PENC Operating Procedures

ADMINISTRATION

Purpose and Maintenance of Operating Procedures
These operating procedures are the guideline of day-to-day operations in PENC. These
operating procedures must be reviewed annually by the Staff and Executive Committee prior to
the Annual Summer Conference. Any amendments to these procedures must be approved by
the Board of Governors at the Annual Membership Meeting. If a question of operating
procedures arises, the Bylaws shall govern.

Administration and Staff

Section 1. PENC is managed by an association management company, First Point Management
Resources. The Account Manager is Tara Foy, tfoy@firstpointresources.com.
Section 2. Contact Information
a. PENC Phone Number: (919) 926-3263
b. PENC Address: 1500 Sunday Dr, Suite 102, Raleigh NC 27607 (First Point Management
office).
c. PENC Website: www.penc.org
d. PENC Email: exec@penc.org
e. PENC Membership Director: Catie Cox, catie.c@penc.org, 984-220-5368
f. PENC Lobbyist: Laurie Onorio with Walk West, ljo@walkwest.com, (919) 324-3925
g. EPAC Administrator: Amy Ellis, epac@penc.org, (910) 231-3831
h. EPAC Mailing Address: 9660 Falls of Neuse Rd, Suite 138-259, Raleigh, NC 27615

Section 3. Contract renewal of staff and management is reviewed annually by the President and
Treasurer, or an officer designated by the President and the Treasurer, and voted on by the
Executive Committee.

Fiscal and Administrative Years

Section 1. Fiscal year will be January-December
a. Finances will be handled by First Point Management
b. PENC operates as a 501(c)6
c. PENC budget for coming year to be voted on by BOG at fall meeting

Section 2. Administrative year will be July 1 - June 30

a. Administrative duties are shared between First Point Management and PENC
Membership Director
b. Lobbying will be administered by Laurie Onorio, Walk West
c. Contracts to be reviewed as needed by President and President-Elect
d. Term year for officers will be July 1 - June 30

Organizational Policies

Section 1. PENC Policy on Sponsorship: During budget review, if funds are available, a line item
for sponsorships will be created. Requests for sponsorships will be reviewed and voted on by
the Executive Committee.

Section 2. PENC Refund Policy: Membership application fees and renewals are final and not
refundable. Conference and Events: If any member requests a refund of their conference or
event registration, such requests must be made in writing to catie.c@penc.org. If an individual
requests a refund after their payment has been processed, that person will receive a refund of
his/her registration fees minus a $25.00 processing fee. No refunds will be given if a request is
made after 1 week prior to the event.

Rules for Use of Logo

Section 1. Usage of the NSPE-NC logo shall be in accordance with the NSPE Graphic Design
Manual.

 PENC Operating Procedures

MEMBERSHIP

1. Membership Grades
Section 1. The following Membership grades are offered.
a. Premium Licensed Member: A licensed member that hold membership in both NSPE
and PENC.
b. Retired Licensed Member: Must be approved by NSPE. A member shall be eligible for
retired-member status if the person has been a continuous member of NSPE for a
period of 25 years, is at least 65 years of age, and has retired from active practice. For
these purposes, "active practice" shall mean providing engineering consultation totaling
more than 300 hours in a given calendar year.
c. Graduate Member: A graduate of an ABET engineering program but who has not yet
achieved their PE license. They will receive a graduated dues rate based on year of
graduation.
d. Life Member: Must be approved by NSPE. A member shall become eligible for lifemember
dues status if the person has been a continuous member of NSPE for a period
of 40 years and is at least 65 years of age.
e. Student Member: Must be enrolled full-time in an ABET accredited Engineering
Program. Student members are not voting members of the organization.
f. Legacy Member: A member that is a grandfathered State Only member.

Section 2. Fellow Member and Honorary Memberships are ceremonial titles of membership that
may be offered.

Section 3. No new Legacy Retired or Legacy State Only memberships will be offered after June
30, 2018. No Enterprise or Introductory discounts will be offered.

Section 4. PENC President and Treasurer may offer a hardship membership for a member in
need if a request is made and PENC is in good financial standing.

