M I N U T E S PLANNING COMMITTEE WEB MEETING

Transcription

1 American Society of Heating, Refrigerating and Air-Conditioning Engineers, Inc. M I N U T E S PLANNING COMMITTEE WEB MEETING Monday, April 25, :00 am 1:00 pm 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 April 25, 2011 CALL TO ORDER 1 REVIEW OF AGENDA 1 APPROVAL OF MINUTES 1 REVIEW OF ACTION ITEMS 1 UNFINISHED BUSINESS 2 Direction 1 2 Direction 1 (after PLC Edits) 2 BOD Governance Policy Issues 2 MBO#3-Strategic Plan Status Report Format 2 MBO#6 Strategic Issues Not Yet Addressed by the BOD 2 ExCom Action Item-Membership Survey Form Motion 3 MBO#4 Non-Structural Changes to Improve BOD Strategic Planning Efforts 3 Revised Webinar Presentation Update for CSPP 3 NEW BUSINESS 3 NEXT MEETING 3 ADJOURNMENT 4

3 ACTION ITEMS Planning Committee Meeting April 25, 2011 No. - Pg. Responsibility Summary of Action Status 1-1 Littleton Currently, the focus of the CEC Ad Hoc Committee is dealing with pricing, not duration of Society meetings; input regarding duration will be provided as it is received. _Open 2-1 Staff By the Montreal meeting, make the format changes to the Strategic Plan Status report as recommended by Mr. Olesen. 3-1 Sachs Report on MBO#6 for PLC review at the next PLC conference call in May. 4-1 Hermans Rewrite Direction #3, Strategy 3.4 to clarify what is meant by the community outreach by the next PLC conference call in April or early May Cofer Fulk/Staff When a response is received from PEC to PLC s request for comment on Direction #4, Strategy 4.9, add this report to the agenda for the next PLC web meeting in May. Mr. Fulk will send his comments on the flip chart summary of the strategic planning session to Ms. Cofer and will request that staff send the summary to PLC for comment. 7-2 Montgomery/ Fulk Verify that the CSPP presentation is the latest version and send to PLC for comments by the next web meeting in May. 8 2 Cofer Ask for input from ExCom before Montreal as to whether they want PLC to make a recommendation about BOD governance policy issues this year as a standing committee; or do they wish these issues to be handled by an Ad Hoc committee appointed by the BOD. 9 2 Fulk Ask ExCom for guidance on whether PLC should address the role of DRCs on Members Council PLC Review Mr. Traboulsi s revised MBO#4-Non-Structural Changes to Improve BOD Strategic Planning Efforts and send him comments prior to the next web meeting in May PLC Send any additional edits to Direction #1 or Direction #1 strategies to staff prior to the next web meeting in May Neme Send a Doodle poll to schedule the next PLC web meeting in the next two weeks. * * * * *

4 American Society of Heating, Refrigerating and Air-Conditioning Engineers, Inc. M I N U T E S PLANNING COMMITTEE CONFERENCE CALL April 25, 2011 MEMBERS PRESENT: MEMBERS ABSENT: STAFF PRESENT: Kenneth M. Fulk, Chair Jason Z. Alphonso Patricia G. Kempf Stephen D. Kennedy Ross D. Montgomery Harvey M. Sachs Samir R. Traboulsi Thomas E. Watson, CO Jeff Littleton Douglas E. Read Richard D. Hermans Hugh D. McMillan III Bjarne W. Olesen Gloria F. Cofer Claire I. Neme CALL TO ORDER Chair Fulk called the meeting to order at 11:00 am. Members and staff attended as listed above. A quorum was present. REVIEW OF AGENDA Mr. Fulk asked PLC to review the agenda and asked if there were any changes, additions or deletions. Mr. Fulk requested that the April 7, 2011 PLC minutes distributed to the PLC members prior to today s web meeting be added to the agenda in addition to the PLC minutes from the March 10, 2011 conference call. APPROVAL OF MINUTES Mr. Fulk asked for approval of the PLC minutes from the March 10, 2011 PLC conference call and from the April 7, 2011 PLC conference call. Mr. Montgomery made the motion and it was seconded (1) That the minutes from the March 10, 2011 PLC conference call and the April 7, 2011 PLC conference call be approved. MOTION 1 PASSED (Unanimous Voice Vote) REVIEW OF ACTION ITEMS 2 Littleton Provide input regarding discussions about the duration of Society meetings as it is received from the CEC Ad Hoc Committee. 5 Staff By the Montreal meeting, implement the format changes to the Strategic Plan Status Report as recommended by Mr. Olesen. 6 Sachs Report on MBO#6 for PLC review at the next web meeting in May. AI 1 AI 2 AI 3

