma Chapter in the CEC annual budget.

6 13 Staff

11/15 Complete To publish results of Motion 14 from the Central Oklahoma Chapter on the website.

7 14 Staff

11/15 Complete To publish the results of Motion 15 from the Monterrey Chapter on the website.

8 14 Staff

11/15 Complete To refer Motion 16 from the Monterrey Chapter to the Electronic Communications Committee for consideration.

9 14 Staff

11/15 Complete To publish the results of Motion 16 from the Monterrey Chapter on the website.

10 15 Staff 11/15 Open To develop a process for having optional International Name descriptions on membership rosters, signups and registrations as indicated in Motion 17 from the Monterrey Chapter.

11 15 Staff

11/15 Complete To publish results of Motion 17 from the Monterrey Chapter on the website.

12 15 Staff

11/15 Complete To publish results of Motion 18 from the Saskatoon Chapter on the website.

13 17 Staff 11/15 Open To update the Region Operations Manual as shown in Motion 19.

14

18 Planning Subcommittee

11/15 Complete To review and clean up the ROBs regarding the ARC and RMCR positions and come back with a recommendation to Members Council.

DUE AI# PG# DUTY DATE STATUS CARRYOVER ACTION ITEMS

II

ATTACHMENT E

15 18 Staff 11/15 Complete To send Motion 21 and its attachment

(Develop Plans for Establishing ASHRAE Chapters) to the Finance and Society Planning Committees as an information item.

16 20 Planning Subcommittee

11/15 Complete To review proposed motion from the Finance Committee concerning the Society dues policy and provide feedback (see Attachment R).

CRC SCHEDULE 2015-2016

NOTE: ALL TARGET WEEK/DATES ARE FINAL AND CANNOT BE CHANGED. IF THERE IS A CONFLICT IN THE SCHEDULE, THE REGION MUST RESOLVE. Additions and/or revisions are shaded. Revised: July 13, 2015 Distribution: EXCOM, DRCs, LITTLETON, TOWNSEND, COMSTOCK, WRIGHT, ABRAMS, RAMSPECK, GUPTA, MITCHELL, ADELMANN, PETTIGREW, GURLEY, MASTERSON, SCARBOROUGH, GRANT,KELLER, RATCLIFF

ATTACHMENT F

FALL 2015 HOST CHAPTER LOCATION

ALTERNATE CHAPTER LOCATION

TARGET MONTH/WEEK

(1st, 2nd, 3rd week, etc.)