2. Membership Processing

Section 1. Premium membership applications will be processed online and in paper by NSPE.
a. For membership applications via phone, PENC Membership Director will import their
information into NSPE database and take payment by credit card
b. NSPE will issue a new member report to Membership Director, monthly
c. Membership Director will notify First Point of new members to be added to PENC
database
d. Membership Director will add new members to MailChimp mailing list
e. Membership Director will email new member introductory email and copy Chapter
President
f. Three months after joining, Membership Director will make a phone call to new member
asking if they have any questions, letting them know of events coming up
g. Members who believe they qualify for Retired or Life membership will submit a request in
writing to PENC. PENC Membership Director will confirm their qualifications. If accepted,
PENC Membership Director will notify First Point and NSPE to update their account.
h. Legacy Members are members at the State Only level. Any State Only member that is
active (has a current dues payment for the membership year) as of July 1, 2018 will be
grandfathered into Legacy Status. After June 30, 2018 no new Legacy (Retired or State
Only) members can be added.

 PENC Operating Procedures

3. Dues

Section 1. Membership Dues effective July 1, 2018:
a. Premium Licensed Member: $299: Collected by NSPE. $210 of this amount comes to
PENC.
b. Retired Member: $149.50: Collected by NSPE. $105 of this amount comes to PENC.
c. Recent Graduate:
i. Year 1: $50.80. Collected by NSPE. $35 to PENC.
ii. Year 2: $119.60. Collected by NSPE. $83 to PENC.
iii. Year 3: $179.40. Collected by NSPE. $125 to PENC.
iv. Year 4: $239.20. Collected by NSPE. $168 to PENC.
d. Life Member: $0
e. Student Member: $0
f. Legacy Member: $186. Collected by PENC.

Section 2. Dues will be processed as follows:

a. Legacy membership dues will be invoiced by First Point on the 1st of each month prior to
the renewal date.
b. First Point will email renewal notices for anyone expiring in the next 30 days
c. First Point will email lapsed notices for anyone that has not renewed from the previous
month
d. Membership Director will make phone calls to all lapsed members on the 15th of each
month
e. Membership Director will make phone calls to Legacy Members that are Lapsed for 5
months to notify them if they do not renew they must rejoin at Premium level
f. If a Legacy Member is Lapsed for more than 6 months, they are marked as Expired in
database and must rejoin at the Premium Level (through NSPE)
g. Premium membership dues will be invoiced by NSPE on the 1st of the month, every 3
months prior to the renewal date.
h. NSPE will submit PENC portion of dues for the previous month via bank transfer
i. NSPE will update their database will new expiration date
j. NSPE will make phone calls to any members that expired 3 months prior and submit
statistics to Membership Director
k. Membership Director sends email to lapsed members 2 months prior July 2018-July
2019 reminding members that membership invoice came from NSPE

4. Annual Membership Meeting

Section 1. PENC annual membership meeting will occur during the annual conference,
generally in June each year
a. Invitation is open to membership and shall be distributed at least 30 days in advance
b. Order of business: Update on organizational leadership grid, membership report,
financial report, achievements, goals, strategic planning, upcoming events.
c. Presented by President or President-Elect

5. Member Disciplinary Procedures

Section 1. If an issue arrises concerning a member complaint Membership Director will take
complaint to President for investigation.
Section 2. Revocation of Membership -

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a. Any Licensed Member, including a licensed State Associate Member, whose licensure is
revoked for any reason whatsoever shall immediately be dropped from the membership
of the Organization.
b. Any Member, including any Associate Member, who is found to be in violation of Chapter
89 of the General Statutes of the State of North Carolina or who has had his certification
as an Engineering Intern revoked for any reason whatsoever shall be dropped from the
membership of the Organization.
c. A member may be returned to good standing only after meeting all requirements for
membership.

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EXECUTIVE COMMITTEE AND BOARD OF GOVERNORS

1. Executive Committee

Section 1. An Executive Committee shall be established as a standing committee of the
Organization. Membership of the Executive Committee shall be the officers of the Organization.
For roles and duties for Executive Committee and Board of Governors, please refer to Section 6
of these Operating Procedures.

