Duties of Officers, Councilors

DUTIES OF CCTE OFFICERS, COUNCILORS

By June 1: Officers/Councilors send following materials to Editor for CCTE Studies:

Area Chairs:
1. Send the Editor a list of all the awards and the award-winners’ names and paper titles.
2. Send the Editor copies of all award-wining papers and complete contact information for the writers.

President:
1. Send the Editor copies of all papers from President’s Forum and complete contact information for the writers.
2. Send the Editor the President’s Message.

TCEA President:
Send the Editor a copy of award-winning paper and complete contact information for the writer.

A note to all officers:
1. All authors need to revise their papers for publication, but the finished paper should be the same basic paper that was read at the Conference, but with internal citations and a Works Cited page included. In other words, revised papers should not exceed 10-or-so pages.
2. Put only one space after periods when punctuating sentences.
3. Add a Works Cited page and internal citations.
4. A footnote or endnote section is fine, if the author wants to incorporate one.
5. Literature papers should conform to the latest MLA Style Guide.
6. If your discipline uses the APA Style Guide, please use the latest version.
7. Double-space the entire paper.
8. Use 1-inch margins on each side of page.

Executive Secretary/Treasurer:
Send the Editor a copy of the following information:
1. Call For Papers (CFP) for next year’s meeting
2. Lists of Current Officers and Councilors
3. Conference Program (Remove names of people who didn’t show); check with the Local Arrangements Chair
4. Spring Executive Committee Meeting Minutes
5. Spring General Business Meeting Minutes
6. Spring Financial Report
7. List of Lifetime and Honorary Members
8. List of Institutional Members

DUTIES OF THE CCTE PRESIDENT

Term of Office: The President’s term of office shall begin at the conclusion of the Spring meeting and extend through the next annual meeting.

Email the Executive Secretary/Treasurer requesting him/her to reserve a meeting room with a conference table that will accommodate 15-18 people for the Fall CCTE Executive Committee meeting. Also request that light refreshments be provided for the meeting. If necessary, poll the members of the Executive Committee about an alternate meeting place/time in Texas near the end of October. The meeting room and refreshments are billed to the CCTE Executive Secretary/Treasurer.

Become familiar with CCTE Constitution and By-Laws to insure proper conduct of official CCTE business.

Establish agenda and email, or request Executive Secretary/Treasurer to email, Committee members prior to Fall and Spring Executive Committee Meetings and Spring General Business Meeting.

Preside at Executive Committee meetings, as well as at the annual Conference at these events: President’s Reception, President’s Forum, General Business Meeting, and Luncheon.

Receive annual nominations for Frances Hernandez Award, lead Committee review of all nominations and conduct Committee vote to determine the winner at the Fall Executive Committee meeting.

Instruct the Chair of the Nomination Committee or the Executive Secretary/Treasurer to secure plaque to present to the winner at the Conference Luncheon. The winner’s name should remain confidential until announced at the Luncheon.

Work closely with the Executive Secretary/Treasurer in maintaining contact with the Committee and membership.

Enlist speaker(s) or panel for the President’s Forum.

Along with Committee, secure future meeting sites, secure official invitation letter, including a statement of the expected extent of its financial commitment, from the host institution for Executive Secretary’s files. Verbal commitments to host and to provide some institutional support are not binding and often do not work.

Enlist a Local Arrangements Chair and be sure he/she isn’t left holding the bag to find financial support for the conference. Work closely with Local Arrangements Chair throughout the year in planning spring meeting.

According to the CCTE Constitution, in the event a Councilor must resign between annual Conferences, the President may nominate a new Councilor to fill out what remains of the original three-year term, so that each of the three sections has three Councilors. Confer with the Executive Committee (via e-mail) for a vote. (At the annual Conference, the membership may elect that new Councilor for continued service.)

At end of term, submit to Editor no later than June 1 all materials to be included in CCTE Studies, including:

• Copies of all papers presented at the President’s Forum
• President’s Message


DUTIES OF THE PRESIDENT-ELECT

Term of Office: The President-Elect’s term of office shall begin at the conclusion of the Spring meeting and extend through the next annual meeting.

