Convention Policy & Guidelines Handbook
Central Alberta Teachers’ Convention Association
Policy Handbook
1.CONSTITUTION
2.MEETINGS
3.CONVENTION BOARD
4.DUTIES OF EXECUTIVE MEMBERS
4.1.President
4.2.First Vice President /Facilities Chairperson
4.3.Second Vice President / Communications Chairperson
4.4.Past President / Socials Chairperson
5.COORDINATORS / APPOINTED POSITIONS
5.1.Treasurer
5.2.Displays Coordinator
5.3.Executive Assistant
5.4 Program Chair
6.BOARD REPRESENTATIVES
7.CONTRACTED ROLES
7.1.Audio Visual
7.2.Web Page Database Service Provider
8.CONVENTION FORMAT
9.PROGRAM
10.FACILITIES
11.PUBLICATIONS
11.1.CONVENTION BOOKLET
12.SOCIAL FUNCTIONS
13.HOSPITALITY
14.DISPLAYS
15.HONORARIA
16.FINANCE
17.EXPENSE ALLOWANCES
18.EVALUATION
19.ATTENDANCE COMMITTEE
20.TECHNOLOGY
Addendums
1: DISPLAYS AND EXHIBITS GUIDELINES
2: PROGRAM OF WORK
1.1.The association shall supply constitutions in standard letter size for distribution to each local within the convention zone following each general revision.
1.2.The Association shall supply a copy of the constitution and policy handbook to each local representative on assumption of membership on the Board.
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2.1.The President shall call meetings of the Executive meeting when deemed necessary.
2.2.The Board shall meet regularly, except July and August, as the need arises.
2.3.Meeting dates are set by the Board at its April meeting, subject to the discretion of the President.
2.4.The President sets the agenda items in consultation with the Executive Assistant.
2.5.Minutes are mailed as soon as possible following each meeting. The minutes shall include notices of forth coming meetings.
2.6.At the end of the year, records shall be backed-up by the Executive Assistant.
2.7.A proposed budget is presented in April and adopted by the Board at its May meeting.
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3.1.The Convention Board shall consist of three representatives selected by each member local, Coordinators, and Executive Committee Members. Each local representative shall be a voting member with the exception of the President. The President shall cast a vote only in the case of a tie.
3.2.Coordinators and Secretary-Treasurer shall be non-voting members of the Convention Board unless they are member local representatives.
3.3.The Convention Board shall organize, operate, administer and evaluate the annual convention. The Convention Board shall report on all convention matters to the member locals through representatives who attend local ATA meetings.
3.4.If a member of the Convention Board becomes ineligible for membership, or resigns, or otherwise is unable to serve, the other delegate of the local concerned shall ensure that the President of the Convention Board be advised of the person who is to complete the term.
3.5.Convention Board members shall be expected to carry out other responsibilities such as committee assignments, chairing sessions during the convention, and other duties as may arise. See Addendum: Program of Work (POW) for CATCA board members.
3.6.The following non-voting representatives shall be invited on a consultative basis to meetings of the Convention Board:
3.6.1.One representative from the Central Alberta Retired Teachers’ Association (CARTA).
3.6.2.Representatives from other educational groups as designated from time to time by the Convention Board.
3.6.3.Director of the Central Alberta Professional Development Consortium.
3.6.4.Representative from the Substitute Teachers’ Group and Specialist Councils on a consultative basis from time to time.
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4.1.PRESIDENT shall:
4.1.1.Call and preside at all meetings of the Convention Board and Executive Committee.
4.1.2.See that the business and activities of the Association are conducted efficiently.
4.1.3.Cast a vote in case of a tie on motions brought to the Convention Board.
4.1.4.Be the ex-officio member of all committees.
4.1.5.Prepare a suitable letter of recommendation to all departing Board members with a copy to their superintendents.
4.1.6.Choose the convention theme in consultation with the First Vice President/Program Chair.
4.1.7. Facilitate the preparation of the Annual Budget for the April meeting.
4.1.8. Facilitate the contract with printers for estimates for the Convention Booklet.
4.1.9. Prepare the President’s message for the Convention Booklet.
4.1.10. Act as the official convention host/hostess.
4.1.11 Compose invitation letters to trustees and superintendents inviting them to attend convention. Ensure that each superintendent receives a booklet
4.1.12. Meet media before and during convention to promote convention to the public.
4.1.13. Introduce Opening Keynote Speaker and Speaker for Public session.
4.1.14. Organize the management of the convention office and the information desk.
4.1.15. Make use of the assistance of Convention Board representatives by letting them know of tasks that need doing. Note tasks on information board in Convention Office.
4.1.16. Arrange for required student assistance during convention that shall be paid minimum wage.
4.1.17. Arrange for members of the CATCA executive or designate to attend conventions in other Alberta jurisdictions to find appropriate speakers for future conventions.
