Duties of the Executive Secretary/Treasurer (EST)

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
  1. 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.
  2. Serve as account manager for TCEA, and maintain separate records for TCEA.
  3. Prepare TCEA financial report and submit to TCEA president prior to annual spring meeting.
  4. Become familiar with CCTE Constitution and By-laws to insure proper conduct of official CCTE business.
  5. Maintain a current Master List of Membership, including member names, mailing addresses, telephone numbers, e-mail addresses, and academic affiliations.
  6. Be available to assist officers, councilors, and general membership with organization matters as necessary.
  7. 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.
  8. Notify Web Manager immediately of changes in officers’ addresses, telephone, email, and/or academic affiliations.
  9. Assist President as needed in establishing the Agenda for fall and spring Executive Committee meetings and spring General Business Meeting.
  10. Submit to Editor all annual reports for inclusion in CCTE Studies no later than June 1 each year.
  11. 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
  1. Prepare annual fall Membership mailing – send out during first week of August.
  2. 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.
  3. 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.
  4. 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.
  5. As long as the CCTE Studies is marked with the copyright symbol when it is published, we are not required to register it.
  6. 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
  1. 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.
  2. 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.
  3. 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).
  4. 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.
  5. 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
  1. 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.
  2. 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
  1. First week of January, mail the Conference materials to members (and possible members who forgot during November, December, and semester break).
  2. 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).
  3. 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.
  4. 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.
  5. 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
  1. 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.
  2. 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
  1. 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.
  2. 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.)
  3. Financial Report (complete from end of the last year’s meeting).
  4. Brief descriptions of the nominees for CCTE offices (from the Chair of the Nominations Committee – the Past Past President).
  5. Agenda for the Business session (from the President).
  6. 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.
  7. Financial Report
  8. Brief descriptions of the CCTE office nominees
  9. Agenda for the Business meeting
  10. 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.
  11. President’s Forum: If the President has invited guest speaker(s) to the forum, determine the amount of compensation (if any).
  12. 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.
  13. 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:
  1. list of new officers; CFP for next year;
  2. updated list of Honorary and Life Members; updated membership forms for the next year;
  3. updated Hernandez Award information for next year;
  4. 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.

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