Submit a draft of proposed Resolutions to Committee at October meeting and ask for further resolutions that Committee members may wish to propose.

Submit final draft of CCTE Resolutions to Executive Committee Meeting at Conference meeting and for voting in General Business Meeting.

Carry out other duties as assigned by the President.


DUTIES OF THE PAST PRESIDENT

Term of Office: The Past President’s term of office shall begin at the conclusion of the Spring meeting and extend through the next annual meeting. The Past President becomes an ex officio voting member of the Executive Committee.

Organize the State of the Profession breakfast at the annual Conference, and preside at the Breakfast.

Place the CCTE Call For Papers (as space allows) in the summer newsletter of SCMLA.

Serve in advisory capacity to new President.


DUTIES OF THE PAST PAST PRESIDENT

Term of Office: The Past Past-President’s term of office shall begin at the conclusion of the Spring meeting and extend through the next annual meeting. The Past Past-President becomes an ex-officio voting member of the Executive Committee.

Recommend nominees for the positions of President-Elect and three new Councilors. Be sure all nominees understand and agree to fulfill responsibilities of their proposed service on the Executive Committee. Nominations should be made with an eye toward maintaining overall balance of Committee representation among large universities, state and/private institutions, and community colleges. The President-elect should be someone who has an established record of CCTE membership and Committee service. Councilors, also, should be CCTE members. Ideally, the three new Councilors nominated and elected each year should include someone with literature background, someone with rhetoric/composition background, and someone with creative writing background because in their year on the council, they will rotate into the position of chair of these committees, respectively.

Present proposed slate of officers to Executive Committee for approval, then to the membership at the General Business Meeting for election.


CCTE COUNCILORS
GENERAL COUNCIL DUTIES

Term of Office: CCTE Councilors’ term of office shall begin at the conclusion of the Spring meeting and extend for three (3) years.

Become familiar with CCTE Constitution and By-laws to insure proper conduct of official CCTE business.

Attend meetings of the Committee in the fall (usually late October) and at the beginning of the annual Conference (usually early March).

At such meetings, advise on policies and plan the annual Conference.

Read and review submissions (forwarded by the Area Chair) and then consult with the chair about acceptable and unacceptable papers.

Assist as needed by chairing a panel.

When chairing a panel, assist presenters with such tasks as making sure all audio/visual equipment is working, and passing out handouts.

At the Conference, attend the sessions for your area and listen to the papers presented there. Final decisions about area award winners are based on actual presentation as well as on excellence of content and should not be determined prior to the Conference or the in-session reading of the presentation.

Serve as representative for members, bringing their concerns to the Committee and taking news of Committee business to them.

Each team of three Councilors will rotate annually in order to serve in each of the following areas during the three-year terms: literature, film, and popular culture; rhetoric, composition, technical writing, and language studies; and creative writing.

Serve as Area Chairs during third year of Committee term.


DUTIES OF THE AREA CHAIRS (THIRD-YEAR COUNCILORS)

Annual Convention Duties

Receive proposals (or in the case of Creative Writing, complete texts) for conference presentations by October 1 each year. All submissions come by email. If there is some technical glitch that would justify a slightly late submission, it is your decision whether to be flexible.

Send email acknowledgment of receipt and keep a copy of the acknowledgment for your records.

Facilitate anonymous reviews of submissions, distributing them to the other two Councilors in your area without any information that might identify the writer (see annual CCTE Call for Papers for statement of submission criteria).

Facilitate selection of papers.

Be sure to email a list of potential presenters to Executive Secretary/Treasurer to check CCTE membership status. Participants who have not already done so must pay current annual membership dues at the time of presentation acceptance. If they fail to do so, they will not be included on the program. Session chairs should inform potential presenters of this necessity.

Send email notification letters with information about Conference and membership by no later than November 7. Copy to the Executive Secretary/Treasurer.