ACTUAL CRC DATES

OFFICIAL VISITOR

STAFF CRC CHAIR

REGION I CENTRAL NEW YORK SYRACUSE, NY

ROCHESTER ROCHESTER, NY

AUGUST 3RD WEEK AUGUST 9-15

AUGUST 20-22 OLESEN GULLEDGE

PETTIGREW STEVE SILL

REGION II HAMILTON HAMILTON, ON

NB/PEI MONCTON, NB

AUGUST 4TH WEEK AUGUST 16-22

AUGUST 21-23 VALLORT GRAEF

LITTLETON DAVE RASMUSSEN

REGION III JOHNSTOWN JOHNSTOWN, PA

PHILADELPHIA PHILADELPHIA, PA

AUGUST 3RD WEEK AUGUST 9-15

AUGUST 13-15 OLESEN GRAEF

ABRAMS CHRIS ALBRIGHT

REGION IV TRIANGLE RALEIGH DURHAM, NC

ATLANTA ATLANTA, GA

AUGUST 2ND WEEK AUGUST 2 -8

AUGUST 6-8 UNDERWOOD VALLORT

GUPTA JIMMY LEONIDA

REGION V EVANSVILLE EVANSVILLE, IN

DAYTON DAYTON, OH


AUGUST 6-8 OLESEN CHAKROUN

GURLEY SHAWN MOWERY

REGION VII MEMPHIS MEMPHIS, TN

BIRMINGHAM BIRMINGHAM, AL

AUGUST 1ST WEEK JULY 26-AUGUST 1

JULY 23-25 WENTZ GRAEF

RAMSPECK MITCHELL

MIKE BILDERBECK JIM MORGAN

REGION IX BLACK HILLS AREA RAPID CITY, SD

NEBRASKA OMAHA, NE


JULY 23-25 UNDERWOOD CHAKROUN

ABRAMS MIKE MUELLER

REGION X SAN JOSE SAN JOSE, CA

SOUTHERN CALIFORNIA LOS ANGELES, CA


AUGUST 13-15 UNDERWOOD GULLEDGE

LITTLETON WRIGHT

JOSEPH CHIN

REGION XII GOLD COAST FORT LAUDERDALE, FL

SOUTHWEST FLORIDA FORT MEYERS, FL


AUGUST 6-8 WENTZ GULLEDGE

RATCLIFF DANNY DENARO ROBIN BRYANT

REGION XIII PHILIPPINES MAKATI CITY, PHILIPPINES

THAILAND BANKOK, THAILAND


AUGUST 21 – 22 UNDERWOOD CHAKROUN

RAMSPECK MASTERSON ADELMANN

EMMANUEL PUNSALAN

RAL TURKISH ISTANBUL, TURKEY

ASHRAE FALCON DUBAI, UAE

SEPTEMBER 3RD WEEK SEPTEMBER 13-19

OCTOBER 2-4 UNDERWOOD VALLORT

COMSTOCK ADELMANN

MEHMET BARIS

SPRING 2016 HOST CHAPTER LOCATION


TARGET MONTH/WEEK


ACTUAL CRC DATES

OFFICIAL VISITOR

STAFF CRC CHAIR

REGION VI MADISON MADISON, WI

ST LOUIS ST LOUIS, MO

MAY 1ST WEEK APRIL 28-30 OLESEN VALLORT

MASTERSON CAROL MORI

REGION VIII EAST TEXAS TYLER, TEXAS

CENTRAL OKLAHOMA OKLAHOMA CITY, OK

APRIL 4TH WEEK APRIL 28-30 WENTZ GRAEF

LITTLETON RHAMY MORRISON

REGION XI SASKATOON SASKATOON, SK

PUGET SOUND SEATTLE, WA

MAY 2ND WEEK MAY 11-14 WENTZ GULLEDGE

GURLEY RYAN MACGILLIVRAY

CRC SCHEDULE 2016-2017

Additions and/or revisions are shaded. ** Joint CRC Regions Revised: November 30, 2015 Distribution: EXCOM, DRCs, LITTLETON, TOWNSEND, COMSTOCK, WRIGHT, ABRAMS, RAMSPECK, GUPTA, MITCHELL, ADELMANN, PETTIGREW, GURLEY, MASTERSON, SCARBOROUGH, GRANT, KELLER, RATCLIFF

