1. Region 1 August Meeting Newark Liberty Airport Marriott – 18 August 2012 Region 1 Ad hoc Training Committee Report Charles Rubenstein Pratt Institute - SILS

2. ad hoc Training Committee COMMITTTEE MEMBERS: –CHAIR: Past Director: Charles Rubenstein The four area chairs: –Central Area Chair: Lisa Shay –Northeastern Area Chair: Tom Perkins –Southern Area Chair: Robert Pellegrino –Western Area Chair: Alexander Loui 3/16/2016 2

3. 2013 BUDGET - INCOME DESCRIPTION 2010201120122013 IEEE Region 1 Rebate 69,90068,50068,000 32.9% IEEE-USA PACE Project Funding 15,00112,73113,000 6.3% IEEE-USA Annual Mtg Funding 7,9826,8605,500 2.7% iSTEP Events 001,000 400 0.2% R1 Meeting Companion/other Fees 4,8956005,000 1,000 0.5% Micromouse Contest (IEEE Fund) 01,500 0.7% Paper Contest (Life Member Fund) 1,500 0.7% Ethics, Other Contests 0600 0.3% MGA Support - Member Engagement 0010,000 4.8% Region 1 Assessment * 35,862108,516110,000105,000 50.8% TOTAL INCOME* 160,934207,997218,100206,500 100.0% 3/16/2016 3

4. 2013 BUDGET - INCOME 3/16/2016 4

5. 2013 BUDGET - EXPENSES 3/16/2016 5 DESCRIPTION 2010201120122013 ADMINISTRATION13,92817,3001,70017,3507.5% MEETINGS108,243139,960116,500 50.6% STUDENT ACTIVITIES16,59825,05025,90026,00011.3% PROFESSIONAL ACTIVITIES25,61721,00023,000 10.0% CONFERENCE ACTIVITIES6,03223,75028,25026,85011.7% EDUCATIONAL ACTIVITIES4031,5002,0001,5000.7% STANDING COMMITTEES & REPS9,19413,20014,25014,5006.3% MISCELLANEOUS EXPENSES4,2013,14004,0001.7% CAPITAL EQUIPMENT PURCHASES07005,5007500.3% TOTAL EXPENSES* 184,216245,600217,100230,450 100.0% SURPLUS (DEFICIT) *(23,282)(37,603)1,000(23,950)-10.4%

6. 2013 BUDGET - EXPENSES 3/16/2016 6

7. BUDGET NOTES 1 – Hotel Contracts Contracts signed up to 3 years in advance result in reduced sleeping/meeting room costs. However, this year we were hit with EXTRAORDINARY F&B increases which caused major cost over runs and high companion fees. We will include F&B in the future. Note: College campus meetings may not have enough sleeping rooms… 3/16/2016 7

8. August 2012 Meeting F&B Analysis As an example of F&B costs, meals are: Breakfast cost is $28 + 22% = $34 Lunch cost is $43-50 + 22% = $61 Total: $95/person. THUS, according to current R1 Policy: 1. Companions eating breakfast with the group would be charged $17 (50%) 2. Additional Section Members eating Breakfast and Lunch with group would be charged $50 (apx 50%).

9. BUDGET NOTES 2 – Workshop Costs The Cost of R1 Workshop Training is apx. $1000 per BoG member (1.5 days) $600 per Training Workshop Attendee Resulting in 2013 deficit of $23,950 Even with reduced attendee coverage 3/16/2016 9

10. BUDGET NOTES 3 – iSTEP Program Costs $20K R1-R6 Revitalization Programs $10K MGA Contribution $10K R1 Contribution We are struggling to find the right mix of content, volunteers and presenters this year having gotten off to a rushed start last year. Plans need to include more student input and buy in. Costs us 50% of first $20K… 3/16/2016 10

11. Budget Notes 4 – Major Costs Analysis DATA TYPE ANALYSIS Admin MeetingsStudentPACECommittee Income 0 105,000 3,600 18,500 10,400 Expense 17,350 116,500 26,000 23,000 42,850 NET COST TO REGION(17,350)(11,500)(22,400)(4,500)(32,450) MEETINGS: $1000/BoG member and $600 per training Workshop Attendee ($13,2K/track) R1 ad hoc Training Committee recommends 2 trainees per section for ONE day of training. Additional trainees, or trainee participation in R1 BoG meeting will be at section’s expense. Expenses based on $1000/BoG member and $600 per training Workshop Attendee ($13,2K/track). Income based on Assessment. 2013 Budget require s2300 new members, or + $2 assessment PACE: R1 USA Annual Meeting Exposure, per R1 BoG Policy is: $500/section x 22 = $11,000; plus cost of R1 reps (e.g. D-E) attending Committees: Includes Conference and Education Portfolios as well as all Standing Committees & Reps Income = (0.051 through 0.055 plus 0.073 - $10K in MGA iSTEP support) Expense = (Lines 171, 180 and 221. Includes $20K iSTEP expenses)

