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.
Preparations Calendar for the Year
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.
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:
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.