4.1.18. Maintain files for the next President.
4.2.FIRST VICE PRESIDENT/FACILITIES CHAIRPERSON shall:
4.2.1.Attend all Convention Board and Convention Executive meetings.
4.2.2. Chair general meeting if President is unable.
4.2.3. In consultation with the President, present to the Convention Board for ratification, the theme and format chosen by the Program Committee.
4.2.4. Make recommendations regarding convention facilities (Main Facility and Off-site Facilities) and costs to the Convention Board for approval.
4.2.5. Upon Board approval, book all convention facilities, make all contracted agreements with these facilities and provide a full costing to the Treasurer.
4.2.6. Negotiate with designated Travel Agency for a travel voucher to be used as a convention door prize.
4.2.7. Arrange for posting of all session signs in appropriate locations.
4.2.8. Arrange for posting of maps to all session signs at Registration Desk.
4.2.9. Act as a liaison with off site facility.
4.2.10. Maintain files for the next First Vice President/ Facilities Chair.
4.3.SECOND VICE PRESIDENT/COMMUNICATIONS CHAIRPERSON shall:
4.3.1.Attend all Convention Board and Convention Executive meetings
4.3.2. Upon Board approval, arrange publications of posters, bulletins and program ads as required by the Convention Board.
4.3.3. Provide Locals with convention information by distributing posters, bulletins programs ads and/or information on Local District email folders.
4.3.4. Provide the Provincial ATA Communications Consultant with the information necessary for publication in the first ATA magazine of the year by December.
4.3.5. Prepare print package for media with the information about the Convention.
4.3.6. Provide facilities and opportunities for the media personnel to hold interviews.
4.3.7. Arrange for Red Deer College Student volunteers to help with general duties as needed during convention.
4.3.8. Submit written reports and make any recommendations deemed necessary to the Convention Board.
4.3.9. Facilitate the proofreading of all publications.
4.3.10 Act as liaison between board members and executive assistant to collect names for a chairperson for each convention session.
4.3.11. Maintain files for the next Second Vice President and Communications Chair.
4.4.The PAST PRESIDENT/SOCIALS CHAIRPERSON shall:
4.4.1.Attend all Convention Board and Convention Executive meetings.
4.4.2.Advise the Executive Committee when the need arises.
4.4.3.Oversee the arrangement of all social events held in conjunction with the annual convention. These may include: Wednesday and/or Thursday evening Social, and any other social activities that may be held from time to time.
4.4.4.Maintain a hospitality room at the host hotel during the convention, as requested by the Convention Board.
4.4.5.Arrange for food and beverages for the social activities.
4.4.6.Arrange for food and beverages for the Convention Board during the convention such as lunch for board and speakers at the Convention offices and at off-site locations.
4.4.7.Arrange for the printing of any tickets required for convention activities.
4.4.8.Facilitate the distribution of any tickets required for convention activities.
4.4.9.In conjunction with the Display Coordinator, collect, itemize, and award prizes during the annual convention.
4.4.10.Chair the Attendance Committee of three Convention Board members to deal with all requests for alternate professional development during the annual convention.
4.4.11.Update or revise, as required, the Convention Policy Handbook.
4.4.12.Make recommendations regarding future social functions to the Convention Board.
4.4.13.Maintain files for the Past President/Socials Chairperson.
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5.1.The TREASURER shall:
5.1.1.Attend all Convention Board and Convention Executive meetings
5.1.2.Handle correspondence with Provincial ATA and member locals.
5.1.3.Arrange for the purchase of a suitable gift for the Past President.
5.1.4.In conjunction with the Executive Assistant, purchase the necessary office and Convention supplies (CATCA pins, stationary; letterhead, envelopes, Thank you cards, etc.)
5.1.5.Keep an accurate record of all monies received and take charge of same.
5.1.6.Upon approval of Convention Board, make all necessary payments.
5.1.7.Prepare and present by registered mail to Convention Boards and to the Presidents of the member local, an audited financial statement and such statements as may be required.
5.1.8.Provide the Provincial ATA with necessary financial information requests re: honoraria paid to executive board members and all convention speaker costs.
5.1.9.Make recommendations regarding convention expenses to the Executive Committees and the Convention Board when necessary.
5.1.10.Prepare and present current financial statements to the Convention Executive and Board Meetings.
5.1.11.Make recommendation prior to year-end of June 30, to the Convention Board to identify and secure an auditor. Secure approved auditor after year-end of June 30.
5.1.12.In conjunction with participating ATA local presidents secure accurate numbers of active ATA members in each jurisdiction and listings of staff numbers in each school including those who are not in the classroom, and ATA members who are full and part time equivalent.