Section 2. The President shall act as chairman of the Executive Committee. The Secretary of
the Organization shall serve as a secretary to the Executive Committee.
a. The Executive Committee shall ensure effective operations and financial stability of
PENC. The Committee shall direct the administrative work of the Organization and carry
out the policies of the Board between meetings of the latter. The Committee may also
act on behalf of the Board, with the full authority of the Board, on matters which arise
and require action between Board meetings, except those actions prohibited by
N.C.G.S. 55A-8-25, provided that the Committee shall report to the Board on all such
actions at the next Board meeting.
b. A majority of the Executive Committee shall constitute a quorum and the majority
affirmative vote of those present shall govern.
c. When action is required by the Executive Committee and it is impractical to convene a
regular meeting of the Committee, the Committee may meet by telephone conference or
other electronic conference. Any action so taken will have the same validity as a regular
meeting of the Committee, provided that the quorum and vote for the telephone
conference is in compliance with this Article. The Committee may also take action by
mail ballot, or by email ballot provided that the vote of any member without email will be
solicited by regular mail. In the case of mail or email ballots, the votes for the action must
be a majority of the Committee.

2. Board of Governors
Section 1. Voting members consist of the Executive Committee, and 1 representative from each
Chapter.

3. Scope and Role of Board of Governors
Section 1. The Board shall have full authority and power to act for the organization between
meetings of the membership.
a. Adopts bylaws and proposes amendments to bylaws and operating procedures.
b. Empowers the Executive Committee to manage the fiduciary responsibilities of the
organization.
c. Must meet at least 3 times per year (annual meeting (June), fall (October) and spring
(February).
d. May grant or revoke chapters.
4. Expectations of the Executive Committee
Section 1. The following is encouraged participation of the Executive Committee:
a. Attend all meetings unless excused by the President. Two excused absences are
permitted.
b. Attend PENC Summer Conference
c. Recruit people for membership
d. Participate in PENC state-wide functions
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e. Attend your own Chapter Meetings
f. Volunteer in MATHCOUNTS
g. Attend Lobby Day
h. Assist with calling delinquent members, new members or non-active members

5. Financial Responsibilities of the Executive Committee

Section 1. The Executive Committee should carefully review all financial reports.
Section 2. The treasurer should prepare and propose an annual budget for the Executive
Committee to review.
Section 3. The annual budget is presented to and voted on by the Board of Governors at the fall
meeting.
Section 4. The treasurer, with staff assistance, will present a financial report for the previous
period at each Executive Committee meeting.
Section 5. An annual financial compilation should be performed by an independent accountant.

6. Executive Committee Duties and Role
Section 1. Executive Committee consists of President, Past President, President-Elect,
Secretary, Treasurer, Directors-at-Large, and NSPE Delegate.
a. President
i. Serves as chief elected official of the organization
ii. Presides over all meetings or designates a person to do so
iii. Interfaces with the staff and management
iv. Leads performance reviews of staff and management
v. Appoints committees in accordance with bylaws
vi. Provides strategic direction
vii. Oversees all chapter presidents and chapter activities
viii. Serves as official spokesperson of the organization
b. Past-President
i. Serves as the board liaison to Past-Presidents
ii. Serves as nominating chair
iii. Performs duties as assigned by the President
c. President-Elect
i. Serves in the absence of the President
ii. Performs duties as assigned by the President
iii. Serves as Board Liaison to Action Groups
iv. Works with staff and management in preparation of the upcoming year
v. Assists with a strategic planning
vi. Assists in obtaining sponsorships and speakers for summer conference
vii. Represents PENC on the E-PAC Board; an alternate may be appointed by President
if needed
d. Secretary
i. Oversees the custody of all organizational records, except financial records
ii. Monitors the accurate and timely distribution of meeting minutes
iii. Leads the review and revision of Operating Procedures
iv. Performs duties assigned by the President
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v. Serves interest groups as needed
e. Treasurer
i. Oversees all funds and financial records, including receipts
ii. Prepares an annual budget for approval
iii. Keeps records of all income and expenses
iv. Responsible for filings required by law associated with finances
v. Performs duties as assigned by President and Past-President
vi. Chairs the awards committee
vii. The Treasurer may be bonded, at the expense of the Organization, for such an
amount as may be determined by the Board
f. Directors-At-Large
i. Each Director serves as liaison to 3 chapters
ii. Directors may assist with chapter officer recruitment, award selection and program
planning
iii. Directors must serve on at least 1 steering committee
g. NSPE Delegate
i. Views the NSPE Delegates Orientation Webinar
ii. Participates in NSPE Southeast Region calls
iii. Reports to the Executive Committee on NSPE updates and events
iv. Attends the NSPE Summer Conference and attends the House of Delegates General
Assembly meeting

Section 2. Should the office of Secretary, Treasurer, Director-at-Large or NSPE Delegate
become vacant at any time during their respective terms, the Board shall appoint a member to
serve only the remaining unexpired portion of the term.