Organize and group area panels for the Conference, and enlist all session chairs from among CCTE members:

Note: Although Councilors may serve as session chairs as needed, ideally an effort should be made to recruit session chairs from membership at large. For some members, having a session to chair can be the difference between receiving travel funds for the convention or being unable to attend at all. Overall, the idea is to secure broad participation within the full membership whether or not reading.

Inform individual session chairs in your area about their duties at the Convention (see
Session Chairs at the annual Convention below).

Email complete program information for your area sessions to the Program Chair (who is part of Local Arrangements) no later than December 1:

a. Proofread carefully before sending this information so that the Program Chair can copy and paste efficiently. Use the following format (hanging indention style, single spaced):

Literature (Rhetoric, Creative Writing) I:
Chair: Name, Academic Affiliation

“Title of the first presentation,” Name of Presenter, Academic Affiliation
“Title of the second presentation,” Name of Presenter, Academic Affiliation

b. Do not submit TBA entries in lieu of securing chairs for your individual sessions.

When session participants are eligible for prizes, facilitate the selection of award recipients. Actual selection of prize winners should not take place until the Convention itself. At the Convention, committee members should attend the readings of all the papers in their respective sessions. Final decisions about award winners are based on presentation as well as excellence on content.

Rank the top five or six submissions for possible inclusion in CCTE Studies.

Send a comprehensive list of the people who have submitted papers in the section to the Editor of CCTE Studies no later than February 1. The list should include names, contact addresses (emails preferred), and titles of submissions.

Immediately after each session, indicate to the Program Chair the names of any presenters who failed to attend a session and read their papers. These people will be cut from the program that is later printed in CCTE Studies and on our web site.

When all sessions in your area have been completed, consult with your committee members to determine winners of the various awards for your sessions.
NOTE: The committee is under no obligation to present an award simply because one exists. CCTE holds primary concern for maintaining the integrity of all its awards and traditionally has not made an award if no presentation in a particular area (i.e., American literature, Rhetoric, etc.) truly merits receipt of one. After the committee determines winners of awards, the chair needs to report them to the Executive Secretary as soon as possible so that award checks may be written and presented at the Saturday luncheon. Names should be kept confidential; winners will be announced at the Saturday luncheon.

Send copies of all award-winning papers and runners-up (if desired) to CCTE Studies Editor by no later than June 1. Be sure to include authors’ academic affiliation and contact information for these papers.

DUTIES OF THE EDITOR OF CCTE STUDIES

Term of Office: The Editor of CCTE Studies does not have a specific term of office. The Editor shall be a voting member of the Executive Committee.

Work with the Session Chairs to ensure that the appropriate submissions are published.
• Receive from Chairs the list of people who have submitted papers. (See Session Chairs above.)
• Apart from the inclusion of prize-winning essays, which are chosen by the Councilors, the Editor has final say as to which other submissions may be included in the journal. All submissions to be considered for publication should be emailed to the Editor by April 1.
• Work with the Executive Secretary to ensure the required materials (due June 1) are included in the journal.

Work with the President to ensure the required materials (due June 1) are included in the journal.

Edit the journal, with the first round of materials going to the printer, Joe Christensen, Inc., by July 1. Deadline for last proofs is around September 1.

Work with the Executive Secretary to maintain subscription services, mailing out special orders or copies to subscribers.


DUTIES OF SPECIAL COUNCIL AFFILIATES/APPOINTEES

TCEA PRESIDENT

Term of Office: The TCEA President’s term shall begin at the conclusion of the Spring meeting and extend through the next annual meeting.

Attend fall and spring CCTE Executive Council Meetings and General Business Meeting at Convention.

Serve as liaison between TCEA and CCTE.

Make regular reports about TCEA at CCTE Executive Council meetings.

Mail and email the TCEA Call for Papers in spring and fall to TCEA members. Email a copy to the EST to include in the CCTE Membership Mailings and to the Web Manager to post on our site.

Prepare TCEA President’s letter (signed letterhead copy) for CCTE Membership mailing in Fall (send hard copy to Executive Secretary for duplication).

