1. The President shall:
1.1 be responsible for the functioning of the Table Officers’ Committee, the Executive Committee, and other Ad Hoc or Standing Committees, and Regional Representatives;
1.2 be a member, ex-officio or otherwise, of all Council committees;
1.3 call and chair all Table Officers’ Committee and Executive Committee meetings, and the Annual General Meeting, and shall, with such other officers as deemed necessary, prepare agendas for such meetings;
1.4 submit a written report of the affairs of the Council to the Annual General Meeting;
1.5 be responsible for seeing that the necessary reports to The Alberta Teachers’ Association are submitted;
1.6 act as an official representative of the Council to outside organizations, or appoint a designate;
1.7 arrange for a meeting of the old and new executive for the purpose of orientation and transfer of records by November 30
1.7.1 be one of the signing offices of the Council and/or designate another Table Officer
1.7.2 be responsible for an initiative to recruit new members or appoint a designate from the Table Officers;
1.8 attend the annual Alberta Teachers’ Association Conference for Specialist Council Presidents or appoint an alternative;
1.9 be responsible for the presentation of all awards;
1.10 provide regular information on the Council’s activities to The Alberta Teachers’ Association’s Publications Officer for publication in the ATA News, and to the press and media as desirable and directed to assist the president in the areas of public relations and membership;
1.11 attend related conferences during the president’s term;
1.12 be responsible for the preparation of any ARA Resolutions to the executive;
1.13 rules on the expense of executive members;
1.14 act as liaison and support to regional representatives.
2. The Vice-President shall:
2.1 assume the duties of the president if absent or as delegated;
2.2 under the direction of the president act as liaison and support to regional representatives;
2.3 chair the awards and grants committee;
2.4 summarize for the year the most important motions and decisions made at Executive meetings and distribute these with the current list at the first meeting with the incoming executive of each year with the assistance of the Secretary;
2.5 chair a committee to review the Constitution, Bylaws, Procedural Guidelines and Policies and, if necessary, to update it and prepare notice of motion for the amendments for the Annual General Meeting.
3. The Past President shall:
3.1 rule on the expense of president in conjunction with the ATA staff advisor;
3.2 work with vice-president on a committee to review the Constitution, Bylaws, Procedural Guidelines and Policies and, if necessary, to update it and prepare notice of motion;
3.3 chair election of officers at Annual General Meeting.
4. The Secretary shall:
4.1 record, keep and arrange for the distribution of the minutes of executive committee and annual general meetings;
4.2 assume responsibility for the membership list;
4.3 assume responsibility for the archives of the OEC;
4.4 look after the correspondence as required by the executive committee;
4.5 assume other duties and responsibilities as assigned by the executive committee.
5. The Treasurer shall:
5.1 with the president, or in his/her absence the vice-president or another designated table officer, sign cheques on behalf of the Council;
5.2 on the approval of the Executive committee, receive and pay out money on behalf of the Council and maintain accurate record thereof;
5.3 maintain a file of receipts issued for all money received and of vouchers, bills, claims and so forth, for all money paid out;
5.4 in consultation with the president and vice-president, prepare an annual budget for approval by the Executive Committee prior to the Annual General Meeting;
5.5 advise the Executive Committee on the rates to be established for grants, expense allowances, honoraria and the like;
5.6 prepare such financial statements and reports as may be required by The Alberta Teachers’ Association;
5.7 arrange, with the approval of the Executive Committee, for an annual audit of the financial records of the Council for the fiscal year;
5.8 prepare an annual audited statement and budget and present them to the annual meeting; and,
5.9 in conjunction with ATA Barnett House personnel and the Provincial Executive Council, maintain the list of members and report thereon to the Executive Committee.
6. The Communications Director shall:
6.1 be responsible for the regular publication of the Outlook newsletter and/or Journal with such frequency as the Executive Committee shall determine;
6.2 advise the Executive Committee on policy for the publication of the Outlook newsletter and/or the Journal;
6.3 act in accordance with the guidelines set down by The Alberta Teachers’ Association for all specialist council publications;
6.4 attend the annual Alberta Teachers’ Conference for Presidents/Treasurers/Newsletter Editors of Specialist Councils;
6.5 advise the Executive Committee on, and prepare, special publications as deemed necessary from time to time;
6.6 prepare and present a written report to the Annual General meeting; and,
6.7 prepare and submit to Executive Committee an annual list for the mailing of complimentary copies of Council publications;
6.8 provide regular information on the Council’s activities to The Alberta Teachers’ Association Publications Officer for publication in the ATA News, and to the press and media as desirable and as directed to assist the president in the areas of public relations and membership;
6.9 in conjunction with the president, act as a contact to the Association webmaster;