7. Qualifications of Officers

Section 1. Qualifications for election to office in PENC are:
a. The President and President-elect, Secretary and Treasurer must be a Licensed
Member, Life Member, or Fellow Member, and must be a member of both PENC and
NSPE.
b. Directors-at-large may be members of PENC and/or NSPE.
c. Officers must be employed in the state of North Carolina.
8. Expenses of Officers
Section 1. Expenses of officers may be underwritten as appropriate but shall not exceed
amounts budgeted unless authorized in advance by the Board.

Section 2. Expenses of the President and/or the national representatives in attending a required
national meeting may be reimbursed by PENC to the extent not otherwise reimbursed by the
National Society or by their employers, but in no case shall expenses reimbursed by PENC
exceed that specified for U.S. government employees or be paid for more than three days
unless authorized in advance by the Executive Committee. Reimbursement shall be made only
for automobile, air and local transportation expenses to the extent normally allowed by the
National Society, plus lodging, registration fees, and meals.

Section 3. Expenses shall be reimbursed by PENC only for days on which the person attends
required meetings and for which they occupy hotel, motel, or similar transient accommodations
at or near the meeting site, and for travel to and from the required meetings.

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9. Committees and Interest Groups
Section 1. The Executive Committee are responsible for creating and appointing leaders of
committees and special interest groups as they see necessary.

10. Executive Committee and Board of Governors Meetings

Section 1. Notice of the meetings, meeting agenda and appropriate materials will distributed in
advance.
a. Time, place and agenda is determined by the President.
b. Minutes are the legal recording of the meetings. Minutes are taken by the secretary and
distributed following each meeting. They must be approved at the next convened
meeting. Minutes of Board meetings will be available to any members upon request.
c. Roberts Rules of Order are used and the President may limit discussion to keep the
meeting on schedule. Time limits may be set on certain topics.

Section 2. Agenda for Executive Committee Meetings
a. Approval of Previously Unapproved Minutes
b. Approval of Meeting Agenda
c. Report of Officers
d. Report of National Representatives
e. Report of PENC Staff
f. Report of Chapter Governors
g. Report of Committees
h. Unfinished Business
i. New Business
j. Review of Monthly Planning Calendar Tasks

Section 3. Fiscal issues
a. Board of Governors approves the budget in the fall meeting for the upcoming fiscal year.
b. Anything not in the approved budget that has a cost associated, needs to be voted on by
the Executive Committee.
c. The Board shall be empowered to invest funds as may be available to the creation of a
reserve fund. A majority vote of the Board shall be required to authorize expenditures
from this fund in excess of amounts previously budgeted.

Section 4. Quorum
a. Current bylaws indicate that a majority in attendance of Board of Governors or Executive
Committee meeting constitute a quorum.

Section 5. Voting

a. All votes require a simple majority to pass (51%). If a quorum is not present or an issue
that needs to be resolved prior to the next meeting, an electronic vote is allowed. In that
case, a minimum of 50% of the officers must vote. General consent voting is allowed.

11. Risk Management

Section 1. Directors and Officers insurance shall be maintained to protect Executive Committee
and Board of Governors. Directors and Officers insurance shall be review annually by Treasurer.

12. Officer Elections
Section 1. The nominating committee shall be appointed by the President and should meet by
December 15. The committee shall consist of Past-President, President-Elect and a minimum of
2 other members.

Section 2. Voting by members: Ballots with the name and company of each nominee shall be
presented to the membership by April 15 via e-mail. Members have 30 days to respond. If no
petitions are made, nominees are elected by consent vote.

Section 3. Alternate nominations by petition must be delivered to the secretary by April 1st.
Nominees, by petition, may include members of the Nominating Committee.