Secure Speaker for the TCEA Breakfast.

Send copy of TCEA award-winning paper/s to CCTE Studies Editor by no later than June 1.


DUTIES OF SESSION CHAIRS AT THEm ANNUAL CONVENTION

Term of Office: Session Chairs shall be designated by Area Chairs (Third-Year Councilors); term of office shall begin at the start of the Spring Conference, and end at the finish of the Spring Conference.

Contact the presenters ahead of time for biographical information and to confirm that they will indeed be present.

Remind the presenters of the time allowed for papers, and hold them to it. The current Call For Papers stipulates 9-10 double-spaced pages, or 15-18 minutes’ reading time. In order to allow sufficient time for all presentations as well as for possible discussion at the end of the full session, Chairs of panels must be prepared and willing to politely but firmly interrupt any presentation that runs overtime.

When the actual panel convenes at the conference, introduce each presenter professionally so that the session doesn’t become merely a “next” reader name and paper title. Introductions don’t need to be elaborate or overly time-consuming, but should give the session audience some sense of who the person is beyond what is already printed on the session program.

No presentations may be given by proxy, according to current Executive Committee policy. Presentations must be given in person. Panel chairs should not allow anyone to read by proxy even if he/she comes to the session prepared to do so.

If a presenter does not show up to present a paper, be sure to tell the Executive Secretary immediately following your session. According to current Executive Committee policy, the Executive Secretary will remove the presenter and presentation from the official program published in CCTE Studies.


DUTIES OF THE CCTE WEB MANAGER

Term of Office: The Web Manager does not have a set term of office, but shall be a voting member of the CCTE Executive Committee.

Maintain an up-to-date Website for CCTE.

Work closely with the Executive Secretary/Treasurer to maintain current Website information about the organization, contact information (Officer) addresses and changes in addresses, convention information, Call for Papers, Individual Membership Forms, Current Membership categories and dues, and other pertinent organization information.

You have no responsibility for the listserv. As of June 2012, the listserv has been inactive for several years.


DUTIES OF THE LOCAL ARRANGEMENTS CHAIR

Term of Office: The Local Arrangements Chair (LAC) term of office shall begin at the conclusion of the Spring meeting and extend through the next annual meeting. The LAC shall be a voting member of the Executive Committee until the end of the next annual meeting.

General Duties

Confer with your dean or supervisor on where the conference receipts will be kept and how bills will be paid. Your method depends on how your institution’s business office is set up. CCTE will receive all conference fees since most attendees will register and pay online. Then CCTE will reimburse your institution (for room rental, catering, etc.) out of those funds. But other income might be handled differently—publishers’ donations for receptions, contributions from your dean, etc.

• Method 1: At some schools, it’s impossible to get money out after it’s been deposited to the institution. If that describes your school, set up an account at a local credit union or bank for handling conference income and expenses. This enables you to receive and disburse as CCTE, not as your department or school.
• Method 2: If your department is able to receive and spend money in some temporary fund, just keep track of income and expenses, then settle up with CCTE after the conference is over.

Option: The Executive Secretary might consent to receive conference fees and handle reimbursements to you (this option used in 2011 for the Stephenville meeting).

Create an on-site planning committee for the annual conference. We suggest at least three officers for your committee—yourself as overall chair, a colleague as Program Chair, and a colleague as Facilities Arrangements Chair. Then add students, staff members, and other colleagues to carry out duties.

Investigate facilities, room rates, meal prices, and menus for area hotels as possible sites for the convention. This should be done well ahead of time. Then consult with the Executive Committee in determining the hotel and acceptable room rates for the meeting.

Contract with an area hotel to be the meeting site for the annual conference. Suggestion: Work with your local convention and tourist bureau. Not only will it have comparative information about hotel capacities, prices, and services, it may provide brochures, maps, etc. for your registration packets.

Keep track of all income and/or expenses. If you accept CCTE or TCEA dues payments with the conference fees, be sure that no membership dues are expended to help pay for the conference. Those dues, with any money remaining after all conference bills are paid, are the organization’s only operational funds. It is critical that the organizations receive this money after the convention.