5 Page 2 Planning Committee Meeting April 25, Hermans Rewrite Direction #3, Strategy 3.4 to clarify what is meant by community outreach by the May PLC web meeting. 13 Cofer When Publishing and Education Council responds with their comments to PLC s request to review Direction #4, Strategy 4.9, add this report to the agenda for discussion during the next PLC web meeting in May. 17 Fulk/Cofer Mr. Fulk will send Ms. Cofer his comments on the flip chart summary from the strategic planning session and requests that Ms. Cofer send it on to PLC for comment by the next web meeting in May. 18 Montgomery/ Verify that the CSPP presentation attached to the agenda is the latest version and Fulk send to PLC for any comments before the next web meeting. AI 4 AI 5 AI 6 AI 7 UNFINISHED BUSINESS Direction 1 ASHRAE activities will lead the advancement of new and existing sustainable building design, construction, and operations guidance for new and existing buildings. Mr. Montgomery, leader of Sub-Group 1, indicated the final changes to Direction #1 and the Rationale are made with all comments received from the BOD included in this version. Mr. Fulk asked PLC for comments on Direction #1. Direction 1 (After PLC edits) ASHRAE activities will lead the be a leader in advancement of new and existing advancing sustainable building design, construction, and operations guidance for new and existing buildings built environments. Strategies - Mr. Fulk asked PLC to review the Direction #1 strategies for any comment. PLC members added extensive edits to the strategies as shown in track changes in Attachment A-(Edited 4-25). Mr. Fulk indicated that a vote would be taken at a future time on changes to Direction #1 and Direction #1 Strategies after PLC has had more time to review these changes. Due to the limited time remaining for today s web meeting, Mr. Fulk deferred discussion of changes to Directions #2, #3 and #4 until the next web meeting. BOD Governance Policy Issues (BOD Action Item) Mr. Fulk reported on Mr. Hermans draft BOD restructure report that was sent to PLC. Mr. Fulk indicated that when the BOD Governance Ad Hoc Committee Report was presented, the BOD decided that any structural changes would be put on hold for at least one year. Mr. Fulk asked PLC for comment as to whether a new PLC Ad Hoc Committee should be discussing this issue rather than solely the Planning Committee. Mr. Kennedy added that if PLC should be recommending a new BOD structure, ExCom should provide PLC with an indication that they support this effort. Mr. Kennedy added that as incoming PLC Chair, in order for him to prepare the MBOs, we need to have this before the Montreal meeting. Mr. Fulk suggested that Ms. Cofer take an action item to ask ExCom whether they want PLC to handle the BOD governance policy issue next year as a subcommittee of PLC, or as an Ad Hoc Committee appointed by the Society president. Mr. Kennedy asked that ExCom define how far PLC should go with the restructuring of the BOD. Mr. Littleton agreed that going to ExCom was a good approach to get their input since this item could become a multi-year effort. Mr. Fulk added that Members Council may be planning to bring a motion to the BOD in Montreal about how DRCs should function in the future. If Members Council does not present a motion to the BOD, Mr. Fulk agreed to ask ExCom on guidance on the role of DRCs on Members Council. AI 8 AI 9

6 Page 3 Planning Committee Meeting April 25, 2011 Strategic Plan Status Report Format Mr. Olesen was not present during the web meeting, therefore, this item was deferred until the next web meeting. MBO#6 Strategic Issues Not Yet Addressed by the BOD Mr. Sachs report was deferred until the next web meeting. ExCom Action Item Membership Survey Form Review Mr. Montgomery reported that he had incorporated comments into a motion on the membership survey form and it was ready for discussion by the PLC. After some review and discussion, PLC made additional edits to the Motion, Background and Fiscal Impact as indicated in track changes below: Motion: That the Planning Committee (PLC) recommends that it organize, develop, plan and execute a Member Survey to be conducted beginning during the Society year. Background: This member survey will ask important questions to our members concerning our current Society goals and objectives, and seek advice and input about what our members think about our current operations, and future directions and endeavors. The survey will seek to promote membership growth and discover what steps are necessary to increase member satisfaction with our strategic directions and products and services and other paths forward. PLC will work directly with all three councils, and others as appropriate, to determine the information that we need to find out answers to, and allow the firm we hire to write the survey questions. In addition, PLC will poll other committees of ASHRAE, including AASA, College of Fellows, Past Presidents, VIP partners and organizations to also receive input. PLC will make regular reports to the BOD on its progress. The intent is to complete a member survey every three years, in the same year as the AHR Expo in Chicago, in order to incur the major expense during a year of higher-than-normal revenue. Fiscal Impact: $35K in Finance Committee has been notified, and a new program form has been completed. Mr. Fulk asked PLC to review the edited version and send any comments to Mr. Montgomery prior to the next web meeting in May. There were no changes made to the appendix of the motion. See Attachment B for the complete motion and appendix. MBO#4 Non Structural Changes to Improve BOD Strategic Planning Efforts Due to the shortness of time remaining, Mr. Fulk asked PLC members to review Mr. Traboulsi s revised MBO#4 and send any comments to him prior to the next web meeting in May. AI 10 Revised Continuous Strategic Planning Process (CSPP) Web Presentation Mr. Fulk and Mr. Montgomery will determine whether the CSPP web presentation attached to the agenda is the latest version. Once this is determined, staff was asked to send the latest web presentation to the PLC for review and comment prior to the next web meeting in May.

7 Page 4 Planning Committee Meeting April 25, 2011 Mr. Fulk asked PLC members to send any additional edits to Direction #1 or its strategies to staff prior to the next PLC web meeting in May. AI 11 NEW BUSINESS There was no new business. NEXT MEETING Mr. Fulk asked staff to send out a Doodle poll to schedule the next PLC web meeting in the next two or three weeks. He added that there would be more than one more web meeting prior to the Montreal meeting. AI 12 ADJOURNMENT The meeting was adjourned at 1:00 pm. Distribution: Board of Directors Planning Committee Gloria F. Cofer, Secretary