Duties/Responsibilities of the Illinois Classical Conference officers/positions listed below include, but are not limited to, the following:
President(s):
Vice President(s):
Secretary:
Treasurer:
President(s):
- determining the date for the winter meeting of the Advisory Council;
- “honorary” member of ICTFL board;
- Compose “President’s Letter” for Augur (due to Editor of the Augur by August 30th and January 15th);
- Inform ACL of the ACL Delegate for the June conference (by April or as soon as known);
- Touch base on a monthly basis with Ad. Council (esp. co-President, VP(s), Secretary);
- Solicit ideas from ICC members regarding short- and long-term activities;
- Prepare the agenda for and preside at meetings of the Advisory Council and the business meetings of the Conference as well as the annual banquet and possibly other events of the annual meeting;
- find venue for annual Fall Meeting a year in advance (so that President(s) may announce at the current Meeting where the following year’s Meeting will be held);
- Soliciting/Choosing candidates for Presidentially-appointed positions: ACL Delegate, CAMWS Representative,
Vice President(s):
- organizing the annual conference
- decide on following year’s venue at, or immediately after, the fall conference
- decide on following year’s venue at, or immediately after, the fall conference
- compose a call for papers and use as many outlets as possible to disseminate the call (should be written/disseminated ASAP but no later than January 31st);
- directly solicit any particularly interesting, noteworthy, suggested, or other presenters (October-May);
- finalize program; write registration materials; ask president of hosting institution to write a letter of welcome to include with registration materials; ask president(s) of ICC write a letter of invitation to include with registration materials (May-July); (The composition and mailing of registration materials may be done by the local chairman.) In any case, registration materials should be in the mail one month before the deadline for hotel reservations.
- Ask presenters who are doing powerpoint to e-mail you the presentations ahead of the conference so that you may put them all (a) on the same computer; or, if you’re tech savvy (b) in order in the same powerpoint file (so there is no closing and clicking of any kind; one powerpoint flows right into the next as if it were the very same powerpoint);
- compose a call for papers and use as many outlets as possible to disseminate the call (should be written/disseminated ASAP but no later than January 31st);
- collaborate with president(s) as frequently as possible;
Secretary:
- taking down the minutes of official meetings of the Advisory Council and general business meetings;
- sending the minutes to the Advisory Council (as well as Augur editor) within 4 weeks of the meeting;
- sending out official notice (by email or letter) of the Winter/Spring Advisory Council meeting to all people eligible to attend; this notice is to be sent between 40 days and 5 days prior to the meeting (per the by-laws), although practically speaking this is taken care of 3-4 weeks in advance by email
[Note: separate notice does not need to be sent out for the Fall Ad Council meeting since it is always held in conjunction with our regular annual meeting]; - keeping the list of proxies (if any) communicated to the Secretary for any meeting of the Advisory Council;
- mailing in the official non-profit organization form w/ check before the deadline; these are customarily given to the secretary by the registered agent at the annual meeting;
- keeping an up-to-date record of the list of officers, committee members, and presidential appointments, along with their current contact information (email, address, phone #)
- working with the Treasurer to keep up-to-date the roster of ICC members and their contact information
[Note: the By-Laws invest the Secretary with the job of keeping the membership list for ICC, but practically speaking it is easiest for the Treasurer to do it; the point is for the Secretary to stay in communication with the Treasurer]; - maintaining the archive of current and past minutes, by-laws, etc.
Treasurer:
- Maintain the ICC checking account with Old Second National Bank
- Maintain the checkbook with all deposits/credits and payments
- Keep track of CDs for the Matres and Calder Scholarships and their monthly interest payments
- Cut check to Matres/Calder Scholarship winners as soon as they are announced and forward checks to the president(s) so that they can forward to the recipients along with a congratulatory letter
- Keep a detailed record of incoming and outgoing funds in relation to the Matres/Calder Scholarships, the Illinois Latin Tournament, Certamen, the Graces Award, Teacher Award and the Ladislas Bolchazy Memorial to be presented at the meetings of the Advisory Council and the annual business meeting of the Conference
- Write checks to cover all expenses from the ICC Conference, reimbursement of representatives to other associations, and general expenses of all ICC committees and members’ ICC activities
- Deposit funds collected from the Illinois Latin Tournament, Conference Dues and Membership Dues
- Collaborate with other members/committees to make all appropriate payments on behalf of the ICC
- Maintain all records and compile them for annual budget reports
- Create a proposed budget, treasurer’s report and income and expenditure reports
- Present these reports to the advisory committee and then to the general membership
- Registration of ICC with the Illinois Secretary of State
- Write checks for pedagogy workshop scholarships and Latin Enrichment