Attend the fall and spring Executive Council meetings.

Preparations Calendar for the Meeting Year

November:

1. Arrange for physical facilities for program sessions (for concurrent sessions each on Friday and Saturday mornings, Friday afternoon), Executive Committee meeting (Thursday afternoon), General Business meeting (Friday afternoon) special sessions, breakfast meetings, special events or excursions, and conference luncheon. Study past programs for examples. The CCTE Councilors, acting as Area Chairs, will receive and choose the papers.
2. Contact book publishers to arrange for book exhibits. You might check with past local arrangements chairs for suggestions. Decide whether you want to charge publishers a per-table fee for exhibits.
3. Select menus and determine prices for the following meals:

a. State of the Profession Breakfast on Friday morning
b. Texas College English Association (TCEA) Breakfast on Saturday morning
c. CCTE Luncheon on Saturday
4. Arrange for the President’s Reception: food, cash bar, etc. You should check with the president of CCTE about the plans.

5. Email all the hotel accommodations information to the Executive Secretary as soon as that information is final: this includes name of the hotel, address, and number to call to make reservations; convention rate for the convention (whether price is for the room or per person in the room) and how long a block of rooms will be held at the convention rate; deadline for making reservations at convention rate; check-in and check-out times; driving directions (from major freeways and/or from airports) and maps, if available; and any other hotel related information helpful for conference members. Ideally this information should be submitted to the Executive Secretary November 15 but absolutely no later than November 30.

6. Send the following materials to the Executive Secretary no later than November 30:

a. Letter of invitation/welcome from you as Local Arrangements Chair. This letter should be a personally signed copy on your university’s letterhead (electronic letterhead is fine). The Executive Secretary will duplicate copies of this letter for the convention mailing.
b. Any information about special events/attractions or other professionally prepared materials that local arrangements might want members to have. Professional brochures may be included in the on-site convention packets provided at the convention registration table.

7. The Executive Secretary will create the pre-registration forms to be sent out, so Local Arrangements Chair needn’t bother with it.

8. The Executive Secretary also creates the flier with hotel accommodations and
reservation information and instructions for the membership mailing, so the
Local Arrangements Chair needn’t do that either.
January:
1. Your Program Chair should paste up a Tentative Program for the Executive Secretary to email to the Executive Committee. This is mainly a job of combining the selections made by Area Chairs and the TCEA president, then adding the main speakers. The Area Chairs and TCEA will have chosen the papers and creative pieces and divided them into sections.
2. Arrange for printing of programs.
3. Arrange for light snacks for the Executive Council meeting on Thursday afternoon of the conference.
February:

1. Prepare registration packets with nametags, programs, etc. Ask the Executive Secretary for any registration receipts for conference members. In recent years, financial officers at many of our academic institutions have refused to reimburse travel funds for members who have only photocopies of the registration submitted for the conference.
2. Arrange parking privileges and instructions for attendees. E.g., if they need parking passes, these could go into the registration packets.
3. Arrange wi-fi access for attendees if possible. E.g., if they need a password, instructions can go into the packets.
4. Arrange for registration to begin around 4:00 p.m. on Thursday and have workers at the registration area until noon Saturday. Consult the Tentative Schedule posted on the web site by the CCTE Web Manager.
March:
1. Send to the Executive Secretary a roster of names of those who pay membership dues to CCTE and/or TCEA during on-site registration period. These need to be broken out clearly so that the Executive Secretary can distribute membership dues to both organizations quickly and accurately.
2. Also provide the Executive Secretary with a summary of income and expenses after the conference, including fees from registration and pre-registration; and any other financial support you might have received from your school or other sources to cover expenses, such as buying name tags, preparing registration packets, and covering any other expenses incurred in by local arrangements in its work.
3. Please Note: Only Conference Pre-registration and on-site Registration fees should be used to help pay for the conference. CCTE membership dues and TCEA membership dues should NOT be used for this purpose. When conference expenses have been paid, all CCTE and TCEA dues and any remaining registration fee money should be returned to the CCTE Executive Secretary/Treasurer. Do not pass any money directly to the local arrangements chair or committee members for the next year’s meeting.
4. Because CCTE is a non-profit organization, it has only two sources of income with which it pays for its yearly business expenses, such as providing paper, envelopes, duplication costs, and postage for full membership mailings three times each year, CCTE Studies publication and copyright registration, many awards and other business expenses. One source is membership dues; the other is the money that may remain from registration fees after all spring meeting bills are paid.
5. CCTE’s tax year ends on March 31. Although a tax exempt organization, CCTE is now required by federal law to file an IRS tax form in May. In order for the Executive Secretary to meet this IRS annual deadline for the organization, it is essential that the Local Arrangements Chair process all convention reports and money as soon as possible after the convention, including the following:
• complete convention financial breakdown (registrants, dues paid, tickets purchased, etc)
• originals (or copies) of all convention pre-registration and on-site registration forms
• check covering all CCTE membership dues and TCEA membership dues paid as part of pre-registration or on-site registration and for any other registration money remaining after local arrangements bills have been paid