ATTACHMENT F

FALL 2016 HOST CHAPTER LOCATION


TARGET MONTH/WEEK


ACTUAL CRC DATES

OFFICIAL VISITOR

STAFF CRC CHAIR

REGION I ROCHESTER ROCHESTER, NY

LONG ISLAND GARDEN CITY, NY

AUGUST 3RD WEEK AUGUST 18-20 JIM BROWE

REGION II NB/PEI MONCTON, NB


DAN BOUDREAU

REGION III PHILADELPHIA PHILADELPHIA, PA

ROANOKE ROANOKE, VA

AUGUST 3RD WEEK AUGUST 18-20 GARY DEBES

REGION IV ATLANTA ATLANTA, GA

SOUTH CAROLINA COLUMBIA, SC

AUGUST 2ND WEEK AUGUST 11-13

REGION V DAYTON DAYTON, OH

JULY 4TH WEEK JULY 28-30

REGION VII BIRMINGHAM BIRMINGHAM, AL

AUGUST 1ST WEEK AUGUST 4-6

REGION IX NEBRASKA OMAHA, NE

KANSAS CITY KANSAS CITY, MO

AUGUST 1ST WEEK AUGUST 4-6 TYLER GLENSE

REGION X SOUTHERN CALIFORNIA LOS ANGELES, CA

` AUGUST 3RD WEEK AUGUST 11-13 CHRISTINE LAZO

REGION XII SOUTHWEST FLORIDA FORT MEYERS, FL

AUGUST 3RD WEEK AUGUST 4-6 RICHARD BROOKS

REGION XIII** THAILAND BANGKOK, THAILAND

SINGAPORE SINGAPORE

AUGUST 4TH WEEK SEPT 30 – OCT 2

APICHIT

LUMLERTPONGPANA

RAL** THAILAND BANGKOK, THAILAND

SRI LANKAN COLOMBO

SEPTEMBER 3RD WEEK SEPT 30 – OCT 2 PANKAJ DHARKAR

SPRING 2017 HOST CHAPTER LOCATION


TARGET MONTH/WEEK


ACTUAL CRC DATES

OFFICIAL VISITOR

STAFF CRC CHAIR

REGION VI ST LOUIS ST LOUIS, MO

MAY 1ST WEEK APRIL 27-29 BRIAN INGENTHRON

REGION VIII CENTRAL OKLAHOMA OKLAHOMA CITY, OK

ALAMO SAN ANTONIO, TX

APRIL 4TH WEEK APRIL 27-29 JOHN SEMTNER JOE SANDERS

REGION XI PUGET SOUND SEATTLE, WA

VANCOUVER ISALAND VICTORIA, BC

MAY 2ND WEEK MAY 17-20 TAMAS BENCSIK

Rev. 4 September 9, 2015 Creating our Future

Adapt ASHRAE as a Catalyst to Shape Tomorrow

Position ASHRAE as the “Go To” source to Discover, Adapt, Respond and Engage (DARE)

1. Adapt ASHRAE resources to expand member knowledge tocreate the visionaries of tomorrow

2. Adapt ASHRAE investments to energize chapters andengage members

3. Adapt ASHRAE technology to produce an immediate, directbenefit to members and society

“The best way to predict your future is to create it.”

A. Lincoln “We can change the world”Graham Nash

Initiatives Outcomes ASHRAE University

• ASHRAE MBA• HVAC certificate• Internship program• Personal development

dashboard• DL program on soft

skills

Chapter opportunity fund

Chapter leadership summit (academy)

Chapters connect to “sister” chapters

Adapt bEQ for use by student chapters and within student competition

Performance-‐based standards

TC meetings at Chapter meetings

Develop a TC curriculum based upon the Leadership University – roadmap or mentor program

Position members to thrive

Membership becomes a priority

Inspire more members to volunteer

Increase relevancy

Chapters flourish

ATTACHMENT G

ATTACHMENT 7B

1

Planning Subcommittee Summary of Comments on Finance Committee Motion

Ginger Scoggins: The motion seems fine to me, although I really can’t tell from the language what the motion is trying to resolve. JUST FYI – I was on the finance committee a couple of years ago when they decided to base dues on the CPI – up till then there was no real index that had been used, and we researched the best method for an annual adjustment and CPI came out on top – in the past, it is in the 2-3% range. This just accounts for cost of living adjustments. There was research done at the time to show that the costs of goods and services for ASHRAE members was covered in the dues, and that only cost of living adjustments needed to be made. Dustan Macauley: I am fine with the motion. Since the majority of our members are currently based in the U.S., I can understand the relationship between to the CPI. As we continue to diversify our membership, I would recommend that the Finance Committee research other global indices, or a combination of, that could be used as the basis. Walter Law: I am not sure what we are supposed to comment on: the motion (1) seems very simple and straightforward and I have no objections to the intent or description. The policy (Attachment B) does not seem to support the motion directly – I like others have concern for the policy language concerning CPI etc. What is the intent here? Why does the motion not include language from the policy if they are together? Obviously there is more here to discuss than the attached documents. Essam Khalil: I do agree that the ASHRAE dues are the best offered for the benefits gained. Trent Hunt: This looks fairly straight forward. Do members in developing economies get a hardcopy of the handbook? Dennis Knight: I am fine with the motion. A couple of comments: I saw a comment that indicated that Associate Member and Member dues should be the

same. Am I reading something wrong - it looks like they are the same to me except for in developing economies.

