Duties of Committee Members
III. COMMITTEE Member DUTIES:
- Chairperson: Responsible for ensuring the Convention Planning Committee fulfills its mandate:
The ideal candidate for this position should be visionary, organized and value professional development.
In collaboration with the members of the CPC, the Chairperson needs to ensure the following:
coordinate the convention planning
keep in contact with other committee members to ensure adequate planning
correspond with keynote and feature speakers and workshop leaders for the upcoming convention. (This may be delegated if appropriate)
work alongside a liaison from host school who will be responsible for all facility details.
prepare invitations to all schools requesting presenters
prepare online forms for presenters to submit workshop proposals
write a Convention synopsis for the CTABC annual general meeting report.
correspond with SCSBC, and other Christian educational organizations, to receive ideas, suggestions and feedback regarding presenters/topics.
compile a list of available hotels and their respective group rates for out of town teachers.
assist in making reservations for out-of-town guests.
Create a short printable digital version of the convention schedule with references to keynote, feature speakers and workshop topics.
coordinates committee dinner on the Thursday of the convention.
coordinate opening and closing devotions for convention
review budget in consultation with committee members
prepare and update workshop leaders database - to include addresses, workshop information and biographies
Convention Planning Committee Meetings
prepare agendas for meetings
determine meeting locations meetings in consultation with committee members
chair each meeting
review minutes following each meeting. Detailed minutes are sent to all CPC members, whereas condensed minutes are sent to the respective boards.
coordinate registration details along with office assistant from CTABC and a US committee representative
issue thank-you letters
ensure details for the actual convention are in place such as door signs for each workshop.
Prepare a PowerPoint with relevant announcements for the convention attendees
Keep the CPC information table stocked with
Make sure that composting signs and CPC information signs are on display
prepare Convention content for the website and any relevant printed documents
prepare electronic registration packages that includes evaluation forms, workshop synopsis, litany, maps, clock hours, expense forms, litanies, etc., A paper file needs to be made available for at the convention.
Understand the basics of Twitter and how to utilize various social media to enhance the convention
Create Google forms and have experience with survey software (survey monkey)
Create, edit and format Excel files
Create, edit, and format Word files
Make pdf documents for posting on the CPC website
have a foundational knowledge of websites and how to update them.
Updated November 19, 2014 (MR/PVH)
Transition Process for Chair
- Upon receipt of a resignation letter from the current chair, the search for a new chair will begin through the following process:
- An advertisement will be written by the CPC and will be sent to all member schools.
- The deadline to submit a resume and letter of intent will be approximately one month later.
- An interview committee comprised of one CPC member and the Executive Director of CTABC and the NWCSI District Representative will schedule and conduct interviews.
- The CPC budget will allow for up to 2 days TOC remuneration for the transition of the chair.
- If the new chair requires technical resources, this will be provided. (See March, 2012 Minutes)
- The new Chair will be provided an annual contract based on the CTABC model.
- Recording Secretary:
- record minutes at each meeting.
- send copies of the minutes to chair
- Exhibits Coordinator:
- corresponds with all exhibitors.
- collect table fees from exhibitors.
- plan and coordinate physical layout of exhibits.
- upon retiring from the committee, it is expected that the current exhibits coordinator will walk alongside the new coordinator to plan and provide for adequate training and transition of duties
- Treasurers: NWCSI and CTABC
- The CPC will appoint two treasurers, one from NWCSI and one from CTABC.
- Deposits all cheques, pays all bills and keeps records of all transactions according to the country in which they occur. i.e. US treasurer pays US bills, Canadian treasurer pays Canadian bills.
- Reimburses the committee members for expenses based on submitted vouchers.
- Provides monthly financial statements, including specifying the cash on hand to the planning committee.
- Provides detailed/itemized monthly print-out of all transactions to the end of the previous month to the CPC Chair.
a. Pay workshops leaders and other appropriate bills within two work weeks of the convention
b. Provide receipts as requested
c. US treasurer: Ask for completion of W-9 forms by keynote speakers and any other individuals who are to receive $600.00 (not including expenses such as travel, photocopies, etc.) or more from the US account.