5.1.13.Prepare, submit to, and collect any other approved fee invoices from the local ATA Local Treasurers (based upon documentation from Superintendent's offices).
5.1.14.Submit quarterly GST reports to Revenue Canada.
5.1.15.Present audited annual financial statement to Convention Board and send copy to each ATA Local President and Provincial ATA
5.1.16.Maintain files for the next Treasurer
5.2.The DISPLAY COORDINATOR shall:
5.2.1.Attend all Convention Board and Convention Executive meetings.
5.2.2.Recommends for Convention Board approval, an annual cost for display space.
5.2.3.Seek out new Displayers whose products and services would be appropriate for Teachers Convention (see section 14). The Convention Board will pay for entrance to one or more Trade Shows for the purpose of the Display Chairperson soliciting more displayers.
5.2.4.Send out letters of information and request to display to prospective displayers in July/August prior to the annual convention.
5.2.5.Confirm by letter, Displayers’ contracts and fees.
5.2.6.Map out display area for Displayers. Displayers choices will be based on a first come first served basis.
5.2.7.Arrange for security of display area, if required.
5.2.8.Arrange, in conjunction with Social Committee, the collection and itemization of prizes or gift certificates from displayers to be awarded at the Social Functions.
5.2.9.Act as host/hostess to displayers during the annual convention.
5.2.10.Maintain files for the next Display Coordinator.
5.3.The EXECUTIVE ASSISTANT shall:
5.3.1.Attend all Convention Board and Convention Executive meetings.
5.3.2.Keep an accurate record of all meetings.
5.3.3.Prepare and distribute notice of meetings and minutes to all Board members. Prepare and communicate correspondence as directed by Board.
5.3.4.On direction of Past President, update and distribute copies of CATCA Constitution and Policy Handbook to Board members.
5.3.5.Provide secretarial services to executive members as needed by the Convention Board.
5.3.6.Maintain and submit information required for the Convention Booklet.
5.3.7.With the Executive, facilitate the contract with printers for estimates for the Convention Booklet.
5.3.8.Provide Convention Board member name-place cards for all meetings.
5.3.9.Maintain an up-to-date roster of Convention Board Membership: name, position, address, home phone number, school name, work phone number, fax number, and email address.
5.3.10.Prepare name tags for Convention Board members, speakers and invited guests to the annual convention.
5.3.11.Work with the Second Vice President to have chairpersons for each convention session.
5.3.12.Prepare a form to record session evaluations electronically or by print. This evaluation shall be presented in the format acceptable to the Provincial ATA i..e. Speaker Name, Address, Phone Business / Home, Fax Number, Email Address, Honorarium, Expenses. Rating: Excellent, Very Good, Good, Poor. Session Details: Title, Format: Keynote, Small Group, Workshop, Other, Room Size, Number of people attending Description of session (as provided in convention booklet, relevant comments. This may be collected in electronic format for working purposes but presented in print / hard copy.
5.3.13.Contact session hosts (Chairs) in January to remind them of their service and to let them know where to pick up their information packages.
5.3.14.Prepare an information package for chairpersons including speaker information, evaluation format and other information required.
5.3.15.Maintain working space in the Convention Offices during the convention to receive Session evaluation from session chairpersons.
5.3.16.Collect information on session evaluations from session hosts following each session. Thank Chair and give them their recognition gift for assisting the Convention Board.
5.3.17.Prepare a post-convention evaluation form to be sent to schools following convention to record overall impression of convention. (This may be made available through the Convention Board Website.)
5.3.18.Collate information from post-convention evaluations.
5.3.19.Present an annual evaluation of the speakers and the convention at the first meeting of the Convention Board following the annual convention.
5.3.20.Ensure that this evaluation is made available to the Provincial ATA before the Spring Convention Seminar.
5.3.21.Following the March meeting provide print copies of Convention evaluation and Convention Booklets for each of the Provincial Convention Boards for the Spring Convention Seminar at the Professional Development Area Conference.
5.3.22.Provide evaluation for Board members to present to Local.
5.3.23.Communicate with the Convention Board Webmaster.
5.3.24.Working with the Convention Board Webmaster, prepare:
5.3.24.1.information in these areas: Members of the Convention Board, Mission Statement, Mandate, Theme, Keynotes, Social information, information about key speakers and Convention at a Glance, Call for Proposals (requests and guidelines for input to the next convention), information on Attendance issues, Review of the last convention, how to contact Convention Board and links to pertinent sites.
5.3.24.2.The WebPage shall be updated as often as new information is required to be presented to the membership.
5.3.25.Prepare rooms signs noting sessions, speakers and times.
