ELECTIONS MEETING
31 March 2011
With Presentation by Dr. Robin AutenriethCE 203, 7pm
Overview
Presentation
• (40 min) Dr. Autenrieth
Conference
Overview
• (10 min) Short overview of International Conference
• (10 min) Announcements, project updates
Rules
• (3 min) Meeting Outline- how it’s going down
• (2 min) What it means to be an officer
EWB-
TAMU
Structur
e
• (10 min)Executive Officers• (15 min) Development Officers
2011 EWB-USA International Conference
Conference presentation ( 0.2 mins)a. What was it like (3 min)b. Brief reports of coolest projects (2 x 4min)c. Lesson on training seminar (7 min)d. Why you should go next year ( 2 min)
Announcements and Updates Soap Box Derby- build day Saturday,
April 2nd
700 gilchrist, bring safety glasses, gloves, water, food
We will be signing safety waivers Potluck social! APRIL 9TH!!
700 Gilchrist- the best house ever Bring some food! Play pool! Sit on a couch!
Live music! April 28th meeting- ‘A thank-you’
Everyone needs to attend
Friends Congregational Church Playground Project: The plan
Remodel and redesign certain aspects of the playground
Build the new playground Should be done by December
What the site looks like now…
Interested in joining!?
Looking for people who are interested in being on the team
Contact me if you want more info or if you want to join
Officer Election/Approval ProcessI. Seven positions were available, Nine people
appliedII. Each applicant will give a short speech, outlining
their plan, goals, and reasons for qualificationIII. For unopposed applicants:
I. EWB members at meeting will give their approval/ dissapproval
IV. For VP development and Webmaster:I. EWB members at meeting will cast their vote on a
ballot II. Results will be shared after meeting
Officer Expectations and ContractEWB-USA, TAMU student chapter will deliver sustainable and innovative solutions to real-world problems in order to empower international communities by offering opportunities for the students of Texas A&M University to: + Manage international engineering projects, + Develop relationships with members of other cultures, + Create engineering designs, + Lead the implementation of those designs, and + Initiate the supporting functions of the projects: fundraising, manage finances and establish relationships with faculty and donors.
Please read the ‘Officer Expectations’ document below to acknowledge the general duties of being an officer of EWB-USA, TAMU student chapter. The document will require your signature after the positions have been elected.
Officer Expectations and Contract
As an officer in Engineers without Borders-USA at Texas A&M University, I understand the following:
My diligent completion of duties according to my position’s list of responsibilities is absolutely vital to the overall effectiveness of EWB-USA, TAMU student chapter. Every officer and member of EWB-USA, TAMU student chapter will depend on me to fulfill my own responsibilities.
I will respect the time and efforts each EWB-USA, TAMU student chapter member whom I lead by
preparing for the meetings that I will lead and attend,
Communicate in a regular and consistent manner with project or committee group (via phone, email, website, etc.)
Follow-up on delegated tasks with whom they were assigned as appropriate in order to contribute to an effective use of the time of each participant,
Strive to constantly develop my personal leadership and communication skills in order to better facilitate the service of EWB-USA, TAMU student chapter members,
My thoroughness in each of these activities will be essential to proper delegation, accountability, updates, and ultimate progress of EWB-USA, TAMU student chapter. I recognize the importance of asking for help and knowing that the officer team is approachable.
I will be open to candid feedback and it is my aim hope that my personal goals for development in leadership, interpersonal skills, delegation, leading effective meetings and projects, and my own personal goals will be satisfied as I exert my energy towards the betterment of EWB-USA, TAMU student chapter faculties of service and empowerment.
Executive OfficersPresident
- Manages relationships with donors
- Develops and pursues overall plan for organization
VP Development- fundraising plan -
Manages relationships with donors
- Reviews and gives authorization of event and project budget proposals
VP Projects- Liaison between project leads and executive team
- Engage faculty/mentors in the projects
- Project lead training and guidance
President – Kate Emery Coordinates development of long-term plan and
strategy for EWB-USA, TAMU Manages relationships with donors and faculty
advisors Reports monthly to faculty advisors and weekly to
members Leads weekly executive meetings Develops new opportunities with external
sources for EWB-USA, TAMU’s long term progress Represents our chapter Prerequisites: Previously held EWB officer experience, preferably
VP experience
Vice President of Development- Election 1 (Reid and Ricky)
Develop plans and strategies with Development team Set goals, Improve operations
Manages relationships with donors Reviews and gives authorization of event and
project budget proposals Leads development team in weekly meetings,
coordinates and coordinates development activities according to mission and semester/yearly goals (see responsibilities of each development position)
Previously held EWB officer experience highly preferred
Vice President of Projects – Grady Hillhouse Oversees EWB-USA, TAMU project leads and manages
their efforts according to their project goals Serve as liaison between Executive Officers and
Project Leads Communicate project updates during Exec. Meetings
Engage faculty and mentors in the project processes Peer Mentor Committees
Project Lead training and guidance Ex. GANTT charts, community communication, assessment
and implementation trip protocol, documentation Prerequisites: Previously EWB project leader
experience.
