2. Where do I find out what to do?
Dropbox is where BR’s can
access all the documents that
needed as a CTC Board Rep.
You also have your Board Rep
Notebook.
4. Dropbox Invitation
CTC Emmaus wants to share "CTC Emmaus" with you
From: Dropbox (no-reply@dropbox.com)
Sent: Sat 10/27/12 8:38 AM
To: lisa_mcculloch53@hotmail.com
Hi Lisa,
I've invited you to a Dropbox shared folder called "CTC
Emmaus".
View "CTC Emmaus".
-Ctc
5. Dropbox Instructions
Bookmark that link.
You should then be able to access
the CTC folder after joining
Dropbox for free.
When a document is updated, send
me a copy and I will upload it to
the folder.
6. Dropbox – CTC Emmaus
This is
What the
CTC
Emmaus
Dropbox
looks like
7. Things Found in Dropbox
Applications
Images
Board Member
Lay Directors
Notebook
LD Notebook
Board Minutes
Music Slides
BW Region
Name Tag
FW Region
Resources
8. Things Found in Dropbox
Temple Region
Training
Walk Schedules
Walk Board Reports
Website
WW Region
Dropbox is where
you can access all
the documents
that you will need
as a CTC Board
Rep. You also
have your Board
Rep Notebook.
9. BR Key Responsibilities
Attend Board Meetings – 3rd Saturday of
odd numbered months
Participate in at least one Standing
Committee
Be active in local 4th Day Group gatherings
and present information from the Board
Serve as Walk BR and/or CABM as needed
10. BR Notebook
CTC Vision Statements
CTC Board of Directors and Committees
11. Committee List
Working on a committee(s) is required
Administration
Resource
Community Development
Site Selection
Regional Chair
Annual Gathering
Training
12. Committees
Administrative
Board LD, Board SD, Board
Secretary, Board Treasurer
Community Development
Recruit community support for Walk
Create 4th Day Community list and
mailing list to distribute information
13. Committees
Resource
Obtain Upper Room materials and
distribute them
Prepare materials for Board Resource
Tubs for Walks
Obtain supplies for name tag preparation
Training
Oversee training for LD’s and BR’s
14. Committees
Site Selection
Select appropriate sites for Walks
Make contracts with sites for Walks in
the next calendar year
Deals with problems with sites
Conference Gathering
Plan and conduct periodic Conference
Gathering
15. Committes
Regional Representative
Educate 4th Day Groups in your
region
Liaison for information from the
Board
Nominate potential Lay Directors
Inform Lay Directors of their
selection
16. Potential LD’s Should
Should have served: on Servant Team,
Table Leader/ATL, given a talk, served as
ALD.
Have a servant attitude
May serve only once
Nominated and approved before
January, so that Walk assignments may
be made.
17. BR Notebook
Schedules for current and next year
Fourth Day Groups – will receive updated
version later
Upper Room Emmaus Covenant
By-Laws
18. By-Laws – Article II.
Affiliated with:
International Walk to Emmaus
Movement of the Upper Room
Central Texas Conference United
Methodist Church
20. By-Laws – Article IV
Membership
Completed: Walk to Emmaus,
Cursillo, Vias de Cristo, Tres Dias,
Kairos, Chrysalis or equivalent
weekend
Active participation in 4th Day events
21. By-Laws – Article V.
Board of Directors
18 lay – nominated and elected
2 men and 2 women from each region
2 at large positions
Terms 3 years – rotate terms
Vacancies appointed by Board Lay
Director
6 clergy – nominated by Board Spiritual
Director and approved by Board
22. By-Laws – Article V.
Trainer appointed each year by Board
and is voting member.
Non-voting members:
Kairos
Registrar
Team Database Manager
Web Servant
23. By-Laws – Article V.
Each year elected for 3 year term
6 Lay
2 Clergy
Class of ???? – the year you roll off
the Board
24. By-Laws – Article V.
Members of Administrative Committee
are elected by the Board
Board Lay Director
Board Assistant Lay Director
Board Secretary
Board Treasurer
25. By-Laws – Article V.
Board LD appointed Regional Chairs
Past Board LD and SD may be ex-
officio members of the Board
26. By-Laws – Article V.
Board members may be removed by
Board vote for:
Missing 2 consecutive meetings
Not fulfilling responsibilities
Not completing training
Failing to support the Upper Room
letter of agreement
27. By-Laws – Article VII.
Meetings are 3rd Saturday of odd
months
January
March
May
July
September
November
28. By-Laws – Article VII.
Working on a committee(s) is required
Administration
Resource
Community Development
Site Selection
Regional Chair
Annual Gathering
Training
29. By-Laws – Article X.
Must follow the Upper Room Handbook
on Emmaus as primary instructions
Upper Room delegates authority to CTC
Emmaus Board
CTC Board delegates authority to the Walk
Lay Director and Board Representative
Board Spiritual Director delegates authority
to Walk Spiritual Director
30. By-Laws – Article X.
Regional Chair and Walk Leadership
Team delegate authority to the Team
members
WE MUST HONOR
THE UPPER ROOM MODEL
36. CABM To Do’s
• Liaison between Sponsoring 4th Day group
and LD – make sure they have Sponsoring 4th
Day Group Guidelines
• 1 month out – recontact – make sure
Sponsor’s Worship is covered
• Arrive early
• Find out about scholarship needs
• Make sure everything and everyone is in
place
37. CABM To Do’s
Use script to make announcements. Only
from Emmaus and Chrysalis.
Collect and account for Candlelight
offering
Provide envelope and 4 copies of
Candlelight offering report
Fill out all 4 – get a second signature
Copies go to: Board Treasurer, Walk BR,
second signee, and yourself
38. CABM To Do’s
Convert all cash to Money Order,
Cashier’s Check or personal check made
payable to CTC Emmaus. Mail to Board
Treasurer.
Keep record of all checks sent to Board
Treasurer.
Documents in Dropbox CTC BR
notebook folder
45. Summary of
Walk Responsibilities
Prior to Team Selection
Call LD and provide contact information
Establish a warm, personal and trusting
relationship with the Walk LD
Coordinate with Regional Chair, LD and SD for
Team Selection date, time and place
Obtain copy of Team Selection Roster from
Regional Chair and preview prior to Team
Selection
46. Summary of
Walk Responsibilities
• Prior to Team Selection
• Review Walk schedule with LD and SD.
• Remind LD and SD:
• Use new Director’s Manual (2003 copyright)
• No mixing of Pilgrims and Community at
Closing until after communion
• Only clergy read the liturgy during
communion
• Begin Walk Report Outline to make notes
47. Team Selection
Read Upper Room Handbook on Emmaus
pages 21-31
Prayer
Team Selection meeting attended by:
Regional Board Chair, Walk LD, Walk SD,
and Walk BR.
Use Team Selection worksheet and Team
Database
48. Team Selection
Not considered unless in the Team
Database
Look for:
Attended Walk to Emmaus or similar event
Active in local church
Active in Reunion Group
Active in 4th Day activities
Haven’t served within calendar year or two
Able to attend Team Meetings
49. Team Selection
Remember:
Head Servant needs to be very logistical
# of people per church = # of tables
1/3 rule of experience
1/3 new
1/3 moderate experience
1/3 experienced
Look for wide variety – denominations,
ages, work places, etc.
50. Team Selection
ALD’s and Head Servant suggested by
Regional Chair.
Keep progressive servanthood in mind
LD send complete Team Roster to Regional
Chair as soon as completed
LD send complete Team Roster to Database
Manager on conclusion of Walk
53. Summary of
Walk Responsibilities
Prior to 1st Team Meeting
Check about Sponsoring 4th Day Group,
inform LD and encourage contact
Contact 4th Day Group LD
Ask LD to keep informed of “current”
Team Members
Get Team Manuals
Get Music in format requested to Music
Leader and provide copy of CCLI & discuss
55. Summary of
Walk Responsibilities
Prior to 1st Team Meeting
Obtain blank name tags
Encourage both LD and CABM to contact
Sponsoring 4th Day Group and that
Sponsor’s Worship, Candlelight and
Closing arrangements contacted
Arrange for trailer movement, if
necessary
56. Summary of Walk
Responsibilities
Team Meeting Phase
Make sure a BR is present at all Team
Meetings
Keep a current accurate Team list
Provide copies of Medical Release and have
all Team Members fill out and return
Give Walk Overview.
Make presentation of Board information at
each Team Meeting
59. Summary of Walk
Responsibilities
Team Meeting Phase
Remind speaker who want to use technology
with Talk that they must use technology
during preview and have a Plan B, if
technology fails
Team offering taken at all meetings
Collect Team Registration Fees.
