ctc board training 2014.01.18
DESCRIPTION
Training for new Board Members for Central Texas Walk to EmmausTRANSCRIPT
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 ([email protected])Sent: Sat 10/27/12 8:38 AMTo: [email protected]
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