5.3.26.Maintain files for the next Executive Assistant
5.4. The PROGRAM CHAIR shall:
5.4.1. Attend all Convention Board and Convention Executive meetings.
5.4.2. With the assistance of the Second Vice-President, and other members of the Convention Board, may set up and chair a committee to choose speakers to follow the theme and areas of professional development that fits the theme ratified earlier.
5.4.3. Submit written reports to the Convention Board on the progress of the Program Committee in the planning of the annual convention.
5.4.4. Make recommendations regarding expense guidelines for the speakers for the approval of the Convention Board and maintain current speaker expense information for the Program Committee and the Convention Board.
5.4.5. Notify the Executive regarding the number of speakers who will be receiving a gift in place of honoraria.
5.4.6 Facilitate interaction among Audiovisual Contracted Service, Facilities, Executive Assistant, and Displays Coordinator.
5.4.7 Arrange for Speaker transportation and accommodation where required.
5.4.8. Negotiate where possible, all air transportation for speakers with one travel agency at Coach Class Airfare.
5.4.9. Introduce Closing Keynote Speakers.
5.4.10. Arrange for sharing speakers with other convention associations if appropriate.
5.4.11. Provide information to other Convention Associations, local Professional Development Committees and Specialist Councils regarding appropriate speakers at the Spring Professional Development Area Council (PDAC) Meeting.
5.4.12. Maintain files for the next Program Chair.
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(Refer also to addendum Program of Work that outlines a calendar of activities for Board Representatives.)
6.1. Attend all Convention Board meetings.
6.2. Provide feedback between the ATA Locals and the Convention Board. (Attendance at local ATA meetings and honoraria is determined by each local.)
6.3. Work on one of the committees; i.e. Program, Booklet, Facility Setup, Registration Desk, Social, Art Displays, Attendance Committee
6.4. Bring forth ideas to the board regarding speakers and sessions for convention.
6.5. Assist as needed at work bees prior to convention.
6.6. Put up advertising as determined by Convention Board, take posters to District Offices and schools.
6.7. Be available to assist the smooth functioning of the convention by selling tickets, disbursing information, collecting required forms, etc. as requested by the President. (Check the information board in the Convention Office for areas of need. Let executive know what you are able to do at that time.)
6.8. Get pertinent information back to the committees by the due dates.
6.9. Find and/or sit as chairperson for some sessions.
6.10. Distribute booklets to specific schools and district offices following the January meeting.
6.11. Provide 2 booklets to the District Administration and School Boards.
6.12. Be familiar with the Constitution and the Policy Handbook.
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7.1.AUDIO-VISUAL SERVICE, upon receipt of information from Program Chair, shall:
7.1.1.Make appropriate arrangements to procure necessary A.V, equipment for each session.
7.1.2.Ensure necessary A.V. equipment is in session rooms and in working order prior to presentations.
7.2.The CONVENTION WEBMASTER shall:
7.2.1.Be responsible for the upkeep of datatbase as per contract.
7.2.2.Post information that is constantly being updated and is accessible on the Internet. Information about the WebPage address is provided to the Local members through their District Email news.
7.2.3.Post information in these areas: Members of the Convention Board, Mission Statement, Mandate, Theme, Keynotes, Social information, information about key speakers and Convention at a Glance, Call for Proposals (requests and guidelines for input to the next convention), information on Attendance issues, Review of the last convention, how to contact Convention Board and links to pertinent sites.
7.2.4.The WebPage shall be updated as often as new information is required to be presented to the membership.
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8.1.Teachers’ Conventions have been established across the province for the purpose of providing teachers with forums whereby they can renew their professional skills and commitment on an annual basis. Conventions should be practical in the sense that they provide a forum for interaction and inspire a demand for follow-up activities in our locals.
8.2.The annual convention dates are set by the Provincial Executive Council of the ATA subject to the Approval of the Convention Board. The Board may apply to Provincial Executive Council for changes in the dates.
8.3.The format and theme of the annual convention shall be proposed by the Program Committee at the April Board Meeting.
8.4.The format and the theme of the annual convention shall be adopted by the Convention Board at first April meeting.
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9.1.It is the prerogative of the President to suggest and/or contact Keynote speakers.
9.2.It is the prerogative of the President to decide on platform guests if the convention format warrants them.
9.3.The Convention Association may work in conjunction with Specialist Councils and non-profit organizations to provide sessions that do not conflict with CATCA scheduled events.
9.4.The President and First Vice President may chair Keynote speakers but should not act as chairpersons of sessions.
9.5.The Program Committee shall establish a theme, format, and speaker list to recommend to the Convention Board.
9.6.The Program Committee shall meet in the months of April, May and June in order to make a final speaker/session recommendation to the Convention Board at its September meeting.
9.7.The Program Committee shall arrange for signs for sessions to be produced and displayed during the convention.
