M I N U T E S

HONORS AND AWARDS COMMITTEE

Long Beach Convention Center

June 25-26, 2017

1

ATTENDANCE

Members Present Renison Tisdale, Chair Charles Henck, Vice Chair Tiffany Bates Abruzzo David Arnold Donald Colliver Jorge Eduardo Donoso Pamela Immekus Nicolas Lemire Paul Petrilli Samir Traboulsi Karine Leblanc, BOD Ex-O

Members Absent Bjarne Olesen, Coordinating Officer Guests Rob Craddock Stephen Duda John Harrod N. Eileen Jensen Staff Candace Pettigrew Chandrias Jacobs

PRINCIPAL APPROVED MOTIONS

No. – Pg. Motion

1 - 2 That the minutes from the Honors and Awards Committee held January 29-30, 2017, in Las Vegas, be approved.

2 – 4 That the changes to the Dan Mills Technical Award and Chapter Program Star Award as noted in ATTACHMENT 1 be approved.

3 – 5 That the Honors and Awards MOP, Section 8.1 be revised as noted.

ACTION ITEMS

No. – Pg. Responsibility Summary of Action

1 – 3 Rob Craddock Investigate possible candidates for ASHRAE Honorary Member and submit a nomination if appropriate.

2 – 3 Staff Update the DSA/ESA Point Tally Form to indicate the requirement for points in at least 3 categories.

3 – 5 Staff Resume sending notifications to potential DSA/ESA candidates.

4 – 5 Staff Add the Confidential Information Agreement as an appendix to the H&A Resource Manual.

5 – 5 Staff Distribute the Confidential Information Agreement to incoming Committee Members at the Annual Meeting training.

6 – 5 Staff Have all Committee members sign the Confidential Information Agreement at the January 2018 meeting.

2

MINUTES

I. Call to Order Mr. Tisdale called the meeting to order at 1:30 pm on June 25, 2017. II. Roll Call / Introduction of Guests Introductions were made by members and guests. III. ASHRAE Code of Ethics Commitment Chairman Tisdale read the ASHRAE Code of Ethics. IV. Review of Agenda Mr. Tisdale reviewed the agenda. A discussion of confidentiality agreements for H&A Committee Members was added to new business. A discussion of the DSA/ESA Point Tally Form and the membership of the Personal Awards Subcommittee was added to the Report of the Personal Awards Subcommittee. V. Approval of Minutes It was moved and seconded that (1) The minutes from the Honors and Awards Committee meeting held January 29-30,

2017, in Las Vegas, be approved MOTION (1) PASSED. (Vote: 9:0:0 CNV). VI. Review of Action Items. All action items were completed or would be discussed during the meeting. VII. Report of Personal Awards Subcommittee 1. Review of Candidates The Honors and Awards Committee considered candidates for Personal Awards in

Executive Session.

3

2. Assignment of Write-Ups Award write-ups were assigned in Executive Session. 3. Status of Assigned MBOs The assigned MBOs were reported as almost fully met and fully met.

Nominations were received for all significant personal awards except for Distinguished Public Service and Honorary Member. Mr. Henck led a discussion on how to increase nominations for ASHRAE Honorary Member, as this award has only been presented once every couple of years.

Action Item (1-3) assigned to Mr. Craddock to investigate possible candidates for ASHRAE Honorary Member and submit a nomination if appropriate.

The Fellow PowerPoint has been approved and posted on the H&A webpage. 4. DSA/ESA Point Tally Form The current DSA/ESA Point Tally Form does not indicate that points in at least 3 categories is required to qualify. This information is included on the Point Tally Form instructions, but it would be helpful to include it on the actual form as well.

Action Item (2-3) assigned to Staff to update the DSA/ESA Point Tally Form to indicate the requirement for points in at least 3 categories.

5. Membership of the Personal Awards Subcommittee A member of the College of Fellows suggested that a member of that group be selected to serve on the Honors and Awards Personal Awards Subcommittee to assist in reviewing Fellow nominations. Fellows currently serve on the Honors and Awards Committee and the Personal Awards Subcommittee; as all Fellows are members of the College of Fellows, this request is currently satisfied. Mr. Morasch will follow up with the College regarding this request.

4

VIII. Report of Planning Subcommittee 1. Review of Awards per H&A Resource Manual, Appendix H Letters were sent to the appropriate Committee Chairs, requesting feedback by March

17, 2017. Responses from the Committees were reviewed. No changes were recommended.