6.10 Act as CASL officer.
7. The Representatives of The Alberta Teachers’ Association shall:
7.1 advise the Executive Committee on all matters pertaining to the operation of specialist councils; in particular, printing, distribution of materials, finances, membership lists and regulations controlling councils;
7.2 carry recommendations to The Alberta Teachers’ Association Provincial Executive Council from the Outreach Education Council;
7.3 advise the Executive Committee on the effectiveness of the procedures of the Council particularly in regard to elections, correspondence, records, bookkeeping, auditing and the operation of conferences;
7.4 perform such other duties relating to the Council as may be assigned from time to time by The Alberta Teachers' Association.
8. The Conference Director(s) shall:
Due to the scope and extent of tasks required, the duties of this position are delegated between two people. For this position, the conference registration fee, hotel room, mileage, meals and substitute costs are covered by the conference committee budget.
8.1 Act as the chairperson(s) of the planning Conference committee for the Annual Conference;
8.2 Submit the Hotel contract, for the conference, to the ATA to be reviewed before it is signed;
8.3 Report on conference planning at each Executive Committee meeting;
8.4 With the conference treasurer, submit a proposed budget and recommendation of Conference registration fees;
8.5 Observe the guidelines for expenses and honoraria as set by the Council;
8.6 With the conference treasurer, promptly submit an audited financial statement of the Annual Conference to the Executive Council and to the ATA;
8.7 Attend the annual Alberta Teachers’ Association Conference for Specialist Councils (Conference Directors).
9. The Conference Treasurer/Registration shall:
One position is required for these roles. For this position, the conference registration fee, hotel room, mileage, meals and substitute costs are covered by the conference budget.
9.1 With the Conference Treasurer, sign cheques on behalf of the conference committee;
9.2 On the approval of the Executive Committee, receive and pay out money on behalf of the Council and maintain an accurate record thereof;
9.3 Maintain a file of receipts issued for all money received and of vouchers, bills, claims and so forth, for all money paid out;
9.4 In consultation with the president, vice-president, and conference chair prepare an annual conference budget for approval by the Executive Committee;
9.5 Advise the Executive Committee on the rates to be established for grants, expense allowances, honoraria and the like;
9.6 Receive money from conference registrants for both conference fees and for OEC membership fees;
9.7 Ensure ATA receives membership and fee information from conference registrants;
9.8 Prepare such financial statements and reports as may be required by The Alberta Teachers’ Association;
9.9 In conjunction with ATA Barnett House personnel and the Provincial Executive Council, maintain the list of members and report thereon to the Executive Committee.
9.10 Ensure conference registrants have their OEC membership with the ATA;
9.11 Ensure conference registrants have correctly completed all conference registration steps;
9.12 Respond to conference registration inquiries, with any required assistance from the conference chairs;
9.13 Collect moneys for conference registration fees and OEC membership fees; passing money and cheques to the conference treasurer;
9.14 Print conference name tags;
9.15 At the conference, attend to the registration desk; Thursday evening and Friday morning.
10. The Speaker Chair(s) shall:
Due to the scope and extent of tasks required, the duties of this position are delegated between two people. For this position, the conference registration fee, hotel room, mileage, meals and substitute costs are covered by the conference budget.
10.1 In conjunction with the conference committee, establish session topics for the annual conference;
10.2 Inquire, research, and contact speakers for sessions;
10.3 Assist conference chair as needed to secure keynote speaker(s);
10.4 Send out Invitation letters to session speakers; (*See package from previous chair)
10.5 As soon as you get a contract, copy it for yourself and then send the original to the Treasurer;
10.6 Keep a running record of the speakers and what they need as the contracts come in;
10.7 A week before the conference, send out a “Speaker Confirmation Sheet”;
10.8 At the conference, meet and greet the speakers; with the assistance of the registration assistant show speakers to their room and ensure their needs are met as per their previously established speaker needs identified in their contract;
10.9 Take care of all keynote speaker(s) needs before and after their presentations;
10.10 Put together speaker packages for executive and committee members; these packages consist of a bio of the speaker and the speaker evaluation forms; these packages are handed out at the executive OEC meeting Thursday;
10.11 In conjunction with the treasurer, get cheques to compensate the speaker as per their contract. For those speakers who cannot receive payment, purchase gift certificates. Also purchase and fill out thank you cards for each speaker;
10.12 Keep all receipts and pass them onto the conference treasurer for reimbursement.
11. The Registration/Speaker Assistants shall:
Two positions could be filled at the discretion of the conference director to ensure efficient service to the delegates. For these positions, the conference registration fee will be covered by the conference budget. If possible, these positions could be filled by OEC members, to save costs; NOTE: When there are two Speaker Chairs, then it is possible this position can be one. When we have only one Speaker Chair then both positions can be filled.