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10.1.The Program Committee allocates rooms for sessions and workshops in the main facility and the off-site facility.
10.2.The President is designated to reserve all convention facilities including accommodation for Convention Board Executive and Board members who live a considerable distance out of town, and for guests. Only the president is authorized to book these accommodations. (Accommodations for ATA Personnel are reserved by the ATA and the Convention Board informs them of what hotel we are using.)
10.3.The President designates an area as the Convention Office.
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11.PUBLICATIONS
11.1.Convention Booklet
11.1.1.This publication is designed to provide details of the annual convention.
11.1.2.The following may be listed in the Convention booklet: messages from the President, biographies of speakers, details of all sessions and social functions, the Convention at a Glance, location maps, a list of displayers, a page for notes, a convention evaluation page.
11.1.3.A copy for the Convention Booklet, First draft, and should be forwarded to the Executive Assistant by the end of October. The draft is prepared and goes to the printer in mid November.
11.1.4.The Blueline proofing is done by the Program Committee by mid /end November in order that the booklet may be produced in time for distribution at the December Convention Board meeting.
11.1.5.Each teacher for whom their local pays Convention Board fees will receive the Convention Booklet in December in order to prepare for the convention.
11.1.6.The Program Committee shall arrange distribution of the Convention Booklets to the following as required:
11.1.6.1.Teacher members in the Central Alberta Teachers’ ConventionAssociation
11.1.6.2.CATCA Board Members who are not members of this teaching area—i.e. District Representative, Central Alberta Regional Consortium
11.1.6.3.Alberta Teachers’ Association (2)
11.1.6.4.Member School Board Offices (2)
11.1.6.5.Central Alberta Retired Teachers’ Association (CARTA)
11.1.6.6.Other Alberta Teacher Convention associations (2/convention associations, mailed after convention and prior to Spring PDAC)
11.1.6.7.Substitute Teachers may purchase a copy from the Convention desk for $10.00/booklet
11.1.6.8.Others as deemed appropriate by the Convention Executive.
11.1.6.9.Teachers on leave do not have their ATA fees paid for them and therefore are not eligible to come to convention unless they pay their own convention fees.
11.1.7.Production of Convention Booklet:
11.1.7.1.Upon receipt of information from Program Committee shall:
11.1.7.2.Obtain quotes from various printers as to booklet production costs and present them to the Convention Board for approval.
11.1.7.3.Request local teachers or students to provide copy for the cover for the booklet depending on the theme. The artist shall be paid for their work and credited inside the Convention Booklet.
11.1.7.4.Arrange booklet information and format for the printer by mid-November
11.1.7.5.Proofread galleys of the booklet for final printing in mid November
11.1.7.6.Arrange for distribution and invoicing of booklets to local representatives, Provincial ATA (2), and others as required at the December Convention Board meeting.
11.2.Convention Board WebPage
11.2.1.This publication contains information that is constantly being updated and is accessible on the Internet. Information about the WebPage address is provided to the Local members through their District Email news.
11.2.2.The WebPage shall contain information in these areas: Members of the Convention Board, Mission Statement, Mandate, Theme, Keynotes, Maps, Social information, information about key speakers and, Call for Proposals (requests and guidelines for input to the next convention), information on Attendance issues, evaluation form, how to contact us and links to pertinent sites.
11.2.3.The WebPage shall be updated as often as new information is required to be presented to the membership.
11.2.4.The Convention WebPage is maintained by the Webmaster.
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12.1.It is the responsibility of the Past President/Socials Chairperson to recommend all social events to the Convention Board for approval.
12.2.It is the prerogative of the President to invite additional guests to social events.
12.3.The Social Committee will arrange for the printing of any tickets needed for Convention Socials and activities (except for those tickets used by the facility when they manage the beverage sales).
12.4.If a liquor permit is required, it must be obtained from the proper authority by the person responsible for the Social Event.
12.5.Advanced sales of tickets for social functions will be determined by the Convention Board on the advice of the Past President/Socials Chairperson. Some socials may be open to the public and tickets may be sold publicly. This is the Convention Board’s prerogative.
12.6.A Social may need to be canceled due to lack of interest indicated by advance ticket sales. The decision will be made by the Convention Executive under the direction of the Past President/Socials Chairperson. Notification of this will be officially given by the President of the Convention Board as soon as possible for alternate arrangements to be made.
12.7.Members of the Convention Board may be entitled to complimentary or subsidized tickets to meals (2 breakfast & 1 supper) and convention functions as approved by the Convention Board.
12.8.A wrap-up Convention Board social may be held, with complimentary tickets provided to each Board member. This social may be incorporated within the annual convention.
12.9.Any Social not described in the Policy Handbook may be organized by the Convention Board.
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13.1.The Convention Board shall maintain a Convention Office during convention hours.
