IEEE Transformers Committee Governance and Document Votes Fall

IEEE Transformers Committee Governance and Document Votes Fall 2016

Governance Documents Overview 1. Transformers Committee Policies and Procedures for Standards Development (describes the procedures the Transformers Committee shall use for the development of standards, needs to be renewed and reviewed by the IEEE-SA every five years) 2. Policies and Procedures for: Working Groups (describes the procedures Working groups shall use for the development of standards, reviewed by IEEE-SA every five years, revisions approved by Transformers Committee) 3. Transformers Committee Organization and Procedures Manual (describes the organization of the Transformers Committee and the general procedures for its operation [beyond standards development] and is approved by PES Technical Council)

Committee Vote • A vote is required for “adoption of new or revised Committee procedures, interest categories, or revisions thereof” per our “Policies and Procedures For Standards Development” manual. A quorum and a two thirds majority approval is required. • Voting on two documents today: – Policies and Procedures for Working Groups – Transformers Committee Organization & Procedures Manual

Policies and Procedures for: Working Groups • Working Group P&P was revised based on the following: – Original Working Group P&P approved 2014 – Updated guidelines from the IEEE-SA, the latest baseline dated 2015 – Input from Steve Schull’s task force last year to clarify our procedures – Input from Administrative committee on removal of officers and other concerns – Two reviews and a conference call by the Administrative committee

Policies and Procedures for: Working Groups (continued) • Comments received and changes made since voting notice: – 1. 03 updated hierarchy per IEEE-SA guidelines – removed PES P&P – 3. 0 Clarified wording of clause to insure due process was followed should this action be required. – 3. 1 Clarify that appointment of officers should come after PAR approval. – 3. 4. 3 suggests 30 days not 15 days for minutes ? – 6. 0 Clarification that issues of balance and dominance should be discussed with Subcommittee Chair vs Subcommittee Officers

Policies and Procedures for: Working Groups (continued) • Comments and changes made after final version was sent out last week: – 3. 2 Suggested rewording to clarify (bad sentence structure), change was made. “In the case of Chair, if possible, a permanent appointment shall be made; if not, a temporary appointment shall be made by the subcommittee chair, with input from the Working Group”. – Request to change 3. 4 (alternate sentence structure). No change was made as this clause cannot be modified. – Question what is meant by ‘notification of action’ Which is, an action that requires a vote from the working group, it requires notice. – Question as to whether quorum is 50% or 50% +1? Currently reads quorum is 50%.

Action! • Motion is to approve the Transformers Committee’s Policies and Procedures for: Working Groups, with the editorial changes that were distributed. • Second? • Discussion • Vote (members only, approve, disapprove or abstain)

Transformers Committee Organization and Procedures Manual • New manual based on the following: – Original “Transformers Committee Organization and Procedures Manual dated July 2009, prior to requirements for new Policy and Procedure Documents for Standards Development by the IEEE-SA – Template provided by The PES Technical Council for Technical committees’ Organization & Procedure manuals – Input from The Administrative Committee • Reviewed by PES Technical Council, revised per their request, and approved July 2016

Organization and Procedures Manual (continued) • Comments received and changes made since voting notice: – Missing comma – added Clause 3, Insulating fluids – Stray letter on bullet list – removed Clause 8. 4 – Poor wording first sentence Clause 8. 1 - revised • One major concern, Gary Hoffman indicated that IEEE SA Aud. Com has come full circle and feels much of the material (pertaining to the Standards process) in the O&P does not belong and would have to be put back in the Sponsor P&P (which we were told to take out). This has not yet been formalized by Aud. Com, but may be in December. The committee will have to decide how they wish to proceed.

Organization and Procedures Manual (continued) • Comments and changes made after final version was sent out last week: – 3. 1 Outline numbering should be a) instead of d). Change made. – 5. 0 Outline numbering corrected, change made. – 8. 1 question: Who is to initiate the reappointment of all Subcommittee Chairs, Vice Chairs and Secretaries every two years? Answer: The administrative Committee has to have a motion and vote to reaffirm Subcommittee officers every two years, and record that vote and all of the officers in the Administrative Committee meeting minutes.

Action! • Motion is to approve the Transformers Committee Organization and Procedures Manual as approved by the PES technical Council, with the editorial changes that were distributed. second from the floor • Second? • Discussion • Vote (members only, approve, disapprove or abstain)