11.1 Assist at the registration desk Thursday evening and Friday morning; assisting the registration chair as delegates arrive;
11.2 Introduce two or three speakers during Friday afternoon and Saturday morning;
11.3 Assist speaker chair/assistant as needed;
11.4 At the registration desk, meet and greet speakers as they arrive on Friday and on Saturday;
11.5 Assist the speaker chair as needed.
12. The Exhibitor Director shall:
One position is required for this role. For this position, the conference registration fee, hotel room, mileage, meals and substitute costs are covered by the conference budget.
12.1 Go to your Teacher’s Convention, make contact with vendors and get their cards/email addresses;
12.2 Once you have your contacts, cross reference with past year vendors in the Binder and make a list for this year;
12.3 Send out Invitation letters to vendors;
12.4 As soon as you get a contract, copy it for yourself and then send it to the conference treasurer;
12.5 Keep a running record of the exhibitors and what they need as they come in;
12.6 A week before the conference send out an “Exhibitor Info Sheet”;
12.7 The Thursday of the conference, make sure you are there before set up time, and confirm that each booth has the correct number of tables, internet if needed and power if needed;
12.8 Once the vendors start to arrive, show them to their booth. Ensure needs are met according to their requests in their contract;
12.9 Checked on each vendor, every 1-2 hours, throughout the weekend, to ensure everything is going well.
13. Absence
13.1 Members of the Executive Committee shall attend all meetings. The absence of any officer of the Executive Committee for more than two successive meetings, without good cause, shall result in that office being declared vacant.
14. Signing Officers
14.1 The signing officers shall be the president, or another designated table officer as appointed by the president, and the treasurer.
1.1 be responsible for the functioning of the Table Officers’ Committee, the Executive Committee, and other Ad Hoc or Standing Committees, and Regional Representatives;
1.2 be a member, ex-officio or otherwise, of all Council committees;
1.3 call and chair all Table Officers’ Committee and Executive Committee meetings, and the Annual General Meeting, and shall, with such other officers as deemed necessary, prepare agendas for such meetings;
1.4 submit a written report of the affairs of the Council to the Annual General Meeting;
1.5 be responsible for seeing that the necessary reports to The Alberta Teachers’ Association are submitted;
1.6 act as an official representative of the Council to outside organizations, or appoint a designate;
1.7 arrange for a meeting of the old and new executive for the purpose of orientation and transfer of records by November 30
1.7.1 be one of the signing offices of the Council and/or designate another Table Officer
1.7.2 be responsible for an initiative to recruit new members or appoint a designate from the Table Officers;
1.8 attend the annual Alberta Teachers’ Association Conference for Specialist Council Presidents or appoint an alternative;
1.9 be responsible for the presentation of all awards;
1.10 provide regular information on the Council’s activities to The Alberta Teachers’ Association’s Publications Officer for publication in the ATA News, and to the press and media as desirable and directed to assist the president in the areas of public relations and membership;
1.11 attend related conferences during the president’s term;
1.12 be responsible for the preparation of any ARA Resolutions to the executive;
1.13 rules on the expense of executive members;
1.14 act as liaison and support to regional representatives.
2. The Vice-President shall:
2.1 assume the duties of the president if absent or as delegated;
2.2 under the direction of the president act as liaison and support to regional representatives;
2.3 chair the awards and grants committee;
2.4 summarize for the year the most important motions and decisions made at Executive meetings and distribute these with the current list at the first meeting with the incoming executive of each year with the assistance of the Secretary;
2.5 chair a committee to review the Constitution, Bylaws, Procedural Guidelines and Policies and, if necessary, to update it and prepare notice of motion for the amendments for the Annual General Meeting.
3. The Past President shall:
3.1 rule on the expense of president in conjunction with the ATA staff advisor;
3.2 work with vice-president on a committee to review the Constitution, Bylaws, Procedural Guidelines and Policies and, if necessary, to update it and prepare notice of motion;
3.3 chair election of officers at Annual General Meeting.