Agree with the comment about the CPI. Since the board can, and usually does adjust dues annually, and can adjust them for any reason, maybe the ROB should simply state that the Board considers the CPI and other factors in its decisions to adjust annual membership dues.

ASHRAE dues are still one of the best deals around – especially for the technical benefits to members - anyone taken a look at AIA membership dues lately?

Jojo Castro: I agree with the motion. Though I belong to the developing economies countries, many new members opt to pay in full instead of the rate set for our country because they want to receive membership full benefits (hardbound book, mailed insights and journals) rather than electronic copies which require members to download them. Our country has the slowest internet speed among Asian countries while we pay above the nose for their exorbitant rates, and the reason is it's a duopoly of telecom operators. This provides the answer also to the question by Trent. As for Dennis' comment, yes both associate and full member grade pay the same fee in the Philippines, a developing economy. What I would suggest is for Membership to tell the associate member to upgrade to full member after consecutive payments as associate when society finds the person to be eligible as full member. We have a past president who should

ATTACHMENT 7B

2

have been upgraded to full member status long time ago but received no notices to change his status. Can Membership help such members to change their status? I do appreciate society granting special rates for developing economies since we were able to expand our membership and convince practicing engineers to join ASHRAE in this part of the world. Doug Fick: In motion #1 the second year cost for the SmartStart program is $71 and the Affiliate $76. Based on the background and policy these should be the same. I am concerned that Finance policy requires an automatic adjustment based on the American CPI. There could be circumstances where flexibility would be beneficial to the committee and society. Additionally the reference to the American CPI may not be the best benchmark for an International Society. Jon Symko: I have reviewed the motion from the Finance Committee regarding dues and I agree with the motion. That said, I do have a comment. I always felt that an Associate membership vs. full membership grade did not have enough incentive for an Associate member to upgrade his/her status. Maybe in the future the Finance Committee could look at a graduated scale to increase Associate members’ dues if he/she does not upgrade. Just a thought…

ATTACHMENT 7C

TO: ASHRAE Executive Committee FROM: Jeff Littleton DATE: June 19, 2015 SUBJECT: Chapter MOU Policy

ASHRAE Chapters around the world are receiving an increasing number of requests for MOU agreements. In some cases, ASHRAE Chapters would like to initiate MOU agreements with other organizations and their chapters. The purpose of this proposed policy is to define where it is appropriate for an ASHRAE Chapter to enter into MOU agreement with another organization or its Chapters. The goal is to provide Chapters with the flexibility to collaborate with other organizations to the benefit of Chapter members, and to avoid conflicts with national/global agreements at the Society level. Ideally this policy would eventually be included in the MCO.

Policy for Chapter Agreements With Other Organizations (Suggested change for title of document: Chapter Memorandum of Understanding (MOU) Policy)

ASHRAE Chapters are strongly encouraged to work collaboratively with other not‐for‐profit organizations and institutions around the world. Joint Chapter meetings, technical conferences, seminars, etc. widen ASHRAE’s influence and improve member networking opportunities. MOUs are not needed for traditional activities such as joint meetings with the chapters of other organizations, but some circumstances call for an MOU.

Requirements and Restrictions for All Chapter MOUs (Chapters and Sections) o Chapters shall not enter into an MOU agreement with a commercial organization. o Chapters shall not enter into MOU agreements with organizations whose primary

purpose is advocacy or lobbying. Similarly, the focus on a Chapter MOU agreement cannot be on advocacy or lobbying.

o Chapter MOU agreements cannot engage, commit or speak for Society‐level activities in any way. EXAMPLE: Chapter level MOUs cannot agree to share intellectual property

rights for Society publications. A Chapter MOU shall not impact Society fees and dues in any way. All Chapter MOUs must include the following disclaimer: “This agreement does

not engage, commit or otherwise speak for Society‐level global organization ASHRAE in any way. This agreement applies to the ___ Chapter(s) and its/their geographic scope only.”

ATTACHMENT 7C

o A Chapter MOU agreement can only be applicable to members and activities within the geographic scope (1. Which geographic areas?; 2. Some chapters have very large geographic areas.) of the Chapter(s).

