ctc board training 2014.01.18

Central Texas Conference Walk to Emmaus

Board Training

Where do I find out what to do?

Dropbox is where BR’s can access all the documents that

needed as a CTC Board Rep. You also have

your Board Rep Notebook.

Dropbox Instructions

www.dropbox.com

Send me an email and I will “share” access to the CTC Emmaus folder with all documents available.

Dropbox Invitation

CTC Emmaus wants to share "CTC Emmaus" with you

From:Dropbox (no-reply@dropbox.com)Sent: Sat 10/27/12 8:38 AMTo: lisa_mcculloch53@hotmail.com

Hi Lisa,

I've invited you to a Dropbox shared folder called "CTC Emmaus".

View "CTC Emmaus".

-Ctc

Dropbox Instructions

Bookmark that link.

You should then be able to access the CTC folder after joining Dropbox for free.

When a document is updated, send me a copy and I will upload it to the folder.

Dropbox – CTC Emmaus

This is What the CTC

Emmaus

Dropbox looks

like

Things Found in Dropbox

Applications

Board Member Notebook

Board Minutes

BW Region

FW Region

Images

Lay Directors

LD Notebook

Music Slides

Name Tag

Resources

Temple Region

Training

Walk Schedules

Walk Board Reports

Website

WW Region

Dropbox is where you can access all the documents that you will need as a CTC Board Rep. You also have your Board Rep Notebook.

Things Found in Dropbox

BR Key Responsibilities

Attend Board Meetings – 3rd Saturday of odd numbered months

Participate in at least one Standing Committee

Be active in local 4th Day Group gatherings and present information from the Board

Serve as Walk BR and/or CABM as needed

BR Notebook

CTC Vision Statements

CTC Board of Directors and Committees

Committee List

Working on a committee(s) is requiredAdministration ResourceCommunity DevelopmentSite SelectionRegional ChairAnnual GatheringTraining

Committees

AdministrativeBoard LD, Board SD, Board

Secretary, Board Treasurer

Community DevelopmentRecruit community support for

WalkCreate 4th Day Community list

and mailing list to distribute information

Committees

Resource Obtain Upper Room materials

and distribute themPrepare materials for Board

Resource Tubs for WalksObtain supplies for name tag

preparation

TrainingOversee training for LD’s and

BR’s

Committees

Site SelectionSelect appropriate sites for

WalksMake contracts with sites for

Walks in the next calendar yearDeals with problems with sites

Conference GatheringPlan and conduct periodic

Conference Gathering

Committes

Regional RepresentativeEducate 4th Day Groups in

your regionLiaison for information from

the BoardNominate potential Lay

DirectorsInform Lay Directors of their

selection

Potential LD’s Should

Should have served: on Servant Team, Table Leader/ATL, given a talk, served as ALD.

Have a servant attitude

May serve only once

Nominated and approved before January, so that Walk assignments may be made.

BR Notebook

Schedules for current and next year

Fourth Day Groups – will receive updated version later

Upper Room Emmaus Covenant

By-Laws

By-Laws – Article II.

Affiliated with:International Walk to

Emmaus Movement of the Upper Room

Central Texas Conference United Methodist Church

By-Laws – Article II.

Found in

Dropbox

By-Laws – Article IV

MembershipCompleted: Walk to Emmaus,

Cursillo, Vias de Cristo, Tres Dias, Kairos, Chrysalis or equivalent weekend

Active participation in 4th Day events

By-Laws – Article V.

Board of Directors18 lay – nominated and elected

2 men and 2 women from each region

2 at large positionsTerms 3 years – rotate termsVacancies appointed by Board Lay

Director6 clergy – nominated by Board

Spiritual Director and approved by Board

By-Laws – Article V.

Trainer appointed each year by Board and is voting member.

Non-voting members:KairosRegistrarTeam Database ManagerWeb Servant

By-Laws – Article V.

Each year elected for 3 year term6 Lay2 ClergyClass of ???? – the year you

roll off the Board

By-Laws – Article V.

Members of Administrative Committee are elected by the BoardBoard Lay DirectorBoard Assistant Lay

DirectorBoard SecretaryBoard Treasurer

By-Laws – Article V.

Board LD appointed Regional Chairs

Past Board LD and SD may be ex-officio members of the Board

By-Laws – Article V.

Board members may be removed by Board vote for:Missing 2 consecutive

meetings Not fulfilling responsibilitiesNot completing trainingFailing to support the Upper

Room letter of agreement

By-Laws – Article VII.

Meetings are 3rd Saturday of odd monthsJanuaryMarchMayJulySeptemberNovember

By-Laws – Article VII.