Awards under the purview of the Honors and Awards Committee were reviewed and no

changes were recommended. IX. Report of Media Subcommittee 1. Status of Assigned MBO This item was reported as closed. The Subcommittee submitted several articles to

ASHRAE Insights. X. Report of Paper and Pass Through Awards Subcommittee 1. Review of Recommendations The Honors and Awards Committee considered candidates for Pass Through Awards in

Executive Session. XI. Old Business No old business to discuss. XII. NEW BUSINESS 1. Proposed Award Changes – Dan Mills Technical Award The proposed changes to the Dan Mills Technical Award were reviewed. After much

discussion it was moved and seconded that

(2) The changes to the Dan Mills Technical Award and Chapter Program Star Award as noted in ATTACHMENT 1 be approved

MOTION (2) PASSED (Vote: 10:0:0 CNV)

5

2. Potential DSA/ESA Notification Email For the past several years, a report was used to identify potential DSA/ESA candidates

and they were notified via email. This practice was discontinued for the 2016-17 Society year.

After some discussion, it was determined that if members are potentially eligible, they

should be notified so they can be recognized for their contributions. Action Item (3-5) assigned to Staff to resume sending notifications to potential DSA/ESA candidates. 3. Confidential Information Agreement The Nominating Committee currently requires Committee Members to sign a

confidentiality statement when they roll on to the Committee. It was suggested that the Honors and Awards Committee adopt a similar practice. After much discussion, it was decided that a confidentiality statement will reinforce the importance of maintaining confidentiality and will allow Committee members to speak freely. It was moved and seconded that (3) The Honors and Awards MOP, Section 8.1 be revised as follows 8.1 All deliberations of the committee including all actions, discussions, voting, and

correspondence shall be held in the strictest confidence by its members. All exchanges of correspondence concerning candidates for awards shall be marked “Confidential.” All voting members or the committee shall sign a Confidential Information Agreement prior to entering into any discussions or voting upon any honors and awards. Minutes of this committee are confidential and shall be distributed as directed by the Chair.

MOTION (3) PASSED (Vote: 10:0:0 CNV)

Action Item (4-5) assigned to staff to add the Confidential Information Agreement as an appendix to the H&A Resource Manual. Action Item (5-5) assigned to staff to distribute the Confidential Information Agreement to incoming Committee Members at the Annual Meeting training.

Action Item (6-5) assigned to staff to have all Committee members sign the Confidential Information Agreement at the January 2018 meeting.

6

XII. Status of 2016-17 MBOs Mr. Tisdale reviewed the 2016-17 MBOs (see ATTACHMENT 2). XIII. Change of Chair 1. Recognition of Outgoing Members

Mr. Donoso, Mrs. Immekus, and Mr. Morasch were recognized and thanked for their service to the Committee. Mr. Tisdale was recognized and thanked for his service to the Committee. He expressed his thanks to the Members of the Committee for their service and support.

2. 2017-18 MBOs Mr. Henck reviewed the 2017-18 MBOs (see ATTACHMENT 3). 3. Appointment of 2016-17 Subcommittee and Mentors Mr. Henck reviewed the 2017-18 assignments (see ATTACHMENT 4). XIV. Remarks Ms. Leblanc gave the Society update PowerPoint presentation to the Committee. XV. Next Meeting January 2018 – Chicago XVI. Adjournment The meeting was adjourned at 2:42 pm. ATTACHMENTS 1. Dan Mills Technical Award Edits 2. 2016-17 MBOs 3. 2017-18 MBOs 4. 2017-18 Committee Assignments

DAN MILLS CHAPTER PROGRAMS STAR AWARD

The Dan Mills Chapter Programs Star Award recognizes monthly chapter meetings as a cornerstone of ASHRAE’s vitality and philosophy.

Purpose

The Rule of the Board which established for the Dan Mills Chapter Programs Star Award states “The Board of Directors approves the establishment of the Dan Mills Chapter Programs Star Award to recognize excellence in chapter program endeavors and excels in promoting technical and energy activities of the CTT Committee.”

The Dan Mills Chapter Programs Award is endowed in memory of Dan Mills of the Memphis Chapter, to honor the one Chapter CTT responsible member (Chair or Vice-Chair) in ASHRAE who has the most outstanding year and meets the eligibility requirements.

A typical award application includes a standard transmittal letter, a narrative section, current Society Year Presidential Award of Excellence (PAOE) CTT Category sheet, relevant documentation, and letter of recommendation by the CTT RVC. Additional detailed information can be provided.

