2012 Member Council (MC)
Orientation
November 12, 2011
Chicago, Illinois
Overview
• MC Purpose
• MC Authority
• Structure
– Committees
– Relationships
• Expectations of MC
Members
• Past MC Resolutions
• Policies and Procedures
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Confidentiality
Conflict of Interest
Travel
RFA’s
Funding Requests
Smartsheet
Project-Based Work
• Membership Hoshin Plan
• Membership A3
Member Council Purpose
From the SME Governance Document (Rev June 2011, emphasis added):
• The Member Council is a body which recommends and facilitates
policies and procedures concerning the administration of member units
and Society membership recruitment and retention. Member units
include chapters, technical communities and groups and other
organizations by which members regularly engage with each other.
• The Member Council plans, formulates and coordinates policies and
procedures concerning administration of its committees, the Membership
consultants, the Technical Community Network and local member
engagement.
• The Member Council shall be responsible for communicating strategy to
member units and reporting their progress to the SME Board of
Directors.
Member Council Purpose
• The SME Member Council is a “governance” body, with powers
delegated to it by the SME Board of Directors in the specific focus area
of membership
• The Member Council governs the member units of SME
• The Member Council also governs policy related to SME membership
including but not limited to:
– Dues
– Member Grades
– Recruitment, Retention, and Engagement
• The Membership staff team manages these same things
• What is the difference between “governance” and “management”?
Member Council Purpose
Governance vs. Management-7 Guiding Questions
Is it big?
Is it about the future?
Is it core to the mission?
Is a high-level policy decision needed to resolve a situation?
Is a red flag flying?
Is a watchdog watching?
Does the [Membership Director] want and need the [Member
Council’s] support?
Source: Great Boards, Fall 2008, Vol. VIII, No. 3
Member Council Authority
From the SME Governance Document (Rev June 2011, emphasis added):
• Membership Recruitment and Retention. An annual review will be made
of membership recruitment and retention programs to determine their
effectiveness.
• Establishment of Chapters and Other Member Units. An annual review
will be made of efforts in developing and chartering Chapters and other
member units.
• The Member Council…shall be responsible for coordinating the training of
members.
• Annual funding for student chapters is established by the Member Council
in accordance with the SME budget.
• A chapter may appeal funding decisions to the Member Council…
Leadership Development
Task Group
Structure
• MC Committees and Task Groups
– Chapter Enhancement Committee (CEC)
– Student Relations Committee (SRC)
– Technical Community Network (TCN) Steering
Committee (TSC = TCN Steering Committee)
– Communications Task Group (CTG)
– Leadership Development Task Group (LDTG)
Structure
Relationships (2011)
Rapid Technologies
& Additive
Mfg Community
Product & Process
Design and
Mgmt Community
Plastics,
Composites &
Coatings
Community
Machining &
Material
Removal
Community
Forming &
Fabricating
Community
Industrial
Laser
Community
Automated
Manufacturing &
Assembly
Community
Manufacturing
Education &
Research
Community
Chair:
Andy Christensen
Chair:
William Estrem, PhD
Chair:
Brock Strunk
Chair:
David Davidson
Chair:
Brian Peshek
Chair:
Tim Morris
Chair:
Jim Curry
Chair:
Venkitaswamy Raju,
PhD
Member Council:
Sampson Gholston,
PhD
Member Council:
Ed Halloran, LSME,
CMfgE, PE
Member Council:
Bonnie Knopf
Member Council:
Tim Bond, CMfgE
Member Council:
F. Garret Hendrix
Member Council:
Wayne Mausbach,
PE
Member Council:
Helen Greathouse
Member Council:
Bob Wolff, LSME
SME Board of Director Liaison: Wayne Frost, CMfgE
TCN Leader Steering Committee: Chair – Paul Nutter, CMfgE; Vice-Chair – Richard “Dick” Lofland, FSME
MIRM:
Ralton Emory
remory@sme.org
Margaret Satoh
msatoh@sme.org
MIRM:
Jane Wellington
jwellington@sme.org
MIRM:
Kathy Looman
klooman@sme.org
MIRM:
Tina Brudnicki
tbrudnicki@sme.org
MIRM:
Deborah Robbins
drobbins@sme.org
MIRM:
Dolores Gauthier
dgauthier@sme.org
MIRM:
mstratton@sme.org
Expectations of MC Members
• Attend and actively participate in meetings
• Serve on at least one Committee/Task Group
• Chairs of Committees/Task Groups submit quarterly
reports to the MC and Board
• Attend at least one Leadership Series
• Author one “From the Desk of…”
• Contribute content to Member Communications
(newsletter, member supplement, etc.)
• Familiarize yourself with Roberts Rules of Order
Past MC Resolutions
“The purpose of the local chapter is to deliver
exclusive local member value.”
Adopted 6/4/2011
Policies and Procedures
Confidentiality (from the SME Governance Document):
“I will keep confidential all privileged and sensitive
information that is gained by virtue of my elected,
appointed or volunteer position in the Society. My fiduciary
duties include maintaining confidentiality; therefore, I will
not disclose confidential and/or personal information.”
Policies and Procedures
Conflict of Interest
• MC members are subject to SME’s conflict of interest
policy by virtue of your elected office and the fact that you
hold Board-delegated powers. Each member of the MC
is required to complete an annual disclosure statement in
order to conform to the policy.
Policies and Procedures
Travel – See SME Travel Policy
• While serving on the Member Council, all reasonable
travel costs incurred in the execution of your duties will be
reimbursed.
• Volunteer leaders are required to submit expense reports
that follow SME’s template and guidelines (see policy and
sample report).
Policies and Procedures
Recommendations for Action (RFA’s)
• RFA’s are the mechanism by which member units at the
national level (Board of Directors, MC, Committees, etc.)
act and make decisions. Typical RFA’s include
– Temporary deviations from SME Governance
– Funding requests
– Chartering or discontinuing member units
• RFA’s for membership typically originate in the MC and its
committees.
Policies and Procedures
Funding Requests
• The Member Council budget is constructed through the
SME budget process, which begins in July and ends in
November.
• MC initiatives, chapter funding, special requests from
member units, and MC travel are all budgeted expenses.
• Unbudgeted expenses require an RFA, which must be
approved by the MC and Executive Committee.
Policies and Procedures
Funding Requests, Cont’d
$8,000
Member Council 2011 Budget
$10,000
Leadership Development (MCON training, Leadership Series,
Officer Training)
$20,000
$15,000
Senior Chapter Funding (sum of both payouts)
Student Chapter Funding
"Special Projects" Appropriations
Faculty Advisor Incentive Program
$84,200
Policies and Procedures
Smartsheet
• Smartsheet is a collaboration tool the MC uses to make
real-time updates to deliverables instead of passing
around emails with attachments:
www.smartsheet.com
Policies and Procedures
Project-Based Work
• The Membership staff team utilize project-based work as
a method of standardizing and communicating about
specific initiatives in the membership area
• Standard deliverables include
– A3 (Used as a project charter)
– Work breakdown structure (both tasks and resources)
– Timing plan (Usually as a Gantt Chart)
Membership Strategy Documents
• Hoshin Plan
• Membership Strategy A3