- Project the budget for the new year
- Prepare a combined financial report to the CTABC and NWCSI, in US Funds, to be submitted for board approval in January of each year
- Prepare a combined proposed budget, in US and CDN Funds, for the following year to be submitted for board approval in January of each year
- Prepare a comparison of the proposed budget, in US and CDN Funds, to previous conventions by January 31.
- Prepare detailed/itemized report of all expenses, listed by category, for the year.
- Submit books for review as directed by the committee.
- Upon retiring from the committee, it is expected that the current treasurer will walk alongside the new treasurer to plan and provide for adequate training and transition of duties
Other Treasurer Duties -
NWCSI Treasurer -
- Complete and send 1099 - Misc. forms to anyone who received more than $600.00 from the US account. Due January 31.
- Complete form 1096 and send to the IRS (if there are any 1099 forms) by February 28.
CTABC Treasurer -
- Sends print-outs of income and expenses, updated to the end of the previous month, to US treasurer one week prior to each monthly meeting.
- US and Canadian Registrar:
- Receive registrations from all schools and individuals.
- Keep record of all registrants and monies paid/owing.
- Mail out notices of balance owing and requests for additional registrants or changes which need to be noted
- Make final changes to registration lists in the fall as notified by schools.
- Electronically send convention name tags to liaisons
- Notify appropriate person at host site of number of expected meals each day of the convention.
IV. Convention Planning Committee Support
- Office Assistant:
- update and prepare all thank you-forms, address labels, and provides them as needed for committee members
- correspond with all workshop leaders in August
- prepare and mail all registration information
- Booklet Assistant
- a paid position based on an hourly scale as set by CTABC/SCSBC level 5 Office Assistant to a maximum of 50 hours (April 1-June 15)
- receives the workshop spread sheets from the chair and inputs the workshop descriptions and biographies
- sends draft form to chair for final approval
- proofreads the booklet
V. Host School and Host Liaison Duties:
- Host School: The host school is responsible for hosting the annual NWCSI-CTABC Convention. Generally this is also the site of the convention and is referred to as the ‘site’. The CPC will plan all events, workshops and scheduling of the convention. The host school will assist the committee as needed in this planning.
The site provides:
- a liaison. (This person may already be a part of the planning committee)
- access to the school for September meeting, pre-convention meeting and convention days.
- up-to-date maps of facilities with corresponding room numbers and information about facilities.
- workers and technical assistance for set up, during convention, and clean up.
- equipment, such as, signs, tables, chairs, copy machines, telephone, parking, computers, sound equipment, overheads, TV’s, VCR’s, etc, as requested.
- food services.
Is responsible for:
- cleanliness of facilities.
- safety of attendees (including first aid attendants on –site)
- communicating rules and/or restrictions which affect convention attendees (such as “peanut-free” environment)
- Host School Liaison:
- Requested by the committee.
- Selected by the host school.
- Handles all local arrangements such as facilities, transportation related to the site, equipment needs, etc. (See appendix A for expanded job description)
- Ensure adequate composting and recycling stations are in place
- Attends meetings as needed at either request of the committee or host school
- Inventory the equipment available
- Make sure all AV equipment is clearly marked so it is easy to return to its proper place following the convention
- Contact rental company for additional tables and chairs, if required
- Have a “stash” of important equipment such as additional extension cords
- Arrange for student help to be assigned in shifts to assist with clean up, moving equipment assisting the caterers, directing traffic, parking cars, act as runners for photocopying, cleaning bathrooms during sessions
- Ensure road signs directing traffic are in place well before the first morning
- Find groups of teachers or students willing to hang signs for rest rooms, exhibits, recycling, office etc…
- Coordinate how staff will be used for the set up and take down
- Coordinate with custodial staff regarding where tables, chairs, refreshments etc… need to be set up
- Coordinate for secretarial help in the office for both days
- Assign staff to move AV equipment to the necessary rooms
- Assign staff to assist with technology needs
- Assign staff to assist with audio needs for the opening/closing sessions
- Coordinate efforts with the catering committee
- Set up exhibit area with sufficient tables, chairs, signs, extension cords
- Work with administration on how funds need to be paid to the school
- Collect bills and keep track of expenses (submit to the CPC)
- During the last week before convention, touch base on a daily basis with janitors and caterers to make sure everything is in place
- Be the first one there on the first day of the convention and the last one to leave on the last day of the convention!