M I N U T E S          HONORS AND AWARDS COMMITTEE   

Marriott Kansas City Downtown   

 June 23‐24, 2019 

         

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ATTENDANCE  

Members Present Tiffany Bates Abruzzo Paul Petrilli Sherry Abbott‐Adkins Donald Colliver Rob Craddock Stephen Duda John Harrod Eileen Jensen Jake Kopocis Isabelle Lavoie Samir Traboulsi 

Members Absent  Guests Jorge Eduardo Donoso Ng Yong Kong Nicolas Lemire Marites Calad Alyse Falconer Elise Backstrom  Staff Candace DeVaughn Chandrias Jacobs Steve Ferguson 

  

  ACTION ITEMS  

No. – Pg.  Responsibility  Summary of Action 1 ‐ 4  Harrod and Jensen  Provide specific recommendations of edits to the ROB and H&A MOP

2 ‐ 4 Craddock and 

Duda 

Draft edits to the Distinguished Public Service Award description to clarify the original and accepted intent of recognizing non‐compensated volunteer work.  Additionally, the description should be updated to be inclusive of all genders and professions. 

3 ‐ 4  Staff Update all documents to remove references to specific staff and only use the generic ‘Honors and Awards Staff Liaison’ and the honorsandawards@ashrae.org email alias. 

4 – 5 Personal Awards SubC and Staff 

Compile area of expertise for Fellows elevated in the past five years, pulling information from the Fellow Questionnaire. 

5 ‐ 5  Planning SubC  Follow up with the CEC Chair to determine if the Poster Presentation Award is still relevant.

6 – 7  Staff  Send Ms. Abruzzo Guidelines for Awards document.

7 – 8  Full Committee Review the DSA/ESA Point Tally Form and bring forward any edits, changes, or additions by the end of August. 

Atlanta 3‐4 

Personal Awards SubC and Media 

SubC 

Review the Fellow Nomination Form and Checklist to clarify where recommendation letters should come from.  Specifically that the letters of support should not come from the same employer as the nominee 

     

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 PRINCIPAL APPROVED MOTIONS 

 

No. – Pg.    Motion   

1 ‐ 3  That the minutes from the Honors and Awards Committee held January 13‐14, 2109, in Atlanta, be approved 

2 – 4  That the editorial changes to the DSA/ESA Point Tally Form as shown in ATTACHMENT 1 be approved. 

3 – 6  That the Honors and Awards award matrix, with noted changes in ATTACHMENT 2, be approved. 

4 – 7 

That the Rules of the Board section 2.411.003.4 be edited as follows: S. YEA Inspirational Leader Award is established to recognize a Young Engineer in ASHRAE (YEA) member who has gone above and beyond to make considerable contributions to the industry and community.  

5 – 8  That the edits to the DSA/ESA Point Tally Form as noted in ATTACHMENT 2 be approved. 

                        

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 MINUTES 

 I. Call to Order  Ms. Abruzzo called the meeting to order at 1:30 pm on June 23, 2019.   II. Roll Call / Introduction of Guests  Introductions were made by members and guests.  Ms. Falconer addressed the Committee on behalf of the YEA Committee.  She conveyed YEA’s desire to have newly proposed YEA New Faces of Engineering Award presented at the Plenary session.  The award would recognize a young engineer who is excelling in his/her career.  YEA also discussed the possibility of having the award recipient attend the CIBSE conference.   III. ASHRAE Code of Ethics Commitment  Ms. Abruzzo read the ASHRAE Code of Ethics.   IV. Review of Agenda  Ms. Abruzzo reviewed the agenda.     V. Approval of Minutes  It was moved and seconded that  (1)  The minutes from the Honors and Awards Committee meeting held January 13‐14, 

2019, in Atlanta, be approved  MOTION (1) PASSED. (Vote: 9:0:1 CNV).   VI. Review of Action Items.  Staff reported Action Item 1‐4 as complete.  Staff has been working with the Marketing team to  promote the May 1 and December 1 deadlines; announcements were made on Facebook and  push notifications were sent through ASHRAE 365.   There was a significant increase in the  