DUTIES OF THE EXECUTIVE SECRETARY/TREASURER

Term of Office: The Executive Secretary/Treasurer (EST) term of office shall be elected by the Executive Committee and shall hold office for such term and under such conditions as the Committee may specify.

General Duties

Serve as the ongoing records and financial officer for the organization. As financial officer, track receipt of all income, payment of all bills, maintenance of organization accounts, and preparation of semi-annual financial reports to Executive Committee and annual report to the full membership at the General Business Meeting.

Serve as account manager for TCEA, and maintain separate records for TCEA.

Prepare TCEA financial report and submit to TCEA president prior to annual spring meeting.

Become familiar with CCTE Constitution and By-laws to insure proper conduct of official CCTE business.

Maintain a current Master List of Membership, including member names, mailing addresses, telephone numbers, e-mail addresses, and academic affiliations.

Be available to assist officers, councilors, and general membership with organization matters as necessary.

Prepare and send mailings: Email the Call for Papers in April/May; mail paper CFPs in August-September; mail and/or email Convention information late December or early January.

Notify Web Manager immediately of changes in officers’ addresses, telephone, email, and/or academic affiliations.

Assist President as needed in establishing the Agenda for fall and spring Executive Committee meetings and spring General Business Meeting.

Submit to Editor all annual reports for inclusion in CCTE Studies no later than June 1 each year.

Prepare and submit updated journal mailing list and contract to publisher of CCTE Studies by September 1 each year.

Preparations Calendar for the Year

August

Prepare annual fall Membership mailing – send out during first week of August.
Include the following (5 items): Letter from CCTE President and TCEA President encouraging membership renewal to CCTE and TCEA, and invitation to the spring conference. Letters should be on letterhead. CFP for CCTE spring meeting. CCTE Registration/Membership form; CFP for TCEA spring meeting.

Prepare CCTE Studies mailing list to email the publisher when it is requested. This list should be copied from the Membership Master List, minus any who did not pay dues during the year.

Prepare annual stipend checks of $1,000.00 each for CCTE Studies Editor and EST for past year. These stipends have been officially extended by vote of the Executive Committee. Because we are a non-profit organization, everyone should understand that they are stipends, not salaries, and should be referred to as such in all materials and financial reports.

As long as the CCTE Studies is marked with the copyright symbol when it is published, we are not required to register it.

Membership dues and institutional dues are coming in and need to be deposited as they come in. Track membership forms and dues (check number, date received, etc.).

October

The Executive Committee convenes at the end of October, usually on a Saturday, at a location agreed upon by all members of the Executive Committee. Email the following to the Committee at least 1 week before the meeting: Agenda; list of names, addresses, telephone numbers, email addresses of CCTE officers; CCTE Annual Deadlines; Committee lists with rotation policy. Ask if anyone needs a copy of officer duties, or the CCTE Constitution and By-Laws.

