Region C Conference February 18 2017 Olivia LeBlanc Region C Senator Kate Van Dellen Region C Senator Liberty Schmidt Region C Senator Kate Hull Deputy Speaker of the Senate FY17 Winter Senate Meeting Agenda ID: 559182
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Senate SessionRegion C ConferenceFebruary 18, 2017
Olivia LeBlanc, Region C Senator
Kate Van Dellen,
Region C
Senator
Liberty Schmidt, Region C Senator
Kate Hull, Deputy Speaker of the SenateSlide2
FY17 Winter Senate Meeting AgendaSlide3
S1713: Other GroupsSlide4
S1713: Other GroupsOverviewThis change
adds “Other Groups” and the authority for creation and management of those groups
Background
As SWE continues to grow and expand, we need to update the bylaws to reflect the changes made for
expanding markets
Various entities now exist within the Society that are not reflected in
the bylaws. This update will capture the current groups and allow flexibility as SWE continues to expand.Example of “Other groups”: SWENext
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Adopted as ProposedSlide5
S1713: Other GroupsProposed Changes:Article VII, Section 5 (NEW)Section 5. Other Groups. Other groups may be created and managed by the board of directors to support the Society’s mission under such requirements as the board may determine.
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Adopted as ProposedSlide6
S-1714: Collegiate Director EligibilitySlide7
S1714: Collegiate Director EligibilityOverviewThis change will
clarify the years of experience when that experience must take place for someone to be eligible for the collegiate director position.
This change also requires the eligibility roles to be different positions.
Background
The collegiate director eligibility requirements no longer allow for the leadership position the candidate is serving at the time of nomination to count towards eligibility.
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Adopted as ProposedSlide8
S1714: Collegiate Director EligibilityProposed Changes:Candidates for collegiate director must:Be or have been a collegiate member of the Society in good standing within two years immediately previous to submission of nomination;
Be a member of the Society in good standing; and
Have
At the time of taking office, have
at least two years of experience in the aggregate in at least two different SWE positions with significant leadership responsibility, provided that at least one year must be in a collegiate role.
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Adopted as ProposedSlide9
S1715: Senate Procedures UpdateSlide10
S1715: Senate Procedures UpdateOverviewThe Senate Procedures are supposed to be reviewed and updated as needed every 2 years.FY16 was skipped knowing that there would be updates from the FY16/17 bylaws amendments.
Background
This procedures update is inclusive of recent bylaws amendments in order to better align with the ways in which the senate currently operates.
The 2014 update modified the 2010 version of the senate procedures, not the more recent 2012 version.
This update combines the two and reflects all changes.
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Adopted as ProposedSlide11
S1715: Senate Procedures UpdateCorrected minor inconsistencies
SWE Governance webpage > SWE Resources webpage
Communities > Senate communication platform
Mega Issues > Strategic Initiatives
Removed reference to Collegiate Leadership Forum
Removed Section 2.07 related to vacancies & Addenda 8.05 BOD Vacancy per S-1611/1708
Removed Section 7.00 SWE Dues & Addenda 8.04 Current Dues Listing per S-1615/1710
Added FY15 & FY16 Motion Logs
Adopted as ProposedSlide12
S1716:Procedures for Review of SWE Member ConductSlide13
S1716: Procedures for Review of SWE Member ConductOverviewThis change is being brought forward by the ethics committee.
The changes are minor to clarify certain areas and correct grammatical errors.
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Adopted as ProposedSlide14
S1717:Endorsement of Governance ChangesSlide15
S1717: Endorsement of Governance Changes
Adopted as ProposedSlide16
Discussion: What does this mean?Bylaws amendments are currently being drafted
to be brought before the Senate within the next 18 months
Note: the Senate can pass a bylaws amendment
electronically
All Governance updates can be found here:
GOVERNANCE.SWE.orgSlide17
Senate Roles and Responsibilities Slide18
Senators are Responsible for:Slide19
Senate CompositionVoting Members
2 professional senators per region
1 collegiate senator per region
2 international senators
0-2 special senators
Non-voting members
Board of DirectorsDeputy Speaker
Senate SecretaryDeputy Director of Regions
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2
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15Slide20
Senator DutiesAttend all senate meetings, conference calls and training sessions
Come prepared to all senate meetings
Read all provided materials in advance
Discuss among senators and
constituents in
advance
As needed:Review the senate procedures and SWE BylawsReview parliamentary procedure and Robert’s Rules of OrderConfer with other senators, speaker/deputy speaker, bylaws committee, participate in SWE Senate Teamwork discussions Vote promptly on the senate minutes and any other motions presented electronically or by mail
Regularly participate on the senate committees and task forcesSlide21
Time CommitmentFace-to-face meetings
Annual Society conference (Fall; 3 days)
Winter senate meeting (Winter; 1 day)
Region conference (Spring; 2 days)
Conference calls
Senate business (1 hour/month)
Region council meetings (1.5 hours; bi-monthly)Region collegiate team meetings* (1 hour/month)Preparation calls before face-to-face meetings (1 hour/meeting
)OtherStrategic Initiatives work (variable)Strategic Planning Committee
(
2 mandatory face-to-face meetings, calls 1-5 hours/month)
Special Projects Committee (variable
)
Off-line discussion of bylaws amendments and motions (variable)
*Collegiate Senators ONLYSlide22
FY18 Changes to the SenateAssume responsibilities of Strategic Planning Committee (SPC) and Strategic Initiatives Committee (SIC)
Both committees will be sunset at the end of FY17
Operate as strategic body in alignment to charter and strategic plan
Begin to recruit and elect new senators based on leadership competencies with focus on strategic thinking/ planning, not geographically
Teamwork site (new in FY16, replaced communities)
Great tool for virtual communication/ collaboration/ discussions throughout the yearSlide23
Contact InformationSenate.SWE.org - Can view the Senate blog here as well
Olivia LeBlanc,
OLeBlanc@OlinBC.com
Kate Van Dellen,
KVanDell@gmail.com
Liberty Schmidt, Liberty.Schmidt94@gmail.com Kate Hull, KatherineHull@gmail.com
*Other resources for Senate information/ experience: Past Senators, Past Region Officers (See Region C Website)Slide24
Questions?