M I N U T E S PLANNING COMMITTEE CONFERENCE CALL

Transcription

1 American Society of Heating, Refrigerating and Air-Conditioning Engineers, Inc. M I N U T E S PLANNING COMMITTEE CONFERENCE CALL Tuesday, May 28, :00 am 1:00 pm EDT Note: These draft minutes have not been approved and are not the official, approved record until approved by the Planning Committee.

2 TABLE OF CONTENTS Planning Committee Meeting May 28, 2013 CALL TO ORDER 1 REVIEW OF AGENDA 1 APPROVAL OF MINUTES 1 REVIEW OF ACTION ITEMS 1 Letter Ballot Revisions to PLC Reference Manual 2 Mini-Planning session Letter to Council and Committee Chairs 2 Logistics Team Deliverables Update 2 Brief 1 Demographics Update 3 Brief 2 Technology Update 3 Brief 3 Market Analysis Update 4 Brief X Promoting Global Organizational Growth/Participation 4 Brief 4 Update Products and Services 4 Board Planning Update 4 OTHER BUSINESS 5 Core Values Presentation 5 ADJOURNMENT 5

3 PRINCIPAL MOTIONS Planning Committee Meeting May 28, 2013 No. - Pg. Motion None

4 No. - Pg. 1-1 Planning Committee Minutes May 17, 2011 ACTION ITEMS Planning Committee Conference Call May 28, 2013 Responsibility Summary of Action Status Hayter Compile council chair input on the member survey; possibly add to the agenda for the fall strategic planning meeting Ongoing_ 2-1 Crowther/ Sachs Find out from council chairs and vice chairs if any continuous strategic planning activities were reported to Society by committees and councils. Ongoing_ 3-1 PLC Subgroups Prepare motions for BOD so that a consultant can be hired. Ongoing_ 4-2 Neme Attach to these minutes the final version of the letter to DRCs re: holding mini-strategic planning sessions during CRCs. Ongoing_ 5-2 PLC Members Attend as many CRCs as possible in the U.S. to help with strategic planning discussions. Ongoing 6-2 Brueckner/Neme Send a letter to committee chairs asking them to hold strategic planning mini-sessions; send comments to Ms. Hayter. Ongoing 7-2 Brueckner Include information from other organizations (i.e., AASA) in analysis. 8-2 Hayter Send a letter to Bill Bahnfleth to schedule a BOD conference call by third week in October to share planning data compiled from groups. 9-2 Crowther/Pettway Share with PLC, the Brief 4 data received from the questionnaires sent to ASHRAE members and other organizations Crowther Provide a list of peer society governance structures for PLC review Townsend Present results of PLC s letter ballot vote on the PLC Reference Manual to the Board Neme Post the revised PLC Reference Manual on the PLC web page Littleton After BOD action is complete on communicating with AAS, update PLC on this issue after the Denver Meeting Littleton Schedule another conference call with the PLC subcommittee and Mr. Younger in the next two weeks Littleton When details are known about scheduling the face-to-face meeting with Mr. Younger in Denver, draft a letter of invitation to the BOD Littleton Contact Mr. Younger and discuss scheduling a face-to-face meeting with him and the BOD in Denver; report back to PLC when this is scheduled Alphonso Provide an executive summary of Brief 1 for easy access to data Werkema Send PLC the presentations given at the EE Global Forum in Washington D.C. regarding future urban trends in developing countries Montgomery Prepare a draft outline of a pro-forma business plan (aka Brief X) and add some alternatives for the BOD to consider so the draft can be shown to Mr. Younger during the meeting in Denver Montgomery During the BOD discussion on Wednesday, point out the differences between the Brief 3 Market Analysis and the draft outline of the proforma business plan Townsend After feedback is received from SRC, post the Core Values presentation on the ASHRAE.ORG web site to complete an action item.