Take only extra copies of the Agenda and Committee lists, perhaps a few copies of the spring Executive Committee meeting and General Business Meeting minutes.

Prepare a semi-annual Financial Report (CCTE tax year ends March 31) and a brief Membership Report of the Membership Totals from preceding year (membership year ends August 31).

Assist the President in reminding Area Chairs (3rd-year Councilors) and their committee members of their duties and deadlines. Papers should be grouped together by sessions (preferably 4 papers per session); Area Chairs should send the EST the information for the tentative conference program by December 1. Remind the TCEA member the same thing.

Talk to or email the LAC about what is needed for the conference mailing: Letter of welcome from the LAC; complete hotel information about location/directions, registration procedures, and convention room rates (whether per person or per room); prices for State of the Profession Breakfast, TCEA Breakfast, Saturday Luncheon, any other events needing pre-payment.

November – December

Begin collecting items for Conference Mailing. Liaison with LAC, President, and Area Chairs for presenters’ information in order to double-check with pre-registration and dues; help proofread schedule, hotel information, and other information for registration packets if necessary.

The Conference Mailing should contain: Registration form; hotel information; welcome and overview of highlights from the LAC; short note about tentative program on website.

January

First week of January, mail the Conference materials to members (and possible members who forgot during November, December, and semester break).

February 1 is the deadline for readers to submit final versions of CCTE papers, CCTE or TCEA membership dues, conference registration, and Release Form (unless otherwise extended with approval by President).

Contact member school departments for any English faculty retirements during the current year. Check names against CCTE membership list and determine whether any of the people meet criteria for either Life Membership or Honorary Membership.
Life Membership Criteria: After 15 years of membership, a CCTE member retiring from active professional duties may, upon application to the Executive Secretary, be recognized as a voting Life Member of the Conference and be excused from paying annual fees.

Honorary Membership Criteria: After serving at least 3 years, former Presidents, Executive Secretaries/Treasurers, Editors of CCTE Studies, and Web Managers of the Conference, upon retirement from professional duties, shall be recognized as Honorary Members of the Conference, with voting privileges and remission of annual fees.

February

February 1 is the original deadline for program participation. Presenters must pay their dues (CCTE and/or TCEA) by February 1 to keep their names on the program.
The President, Local Arrangements Chair, and the Executive Secretary remain in close contact via email to coordinate the conference programming. Approximately a month before the conference, remind the President to email an Agenda of the Executive Council meeting. Also invite the LAC and the Chair of the Nominations Committee (the Past Past President) to the meeting. Refreshment expenses usually are paid for by the host school from any local arrangements funds. In case those funds are either not available or less than the anticipated expense, then the Executive Secretary will issue a check for the expense.

March

The spring conference demands several actions for the following events: Executive Committee Meeting, General Business Meeting, Breakfast Guest Speakers, President’s Forum, Luncheon Guest Speaker, and Awards.

Executive Committee Meeting: Ensure 20 copies of the Fall Executive Committee meeting minutes are on hand (these minutes are not published in the Studies.) for reference. (Copies of the October meeting should be emailed by November 1 after approval by the President, to all Committee members.)
Financial Report (complete from end of the last year’s meeting).
Brief descriptions of the nominees for CCTE offices (from the Chair of the Nominations Committee – the Past Past President).
Agenda for the Business session (from the President).

CCTE General Business Meeting: Ensure 50 copies of the Fall Executive Committee meeting minutes (summarized to 1-2 pages) are on hand (these minutes are not published in the Studies.) for reference.
Financial Report
Brief descriptions of the CCTE office nominees
Agenda for the Business meeting

Breakfast Guest Speakers: Ensure the TCEA Guest speaker receives $200.00 and the CCTE Guest speaker receives $200.00, as approved by the CCTE President. At each breakfast, the Presidents of TCEA and CCTE respectively give the speaker(s) the honorarium.

President’s Forum: If the President has invited guest speaker(s) to the forum, determine the amount of compensation (if any).