AFFILIATED GROUPS, INTEREST GROUPS AND COMMITTEES

1. E-PAC

Section 1. The Engineers Political Action Committee (E-PAC) is committed to protecting the
engineering profession from harm and supporting legislators who understand the criticality of
licensure ad responsible practice.

Section 2. E-PAC affairs shall be administered by Amy Ellis. Administrative costs are included in
the PENC budget.

Section 3. E-PAC operates under its own bylaws.

Section 4. A Board of Trustees is the governing body.

Section 5. Luncheons and speaker events are planned by the E-PAC President.

2. Educational Foundation

Section 1. The mission of the PENC Educational Foundation is to raise and administer funds to
promote engineering education, fund its endowments, and promote excellence in education that
impacts the engineering profession.
Section 2. The Educational Foundation is a 501(c)3 tax-exempt corporation.
Section 3. Operates under its own bylaws and has officers elected by its Board of Directors.
Section 4. Website: www.penceducationalfoundation.org
Section 5. Scholarship Committee oversees the distribution of scholarship information
processing of applicants, and awarding of funds.

3. Fellows
Section 1. Fellows will be selected from chapter nominations submitted by March 15 each year
for recognition at the PENC Annual Conference. A maximum of 0.3% of the licensed
membership of PENC will be recognized as new fellows each year.
Section 2. PENC Fellows must be current members of PENC and have been PENC members
for at least 10 years. They also must and have been a practicing engineer for at least 20 years
and been a leader within PENC.
Section 3. All Fellows must be approved by the Executive Committee.

4. Action Groups

Section 1. The following action groups will meet regularly throughout the year to form the
legislative agenda for PENC. They will work closely with PENC lobbyist when issues arise that
need input from a professional engineer.
a. Resource Stewardship
b. Regulatory Reform
c. Buildings Infrastructure and Sustainability
d. Transportation Infrastructure and Sustainability

e. Water/Wastewater Infrastructure and Sustainability

5. Webinar Series

Section 1. The PENC webinar is a free benefit offered to members. This is a way to offer
professional development and engage those members that are not able to make in person
chapter meetings. Every effort should be made to offer 6-12 webinars per year.
a. A webinar series coordinator will work with Membership Director to recruit presenters.
b. Membership Director will set up webinar through Go To Webinar account, add webinar
information to PENC website and email to membership.
c. Webinar coordinator will serve as facilitator for presentations.
d. Membership Director will email PDH form and survey after the webinar has completed.
6. Leadership Institute
Section 1. A Leadership Institute coordinator will be appointed by Executive Committee.
Coordinator will serve as liaison between LI instructor and PENC Executive Committee.
Coordinator will secure space, recruit applicants and ensure smooth operation of Leadership
institute.
Section 2. Leadership Institute participants will present at PENC Summer Conference.
Section 3. Leadership Institute graduation will be conducted at the PENC Summer Conference.

