SOLARPVELECTRIC
COMMUTERVEHICLE
Team Statutes
TEAM MEMBERS
Dave Dufek
Bobby Olsen
Justin Smith
Elliot Rector
Krystle Rubino
Table of Contents
1.TEAM STRUCTURE AND ORGANIZATION
1.1Director of Sponsor Management and Leadership
1.2Director of Communications
1.3Director of Finances
1.4Director of Scheduling
1.5Director of Website Management
2.MEETING STRUCTURE AND GUIDELINES
2.1Meeting Times
2.2Meeting Agenda
2.3Decision Strategy
2.4Attendance
2.5Conflict Resolution Strategy
3.TEAM NOTEBOOK
4.TEAM CONSULTANTS
5.SPONSOR AND SPONSOR LIAISON
6.DOCUMENT STANDARDS
7.COLLABORATION MONIES
8.AMENDMENTS
1.TEAM STRUCTURE AND ORGANIZATION
The structure and organization of the team will be crucial to the successful completion of the solar car project. Each member holds a specific responsibility within the team, but holds a greater responsibility towards the project. If help is needed by any individual within the group, it becomes the responsibility of the group to provide aid to that particular individual.
1.1Director of Sponsor Management and Leadership
Bobby Olsen has been elected to this position. The team leader is responsible for orchestrating meetings, distributing tasks to members of the team, and keeping members on task and on schedule. Orchestration of meetings includes organization of topics for each meeting, scheduling appropriate amounts of time for each meeting point, and ensuring that meetings do not stray from the designated topics.Additionally, this position is responsible for all fax and long distance communication with the sponsor. If Bobby Olsen is unable to perform his duties, Krystle Rubino will be responsible for orchestrating meetings.
1.2Director of Communications
Krystle Rubino has been elected to this position. The communications specialist is responsible for keeping notes of all meetings and distributing them as needed or as requested. The director of communications is also responsible for keeping the team notebook, and logging team and individual hours into the notebook. Meeting minutes will also be made available in the team folder. If Krystle Rubino is unable to perform her duties, Dave Dufek will be responsible for taking notes and hours.
1.3Director of Finances
Dave Dufek has been elected to this position. The director of finances is responsible for collecting group collaboration monies at each meeting. The finance director is also responsible for tracking all incoming finances from the sponsor. Additionally, the finance director oversees the purchasing of parts and supplies as needed for the project. This includes purchasing or reimbursing members for purchasing parts and supplies. If Dave Dufek is unable to perform his duties, Elliot Rector will be responsible for collecting collaboration monies and track incoming finances.
1.4Director of Scheduling
Elliot Rector has been elected to this position. The director of scheduling is responsible for sending team emails for upcoming meetings. The content of these emails will include but is not limited to time, location and agenda of the next meeting. This email will be sent at least 24 hours before the meeting time. The scheduling director will be responsible for keeping the team schedule updated and notifying team members of upcoming deadlines. Additionally, this position is responsible for mailing any deliverable items required (including but not limited to: documents, presentations, and scheduled deliveries). If Elliot Rector is unable to perform his duties, Justin Smith will be responsible for emails and updating the team schedule.
1.5Director of Website Management
Justin Smith has been elected to this position. The director of website management is responsible for designing the website to be used for the project, and will focus on the flow of information. The website must be user friendly and have a members section where the team can access existing team documents and see upcoming deadlines. Support for the website will be offered by Dave Dufek and Bobby Olsen due to their previous work in html and Flash.
2.MEETING STRUCTURE AND GUIDELINES
The successful completion of this project relies heavily upon well organized and constructed meetings. The following section outlines the structure and guidelines expected to be used at all meetings. Attendance is mandatory at all meetings.
2.1Meeting Times
Frequent meetings are required to be held in order for all team members to be up-to-date on design challenges and scheduled deadlines. Team meetings are to be held no less than once a week.
2.1.1Sponsor Meeting Times
The sponsor has the right to redefine or amend the problem definition at any time. In order to accommodate such changes, a meeting with the sponsor shall occur no fewer than once a month.
2.2Meeting Agenda
All meetings will have a standard agenda so as to promote efficiency. The meeting agendas are required to include but are not limited to:
- Review of last meeting
- Project update for assigned tasks
- Open discussion for previous tasks
- New task introduction
- Open discussion for new tasks
- New task assignment
- Open discussion for internal conflicts
2.3Decision Strategy
All team decisions will employ various forms of the democratic process. Since decisions can vary in significance, the decision process has been broken down based on the impact of the decision.
- For global (those affecting overall design) decisions, all team members must vote and a passing score will result if 80% of the team agrees (4 out of 5).
- Regional (those affecting overall subsystem design) design decisions will require 60% of all team members to ratify the decision (3 out of 5).
- Local design decisions (those affecting a single design element) will simply require a majority vote of attending members.
2.4Attendance
Attendance is mandatory at all team meetings and punctual attendance is expected. Subsystem meetings do not require all team members to attend. However, because unforeseeable events do occur and scheduling conflicts arise, minimal absences are acceptable provided prior notification is given to the meeting coordinator.
2.5Conflict Resolution Strategy
In order to better resolve conflicts, the following conflict strategy will be used internally in a professional manner using the provided example. Example - Person A has a conflict with Person B:
- Person A shall informally notify Person B of the conflict
- The team leader shall mediate between Persons A and B
- The team shall formally notify Person B of the conflict
- The team shall formally notify Person B and Dr. Hartman of the conflict
- Person B shall be removed from the team, while the team restructures to compensate for loss of Person B
It is considered extreme for a person to be removed from the team and it is advised that steps 1 through 3 should be repeated as often as necessary, with the last two steps used only in the case of extreme, reoccurring confliction.
3.TEAM NOTEBOOK
The team notebook is needed to promote organization of the project. All documents, final and rough draft, are to be kept in the notebook. All individual time logs will be kept in the notebook, as well as the team time logs. Additionally, the notebook shall contain the minutes of the meetings of both team meetings and sub-committee meetings. The fax and phone liaison will be responsible for submitting all faxes and notes of phone conversations to the communications director for placement into the notebook. Additionally, any document that is determined important shall be placed into the notebook at the communications director’s discretion.
4.TEAM CONSULTANTS
The team will consult the sponsor, Dr. E. Duque, and Dr. D. Hartman for help on the project. Dr. Hartman will be consulted for his mechanical knowledge, while Dr. Duque will be consulted for his experience with renewable energy, such as solar and wind energy. The sponsor will be consulted to update the problem definition.
5.SPONSOR AND SPONSOR LIAISON
Nova Kinetics is the sponsor of this project. The liaison is Jim Corning. Mr. Corning will help the team define the problem statement and setup goals, and be the person that the team reports to at Nova Kinetics.
6.DOCUMENT STANDARDS
All document standards shall be determined in upcoming meetings. The documents are to be typed in MS Word. Additionally, all solid modeling shall be performed in Solid Edge V14. All team members shall be responsible for developing team documents, but Bobby Olsen and Dave Dufek are primarily responsible for writing the rough draft, while the remaining team members are responsible for editing the drafts.
7.COLLABORATION MONIES
It has been proposed and ratified by all members of the team that collaboration monies are to be collected at team meetings. The purpose of this collection is to provide the team with a slush-fund that can be used to provide various services at meetings, including but not limited to: pizza, reimbursement, end of year celebration. The minimum contribution per meeting is $1.00. No penalty has been set for not donating to the slush-fund.
8.AMENDMENTS
Amendments may be made to these by-laws as necessary upon approval of a Global agreement (80%, 4 of 5). Amendments are to follow:
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