Working on a committee(s) is requiredAdministration ResourceCommunity DevelopmentSite SelectionRegional ChairAnnual GatheringTraining

By-Laws – Article X.

Must follow the Upper Room Handbook on Emmaus as primary instructions

Upper Room delegates authority to CTC Emmaus Board

CTC Board delegates authority to the Walk Lay Director and Board Representative

Board Spiritual Director delegates authority to Walk Spiritual Director

By-Laws – Article X.

Regional Chair and Walk Leadership Team delegate authority to the Team members

WE MUST HONOR THE UPPER ROOM MODEL

Team Application

Found in

Dropbox

Team Selection Worksheet

Found in

Dropbox

Found in

Dropbox

CABM Guidelines

Found in

Dropbox

Sponsoring 4th Day Group Guidelines

Be sure to send to the LD of any Sponsoring 4th Day Group from your area

CABM To Do’s• Liaison between Sponsoring 4th

Day group and LD – make sure they have Sponsoring 4th Day Group Guidelines

• 1 month out – recontact – make sure Sponsor’s Worship is covered

• Arrive early• Find out about scholarship

needs• Make sure everything and

everyone is in place

CABM To Do’s

Use script to make announcements. Only from Emmaus and Chrysalis.

Collect and account for Candlelight offeringProvide envelope and 4 copies of

Candlelight offering reportFill out all 4 – get a second signatureCopies go to: Board Treasurer, Walk

BR, second signee, and yourself

CABM To Do’s

Convert all cash to Money Order, Cashier’s Check or personal check made payable to CTC Emmaus. Mail to Board Treasurer.

Keep record of all checks sent to Board Treasurer.

Documents in Dropbox CTC BR notebook folder

Sponsor’s Worship Offering Report

Found in

Dropbox

Candlelight Offering Report

Found in

Dropbox

Primary responsibility to ensure that the Upper

Room Emmaus model is honored.

Summary of Walk Responsibilities

Summary of Walk Responsibilities

KnowAnd

honorThe

model!

Index for the Upper Room

Handbook on Emmaus

Found in

Dropbox

Summary of Walk Responsibilities

Found in

Dropbox

Summary of Walk Responsibilities

Prior to Team SelectionCall LD and provide contact informationEstablish a warm, personal and trusting

relationship with the Walk LDCoordinate with Regional Chair, LD and

SD for Team Selection date, time and place

Obtain copy of Team Selection Roster from Regional Chair and preview prior to Team Selection

• Prior to Team Selection• Review Walk schedule with LD and SD.• Remind LD and SD:• Use new Director’s Manual (2003

copyright)• No mixing of Pilgrims and Community

at Closing until after communion• Only clergy read the liturgy during

communion• Begin Walk Report Outline to make

notes

Summary of Walk Responsibilities

Team Selection

Read Upper Room Handbook on Emmaus pages 21-31

Prayer

Team Selection meeting attended by: Regional Board Chair, Walk LD, Walk SD, and Walk BR.

Use Team Selection worksheet and Team Database

Team Selection

Not considered unless in the Team Database

Look for:Attended Walk to Emmaus or similar

eventActive in local churchActive in Reunion GroupActive in 4th Day activitiesHaven’t served within calendar year or

twoAble to attend Team Meetings

Team Selection

Remember:Head Servant needs to be very

logistical# of people per church = # of tables1/3 rule of experience

1/3 new1/3 moderate experience1/3 experienced

Look for wide variety – denominations, ages, work places, etc.

Team Selection

ALD’s and Head Servant suggested by Regional Chair.

Keep progressive servanthood in mind

LD send complete Team Roster to Regional Chair as soon as completed

LD send complete Team Roster to Database Manager on conclusion of Walk

Team Selection Worksheet

Found in

Dropbox

Found in

Dropbox

Summary of Walk Responsibilities

Prior to 1st Team MeetingCheck about Sponsoring 4th Day

Group, inform LD and encourage contact

Contact 4th Day Group LDAsk LD to keep informed of

“current” Team MembersGet Team ManualsGet Music in format requested to

Music Leader and provide copy of CCLI & discuss

BR Notebook Folder:CCLI Report

Found in

Dropbox

Summary of Walk Responsibilities

Prior to 1st Team Meeting

Obtain blank name tags

Encourage both LD and CABM to contact Sponsoring 4th Day Group and that Sponsor’s Worship, Candlelight and Closing arrangements contacted

Arrange for trailer movement, if necessary

Summary of Walk Responsibilities

Team Meeting PhaseMake sure a BR is present at all

Team MeetingsKeep a current accurate Team listProvide copies of Medical Release

and have all Team Members fill out and return

Give Walk Overview.Make presentation of Board

information at each Team Meeting

Walk Overview

Found in

Dropbox

Walk Overview

Found in

Dropbox

Summary of Walk Responsibilities

Team Meeting PhaseRemind speaker who want to use

technology with Talk that they must use technology during preview and have a Plan B, if technology fails

Team offering taken at all meetingsCollect Team Registration Fees.