Luncheon Guest Speaker: The luncheon guest speaker should be counted in the total luncheon count, but CCTE will cover his/her lunch. The guest speaker usually receives a $1,000.00 honorarium and permission to sell any authored books after the luncheon.

Awards: The Frances Hernandez award is typically a plaque (see template) that should cost $50.00 – $60.00, and a check for $1,000.00. This award is presented during the luncheon after most people have finished eating. Other awards are for the TCEA best paper (usually no monetary award accompanies the TCEA award), presented during the TCEA Breakfast; CCTEA British Literature, American Literature, and World Literature Awards; Robert Adger Law Award for Best Shakespeare Paper; Literature Area Pedagogy Award; L.D. Hendricks Award for Best Literature Area Paper by a Graduate Student; Randall Popken (Rhetoric, Composition, Technical Writing, Language Studies); Rhetoric Area Pedagogy Award; William E. Tanner Award for Best Rhetoric Area Paper by a Graduate Student; George Nixon Creative Writing Award for Prose; Creative Writing Award for Poetry. All the CCTE awards are presented at the Saturday luncheon and are $100.00 each; if more than 1 winner, the $100.00 is split equally. Awardees must send their papers to the editor of CCTE Studies in order to receive their monetary award; award certificates may be mailed directly after the conference.

Post-Conference Duties: As soon as possible, coordinate with the Local Arrangements Chair and receive all the convention registration forms, a complete breakout of attendance at the conference and at all pre-paid events, CCTE and TCEA dues paid at the convention, and any recorded receipts. Check with host site administrators about immediate payment of remaining invoices (A/V, room rentals, catering), or if the 30-day payment in full policy (Texas State business regulations) will be used. Update the TCA membership list and send to the TCEA President. Update the CCTE Membership Master List from the dues paid at the conference site.

April

About the middle to end of April, email the CCTE and TCEA CFPs to the CCTE Web Manager, all current members, community colleges, universities, Graduate Student Advisors, and publish on H-Net. Send a CCTE CFP to the editor of the SCMLA newsletter, requesting it be included in the Summer newsletter.

May

File IRS 990-N online before May 15. The 8 items needed to file the form: 1) EIN (Employer Identification Number), also known as a Taxpayer Identification Number (TIN). CCTE’s EIN is 75153552403. 2) Tax year. The tax year for CCTE is April 1 – March 31. 3) Legal name and mailing address. 4) Any other names the organization uses. 5) Name and address of a principal officer. 6) Web site address if the organization has one. CCTE’s website is https://cctetexas.org. 7) Confirmation that the organization’s annual gross receipts are $50,000 or less. CCTE should include all membership dues, conference fees, and sponsorships. 8) If applicable, a statement that the organization has terminated or is terminating (going out of business). (Chris Willerton used CCTE’s EIN as the login, with the password ccteest; other ESTs have used CPAs to help with the filing.)

The following materials should be sent to the CCTE Studies Editor: Minutes of Spring Executive Council meeting; minutes of the Spring General Business meeting; Financial Report (presented at the General Business meeting); list of award winners at the conference; list of honorary and life members; corrected copy of the conference program (be sure to delete names and presentations of those who did not make a presentation); CFP for next year’s meeting; and, other information that the editor may request.

Email the following updated materials to CCTE Web Manager: list of new officers; CFP for next year; updated list of Honorary and Life Members; updated membership forms for the next year; updated Hernandez Award information for next year; and, other information that the Web Manager may request. The Minutes and Financial Reports are only printed in the annual CCTE Studies for the membership.

Update officer duties and distribute via email to all officers every year, along with the updated Officer list, committee rotations and policy, and Council deadlines.

June – July

Complete and update individual memberships, and prepare the mailing list for CCTE Studies publisher. Send the mailing list at the journal editor’s request. Be sure to request additional copies for the editor and self.

Archive the year’s material, photos, to the Dropbox set up by Chris Willerton. If possible, create a personal narrative / report to summarize the year’s highlights.