Eligibility Requirements

The winner is selected from regional entries. Each region may submit one entry. The CTT RVC is responsible for organizing the regional awards program, establishing regional submission deadlines and selecting the regional entry to chair of the CTT Committee.

1. Candidate must be a member of ASHRAE in good standing2. Must be assigned to a Chapter in the Region that submits his or her name3. Must be the CTT Chapter Chair or Vice-Chair of the Chapter to which he or she is assigned4. Must achieve a minimum PAR level, Presidential Award of Excellence CTT Category points5. The RVC shall select the best nominee to forward to the CTT Committee based on the award

criteria.

Performance for the award is measured by:

1. Planning for successful chapter programs2. Increasing attendance at chapter Meetings3. Promoting special chapter programs3.4.Promoting technical and energy activities of the CTT Committee

The recipient of the Dan Mills Programs Star Award cannot be a member the Society CTT Committee, a member of Staff, or a member of the Board of Directors.

Judging

ATTACHMENT 1

At the Annual meeting of the Society, the Chair of the CTT Committee shall appoint members to the Dan Mills Chapter Programs Star Award Subcommittee to serve as a "Selection Committee", and designate a Chair for it.

The Selection Committee shall be compromised of three (3) members of the CTT Committee. At least one judge should have experience as a chapter officer. The Ex-Officio from the Board of Directors and the Chair of the CTT Committee shall serve Ex-Officio to the Selection Committee.

The Society CTT Committee, by majority vote, shall select the recipient of the award, subject to the concurrence of the Honors and Awards Committee and Members Council.

All correspondence and selection data is to be directed to the Chair of the Selection Committee, with copies to the other members of the Selection Committee.

The CTT Committee Staff Liaison is responsible for coordinating all contacts and correspondence with the nominees.

Selection Schedule for Dan Mills Chapter Program Star Award

ACTION DUE DATE

1. Submittal Due to RVC for Regional Competition Determined by RVC

2. Judging of Regional Submittals Determined by RVC

3. Chapters notified by RVC of Regional Competition Results June 30

4. A transmittal letter, narrative section, Dan Mills Chapter ProgramsStar Award Point Calculation Form and

Candidate Information Sheets due to Society

September 30

Submit one copy electronically in pdf format to cpettigrew@ashrae.org

5. Staff Liaison sends entries and ballot to Dan Mills Chapter Programs StarAwardSelection Committee to select final candidate

October 1

6. Selection Committee selects a winner and forwards recommendation tostaff and CTTC Chair

November 1

7. CTT Committee recommends final candidate to Honors & AwardsMembers Council for approval

January Winter Conference

8. Staff notifies winner February 20

9. Judging Panel notifies non-winners February 20

Presentation

The recipient is recommended by the CTT Committee and confirmed by Members Council. The award is presented at the Annual Meeting of the Society during the Plenary Session. A certificate, ribbon, or plaque may be presented by the region and chapter.

DAN MILLS CHAPTER PROGRAMS STAR AWARD POINT CALCULATION FORM Society Year –

Candidate:

Chapter:

Region:

Figures used should reflect activity for the period ending June 30.

EIGHTY ONE HUNDRED FIFTY (80150) POINTS MINIMUM ARE REQUIRED FOR CONSIDERATION

A. CHAPTER PROGRAMS EVALUATION SUMMARY – POINTS = 351. Submitted Within 30 Calendar Days Of The Meeting2. Submitted Utilizing CTTC Manual For Chapter Chairs

Total = B. ACCURATE ANNUAL CHAPTER PROGAMS SCHEDULE – POINTS = 251. Published In The First Chapter Newsletter2. Includes Name Of Speakers And Subjects

Total = C. REGIONAL PAOE RANKING – POINTS = 20/15/101. Highest = 20 Points2.. Second = 15 Points 3. Third = 10 Points

Total =

D. CRC CTTC SESSION ATTENDANCE – POINTS = 201. Attended By CTTC Chair or Vice Chair

Total =

E. TECHNICAL AND ENERGY ACTIVITIES – POINTS = xx

1. Submittal of each chapter level Technology Award entry (Highest = 20 points; Second = 15 Points; Third =10 Points 2. Submittal of each chapter Technology Award winner for Regional competition (Highest = 30 Points; Second= 20 Points; Third = 15 Points 3. Submittal of each Regional Technology Award winner for Society competition (Highest = 40 Points; Second= 30 Points; Third = 20 Points 4. Each chapter technical program utilizing a member of an ASHRAE Technical Committee, Task Group,Technical Resource Group, or Standards Project Committee = 25 Points 5. Authorship of each symposium paper presented at an ASHRAE Annual or Winter Meeting. = 75 Points