7. MATHCOUNTS and Outreach
Section 1. Mathcounts is a national math enrichment, coaching & competition program that
promotes middle school mathematics achievement.
a. A state coordinator will be appointed, as well as a coordinator in each region. The
regional coordination will compile a committee to encourage school participation,
produce publicity, secure local sponsors, and organize volunteers to run
the competitions. Regional competitions take place in February. State competition takes
place in March. Math counts operates on donations and volunteers.
b. www.mathcounts.org
Section 2. The Future City Competition is an engineering program for seventh and eighth grade
students that combines a stimulating engineering challenge with a "hands-on" application to
present their vision of a city of the future.
a. A state coordinator will be appointed to organize volunteers and match them with
participating schools. This is a joint effort with NC State College of Engineering.
b. www.futurecity.org
Section 3. Other Outreach Opportunities: PENC leadership may choose to engage in other
outreach activities that support engineering and STEM education.
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CHAPTERS
1. Chapter Locations
Section 1. PENC has 9 Regional Chapters.
a. Asheville (Cherokee, Clay, Macon, Graham, Swain, Jackson, Transylvania, Haywood,
Henderson, Polk, Buncombe, Madison, Yancey, McDowell, Mithcell and Rutherford
counties)
b. Hickory Regional (Avery, Watauga, Caldwell, Burke, Alexander, Catawba, Iredell,
Rowan counties)
c. Northwest (Ashe, Alleghany, Wilkes, Surry, Yadkin, Davie, Stokes, Forsyth and
Davidson counties)
d. Charlotte (Cleveland, Lincoln, Gaston, Mecklenburg, Cabarrus, Stanly, Anson,
Montgomery, Union counties)
e. North Piedmont (Rockingham, Caswell, Guilford, Randolph, Alamance counties)
f. Triangle (Person, Orange, Chatham, Durham, Wake, Granville, Vance, Warren,
Franklin, Johnston counties)
g. South Central (Richmond, Moore, Lee, Harnett, Hoke, Scotland, Robeson, Bladen,
Cumberland, Sampson counties)
h. Wilmington (Columbus, Brunswick, New Hanover, Pender, Duplin, Onslow counties )
i. Eastern Carolina (Carteret, Jones, Lenoir, Wayne, Greene, Craven, Pamlico, Beaufort,
Hyde, Dare, Tyrrell, Washington, Martin, Edgecomb, Wilson, Nash, Halifax,
Northampton, Hertford, Showan, Bertie, Gates, Pasquotank, Perquimans, Camden,
Currituck counties)
j. Student Chapters
2. Chapter Officers
Section 1. Most Chapters have one-year officer terms, but each chapter may choose term
length based on chapter participation. Every effort should be made to recruit new leaders to the
chapter board each year.
Section 2. We recommend that Chapter Officers mimic the State Officer positions and roles of
President, President-Elect, Treasurer, Secretary. Chapters can choose the number of officers
based on their Chapter size.

3. Chapter Meetings
Section 1. Chapter Boards should aim to meet monthly to plan events, review chapter
membership and discuss other state wide and national events and initiatives.

4. Banking

Section 1. If applicable in your state, chapter bank accounts should be held in the name of the
chapter, e.g. “Professional Engineers of North Carolina-BlackHawk Chapter.”
a. All documentation should include either the chapter or the state society’s corporate tax
identification number, _____. Bank accounts should never be held by an individual
alone.
b. Some banks offer special no-fee accounts to nonprofit organizations The Society is a
501(c)(6) tax-exempt entity under IRS regulations which is classified as nonprofit but
NOT CHARITABLE. - HOLD THIS SECTION UNTUL WE HEAR FROM AUDITORS
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5. Chapter Programming
Section 1. Chapters may choose to offer Professional Development Hours (PDHs) under
PENC’s NCBELS Board Sponsor credentials. If a chapter chooses to offer a PDH they must
collect a sign in sheet and survey and distribute a PDH verification form to attendees. Sign in
sheets and surveys must be kept on file for 3 years.
a. How to Plan a PENC Event
i. Determine the logistics of your event: speaker, day, time, venue, catering, cost to
members and non-members, how to RSVP or register.
ii. Email event information to Membership Director: catie.c@penc.org
iii. Membership Director will email event invitation to chapter email list and add event to
PENC calendar

6. Awards
Section 1. Each chapter may choose to give awards at the end of each administrative year
(June).
Section 2. Chapter Board should submit nominations for State level awards (April). For award
titles and qualifications, see addendum A.
Section 3. Fellows committee will reach out to chapter board for Fellow nominations.

7. Student Chapters
Section 1. The Organization may establish Student Chapters to serve the students of colleges
or schools of Engineering within the state of North Carolina.
Section 2. The objectives of Student Chapters are, among others, to promote enrollment in
engineering, assist engineering students in successfully graduating from an engineering
curriculum, promote involvement of engineering students in service activities, and encourage
engineering students to pursue a path toward licensure, to include taking and passing the
Engineering Intern examination.
Section 3. Rules and regulations for the organization and operation of Student Chapters shall be
determined by the Board and shall be designed according to the policies of the National Society.
The geographic Chapter within whose territory the educational institution exists will be
responsible for serving as mentor and liaison between the Student Chapter and the
Organization.