13.2.The Convention Board may maintain a hospitality suite, on one or two nights as determined by the Convention Board, during the annual convention and make it available to Board members, speakers, and others as designated by the President.
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14.1.The Association invites representatives from the private sector of education to display their products for teachers; books, audio-visual materials, media software and hardware of a suitable nature, and such others as approved by the Convention Board, subject to the attached policy and guidelines:
14.2.Notwithstanding 13.1 the Convention Board will provide space for a Provincial ATA display.
14.3.Notwithstanding 13.1 the Convention Board may, if space is available, allow fund raisers to display.
14.4. Arrangements for displays are at the discretion of the Displays Coordinator in conjunction with authorities of the convention facilities.
14.5. Rental fees for displays are determined on recommendation of the Displays Coordinator at the April Convention Board meeting.
14.5.1 Cost for each booth shall include 1 table, 2 chairs, curtains and skirting for table
14.6. It will be the duty of the Displays Coordinator to facilitate the arrangements for necessary physical space requirements of displayers.
14.7. The Display Coordinator is responsible for sending out invitations to display in Aug./Sept. and for maintaining a list of all firms and individuals invited to display. Displayers will be offered the option to purchase lunch.
14.8. The Convention Board may, if space is available, offer up to four (4) free display booths to non-profit organizations during the annual convention. The following criteria shall be used in assessing eligibility for these spaces. The displayer:
14.8.1. Must qualify as a non-profit organization.
14.8.2. Must be educational in nature in that its materials support or enhance current Alberta curriculum.
14.8.3. Has not displayed under these criteria in the previous annual convention.
14.8.4. Must be prepared to display within the confines of the prescribed booth space.
14.8.5. Must be prepared to have someone present at the display during the hours of the annual convention.
14.8.6. Must be willing to comply with all display regulations as outlined in CATCA policy.
14.9. The Convention Association shall use a suitable form of billing displayers and advertisers.
14.10. The Displays Coordinator collects the display fee and issues a receipt. At the end of the convention, when all fees have bee accounted for; they are turned over to the Secretary Treasurer.
14.11. The Displays Coordinator provides acceptable public relations with displayers by making them welcome at the annual convention and familiar with the format, including social functions.
14.12. Commissioners may be hired to provide additional security for display areas in convention off-hours as required.
14.13. A ‘no liability’ clause shall be included in display advertising.
14.14. The Displays Coordinator is authorized to recommend the hiring of helpers to assist in providing service to displayers during the annual convention.
14.15. The Displays Coordinator is responsible to ensure that the hours for display area are given to the convention book coordinator for publication in the booklet.
14.16. The Convention Board shall provide one half of any table to any Specialist Council that requests one.
14.17. The Convention Board may provide a table that sells speakers books and materials. This table shall be maintained at the discretion of the Convention Board.
14.18 All fees shall be forfeited if a booth is cancelled as of the first day of convention. A 75% refund will be given with 30 days notice
14.19 If an application for a booth is denied the applicant has the right to appeal in writing the decision. Such appeal shall be directed to the President of CATCA.
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15.1.The honoraria structure shall be:
15.1.1. Past President/Socials Chairperson $750.00 + $150.00 for PD Activity
15.1.2. President $750.00
15.1.3. First Vice President/Facilities Chairperson $750.00
15.1.4. Second Vice President/Communications Chairperson $750.00
15.1.5. Treasurer $1250.00
15.1.6. Displays Coordinator $750.00
15.1.7. Executive Assistant $5000.00
15.1.8. Program Chairperson $850.00
15.2.Teachers within the convention zone shall be paid honoraria when conducting sessions at the rate for any other regular speaker approved annually by the Convention Board.
15.3.The Past President shall be awarded a suitable parting gift upon leaving the Convention Board.
15.4.The Association shall provide a suitable gift for any speaker’s gift for any speaker who may not, ex officio, accept an honorarium.
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16.1.The Executive Committee shall be empowered to make financial arrangements with a bank should the need arise.
16.2.The Convention Board is instructed by the Provincial ATA to maintain a fund of the amount of approximately 20 to 80 percent the cost of one convention; planning and executing, in reserve.
16.3.The treasurer shall request each member local to forward its payment of fees on behalf of all its members prior to the end of November; however, with advance notice to the Convention Board, member locals may have the option of paying in quarterly installments in advance of a convention.
16.4.All delegates must pay convention fees according to this schedule:
16.4.1.CATCA ATA Members $60.00 including GST
16.4.2.Non CATCA ATA Members $60.00 plus Associate membership in ATA
16.4.3.Substitute Teachers of member locals $10.00
16.4.4.Education Undergrad Students $10.00
16.4.5.Board of Education $60.00
16.4.6.Superintendents and Assistant Superintendents—one book each, free.