Total =

EF. CHAPTER ATTENDANCE INCREASE – POINTS = 20/15/101. 21% Increase = 20 Points2. 15% Increase = 15 Points

3. 10% Increase = 10 PointsTotal =

TOTAL POINTS EARNED A. CHAPTER PROGRAMS EVALUATION SUMMARY

B. ACCURATE ANNUAL CHAPTER PROGRAMS SCHEDULE

C. REGIONAL PAOE RANKING

D. CRC CTTC SESSION ATTENDANCE

F. CHAPTER ATTENDANCE INCREASE TOTAL=

SUBMIT TO CTTC CHAIR AND STAFF LIAISON BY SEPTEMBER 30

E. TECHNICAL AND ENERGY ACTIVITIES

MANAGEMENT BY OBJECTIVES HONORS AND AWARDS COMMITTEE ASHRAE SOCIETY YEAR 2016‐17 

RENNIE TISDALE, CHAIR 

MBO  Status  Due Date  Assigned To  MBO Comments 

1. Obtain nominees for each honorwith special attention to nomineesfor significant personal awards (i.e.Distinguished Public Service,Pioneers of the Industry, Boggs,Louise and Bill Holladay, HonoraryMember, and Hall of Fame)

Closed  December 1, 2016 and May 1, 2017 

Personal Awards Subcommittee 

Nominations were received for all significant personal awards with the exception of the Distinguished 

Public Service Award and Honorary Member. 

Several Committee members are investigating deserving candidates for these awards to be submitted 

next Society year. 

2. Provide global awareness of H&Aawards via ASHRAE Insights and KeyNotes, and targeted communicationto Chapter leaders

Closed  June 30, 2017  Media Subcommittee 

Articles submitted to ASHRAE staff. 

3. Update H&A PowerPointPresentation and distribute toNominating Committee members

Closed  March and July 2017  Staff  Distributed before Spring and Fall CRCs. 

4. Prepare a PowerPoint presentationto present at CRCs to increasesubmissions and improvedocumentation for Fellow grade.

Closed  July 2016 and February 2017 

Personal Awards Subcommittee 

PowerPoint presentation is posted on the H&A webpage and was  distributed to Chapter and 

Regional leaders prior to the CRCs. 

ATTACHMENT 2 

MANAGEMENT BY OBJECTIVES HONORS AND AWARDS COMMITTEE ASHRAE SOCIETY YEAR 2017‐18 

CHARLIE HENCK, CHAIR 

MBO  Status  Due Date  Assigned To MBO

Comments 1. Obtain nominees for each honor

with special attention to nomineesfor significant personal awards (i.e.Distinguished Public Service,Pioneers of the Industry, Boggs,Louise and Bill Holladay, HonoraryMember, and Hall of Fame)

December 1, 2017 and May 1, 2018 

Personal Awards Subcommittee 

2. Provide global awareness of H&Aawards via ASHRAE Insights and KeyNotes, and targeted communicationto Chapter leaders

June 30, 2018 Media 

Subcommittee 

3. Update H&A PowerPointPresentation and distribute toNominating Committee members

March and July 2018 Staff 

4. Prepare a PowerPoint presentationto present at CRCs to increasesubmissions and improvedocumentation for Fellow grade.

July 2017 and February 2018 

Personal Awards Subcommittee 

5. Send reminder to Committee Chairsof Pass Through Awards

December 1, 2017 Pass Through Awards

Subcommittee 

ATTACHMENT 3 

2017-18 HONORS AND AWARDS COMMITTEE

SUBCOMMITTEE ASSIGNMENTS

Personal Awards

Paul Petrilli, Chair Donald Colliver Stephen Duda Eileen Jensen Paper and Pass-Through Awards

David Arnold, Chair Rob Craddock

Media

Nicolas Lemire, Chair Samir Traboulsi Planning

Tiffany Bates Abruzzo, Chair John Harrod New Member Mentors (See H&A Resource Manual, Appendix F, for Program Description)

New Member Mentor

Rob Craddock David Arnold Stephen Duda Paul Petrilli John Harrod Tiffany Bates Aburzzo Eileen Jensen Donald Colliver

ATTACHMENT 4