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number of Fellow nominations received at the December 1 deadline as a result of these efforts.  Mr. Harrod recapped the request from the Society Rules Committee.  Harrod and Jensen  reported that Action Item 2‐4 was complete.  Work with SRC is ongoing to identify specific  information that is appropriate to remove from the ROB and have listed only in the H&A MOP.  Action Item (1‐4) assigned to Mr. Harrod and Ms. Jensen to provide specific  recommendations of edits to the ROB and H&A MOP.  Mr. Duda reported that Action Item 3‐4 was ongoing.  This item should be carried forward  and Mr. Duda anticipates having updates for the Committee to review before the Orlando  meeting.  Mr. Craddock and Mr. Duda reported that the original award proposal for the Distinguished  Public Service Award as submitted in 1965.  The original proposal references volunteer work  but does not expressly state non‐compensated.  However, it is clear that the intent behind the  proposal was to recognize unpaid volunteer work.  Action Item (2‐4) assigned to Mr. Craddock and Mr. Duda to draft edits to the Distinguished  Public Service Award description to clarify the original and accepted intent of recognizing non‐ compensated volunteer work.  Additionally, the description should be updated to be inclusive  of all genders and professions.  Action Item (3‐4) assigned to staff to update all documents to remove references to specific  staff and only use the generic ‘Honors and Awards Staff Liaison’ and the  honorsandawards@ashrae.org email alias.  Mr. Petrilli reported that Houston Action Item 7‐11 was complete.  He presented the  recommended changes to the DSA/ESA Point Tally Form to reflect the Committee consensus  that was reached at the Houston meeting  It was moved and seconded that  (2)  The editorial changes to the DSA/ESA Point Tally form as shown in ATTACHMENT 1 be 

approved.  MOTION (2) PASSED.  (Vote 10:0:0 CNV).   VII. Report of Personal Awards Subcommittee    1. Review of Candidates  

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  The Honors and Awards Committee considered candidates for Personal Awards in Executive Session. 

   2. Assignment of Write‐Ups    Award write‐ups were assigned in Executive Session.  

3. Status of Action Items  Action Item 3‐4 was reported as ongoing.  Houston Action Item 4‐9 was reported as closed.  The Subcommittee did not feel that the Fellow Nomination was the best source to pull this information from on an annual basis.  The Committee discussed the request and the best path forward.  It was suggested that area of expertise be extracted from the Fellow Questionnaire, which is sent as part of the PR materials prior to each conference.  Once a clear procedure is identified, area of expertise for newly elevated Fellows will be shared with the College of Fellows on an annual basis. 

 Action Item (4‐5) assigned to Personal Awards Subcommittee and staff to compile area of expertise for Fellows elevated in the past five years, pulling information from the Fellow Questionnaire.  

3. Status of Assigned MBOs    The assigned MBOs were reported as complete.   VIII. Report of Planning Subcommittee    1. Review of Awards per H&A Reference Manual, Appendix    Mr. Petrilli reviewed the responses submitted for the Distinguished Public Service  

Award, Louise and Bill Holladay Distinguished Fellow Award, and the George B. Hightower Technical Achievement Award. 

 A review of all CEC pass through awards was requested prior to the Kansas City meeting but no response was received.  Action Item (5‐5) assigned to Planning Subcommittee to follow up with the CEC Chair to determine if the Poster Presentation Award is still relevant. 

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     IX. Report of Media Subcommittee  

1. Status of Action Item  Assigned action item was reported as complete. 

  It was discussed that the focus for the new Society year would be on raising awareness and increasing nominations for the Andrew T. Boggs Service Award and the Distinguished Public Service Award.  Promotion for the Distinguished Public Service Award should happen after the description has been updated. 

 2. Status of Assigned MBO 

This item was reported as complete.   

X. Report of Pass Through Awards Subcommittee    1. Review of Recommendations    The Honors and Awards Committee considered candidates for Pass Through Awards in 

Executive Session.       XI. Old Business  

1. Award Matrix  Mr. Lemire reported that the award matrix was created to help members better understand Society level awards and what awards they or their peers are eligible for.  Several edits and minor changes to the matrix were discussed and noted.  It was moved and seconded that  

 (3)  The Honors and Awards award matrix, with noted changes in ATTACHMENT 2, be 

approved.  MOTION (3) PASSED. (Vote: 10:0:0 CNV). 