Remind Team to pay prior to WalkHave ALD recount monies and co-

sign Walk Treasurer’s Report

Walk Treasurer’s Report

Name Tag Funds Report

Found in

Dropbox

Summary of Walk Responsibilities

Team Meeting PhaseCopy all checks before mailing to

Board Treasurer and send by Certified Mail

Complete separate Treasurer Report and send to Board Treasurer

Submit Name Tag Funds Report, if needed

Retrieve all Team ManualsMake sure you have Wal-Mart Tax

Exempt card

Trailer Procedures

Found in

Dropbox

Summary of Walk Responsibilities

Walk WeekMake sure trailer is movedObtain Balance List from Board

TreasurerHave 4 copies of each:

Tax Exempt formTreasurer’s ReportSponsor’s Worship Offering Report (plus

large clasp envelope to materials into)Candlelight Offering ReportName Tag Fund Report form

Summary of Walk Responsibilities

Walk WeekContact CABM to make sure all

arrangements have been made for Sponsor’s Worship, Candlelight, Agape Feast, and Closing

Pack suitable clothes to give a talk.

Summary of Walk Responsibilities

ThursdayTrailer should arrive prior to noonCheck Board Representative Tub

immediatelyCheck 2 Temperature Sensitive

Tub for DVD, digital projector, radios and candles – kept in GL Office

Get funds to Town Servant and remind them to keep receipts

Summary of Walk Responsibilities

ThursdayBoard Resource Tub to Head ServantProvide large manila clasp envelope

with 2 copies of Sponsor’s Worship Offering Report to Head Servant and ask to retrieve afterwards

Collect last fees from Team Members

Resource Tub

Found in

Dropbox

Sponsor’s Worship Offering Report

Found in

Dropbox

Summary of Walk Responsibilities

ThursdayReady for Pilgrim registration by

5:45. Coordinate with LD about registration procedures

Collect Pilgrim Walk Fees – record amount and type of payment. Keep to turn in to Board Treasurer.

Medical Authorization

Found in

Dropbox

Walk Payment Authorization

Central Texas ConferenceWalk to Emmaus

Walk Payment Authorization

Event: ___________________________Location; ________________________Dates: ___________________________

Attendance:______/_____ Pilgrim/TeamList the head count Thursday night after all have arrived. This is the number that will be used to prepare the 8 meals contracted and bill for sleeping space.

Additional meals need during Walk (Walk in Clergy) Friday Saturday SundayBreakfast ______ _________ _________Lunch ______ _________ _________Dinner ______ _________ _________

Board Representative: __________________________________________Facility Representative: _________________________________________

Found in

Dropbox

Summary of Walk Responsibilities

FridayBe available to LDBe a model at St. Elsewhere –

maintain quiet, pay attention to Talks and Pilgrims, be on time

Make sure no judging, grading, or demeaning scores or comments during presentations

Summary of Walk Responsibilities

SaturdayBe available to LDBe a model at St. Elsewhere –

maintain quiet, pay attention to Talks and Pilgrims, be on time

Coordinate with Head Servant to get offering report from Candlelight gets to you

Summary of Walk Responsibilities

SundayBe available to LDBe a model at St. Elsewhere –

maintain quiet, pay attention to Talks and Pilgrims, be on time

If “Special Awakening” done – only Conference Room Team participate and no one enters Pilgrim sleeping areas

Summary of Walk Responsibilities

SundayMeet with Town Servant and go over

receipts and account for all fundsHave one of ALD’s count all money

and sign a copy of reportRemind LD and SD

No mixing of Pilgrims and community prior to communion

Only SD read liturgy during communion

Summary of Walk Responsibilities

SundayInsure trailer/closet is packed.Insure trailer returned to GLC – do

not leave until the trailer leavesRetrieve music from Music LeaderCareful of how radios and headsets

are storedTemperature Sensitive Tubs DO

NOT go on the trailer.

Summary of Walk Responsibilities

Post Walk Insure trailer returned to GLC or

coordinate with next BR Return Music Transparency Books

or make sure that digital music copies are deleted and Team Manuals to Board closet at GLC

Submit final Walk Treasurer’s Report to the Board Treasurer. Include the marked Balance List.

Walk Treasurer’s Report

Summary of Walk Responsibilities

Post WalkSubmit any final Name Tag Fund

Report to Board Treasurer.Submit Pilgrim and Team list to

Treasurer and indicate those who attended and completed the Walk, as well as a final head count.

