Call for Nominations | IEEE UK and Ireland Secretary and Treasurer Roles

Dear IEEE United Kingdom and Ireland Section Members,

We are pleased to announce the United Kingdom and Ireland Section Annual Election. Candidate nominations are now being accepted for the IEEE United Kingdom and Ireland Section Annual Election. We are seeking nominations for the following elected position(s).

• Secretary
• Treasurer

Nominees must be IEEE members of United Kingdom and Ireland Section as of 30^th June 2024 and remain active through the election closing with no gaps in membership and be of Graduate Student Member, Member, Senior Member, Life Member, or Fellow grade. The term of office for both officers shall be two years from 1^st January 2025 through to 31^st December 2026.

The nomination deadline is 16 September 2024 12:00 AM (GMT). The Petition opening will be announced to all eligible members and the deadline to place petitions will be 7^th November 2024 12:00 AM (GMT). Voting will be open 21^st November 2024 12:00 AM (GMT) through 6^th December 2024 12:00 AM (GMT) and will be held utilising vTools.

Please go to https://nominations.vtools.ieee.org/tego_/nominate_or_petition/R80015 using your IEEE account credential to nominate yourself or another member. With nominations, we ask each candidate to present a biography, relevant experience and a statement of plan.

Election Committee, Chair
Dr Mona Ghassemian

Contact information: nominations@ieee-ukandireland.org

The Section Secretary shall record the minutes of all business meetings of the Section and of the Section Executive Committee. He/she shall make such reports of his/her activities as may be required by the IEEE Executive Committee and oversee Standing Committees as directed by the Chair. The Section shall retain a recorded copy of the minutes. The role of the Section Secretary requires a commitment of time and effort, which may vary depending on the Section’s size and activity level, as well as other agreed-upon duties as needed.

Summary of Duties and Responsibilities:

1. Distributes agenda and meeting notices for all Section, Executive Committee, and other meetings.
2. Accurately records minutes and distributes the minutes of all such meetings.
3. Reports all Section and subunit meetings to the IEEE Regional Activities Department using the proper forms.
4. Maintains all the records and correspondence of the Section.
5. Notifies the IEEE Regional Activities Department of all changes in Section and subunit Officers.
6. Submitting section reports on the activities of the Section to the Region submitted on time.
7. Submits Section Bylaws to the IEEE Regional Activities Department and reports any revisions to be made to them.

IEEE MGA Operations Manual – 9.5.F.5 Section Secretary: https://mga.ieee.org/images/files/Current_MGA_Operations_Manual_2024__17_Feb_2024.pdf

The Section Treasurer shall be responsible for the development of a Section budget for approval by the Section, accounting of all Section funds, keeping financial records all receipts and disbursements in accordance with the Section budget, and such financial reports as may be required by the Section Executive Committee and by the IEEE Executive Committee. The Section Treasurer should verify that all required reports have been submitted on time, including all Subsection, Chapter, Student Branch and Affinity Group reporting. The Section Treasurer should have good knowledge of the IEEE MGA Operational Manual, as well as IEEE Bylaws and Policies. The Treasurer should have previous experience of financial budgeting as well as managing financial resources and the relevant governance documents affecting financial operations.

Summary of Duties and Responsibilities:

1. Accurately maintains financial records for Section.
2. Maintains bank accounts of Section funds.
3. Prepares the annual budget for submission to the Section Executive Committee.
4. Makes disbursements in accordance with the approved budget.
5. Refers expenses outside the approved budget by ExCom to the Section Chair for action.
6. Insures that all Section expenditures and disbursements are made in accordance with IEEE policy.
7. Prepares financial reports for the Section Chair, Section Executive Committee and Regional Director.
8. Transfers Section financial records at the beginning and end of each year.
9. Submits annual report of financial activity to the IEEE Operations Centre and provides follow-up where necessary to confirm that the report has been approved.

IEEE MGA Operations Manual – 9.5.F.6 Section Treasurer: https://mga.ieee.org/images/files/Current_MGA_Operations_Manual_2024__17_Feb_2024.pdf