  

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XII. New Business  

1. Paperless Award Notification  The Committee discussed transitioning to a paperless award notification process.  It was decided that Society level awards are prestigious and that the best way to recognize members for their hard work is with hand signed paper award notifications.  2. New Award Proposal  The Committee reviewed a new award proposal, to be funded by Isotherm.  The consensus of the Committee was that, as presented, the proposal was not appropriate for a Society level award.  It was suggested that the member work with the Foundation and/or the Scholarship Committee.  These groups may be able provide direction on named options that will achieve the member’s desired outcomes. 

 Action Item (6‐7) assigned to staff to send Ms. Abruzzo Guidelines for Awards document.  

3. YEA Award  The proposal for the YEA Inspirational Leader Award was discussed.  The new award proposal was inspired by the now discontinued DiscoverE New Faces of Engineering award program.  The proposal includes a request that the award be presented at the Society Plenary Session.  Ms. Abruzzo noted that currently, YEA is the only grassroots committee that does not have an award presented at the Plenary.    Following is a consensus on items that should be removed from the award description: 

o Award recipient recognition on the front cover of the ASHRAE Journal – Front page recognition is reserved for the Society President. 

o Remove references to specific ASHRAE staff and use the more general verbiage ‘YEA Staff Liaison.’ 

 It was moved and seconded that 

 (4)  The Rules of the Board section 2.411.003.4 be edited as follows:  S. YEA Inspirational Leader Award is established to recognize a Young Engineer in ASHRAE (YEA) member who has gone above and beyond to make considerable contributions to the industry and community. 

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 MOTION (4) PASSED. (Vote 10:0:0 CNV). 

 4. TAGs on DSA/ESA Point Tally Form 

 Proposed changes to the DSA/ESA Point Tally Form, submitted by ILS/ISAS were discussed.  The changes were editorial in nature and aim to eliminate confusion on claiming points for participation on a TAG.  It was moved and seconded that 

 (5)  The edits to the DSA/ESA Point Tally Form as noted in ATTACHMENT 3 be approved.  MOTION (5) PASSED. (Vote 10:0:0 CNV).  

5. MOP Revision  

Mr. Harrod reported that there is duplicate information in the ROB and H&A MOP.  Harrod raised the question as to which approving bodies see award recommendations.  It was clarified that only the approving body (i.e. Members Council or the BOD) reviews award recommendations.  There is a list of which awards are approved by Members Council and which are approved by the BOD, and each of these approval processes are kept in strict confidence and not shared with any other group.  Specifically, awards approved by the BOD are never see by Members Council.  6. Amend DSA/ESA Point Tally Form to Include CRC Participation  There was some discussion as to the best way to recognize Chapter and Regional leadership for participation in the CRCs. 

 Action Item (7‐8) assigned to the full Committee to review the DSA/ESA Point Tally Form and bring forward any edits, changes, or additions by the end of August.  

The Committee will discuss the suggested changes via conference call and send a letter ballot with all of the agreed‐up changes noted for approval. 

  XIII. Status of 2018‐19 MBOs  Ms. Abruzzo reviewed the 2018‐19 MBOs (see ATTACHMENT 4).    

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     XIV. Change of Chair  

1. Recognition of Outgoing Members  Mr. Traboulsi was recognized and thanked for his outstanding service.  2. 2019‐20 MBOs 

 Mr. Petrilli reviewed the 2019‐20 MBOs (see ATTACHMENT 5).  3. Appointment of 2019‐20 Subcommittees and Mentors 

 Mr. Petrilli reviewed the 2019‐20 Subcommittee and mentor assignments. 

 XV. Remarks  Mr. Khalil was unable to attend.   XVI. Next Meeting  January 2020 – Orlando   XVII. Adjournment  The meeting was adjourned at 5:30 pm.   ATTACHMENTS  1. DSA/ESA Point Tally Form Edits 2. Award Matrix 3. DSA/ESA Point Tally Form Edits from ILS 4. 2018‐19 MBOs 5. 2019‐20 MBOs          

INSTRUCTIONS

NOMINATION AND POINT TALLY FORM For Distinguished Service Award (DSA) And Exceptional Service Award (ESA)

Revised February 2015

DSA/ESA Nominations are due at ASHRAE Headquarters May 1 1. The DSA/ESA Nomination and Point Tally Form, a current ASHRAE Biographical Record, and digital

photo of the nominee must be provided to ASHRAE electronically. Email the completed nomination in Adobe pdf format to cdevaughn@ashrae.org

2. Member nominated by other members, chapters, regions, committees as well as self-nominations are accepted by the Honors and Awards Committee for DSA and ESA submissions.