Submit Walk Report to Team Secretary within 2 weeks of Walk.

Walk Report Outline

Found in

Dropbox

Summary of Walk Responsibilities

Post WalkSend any Medical Release

form for whom information was release during Walk.

Destroy all other Medical Release.

Accounting Procedures

Explains what to turn into who when and has forms to use

On-Site Servant Team Guidelines

Cover this in LD Training

Budget

Place for minutes and budget reports given at Board Meetings

Board Member Training

Already covered key responsibilities:

• Board meetings, committee service, attending local 4th Day gatherings

• Serving as CABM when needed

Now, let’s talk about BR on a Walk

Regional Board Procedures

Found in

Dropbox CTC

BR notebo

ok folder

Procedures Manual

1. Honorarium for use of church for Board Meeting.

2. Only one family member at a time on the Board.

3. Board members may only serve on teams as BR – except for the Leadership Trainer.

Procedures Manual

4. Work only one Walk a year.

5. Board LD may serve as Walk BR.

6. Board LD appoints Walk BR’s.

7. Walk LD becomes unable to serve, Walk BR assumes those duties

8. Must attend Foundations and Logistics training.

Procedures Manual

9. BR liaison between the Walk LD and Board.

10.Submit CCLI report prepared by Music Director

11.Walk LD signs covenant with Board to follow Emmaus model

12.Walk LD must attend Foundations and Logistics training.

Procedures Manual

13. Walk LD given $600 for expenses

14.Board SD appoints Walk SD who appoint Walk ASD’s.

15.Walk LD responsible for Prayer Vigil.

16.Walk LD should delegate authority to Walk ALD’s for various duties.

Procedures Manual

17.BR must be present for all Team Meetings.

18.Clergy must be present for all Team Meetings.

19.Walk LD and SD must provide for spiritual formation at each Team Meeting.

20.Communion and offering must be included for all Team Meetings.

Procedures Manual

21. All music to be used on Walk must be previewed at Team Meetings.

22.Walk Overview presented during Team Meetings.

23.Provide time for sharing activities during Team Meetings.

24.Job Training presented at each Team Meeting.

Procedures Manual

25.Music Director prepared CCLI report.

26.Music Director may use transparencies, songbooks, or a digital presentation for the Walk.

27.All music transparencies, songbooks or digital presentations must be returned to the BR.

28.Photographs on the Walk: Servant Team, Conference Room, and Tables.

Procedures Manual

29. No recordings.

30. Written prayer requests kept confidential.

31.All talks previewed.• Priority – ALD• Means of Grace - SD• Perseverance – LD• Fourth Day – ALD• Given only by Conference Room Team.

Procedures Manual

32.Technology used in a talk must be previewed and have a back-up plan.

33.Recommend that Table Leaders or Assistant Table Leaders are housed with Pilgrims.

34.BR collects all Medical Release forms for the weekend and destroys them after that.

Procedures Manual

35. Medical emergency:• BR follows emergency procedures

of the facility.• Notify Walk ALD, LD, and Head

Servant• BR notify emergency contact, if

requested.• Keep the flow of the weekend

undisturbed for Pilgrims, as much as possible.

Procedures Manual

36.Candlelight worship begins at 8Pilgrims arrive at 9:30

37. Only Emmaus and Chrysalis announcements

38. When we use a church for Candlelight, honorarium of $100

39.Town servant can request reimbursement for mileage at current IRS rate

40. Keep Agape Feast simple.

Procedures Manual

41. Sunday morning wake-up done only by Conference Room Team.

42.Delete

43.Closing begins at 4:30

44.Pilgrims have opportunity to share at Closing.

45.Walk cross given to Walk LD

Procedures Manual

46. No individual recognition on Walk.

47. Pilgrims present thru Candlelight shall be considered to completed the Walk. Instructions for letters.

48. Letters for Pilgrims not completing Walk are given to Sponsors.

49. Minimum pilgrims for Walk is 20. Cancellation date is 2 weeks out.

Procedures Manual

50.Works out numbers of Pilgrims to Tables.

51. No extra activities or services added.

52.Work to make the Walk handicap friendly.

53. CABM basic instructions.

Handbook on Emmaus

From Upper Room

READ IT!!

Know it!

Follow the model!!

Director’s Manual

From Upper Room

READ IT!!

Know it!

Follow the model!!

Talk Outlines

Don’t give your only copy away!

Both SD and Lay

Foundations

Policies and Procedures

Logistics

On-Site Servant and Prayer Guidelines

Found in

Dropbox CTC

BR notebo

ok folder

Found in

Dropbox CTC

BR notebo

ok folder