4. The Secretary shall:
4.1 record, keep and arrange for the distribution of the minutes of executive committee and annual general meetings;
4.2 assume responsibility for the membership list;
4.3 assume responsibility for the archives of the OEC;
4.4 look after the correspondence as required by the executive committee;
4.5 assume other duties and responsibilities as assigned by the executive committee.
5. The Treasurer shall:
5.1 with the president, or in his/her absence the vice-president or another designated table officer, sign cheques on behalf of the Council;
5.2 on the approval of the Executive committee, receive and pay out money on behalf of the Council and maintain accurate record thereof;
5.3 maintain a file of receipts issued for all money received and of vouchers, bills, claims and so forth, for all money paid out;
5.4 in consultation with the president and vice-president, prepare an annual budget for approval by the Executive Committee prior to the Annual General Meeting;
5.5 advise the Executive Committee on the rates to be established for grants, expense allowances, honoraria and the like;
5.6 prepare such financial statements and reports as may be required by The Alberta Teachers’ Association;
5.7 arrange, with the approval of the Executive Committee, for an annual audit of the financial records of the Council for the fiscal year;
5.8 prepare an annual audited statement and budget and present them to the annual meeting; and,
5.9 in conjunction with ATA Barnett House personnel and the Provincial Executive Council, maintain the list of members and report thereon to the Executive Committee.
6. The Communications Director shall:
6.1 be responsible for the regular publication of the Outlook newsletter and/or Journal with such frequency as the Executive Committee shall determine;
6.2 advise the Executive Committee on policy for the publication of the Outlook newsletter and/or the Journal;
6.3 act in accordance with the guidelines set down by The Alberta Teachers’ Association for all specialist council publications;
6.4 attend the annual Alberta Teachers’ Conference for Presidents/Treasurers/Newsletter Editors of Specialist Councils;
6.5 advise the Executive Committee on, and prepare, special publications as deemed necessary from time to time;
6.6 prepare and present a written report to the Annual General meeting; and,
6.7 prepare and submit to Executive Committee an annual list for the mailing of complimentary copies of Council publications;
6.8 provide regular information on the Council’s activities to The Alberta Teachers’ Association Publications Officer for publication in the ATA News, and to the press and media as desirable and as directed to assist the president in the areas of public relations and membership;
6.9 in conjunction with the president, act as a contact to the Association webmaster;
6.10 Act as CASL officer.
7. The Representatives of The Alberta Teachers’ Association shall:
7.1 advise the Executive Committee on all matters pertaining to the operation of specialist councils; in particular, printing, distribution of materials, finances, membership lists and regulations controlling councils;
7.2 carry recommendations to The Alberta Teachers’ Association Provincial Executive Council from the Outreach Education Council;
7.3 advise the Executive Committee on the effectiveness of the procedures of the Council particularly in regard to elections, correspondence, records, bookkeeping, auditing and the operation of conferences;
7.4 perform such other duties relating to the Council as may be assigned from time to time by The Alberta Teachers' Association.
8. The Conference Director(s) shall:
Due to the scope and extent of tasks required, the duties of this position are delegated between two people. For this position, the conference registration fee, hotel room, mileage, meals and substitute costs are covered by the conference committee budget.
8.1 Act as the chairperson(s) of the planning Conference committee for the Annual Conference;
8.2 Submit the Hotel contract, for the conference, to the ATA to be reviewed before it is signed;
8.3 Report on conference planning at each Executive Committee meeting;
8.4 With the conference treasurer, submit a proposed budget and recommendation of Conference registration fees;
8.5 Observe the guidelines for expenses and honoraria as set by the Council;
8.6 With the conference treasurer, promptly submit an audited financial statement of the Annual Conference to the Executive Council and to the ATA;
8.7 Attend the annual Alberta Teachers’ Association Conference for Specialist Councils (Conference Directors).
9. The Conference Treasurer/Registration shall:
One position is required for these roles. For this position, the conference registration fee, hotel room, mileage, meals and substitute costs are covered by the conference budget.