3. A current ASHRAE Biographical Record must be provided with each DSA/ESA nomination. Each point count listed on the Point Tally Form should be supported by the dates and activities detailed on the nominee’s ASHRAE Biographical Record.

4. Attach a digital photograph of the nominee to the nomination package. This is a MANDATORY requirement.

5. In the second column of the Point Tally Form, list dates (Society years) and name for each activity claimed, e.g., standing committee name, standard project committee name, title of publication or lecture.

6. In the third column of the Point Tally Form (ASHRAE BIO SECTION), list the Section on the nominee’s ASHRAE Biographical Record corresponding to each activity and date listed in the first column, e.g., 5a, 5b, etc.

7. In the last column of the Point Tally Form, list points for each activity and the totals for each category at the end of each section.

8. Points are required in at least three (3) categories (A-F) for the DSA. 9. Three points are required in at least three (3) categories (A-F) for ESA. 10. Use an additional sheet if more than two (2) published papers are claimed in Categories E and F. 11. If multiple points are claimed for the same activity or position, list all years in the Activity/Date

column. 12. Note that all Categories A-F have point maximums for several activities. 13. List the total for each category and the total points claimed on the last page of the Point Tally Form. 14. When preparing the Point Tally Form, use General Standing Committee and Council names as they

existed during the nominee’s participation. Points will be approved for service on committees, councils, offices, boards, etc., that have over time been phased out or replaced. Points will be approved by the Honors and Awards Committee as equal as possible to parallel office/point designations presently in use.

14.15. Category E: General Activites, line item 5 – ASHRAE-sponsored Conferences includes YEA Leadership Weekend 1.0, YEA Leadership Weekend 2.0 andr YEA International.

ATTACHMENT 1

15.16. Receipt is acknowledged by the Honors and Awards Staff Liaison in writing to the nominator. If an acknowledgement is not received within ten (10) days, call 678/539-1128 or email cdevaughn@ashrae.org

General Standing Committees and Councils include: Grassroots Government Activities Accreditation Services Handbook Scholarship Trustees Admissions and Advancement Historical Society Programs Advocacy Honors and Awards Society Rules ASHRAE Program International Standards Board Planning Joint Expo Policy Standards Advisory Board Policy for Standards Journal/Insights Student Activities Building Energy Quotient Meetings Arrangements Technical Activities Certification Members Council Technical, Energy & Gov. Activities Chapter Programs Membership Promotion Student Activities Chapter Technology Transfer Nominating Technology Council Chapter Regional Planning Young Engineers in ASHRAE Charter and Bylaws President-Elect Advisory Conferences and Expositions Professional Development Continuing Education Publishing & Education Council Course Development Publications Electronic Communications Refrigeration Environmental Health Regions Council Finance Research Administration Foundation Trustees Research Promotion

CHECK LIST FOR COMPLETION OF THE DSA/ESA POINT TALLY FORM

An incomplete nomination will be returned without review by the Honors and Awards Committee.

Is the nominee’s ASHRAE Biographical Record current?

Is each point count listed on this Point Tally Form supported by the dates and activities detailed on the ASHRAE Biographical Record?

Does the third column of the Point Tally Form list the section of the ASHRAE Biographical Record corresponding to each activity and date listed in the second column?

Is a digital photo of the nominee provided with the nomination package?

Are points claimed in at least three (3) categories for the DSA?

Are three (3) points claimed in at least three (3) categories for the ESA

If more than two (2) published papers are claimed in Categories E and F, are they listed in an attachment?

Did you note that all Categories A-F have point maximums for several activities?

Are the totals for each category and the total number of points claimed entered on the first and last pages of the Point Tally Form?

Did you confirm that no activities were double counted or listed under more than one category? For instance, credit as a committee member and chair of that committee for the same dates should not be claimed.