5 M I N U T E S PLANNING COMMITTEE CONFERENCE CALL May 28, 2013 MEMBERS PRESENT: STAFF PRESENT: STAFF ABSENT: GUESTS PRESENT: Sheila J. Hayter, Chair Jason Z. Alphonso Tina M. Brueckner Walid Chakroun Hugh F. Crowther Ross D. Montgomery Daniel C. Pettway Harvey M. Sachs Edward K. C. Tsui Dennis J. Wessel Thomas E. Werkema, Jr., CO Jeff H. Littleton, NVM/Executive Vice President Steve Comstock, NVM, Staff Director Mary D. Townsend Claire I. Neme Joyce Abrams Cindy Simmons Claire Ramspeck T. David Underwood CALL TO ORDER Chair Sheila Hayter called the meeting to order at 11:06 am. A quorum was present. REVIEW OF AGENDA Ms. Hayter asked PLC members if there were changes to be made to the agenda. There being none, the agenda was approved as presented. APPROVAL OF MINUTES Ms. Hayter asked if there were corrections or additions to the Planning Committee minutes from the April 18, 2013 conference call. Mr. Montgomery made the motion and it was seconded that the minutes from the April Planning Committee conference call be approved as presented MOTION 1 PASSED UVV REVIEW OF ACTION ITEMS 1 1 Hayter Ongoing. Compile council chair input on the member survey and possibly add to the agenda for the fall strategic planning meeting. 5 4 Crowther/Sachs Ongoing. Find out from council chairs and vice chairs if there have been any continuous strategic planning activities reported to Society by committees and councils. 6 2 PLC Subgroups Ongoing Prepare motions for the BOD so a consultant can be hired. AI 1 AI 2 AI 3

6 Planning Committee Minutes-May 28, Neme Ongoing Attach to these minutes, the final version of DRCs letter requesting that they hold mini-strategic planning sessions during their CRCs. 8 2 PLC Ongoing Attend as many CRCs as possible in the U.S. to assist with strategic planning discussions. 9 3 Brueckner/Neme Ongoing Send letter to council and committee chairs about mini planning sessions to be held during their committee meetings Brueckner Ongoing Include information from other organizations (i.e., AASA) in analysis Hayter Ongoing Schedule a BOD conference call by third week in October to share planning data compiled from the groups Crowther/ Ongoing Share with PLC Brief 4 data received from questionnaires sent to Pettway ASHRAE members and other organizations Crowther Ongoing Provide list of peer society governance structures for PLC review. AI 4 AI 5 AI 6 AI 7 AI 8 AI 9 AI 10 Letter Ballot Revisions to PLC Reference Manual The results of letter ballot sent to PLC to recommend that the Planning Committee Reference Manual May 2013 be published. Vote: 9 approved, 0 reject, 0 abstain. ( Unanimous vote, CNV) The letter ballot on revisions to the PLC Reference Manual passed and will be presented to the Board for approval in Denver. Ms. Neme was requested to post the revised Reference Manual on the Planning Committee web page of the ASHRAE.ORG web site. AI 11 AI 12 Mini-Planning Session Letter to Council and Committee Chairs Mrs. Brueckner reported that a letter from Ms. Hayter to council and committee chairs requesting they hold mini-planning sessions during their CRCs will be sent this week. Ms. Neme was asked to send the draft letter to Ms. Hayter for approval and then to council and committee chairs. Logistics Team Deliverables Update Team: Tina Brueckner (L), Edward Tsui, Jeff Littleton (staff) Mrs. Brueckner reported that some CRCs have been held and planning sessions were on the agendas. International CRCs are trying to have four hour sessions to explain the strategic planning process to this group. Region XIII s CRC will be held this weekend. Mr. Bahnfleth indicated he would like to be part of as many planning sessions as possible. Mr. Chakroun reported the RAL CRC will (unofficially) be held during the Denver meeting. It was agreed that further discussions about the RAL sessions would be needed. Mr. Littleton indicated there was a delay in communicating with AAS until there is BOD action on this issue and he agreed to update PLC after the Denver meeting. AI 13 Mr. Littleton reported a conference call was held a week ago with consultant Jay Younger, Ms. Hayter, Mr. Crowther and the Logistics Planning subcommittee to discuss the scope of work