16.5.Any proposed fee increase will be preceded by an appropriate notice of motion being presented to member locals the year before the convention for which it is due.
16.6.The fiscal year of the Convention Association shall be July 1 to June 30.
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17.1.The Treasurer provides an acceptable voucher for all claims for expenses.
17.2.The Convention Association shall pay mileage to Executive and Board members, except those who are reimbursed otherwise at the rate of $.45 per kilometer.
17.3.The Convention Association covers the cost of all dinner meetings excluding the costs of alcoholic beverages.
17.4.Upon presentation of receipts, the Association reimburses members for telephone calls, postage, and other pre-authorized expenses incurred in carrying out the business of the Convention Association.
17.5.Guest speakers are reimbursed for accommodation as required at the Convention hotel and travel at the Association rate or actual coach class fare. Guest speakers are provided with mileage, meals and hotel accommodation as provided in the agreed contract.
17.6.Session chairperson shall be provided with a gift certificate for each session that they chair.
17.7.When deemed necessary, the Association pays the cost of a substitute teachers that a Convention Board member may be free to perform convention duties prior to the actual convention, subject to the approval of the President.
17.8.The members of the Executive shall be extended the privilege of secretarial assistance as required subject prior approval of the Convention Board.
17.9.Subject to prior approval, members of the Convention Board attend the ATA Convention Seminar or other conventions in the province, shall be reimbursed receipted expenses including the cost of a substitute.
17.10.Convention and Seminar Attendance: (if designated person is unavailable other suitable representative to be sent in their place)
17.10.1 Spring PDAC—President, Program Chair (any other members may be allowed to attend the meeting but may not be given accommodations by the Provincial ATA.)
17.10.2. Fall PDAC Program Chair, President
17.10.3. Summer Conference—Program Chair, First Vice President
17.10.4. Other Teachers’ Conventions— First Vice President, Second Vice President
17.11. Past President may take their Professional Development Honoraria at another convention
17.12. Attendance at Other Teacher’s Conventions:
17.12.1. President, First VP, 2nd VP, Program Chair and Display Chair may attend Teachers’ Conventions of other Convention Associations. The Convention Board will pay hotel, meal expenses, travel expenses and tickets to Convention events. The President should contact the President of the other Convention Association to request attendance at their convention for 2 of the executive prior to the end of January.
17.13. The President may request that a teacher be reimbursed for the cost of a substitute, and other expenses when meeting speakers at the airport.
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18.1.The Convention Board shall provide an evaluation of each annual convention by delegates.
18.2.An evaluation of the annual convention is considered at the Convention Board Meeting immediately following the annual convention.
18.3.At the conclusion of the annual convention, each Committee Coordinator and Executive member shall prepare a written report evaluating their area of responsibility. This report shall be presented to the Convention Board Meeting immediately following the annual convention
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See Guidelines for the Convention Attendance Committee, Section 4, Handbook for Convention Associations, of the Alberta Teachers’ Association
19.1.Notification of Alternate Professional Development Policy
19.1.1.Past President/Attendance Committee Chair will notify all convention area schools of policy in October and can use the Guidelines for the Convention Attendance Committee, Section 4, Handbook for Convention Associations, of the Alberta Teachers’ Association put in District Email systems. The notice will also be found on the Central Alberta Teachers’ Convention Association Website. Past President may use email for all communications and ask for a confirmation of receipt of the letter
19.2.Past President/Attendance Committee Chair will request 2 other members of the CATCA Board to serve as advisers for the Attendance Committee. The chair will notify Convention Board of persons who have been granted permission to attend alternate PD activity.
19.3.Other Absences from Conventions
19.3.1.Any collective agreement clause supersedes our policy - (eg. death in the family or birth of a child) but the teacher must fill out an absence form at their District Board Office when they return to work.
19.3.2.Other legitimate absences from the convention such as illness, compassionate leave, medical appointments, etc must be dealt with following the usual procedures as outlined in the collective agreement. For these matters, the convention days must be treated as regular teaching days for attendance purposes.
19.3.3.The Alberta - Quebec Student Exchange is a province wide 6-month student exchange program begu twenty some years ago. Arrangements for arrival and departure dates coincide with the least possible class time interruption for students both in Quebec and in Alberta. Students from Quebec arrive during the first week of September (beginning of Semester one) and remain in Alberta for three months (returning during the first week of December). The Alberta students then go to Quebec the first week of February (Beginning of semester two). As it is province wide, the exchange will conflict with some conventions regardless of when in February it was scheduled, and many of the other teachers will in fact require substitute teachers for the entire five days. The teachers that do travel to Quebec are doing so at the beginning of the exchange to ensure the Alberta students are settled for their six week exchange, therefore a request to go at a different time would not be realistic. Staff is not sent from every school participating but from representative schools. It has been the policy to rotate the chaperone duties among all schools and liaison teachers involved in the program.