HONORS & AWARDSashrae.org/honorsandawards

ashrae.org

ATTACHMENT 2

has performed outstanding

service in their community, and in doing

so, have helped to improve the public

image of the engineer?

has served ASHRAE and given freely of their

time and talent on behalf of the Society?

YES

has made notable contributions to the

industry, and has been an ASHRAE Member in

good standing for at least 10 years?

has been an ASHRAE member for 50 years, and meets

one of the below criteria?

Do you know an ASHRAE member who...Do you know an ASHRAE member who...

ASHRAE HONORS & AWARDS

YES

Nominate them for

Distinguished Public Service

Award

Nominate them for

Distinguished Service Award

NO

Nominate them for

Exceptional Service Award

They have the exceptional service award, too!

Andrew T. Boggs

Nominate to

ASHRAEFellow

Nominate them for

Louise & BillHolladay

DistinguishedFellow Award

• Has performed outstanding service• Is an ASHRAE Fellow• Is a Distinguished Service Award

winner• Is a Past Society President

Nominate them for

Distinguished 50 Year Member

Award

is deserving of ASHRAE’s highest

award?

Nominate them for

F. PaulAnderson

Award

Nominate them for

Pioneers of the

Industry

Do you know of a giant in the

HVAC&R Industry who you want to

memorialize?

Were they an ASHRAE Member?

Nominate them for

ASHRAE Hall of Fame

Learn more and nominate someone today at ashrae.org/honorsandawards

50

YES

NO

YES

YES

NO YES

Have they recieved the Distinguished Service Award?

Are they an ASHRAE Fellow?

ATTACHMENT 2

CATEGORY C: STANDARD PROJECT COMMITTEES (SPC/SSPC/GPC/SGPC/TAG) The maximum in this category is 10 points. List committee name and years served.

ACTIVITY/DATES Society Year(s)

ASHRAE Bio Section

POINTS TOTAL

1. Standing Standard Project Committee (SSPC or SGPC) Chair

1½ per year

2. Standard Project Committee (SPC or GPC) Chair

1½ per year – 4 per project maximum

(Points for Chair are in addition to points for member or Vice-Chair) 3. Standing Standard Project Committee

(SSPC or SGPC) Voting Member or Vice-Chair

1 per year

4. Standard Project Committee (SPC or GPC) Voting Member or Vice-Chair

1 per year – 3 per project maximum

5. Standing Standard Project Committee (SSPC or SGPC) Non-Voting Member

½ per year

6. Standard Project Committee (SPC or GPC) Non-Voting Member

½ per year – 2 per project maximum

The maximum in this category is 10 points. TOTAL POINTS FOR CATEGORY C

CATEGORY E: GENERAL ACTIVITIES List name, date, location, and details for each activity ACTIVITY/DATES

Society Year(s) ASHRAE

Bio Section POINTS TOTAL

1. Technical Paper Session Chair ¼ per session

2. Seminar, Workshop, or Conference Paper Session Chair

½ per seminar

3. Forum or Debate Moderator ¼ per forum

4. ASHRAE Annual & Winter Conference Chair

2 per conference

Co-chair 1 per conference Subcommittee Chair 1 per conference Technical Conference Chair 2 per conference

5. CRC or other ASHRAE-sponsored Conferences

ATTACHMENT 3

Chair Co-Chair

2 per conference 1 per conference

Vice Chair ½ per conference Subcommittee Chair ¼ per conference

Society Annual/Winter Conference or ASHRAE-Sponsored Conference or Special Presentations

6. Intersociety Assignment (Maximum 10 points for the sum of a, b, and c in this sub-category E-6) a) Representing ASHRAE on Conference

Committee

1 per conference

b) Representing ASHRAE (unpaid on Continuing Assignment (ANSI, ABET, ICC)

2 per year

c) Representing ASHRAE (for fee or expenses – non-Staff)

1 per year

7. International Services (Maximum 7 points for the sum of a, b, and c in this sub-category E-7) a) Chair or co-chair of ASHRAE

international co-sponsored conference

1 per conference

b) Technical paper presented at ASHRAE co-sponsored conference*

½ per paper

c) ASHRAE Associate Society Alliance representative

½ per year

*Use an additional sheet if more than 2 papers are being claimed for points Other ASHRAE Participation