7 Planning Committee Minutes-May 28, and how Mr. Younger would propose to engage the Board if he was hired as a consultant. Followup discussions with Mr. Younger and the PLC Subcommittee will be held during another conference call that will be scheduled in the next two weeks. The results of the call will define the decision about whether or not he should be hired. Mr. Littleton suggested a face-to-face meeting should be held with Mr. Younger in Denver for a one-hour or a two-hour session (open-ended) during which time the Board can be invited to get to know about his services. A decision should be made soon about hiring a consultant. Ms. Hayter agreed and suggested Mr. Littleton draft a letter of invitation to the Board when more details of the face-to-face meeting are determined. Mr. Littleton will contact Mr. Younger to discuss his schedule and set up a time to meet with him and the BOD in Denver. Initially, Thursday June 20, 2013 will be the target date but this may change depending on Mr. Younger s schedule. AI 14 AI 15 AI 16 Brief 1 Demographics Update Team: Jason Alphonso (L), Walid Chakroun, Joyce Abrams (staff) Goals: Study membership in three areas: past, current, future. -- geographic/type of industry (data mining) -- access to data/age groups; compare with outside organizations -- suggest having a discussion with Steve Comstock. -- suggest a discussion with Cindy Simmons; the cost per member is established; get data to see if growth should be a goal or not. -- determine if our population is aging, etc. Does the BOD like this or not? Mr. Alphonso updated PLC on progress made with Brief 1. This brief is largely demographic; the team met several times via conference calls he expressed appreciation to Mr. Gurley for his assistance with providing the data. Three areas are covered in this brief: 1) geography; 2) industry; and 3) age. Mr. Alphonso pointed out there was some overlap between Brief 1 and Brief 3 regarding the populations served. More work will be done by projecting membership changes and applying them to financial models. Any potential for lost revenue that occurs during the projection will be shown. Also, Mr. Alphonso asked PLC members if 30 pages of graphics was too much or just enough. Mr. Crowther indicated the majority of the 30 pages was graphs so it was easily readable versus if it was all written words. Mr. Alphonso agreed to provide a final executive summary for Brief 1 that will provide easy access to the data. Mr. Alphonso raised the question of what mode the final briefs would be in: printed or electronic? If printed, who will do the printing? AI17 Mr. Chakroun pointed out that revenue loss should be considered in the light that we need to invest for future growth and income may not come for quite a while. Mr. Montgomery added that the highlight on products and services from RAL members will bring in some revenue. Mr. Werkema reported he attended a meeting in Washington D.C. of the EE Global Forum. Ambassador Pasqual made presentations on future urban trends in developing countries. This need drives the demand for engineers who are our potential members. Mr. Werkema agreed to find and distribute these Power Point presentations to members of PLC. AI 18 Brief 2 Technology Team: Sachs, (L), Werkema, Wessel, Ramspeck (staff) Mr. Sachs indicated he will report on Brief 2 within the next week.

8 Planning Committee Minutes-May 28, Brief 3 Market Analysis Team: Ross Montgomery (L), Sheila Hayter, Steve Comstock (staff) Goals: Where are other organizations going; what do they do? Analyze their fee structures. (REHVA; CAR; ABRAVA?). Scope: global market Mr. Montgomery reported that Brief 3 is complete. The subcommittee is currently in an organizational mode and will be writing an executive summary including the scope and supporting documents; this brief shows other organizations that are operating similarly to ASHRAE and suggested the Board should be asked to consider ways to collaborate in the industry to find ways to work together in several areas. Brief X Promoting Global Organizational Growth/Participation Mr. Montgomery created a new potential brief to Increase global representation on the Board. He asked PLC members if he should pursue this subject and create a new brief. Mr. Werkema agreed this should be done. Mr. Crowther added that this would not be considered a brief but a pro-forma solution (or business plan) for the Board. He asked if PLC wishes to suggest a solution for the Board? Mr. Montgomery suggested developing an outline of this concept for the BOD to consider in Denver. Mr. Crowther agreed it would be good to show the outline to Jay Younger to get his opinion as to whether it would seem to be leading the BOD. Ms. Hayter agreed this would be a helpful item to discuss with Mr. Younger. Mr. Sachs agreed and liked the term pro-forma business plan and added some alternatives should be included in the outline; coordination with CIBSE might be a good idea. Mr. Montgomery will include alternatives and send a draft of the outline to Mr. Crowther and Mr. Sachs. Mr. Littleton agreed that this should not be a solution for the BOD; and PLC should suggest the BOD consider partnering with other organizations for cost and work sharing. The BOD agenda on Wednesday has allotted 45 minutes for this discussion during which time the differences between the Brief 3 Market Analysis and the outline of Brief X should be explained in detail to the BOD. AI 19 AI 20 Brief 4 Products and Services - (Attachment B) Team: Dan Pettway (L) Hugh Crowther, Steve Comstock (staff) Goals: What are expectations of products and services delivered by each group? Mr. Crowther explained the topics to be covered in this brief include: How do we deliver products and services? What about delivery around the world? What products and services are being delivered by other organizations? Mr. Pettway reported his subcommittee will compile feedback received from questionnaires to determine if ASHRAE provides the products and services they need. Board Planning Update Mr. Crowther indicated that he and Mr. Littleton will conduct research on peer society governance structures and will report back to PLC. A Board conference call will be scheduled in October. Ms. Hayter asked how long will be needed for the call and Mr Crowther suggested a two-hour webinar to discuss only planning, not other BOD agenda items. Ms. Hayter will send a letter to Mr. Bahnfleth requesting the two-hour BOD planning webinar be scheduled in October.