12. ad hoc Training Committee TRAINING MODELS

13. PROPOSED TRAINING MODEL - 1 Model 1 - Status Quo Annual Training Workshop/Region Meeting Additional Cost = $45K ($80K vs. $35K for BoG only meeting) THE PROBLEM: Training Workshop attendees, VIPs, and staff tend to stay on for meeting costing Region overnight and F&B for 2.5 days - typically exceeding budget capabilities. In addition, hotel F&B, etc., charges are escalating even with 'reduced' sleeping room rates due to long term contracts. To have Section Chair (part of BoG) plus four (4) additional volunteers – typical – deficit in 2013 would be S23,450 for two and another $13,200 for each added volunteer = $49,850 3/16/2016 13

14. PROPOSED TRAINING MODEL - 3 Model 3 – Area Level Training Up to Four individual Saturday 10:00am - 5:00pm sessions, one per area Overnight only for training presentation team (optional, paid for, by attendees) Covered break and lunch only for attendees One track - all attendees see all presentations Change the Region/Training Meeting ($80K) to a Region Meeting ($35K ) ADD $8K/Area for Training Meetings (saves $13K/yr) Deficit = $10,950 PROS: Decoupled from Region Meeting and its larger meeting costs Smaller groups, possibly finer control over topics. Probably less than $8,000 per session - saves $13K+ CONS: Four (possibly two joint area workshops) separate workshops to schedule. Decoupled from Region Meeting and its larger meeting discounts Trainer availability. IEEE Staff might not participate in multiple events 3/16/2016 14

15. PROPOSED TRAINING MODELS – 4 & 5 Model 4 – Every Other Year Training Training held every other year (saves $22.5K/yr) Deficit = $950 PRO: Costs much less over two year period CONS: Does not synchronize with HQ changes, terms of office, etc. Some volunteers might not ever get trained... Model 5 – On-line Training using CLE (etc.) Intensive use of CLE and online webinars for volunteer training. PRO: No Cost to Region/Section (saves $45K/yr) Surplus = $21,550 CON S: Not ready for roll out at this time. Volunteers should be required to check CLE for their assigned roles on election/appointment. 3/16/2016 15

16. PROPOSED TRAINING MODEL - 2 Model 2 – Section Partnership RECOMMENDED by ad hoc, reflected in distributed Draft Budget ver. 5 Executive Summary: Region pays for training to the section chair plus 3 other section officers. The section chair would also be funded to attend the R1 meeting after the training. If other officers decide to stay for the R1 meeting, it would cost the section approx. $275 per person. Deficit = $23,450 See next slide for additional information 3/16/2016 16

17. PROPOSED TRAINING MODEL - 2 Model 2 – Section Partnership – RECOMMENDED 1. Reduction to THREE (3) 'paid for' attendees at training for 2013 (Chair plus TWO (2) - in addition to other BoG Members) 2. Training Workshop invitees 'on own for lunch' 3. 1:00pm Friday Start, 11:00am Saturday END of Training Workshop 4. Region to cover standard travel expenses per IEEE guidelines, Friday night group Dinner, ONE (1) night hotel accommodations, and Saturday morning breakfast ONLY. 5. Workshop Attendee options of participating in the Region BoG Meeting Option A: $0 Volunteer goes home after training, lunch on own. Option B: $275 Section/Individual pays $275 overall (not separable) cost to attend BoG meeting as follows: Saturday Lunch ($50), Dinner ($75) and overnight hotel room ($125), and then Sunday Breakfast ($25) 3/16/2016 17

18. MOTION 1 from Committee The Chair and Two (2) additional volunteers from each section (volunteer roles to be determined at a later date) be invited to participate in the 2013 Annual Region 1 Training Workshop as noted in Training Model 2. This model will be evaluated after the reimbursement requests are in to determine if it satisfies the needs of the Region and its Sections. It is understood that this model’s costs are already included in, and constitute the 2013 Draft Budget with a deficit of $23,450. Short form on next slide… 3/16/2016 18

19. BUDGET MOTION 1 – short form… Coming from the Budget Committee To approve the distributed Revision 5 Region 1 2013 Draft Budget 2013 Training of two (2) volunteers per section (Additional trainees welcomed at apx. $600; attendees staying for Region Meeting, additional apx. $275 cost to sections) Showing a budget deficit of $23,450 3/16/2016 19

20. Alternate BUDGET MOTION #1 Coming from the Budget Committee To approve a modification to the distributed Revision 5 Region 1 2013 Draft Budget, removing 2013 R1 Training Workshop (Model 4) (Budget line 2.01 becomes $35,000; total expenses are reduced to $195,450; yielding a net SURPLUS of $11,050) 3/16/2016 20

21. Alternate BUDGET MOTION #2 Coming from the Budget Committee To approve a modification to the distributed Revision 5 Region 1 2013 Draft Budget, to include a BoG Retreat in lieu of 2013 Training Workshop (to consider other training options) (Budget line 2.01 becomes $54,000; total expenses are reduced to $204,450; yielding a net SURPLUS of $2,050) 3/16/2016 21

22. MOTION 2: R1 ASSESSMENT INCREASE Coming from the Budget Committee To approve the increase of the Region 1 assessment by $2 (from $5 to $7) effective with the 2014 dues renewal to cover the increasing expenses of annual volunteer training. Anticipated additional income: $40K 3/16/2016 22