PENC PLANNING CALENDAR
June
• Bi-weekly email newsletter
• EVENT - Summer Conference
• BOG Meeting
• Annual Membership Meeting
• Leadership Institute Graduation
• Fellows Induction
• Awards Presentation
• Officer Induction
• New officer training
• Strategic planning
• Report new officers, update website
• Lapsed and Expired State Only Phone Calls
• Notify members of upcoming changes to login/billing and how to register for PENC
events
• Planning and marketing Wilmington Seminar
July
• Bi-weekly email newsletter
• Executive Committee Meeting
• Plan and promote Regional Seminars
• Receive Leadership Institute Applications
• Chapters review delinquent member list
• Planning and marketing Wilmington Seminar
• Planning and marketing Charlotte Seminar
August
• Bi-weekly email newsletter
• Executive Committee Meeting
• EVENT - Wilmington Seminar
• Review Leadership Institute Application, Select Class
• Reach out to Chapters to help plan fall meetings and events
• Fellows identify Fellows candidates
• Planning and marketing Charlotte Seminar
September
• Bi-weekly email newsletter
• Executive Committee Meeting
• Leadership Institute Begins
• Educational Foundation Golf Tournament
• Membership Drive
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• Planning and marketing Charlotte Seminar
• Planning and marketing Raleigh Seminars
October
• Bi-weekly email newsletter
• BOG Meeting
• EVENT - Charlotte Seminar
• Plan and promote Raleigh Seminars
• Deadline for Fellows Nominations
• EPAC Meet the Candidates event
• Put together a Summer Conference planning team to start speaker recruitment
November
• Bi-weekly email newsletter
• Executive Committee Meeting
• Plan and promote Raleigh Seminars
• Summer Conference Planning
December
• Bi-weekly email newsletter
• Executive Committee Meeting
• EVENT - Raleigh Seminars
• Holiday Cards/Message to members
• Fellows Selection
• Summer Conference Planning
• Nominating Committee must meet by Dec 15
January
• Bi-weekly email newsletter
• Executive Committee Meeting
• NSPE Awards Nominations due
• Plan and promote event(s) for E-Week
• Planning for Summer Conference
• Gather venue information for following year’s Summer Conference
• Save the date for NCWIE Conference
• Leadership Institute: Save the Date, Application, secure venue
• Reach out to MATHCOUNTS chairs to see if they need assistance
• Touch base with Substantial Damage Estimates on-call list
• Reach out to Chapters with calendar of events and PENC news
• Officer slate discussion
• Chapters review delinquent member list
• Summer Conference Planning
February
• Bi-weekly email newsletter
• BOG meeting
• Make venue decision on following year’s Summer Conference
• Plan and promote Lobby Day
• Plan and promote Webinar Series
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• Promote E-Week on social media
• Promote NCWIE Conference
• MATHCOUNTS events
• Chapter officer nominations
• Chapter award nominations
• Leadership Institute Recruitment
• Reserve McKimmon Center for Raleigh Seminars (Dec)
• Plan ahead any other Regional Seminars
• Summer Conference Planning
March
• Bi-weekly email newsletter
• Executive Committee Meeting
• Promote Lobby Day
• Leadership Institute Recruitment
• Promote Webinar Series
• EVENT - NC Women in Engineering Conference (every 2 years)
• Sign contract for 2020 Summer Conference
• Promote 2019 Summer Conference (begin marketing plan)
• Chapter Award Applications Due
• Executive Committee Officer Slate Presented
• Leadership Institute Recruitment
• Lapsed and Expired Member Email Marketing
• Notify members of upcoming changes to login/billing and how to register for PENC
events
• Summer Conference Planning and Marketing
April
• Bi-weekly email newsletter
• Executive Committee Meeting
• April 15 send officer nomination ballot
• Lobby Day
• Summer Conference Marketing
• Summer Conference Registration Open
• Reserve venues for any fall Regional Seminars
• Chapters confirm new board members
• Leadership Institute Recruitment
• Lapsed and Expired Member Email Marketing
• Set up Substantial Damage training for late July/early Aug
• Executive Committee reviews the Operating Procedures
May
• Bi-weekly email newsletter
• Executive Committee Meeting
• Executive Committee and Chapter Officers Elected
• Educational Foundation Officers Elected
• Leadership Institute Recruitment
• Lapsed and Expired State Only Phone Calls
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• Planning and marketing Wilmington Seminar
• Summer Conference Planning and Marketing
Addendum A - PENC 2018 PENC Achievement Awards Guidelines
The PENC Achievement Awards recognize member engineers and outstanding engineering
firms that have performed exceptional services for the public, the profession, and for the
organization. There are several awards available for presentation to PENC members and their
companies, as listed below. Awards nominations are open from March 26, 2018 through April
30, 2018. Selection is made by the PENC Awards Committee and recipients are recognized at
the annual Summer Conference. Self-nominations are accepted.
Awards will be given in the following categories:
● Young Engineer of the Year Award
● Government Engineer of the Year
● Engineer of the Year
● Distinguished Service Award
● Outstanding Employer
● Outstanding Technical Achievement
Awards nominations are due on April 30th via email to Sean Gleason, sgleason21@gmail.com.
To nominate a PENC member for these awards:
❏ Submit a written narrative, 750 words or less, addressing each of the key criteria for
each award, using the numbered Key Criteria as paragraph headers in the narrative.
❏ Submit a recent resume for the nominee.
❏ Each nomination shall also contain two letters of recommendation attesting to the
candidate’s professional reputation.
Key Criteria
1. Membership in PENC and description of PENC activities
2. Service in the field of engineering
3. Service to the community
4. Achievements that make the individual uniquely qualified for the award, meeting the
descriptions below:
Young Engineer of the Year Award
The PENC Young Engineer of the Year Award is an opportunity to distinguish an up-and-coming
leader in the organization. The award honors the PENC member who is 34 years of age or
younger, who best exemplifies the ideal image of the young engineer. Nominees shall be a
registered Professional Engineer or Engineer Intern and be a PENC member in good standing.
It is desirable that the candidate has a well-rounded record of achievement in education,
employment, professional, and public service activities. The award is given to one member of
PENC each year.
Government Engineer of the Year
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The PENC Government Engineer of the Year Award is an opportunity to distinguish public
sector leaders in the organization. The award honors the PENC member who is employed by
municipal, state, or federal government, who best exemplifies the ideal image of a public
servant engineer. Nominees shall be a registered Professional Engineer or Engineer Intern and
be a PENC member in good standing. It is desirable that the candidate has a well-rounded
record of achievement in education, employment, professional, and public service activities. The
award is given to one member of PENC each year.
Engineer of the Year
This award is given to one individual each year that best exemplifies the ideal image of the
Professional Engineer. The award may be given in recognition of an individual who has
established a record of consistent quality over a long period of time, or to an individual who has
established an outstanding record over a short period of time. It is desirable that the candidate
has a well-rounded record of achievement in education, employment, professional and public
service activities.
Distinguished Service Award
This award is given each year to a PENC member who has, by virtue of his/her service, had a
significant positive impact on the engineering profession and the society at the local and state
levels. The award may be given in recognition of an individual who has established a consistent
record of service over a long period of time, or to an individual whose contribution is short-lived,
but exceptional. It is desirable that the candidate has a well-rounded record of achievement in
education, employment, professional, and public service activities.
Outstanding Employer (up to five awarded)
Any PENC member can nominate the Outstanding Employer awards. As many as five of these
awards, one for each Interest Group, can be presented each year. The requirements for the
outstanding employers are not set in stone because each employer can be outstanding in an
individual way. The criteria require employers that support PENC and the engineering
profession.
- Support for PENC includes things like being a PENC Friend, encouraging employees to
participate in PENC activities and paying for those activities and for dues, having
company leadership and employees that are active and hold leadership positions in
PENC, acting as sponsors for our events and supporting PENC community outreach
activities.
- Support for the engineering profession includes promoting professional registration for
engineers, supporting continuing education costs, mentoring young engineers, upholding
the highest ethical standards within their companies and generally being good corporate
citizens.
Outstanding Technical Achievement
This award is given each year to an individual who, as project engineer or project manager, has
achieved particular distinction in his/her own technical field and area of practice, which may be
government, higher education, industry, construction or private practice. The technical
achievement shall be one that enhances the engineering profession and contributes to the good
of the public. The award may be given in recognition of a singular achievement or a series of
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achievements, which are recognized within the profession as being unique, innovative and/or
outstanding. The candidate shall have a record of active participation in professional and
technical society activities and shall have a record of professional development through
continuing education.