19.4.Attendance at Convention by Part-Time Teachers:
19.4.1.If a teacher works 1/2 time (mornings or afternoons) throughout the week they are required to attend 1/2 time. If Thursday and Friday are the usual time off then there is no requirement to attend unless you are being paid for those days. If you have Fridays off then attend Thursday. Since there are no part time fees the teachers are entitled to attend the two days.
20. TECHNOLOGY
20.1 Technology Entitlement:
20.1.1 The president, program chair, executive assistant, display coordinator, and treasurer are entitled to laptops for convention business use.
20.1.2 In addition the executive assistant is entitled to a printer and fax machine
20.2 Replacement of equipment
20.2.1 After 3 years of use equipment is deemed to be fully depreciated
20.2.2 When equipment is deemed to be fully depreciated it may be disposed of as deemed necessary by the board
20.2.3 Once equipment is deemed unusable by the board the current primary user of the equipment shall have first right of refusal to purchase the equipment at no more that 10% of the original cost.
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1. Display tables will not be confirmed until all fees have been paid in full.
2. Products and services, including retirement or financial services, must respect the ATA policies and support public education
3. Any and all curriculum support materials or study guides must follow the Alberta Program of Studies
4. Displayers must be prepared to ‘man’ their displays during the hours of the convention. They must stay until the hours of their contract are complete; the time designated by the Convention Board.
5. Teachers in the members of the CATCA boards may not staff an exhibitors booth during convention hours.
6. Displayers may not ‘sub-lease’ any of their assigned space to any other displayer, company organization or business.
7. Displayers shall be responsible for the set up and dismantling of their own displays.
8. Electrical service and computer hookup lines will be supplied only to those who request it in advance. There may be an additional charge for extra lines.
9. Displayers may be asked to donate door prizes for various social events.
10. Displayers will be required to sign a waiver of responsibility on a prescribed form.
All displayers must not obstruct the flow of teachers within display areas. If displayers do obstruct flow they may be asked to leave the convention and forfeit all fees paid to CATCA.
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ADDENUM 2: PROGRAM OF WORK (POW’S) FOR CATCA BOARD MEMBERS
May
- Attend CATCA Board Meeting
- Take part in the planning process for speakers for the following Convention year – offer input for keynote and feature speakers (often booked by Program Chair by April); offer suggestions and possibly make contact with a few "breakout" session speakers.
- Assist with discussions re: budget for upcoming year.
- Assist with format of program for upcoming year as well as facility issues.
- Attend Local meeting to present action report.
June
- Attend CATCA Board Meeting
- Assist with finalization of program to date.
- Volunteer for committee work and workbees.
- Attend Local meeting to present action report.
September
- Attend CATCA Board Meeting
- Assist with final approval of program – update on Keynotes and Features, "round out" program with approval of additional "breakouts" (if needed) as well as technology sessions and those intended for specialists.
- Volunteer for committee work and/or workbees – booklet preparation and proofreading; speaker materials and sessions hosts etc.
- Attend Local meeting to present action report.
October
- Attend CATCA Board Meeting
- Volunteer to obtain Chairs (hosts) for sessions.
- Update on Program in its final form
- Volunteer for committee work and/or workbees - assist with speaker/host kits, checking room assignments to ensure our booklet is free of scheduling conflicts.
- Attend Local meeting to present action report.
November
- Attend CATCA Board Meeting
- Copy and Distribute Pre-Convention Bulletin prepared by 2nd VP. This document gives advance notice of the program, preregistration sessions, alternate PD attendance procedures and the like to our delegates.
- Sign up for convention duties – convention desk, convention office, display area help, troubleshooting, speaker transportation, banners and signs, off site assistance, Social, hospitality room (meals and beverages) and many more.
- Volunteer for final proofing of booklet (if needed)
- Attend Local meeting to present action report.
December
- Attend CATCA Board Meeting
- Booklet distribution
January
- Attend CATCA Board Meeting
- Confirm convention duties, others may be assigned as required.
- Attend local meeting to present action report.
February
- Attend Convention as a working member of our Convention Board. You will be available to fulfill duties which ensure the convention runs smoothly.
- No Board meeting.
- "General" evaluation forms will be on our website for all teachers in schools immediately following Convention. Board members be sure this information is posted to your district emails.
- Consider an executive position when your local is responsible for nominating one.
- Attend local meeting to present action report.
March
- Attend Board meeting.
- Prepare report for your local – this will include the written reports of the CATCA executive members, the financial statements of the prior fiscal period and any observations and recommendations you may have.
April
- No Board meeting
- Attend Local Meeting
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