9 Planning Committee Minutes-May 28, OTHER BUSINESS Core Values Presentation This item was requested to be discussed under Other Business. Mrs. Townsend was given an action item to post the Core Values presentation on the ASHRAE.ORG web site. However, the presentation had some wording that may have been questioned by SRC, so she sent it to Mrs. Graef for input. Mrs. Townsend will finalize the presentation and post it to the web site to complete an action item. AI 21 The next PLC conference call is scheduled for June 11, 2013 from 11:00 am to 1:00 pm EDT. ADJOURNMENT The meeting was adjourned at 12:46pm. Respectfully submitted, Mary Dean Townsend, Secretary Attachment: A. Letter to DRCs Re: Mini-Strategic Planning Sessions during CRCs Distribution: Board of Directors Planning Committee

10 [Type text] Attachment A PLC Minutes 2013 May Tullie Circle NE Atlanta, Ga Tel Fax Jkdf Sheila jkfdjk J. Hayter, P. E., FASHRAE Reply to: National Renewable Energy Lab Chair, Planning Committee Denver West Parkway Golden, CO Tel: Fax: sheila.hayter@nrel.gov TO: FM: Directors & Regional Chairs Sheila Hayter, Planning Committee Chair DATE: April 11, 2013 SUBJECT: Strategic Planning As you know, the Board is planning to significantly overhaul the ASHRAE strategic plan during Society year Given the critical role Chapters play in the Society, we would ask that you allocate some time to solicit feedback from Chapter leaders during your upcoming CRC. I realize this is short notice for Regions VI, VIII and XI that run CRCs in April and May, but we do not want to miss the opportunity to get critical feedback from Chapter leaders on ASHRAE s future strategic direction. The Board s primary strategic planning exercise will take place this November. We ask that you find minutes in the CRC schedule to address the questions below. We suggest that the discussion be led by the DRC and that the staff liaison attending the CRC be responsible for taking notes that will be forwarded back to the Planning Committee. The questions below are only guides. The goal is to solicit new and innovative ways that ASHRAE can serve current and prospective members. We also want ideas on how the Society can serve its Chapters. What opportunities do you see for ASHRAE to serve members in new and different ways? How can we exceed member expectations? What new programs do you think would attract new members to ASHRAE? Are we missing or underserving technology or demographic markets within the building community? What markets hold the greatest potential for future growth? How can ASHRAE Society better support you as a Chapter leader? What is on your wish list? What trends do you see on the 3-5 year horizon that will significantly impact current and prospective ASHRAE members, and the services provided to those members by Society and Chapters [technology, regulatory issues, global trends, etc.]? If you had to choose one new way that ASHRAE could serve you as a member of the building community or a Chapter leader, what would it be? Feedback collected from the CRC s will be compiled by your Planning Committee for distribution to the Board. That means DRCs will have access to the feedback from all ASHRAE regions, and can distribute it to Chapter leaders participating in the process. You may wish to consider sending these or similar questions to your Chapter leaders ahead of the CRC. Thank you in advance for making time to address this critical issue during your CRC. We look forward to receiving feedback on new and innovative ways ASHRAE can deal with the ever-changing needs of members and the building community.