Development Officers
VP Developme
ntPublicity
- Coordinate
s Newsletter
- Publication
s in Battalion, the Eagle, TAMU &
Departmental
publications)
-Society rep
-Advertisem
ents for meeting
- Recruitme
nt
Director of Administra
tion-
Coordinate meetings- Socials- Mentor Program- Dues, tshirts, listserv emails, officer
contacts,-facilitates
smooth communic
ation
Training-
Leadership workshops
- Coordinate
skills workshops
- Assist with
General Meeting
(development
speakers)
4-5 events/se
mester
Treasurer- Manages
SOFC account
Reimbursements
- Develop and
maintain budget
- Contributes to Year
end report- financial
Fundraising-
Coordinate all
fundraising-Organize
profit-shares- Help
develop fundraising
plan-
Contributes to year
end report- fundraising
Soap Box Lead
- Coordinate
s SBD team
- Delegates according to portfolio
Webmaster-Maintain
and improve website- Update calendar
Event Chair
- Coordinate Socials, retreats
- Plan and coordinate
End of Year
banquet, regional
conference
Facts about Development Officers
Development Officers are awesome Development Officers are hard working They lead the members to success, and
without them the projects would not happen They share the work load- but are not afraid
to approach other officers for help They will not shy away from asking project
leaders to use their members They will get more volunteers on a case-by-
case basis to achieve their goals!
Events Chair- Any Takers?
Recurring Events Socials Officer Retreats
Large Scale Events End of Year thank you/banquet Hosting EWB-USA South Central Regional
ConferenceNote: This will be a new position for 2011/2012. It is our aim that the Events Coordinator will be able to focus time and energy into making socials, officer retreats, the End of Year banquet, and possible regional conferences successful. Other benefits are that it relieves the Director of Administration from so many duties!
Fundraising director –Mo Allaham Coordinates fundraising (all EWB members
actively participate in fundraising efforts) Organize profit-shares, other local fundraising Help develop fundraising plan/calendar
Kyle Field and Reed Arena clean-ups Catering opportunities with ESSAP
Aid with Soap Box Derby planning Coordinates Corporate donations, grant
writing, otherNote: Fundraising is an essential function of EWB-USA, TAMU and the developments in this regard create opportunities for the entire organization.
Treasurer- Christy Leonhardt
Manage all of the account reimbursements, Maintain records of donors, incoming and
outgoing funds How we spent money on projects Compile budgets received from project leads
Give weekly financial updates during Development committee meetings, keeps track of all accounts over time
Contributes to the financial side of the Year End Report
Soap Box Derby coordinator(s)
Develop long-term plan for program, coordinates completion of plan
Develops objectives/expectations/deadlines and delegates to members
Communicates to departments for required approvals Represent the event
Authorize meetings with faculty for technical support or resources Presents project developments and challenges at weekly
Development meetings Works closely with logistics, recruits members, coordinates
publicity, concessions, fundraising, etc Makes final decision where need-be; has ultimate
responsibility for project implementation
Webmaster- Election 2 (Cristina and Peter) Update, Maintain and Improve EWB website
Calendar of events, meetings Contact information, project information, past news articles, etc Front page announcements Pictures, video, news articles Wiki pages
Critically assess website design and content for continuous improvement How is information presented? How easy is it to navigate the website? What would make website more useful for donors/members/freshman interested
in EWB? What new ideas can be implemented/what parts are redundant or not useful?
Attend weekly Development meetings to stay up-to-date with eventsNote: While the responsibilities listed above are necessary to keep members of EWB-
USA, TAMU up to date and our external environment informed on our developments, there are many opportunities for the webmaster to further develop the website into a more effective mechanism to involve its users in the mission, needs, accomplishments of EWB-USA, TAMU.
Publicity director- Thomas McMillan Coordinates Newsletter writing Publications in Battalion, the Eagle, TAMU &
Departmental publications) Society representative – attends ESSAP and SEC
meetings Coordinates publicity events – MSC Open
House, Aggieland Saturday, Engineering Open House, etc
Coordinates advertising and recruitingNote: While the responsibilities listed above are necessary to keep members of EWB-USA, TAMU up to date and our external environment informed on our developments, there are many opportunities for the publicity director to further develop the position into a more effective mechanism to involve its users in the mission, needs, accomplishments of EWB-USA, TAMU.
Director of Administration- Allie Roldan
Coordinate meetings with project leads to develop overall EWB-TAMU calendar
Manage listserv, send weekly emails Mentor Program, t-shirts, dues, etc Answer inquiries about how to get involved
with EWB-USA, TAMU (develop protocol – use website)
(Events coordinator position)Note: Internal Communication director plays a pivotal role in the organization by focusing energy to develop the internal community of EWB-USA, TAMU. As we all know, “If your not having fun, things are not getting done.” This role involves more than mass communication, its function is to better engage and involve members of EWB-USA, TAMU through interaction, communication. As EWB-USA, TAMU aims to empower international communities, we must thoroughly enliven our members through developing a community of students focused on service.
Training Director – Lakshmi Nathan Develops and pursues Training Plan Coordinate training workshops Coordinate skills workshops with faculty
or other professionals/resources Assist with General Meeting
(development speakers)Note: Training has developed into its own position and set of responsibilities because this function is extremely important to fulfilling the mission of EWB-USA, TAMU.