8. ASHRAE Foundation Trustee

a) Chair

2 per year

b) Officer/Member 1 per year

9. HVAC&R Research Journal a) Editor

2 per year

b) Associate Editor 1 per year

10. International Standards Efforts for which ASHRAE is the US TAG Administrator (Maximum 10 points for sub-category E-10)

a) ISO/TC or TC/WG Officer 1 per year b) ISO WG Expert at International

Standards Meetings ½ per WG meeting

c) TAG Voting Member or Vice-Chair 1 per year – 3 maximum

d) TAG Chair 1½ per year

A maximum 7 points may be claimed for the sum of a, b, and c in E-7

TOTAL POINTS FOR CATEGORY E

MANAGEMENT BY OBJECTIVES HONORS AND AWARDS COMMITTEE ASHRAE SOCIETY YEAR 2018-19

TIFFANY BATES ABRUZZO, CHAIR

MBO Status Due Date Assigned To MBO Comments

1. Obtain nominees for each honor with special attention to nominees for significant personal awards (i.e. Distinguished Public Service, Pioneers of the Industry, Boggs, Louise and Bill Holladay, Honorary Member, and Hall of Fame)

Open

December 1, 2018 and May 1, 2019

Personal Awards

Subcommittee

Reach out to regional Nominating Members before CRCs

Complete for awards with a December 1 deadline. Ongoing for

awards with a May 1 deadline.

2. Provide global awareness of H&A awards via ASHRAE Insights and Key Notes, and targeted communication to Chapter leaders

Open November 1, 2018 & April 1, 2019

Media

Subcommittee

Help by advertising/ promoting personal awards before their due

dates Articles and additional outreach through the ASHRAE website, ASHRAE social media, and the

ASHRAE app were completed for the December 1 deadline. The

same outreach will be conducted for the May 1 deadline.

3. Update H&A PowerPoint Presentation and distribute to Nominating Committee members & Chapter Presidents/ Delegates

Open

February and July 2019

Staff & Planning Subcommittee

Include list of award recipients by chapter for each region - this is

very helpful for DRC’s & Chapters to acknowledge members

Updates will be completed in February and July.

4. Check on status & coordinate H&A Video about step by step instructions for nominations for personal awards

Closed December 1, 2018

Media Subcommittee

Can get specific help on submissions from Personal Awards

Subcommittee. Determine if meeting in Atlanta to complete is

the best course of action.

ATTACHMENT 4

The Committee will review what materials have already been

completed for the video. However, the general consensus was that

personal outreach is the best way to encourage nominations and

assist members. The Committee will investigate ways to better communicate with grassroots

members.

5. Send reminder to Committee Chairs of Pass Through Awards Complete December 1, 2018

Pass Through Awards

Subcommittee Reminders were sent.

MANAGEMENT BY OBJECTIVES HONORS AND AWARDS COMMITTEE

ASHRAE SOCIETY YEAR 2019-20 PAUL PETRILLI, CHAIR

MBO Status Due Date Assigned To MBO Comments

1. Obtain nominees for each honor with special attention to nominees for significant personal awards (i.e. Distinguished Public Service, Pioneers of the Industry, Boggs, Louise and Bill Holladay, Honorary Member, and Hall of Fame)

December 1, 2019 and May 1, 2020

Personal Awards

Subcommittee

Reach out to regional Nominating Members before CRCs

2. Provide global awareness of H&A awards via ASHRAE Insights and Key Notes, and targeted communication to Chapter leaders

November 1, 2019 & April 1, 2020

Media

Subcommittee

Help by advertising/ promoting personal awards before their due

dates

3. Update H&A PowerPoint Presentation and distribute to Nominating Committee members & Chapter Presidents/ Delegates

February and July 2020

Staff & Planning Subcommittee

Include list of award recipients by chapter for each region - this is

very helpful for DRC’s & Chapters to acknowledge members

4. Provide clarity for consulting engineers on the meaning of "Attained distinction and made substantial contribution in HVAC&R and in the built environment . . . "

May 1, 2020

Chair and Personal

Awards Subcommittee

Item will require significant interaction with the College of

Fellows. The criteria as currently interpreted makes it very difficult

for consulting engineers to achieve Fellow grade.

5. Send reminder to Committee Chairs of Pass Through Awards December 1, 2019

Pass Through Awards

Subcommittee

ATTACHMENT 5