(Should define the max. period of time, e.g., not longer than 3 years, to avoid unreasonable long period of time.)

o Chapter MOU agreements cannot violate any provisions of the MCO, particularly with

respect to: (We need to make sure that chapters do not endorse any large trade shows that would be part of MOU.) Endorsement of expositions or of technical conferences that are run in parallel

with expositions. Speaking on behalf of the Society. The ASHRAE commercialism policy. Lobbying efforts.

o All Chapter MOU agreements must have a specific termination clause that includes a specific termination date. Auto‐renewals are not permitted. (who should review MOU before signing?)

o Chapters may not enter into MOU agreements that imply the Chapter’s endorsement of one particular technology. EXAMPLE: An MOU between an ASHRAE Chapter and an ICC or IAPMO Chapter

might imply endorsement of one code over another. o Prior to execution, the MOU must be reviewed and approved by:

Chapter’s Board of Governors. Chapter’s DRC Director and Regional Chair of the region in which the chapter

resides.

MOU Agreements for All ASHRAE Chapters o ASHRAE Chapters may enter into MOU agreements with the Chapters of other national

or regional organizations globally, including in the U.S. o If the geographic scope of the other organization’s Chapter covers more than one

ASHRAE Chapter, all ASHRAE Chapter’s in that geographic scope must be engaged in the establishment of the MOU and must sign the MOU. The MOU cannot move forward if any one Chapter in the geographic scope opts out. EXAMPLE: A U.S. organization with State‐wide chapters cannot enter into an

MOU with an ASHRAE Chapter unless all Chapters in the state sign the MOU.

MOU Agreements for Chapters Inside the U.S. and Canada (Why is there a difference?) o No ASHRAE Chapters in the U.S. or Canada may enter into agreements with government

agencies in the U.S. or Canada. o No ASHRAE Chapter can enter into an agreement with a national organization in the U.S.

or Canada. (Agreements between Chapters of not‐for‐profit organizations in the U.S. are acceptable, as noted above.)

MOU Agreements for Chapters Outside of The U.S. and Canada o Chapters may enter into agreements with government agencies or national

organizations in the country where they reside.

ATTACHMENT 7C

o All of the ASHRAE Chapters in a country must be engaged in the establishment of any MOU involving any ASHRAE Chapter with a government agency or national organization, and must sign the MOU. The MOU cannot move forward if any one Chapter in the country opts out.

o If the Country includes a member of the ASHRAE Associate Society Alliance (AASA), the ASHRAE Chapter(s) is encouraged to: Include the AASA member in agreements in collaborative opportunities. Conduct joint meetings with the AASA member organization.

Additional comments:

The introduction states that some circumstances call for a MOU, but there are no examples or explanation of when the MOU is required. Recommend this be added to clarify the document.

The document should provide some rationale as to why the requirements are being stated. For example,

"no ASHRAE chapters in the US or Canada may enter into agreements with government agencies in the

US or Canada...because ASHRAE Society oversees this interface" for example.

‐ Is the general use of government agencies correct for the document? Is the intent to mean national government agencies? For example, my home chapter (Manitoba) represents all of my home province (Manitoba) and has interfaced with the Manitoba provincial government on matters of energy policy and provincial building codes. If a MOU were ever required, would it not be permitted? Could a chapter enter into a MOU with a city or town administration?

Finally, how legally binding is a MOU? Is this just documentation of an agreement in principle, or does it hold more weight if there were a dispute?

ASHRAE Grassroots Government Advocacy Committee

Public Policy Priorities

Version 3, August 25, 2015

W. Bahnfleth, Chair

1. Building Performance (IEQ, energy efficiency, environmental impact)

Building labeling/rating methods (bEQ)

Use of ASHRAE technology in energy disclosure programs

Adoption of ASHRAE standards

Adoption of energy codes in all jurisdictions

2. Workforce Development

Science, technology, engineering and math (STEM) education

Post-secondary curricula

Certification

Professional development

Licensure issues o Support licensing of professionals o Educational requirements for licensure

00 - MC Cover - Draft Library/Communities/Councils...TABLE OF CONTENTS PAGE(S) Principle Motions I-II Action Items (November Meeting) III-IX

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