9.1 With the Conference Treasurer, sign cheques on behalf of the conference committee;
9.2 On the approval of the Executive Committee, receive and pay out money on behalf of the Council and maintain an accurate record thereof;
9.3 Maintain a file of receipts issued for all money received and of vouchers, bills, claims and so forth, for all money paid out;
9.4 In consultation with the president, vice-president, and conference chair prepare an annual conference budget for approval by the Executive Committee;
9.5 Advise the Executive Committee on the rates to be established for grants, expense allowances, honoraria and the like;
9.6 Receive money from conference registrants for both conference fees and for OEC membership fees;
9.7 Ensure ATA receives membership and fee information from conference registrants;
9.8 Prepare such financial statements and reports as may be required by The Alberta Teachers’ Association;
9.9 In conjunction with ATA Barnett House personnel and the Provincial Executive Council, maintain the list of members and report thereon to the Executive Committee.
9.10 Ensure conference registrants have their OEC membership with the ATA;
9.11 Ensure conference registrants have correctly completed all conference registration steps;
9.12 Respond to conference registration inquiries, with any required assistance from the conference chairs;
9.13 Collect moneys for conference registration fees and OEC membership fees; passing money and cheques to the conference treasurer;
9.14 Print conference name tags;
9.15 At the conference, attend to the registration desk; Thursday evening and Friday morning.
10. The Speaker Chair(s) shall:
Due to the scope and extent of tasks required, the duties of this position are delegated between two people. For this position, the conference registration fee, hotel room, mileage, meals and substitute costs are covered by the conference budget.
10.1 In conjunction with the conference committee, establish session topics for the annual conference;
10.2 Inquire, research, and contact speakers for sessions;
10.3 Assist conference chair as needed to secure keynote speaker(s);
10.4 Send out Invitation letters to session speakers; (*See package from previous chair)
10.5 As soon as you get a contract, copy it for yourself and then send the original to the Treasurer;
10.6 Keep a running record of the speakers and what they need as the contracts come in;
10.7 A week before the conference, send out a “Speaker Confirmation Sheet”;
10.8 At the conference, meet and greet the speakers; with the assistance of the registration assistant show speakers to their room and ensure their needs are met as per their previously established speaker needs identified in their contract;
10.9 Take care of all keynote speaker(s) needs before and after their presentations;
10.10 Put together speaker packages for executive and committee members; these packages consist of a bio of the speaker and the speaker evaluation forms; these packages are handed out at the executive OEC meeting Thursday;
10.11 In conjunction with the treasurer, get cheques to compensate the speaker as per their contract. For those speakers who cannot receive payment, purchase gift certificates. Also purchase and fill out thank you cards for each speaker;
10.12 Keep all receipts and pass them onto the conference treasurer for reimbursement.
11. The Registration/Speaker Assistants shall:
Two positions could be filled at the discretion of the conference director to ensure efficient service to the delegates. For these positions, the conference registration fee will be covered by the conference budget. If possible, these positions could be filled by OEC members, to save costs; NOTE: When there are two Speaker Chairs, then it is possible this position can be one. When we have only one Speaker Chair then both positions can be filled.
11.1 Assist at the registration desk Thursday evening and Friday morning; assisting the registration chair as delegates arrive;
11.2 Introduce two or three speakers during Friday afternoon and Saturday morning;
11.3 Assist speaker chair/assistant as needed;
11.4 At the registration desk, meet and greet speakers as they arrive on Friday and on Saturday;
11.5 Assist the speaker chair as needed.
12. The Exhibitor Director shall:
One position is required for this role. For this position, the conference registration fee, hotel room, mileage, meals and substitute costs are covered by the conference budget.
12.1 Go to your Teacher’s Convention, make contact with vendors and get their cards/email addresses;
12.2 Once you have your contacts, cross reference with past year vendors in the Binder and make a list for this year;
12.3 Send out Invitation letters to vendors;
12.4 As soon as you get a contract, copy it for yourself and then send it to the conference treasurer;
12.5 Keep a running record of the exhibitors and what they need as they come in;
12.6 A week before the conference send out an “Exhibitor Info Sheet”;
12.7 The Thursday of the conference, make sure you are there before set up time, and confirm that each booth has the correct number of tables, internet if needed and power if needed;
12.8 Once the vendors start to arrive, show them to their booth. Ensure needs are met according to their requests in their contract;
12.9 Checked on each vendor, every 1-2 hours, throughout the weekend, to ensure everything is going well.
13. Absence
13.1 Members of the Executive Committee shall attend all meetings. The absence of any officer of the Executive Committee for more than two successive meetings, without good cause, shall result in that office being declared vacant.
14. Signing Officers
14.1 The signing officers shall be the president, or another designated table officer as appointed by the president, and the treasurer.