Remind Team to pay prior to Walk
Have ALD recount monies and co-sign Walk
Treasurer’s Report
62. Summary of Walk
Responsibilities
Team Meeting Phase
Copy all checks before mailing to Board
Treasurer and send by Certified Mail
Complete separate Treasurer Report and
send to Board Treasurer
Submit Name Tag Funds Report, if needed
Retrieve all Team Manuals
Make sure you have Wal-Mart Tax Exempt
card
64. Summary of Walk
Responsibilities
Walk Week
Make sure trailer is moved
Obtain Balance List from Board Treasurer
Have 4 copies of each:
Tax Exempt form
Treasurer’s Report
Sponsor’s Worship Offering Report (plus large
clasp envelope to materials into)
Candlelight Offering Report
Name Tag Fund Report form
65. Summary of Walk
Responsibilities
Walk Week
Contact CABM to make sure all
arrangements have been made for Sponsor’s
Worship, Candlelight, Agape Feast, and
Closing
Pack suitable clothes to give a talk.
66. Summary of Walk
Responsibilities
Thursday
Trailer should arrive prior to noon
Check Board Representative Tub
immediately
Check 2 Temperature Sensitive Tub for DVD,
digital projector, radios and candles – kept in
GL Office
Get funds to Town Servant and remind them
to keep receipts
67. Summary of Walk
Responsibilities
Thursday
Board Resource Tub to Head Servant
Provide large manila clasp envelope with 2
copies of Sponsor’s Worship Offering Report
to Head Servant and ask to retrieve
afterwards
Collect last fees from Team Members
70. Summary of Walk
Responsibilities
Thursday
Ready for Pilgrim registration by 5:45.
Coordinate with LD about registration
procedures
Collect Pilgrim Walk Fees – record amount
and type of payment. Keep to turn in to
Board Treasurer.
72. Walk Payment
Authorization
Central Texas Conference
Walk to Emmaus
Walk Payment Authorization
Found in
Dropbox
Event: ___________________________
Location; ________________________
Dates: ___________________________
Attendance:______/_____
Pilgrim/Team
List the head count Thursday night after all have arrived. This is
the number that will be used to prepare the 8 meals contracted and
bill for sleeping space.
Additional meals need during Walk (Walk in Clergy)
Friday
Saturday
Sunday
Breakfast ______ _________
_________
Lunch
______ _________
_________
73. Summary of Walk
Responsibilities
Friday
Be available to LD
Be a model at St. Elsewhere – maintain
quiet, pay attention to Talks and Pilgrims, be
on time
Make sure no judging, grading, or
demeaning scores or comments during
presentations
74. Summary of Walk
Responsibilities
Saturday
Be available to LD
Be a model at St. Elsewhere – maintain
quiet, pay attention to Talks and Pilgrims, be
on time
Coordinate with Head Servant to get
offering report from Candlelight gets to you
75. Summary of Walk
Responsibilities
Sunday
Be available to LD
Be a model at St. Elsewhere – maintain
quiet, pay attention to Talks and Pilgrims, be
on time
If “Special Awakening” done – only
Conference Room Team participate and no
one enters Pilgrim sleeping areas
76. Summary of Walk
Responsibilities
Sunday
Meet with Town Servant and go over receipts
and account for all funds
Have one of ALD’s count all money and sign
a copy of report
Remind LD and SD
No mixing of Pilgrims and community prior to
communion
Only SD read liturgy during communion
77. Summary of Walk
Responsibilities
Sunday
Insure trailer/closet is packed.
Insure trailer returned to GLC – do not leave
until the trailer leaves
Retrieve music from Music Leader
Careful of how radios and headsets are stored
Temperature Sensitive Tubs DO NOT go on the
trailer.
78. Summary of Walk
Responsibilities
Post Walk
Insure trailer returned to GLC or coordinate
with next BR
Return Music Transparency Books or make
sure that digital music copies are deleted
and Team Manuals to Board closet at GLC
Submit final Walk Treasurer’s Report to the
Board Treasurer. Include the marked
Balance List.
80. Summary of Walk
Responsibilities
Post Walk
Submit any final Name Tag Fund Report to
Board Treasurer.
Submit Pilgrim and Team list to Treasurer
and indicate those who attended and
completed the Walk, as well as a final head
count.
Submit Walk Report to Team Secretary
within 2 weeks of Walk.
82. Summary of Walk
Responsibilities
Post Walk
Send any Medical Release form for
whom information was release
during Walk.
Destroy all other Medical Release.
86. Board Member Training
Already covered key responsibilities:
• Board meetings, committee
service, attending local 4th Day
gatherings
• Serving as CABM when needed
Now, let’s talk about BR on a Walk
88. Procedures Manual
1. Honorarium for use of church for Board
Meeting.
2. Only one family member at a time on the
Board.
3. Board members may only serve on teams
as BR – except for the Leadership Trainer.
89. Procedures Manual
4. Work only one Walk a year.
5. Board LD may serve as Walk BR.
6. Board LD appoints Walk BR’s.
7. Walk LD becomes unable to serve, Walk
BR assumes those duties
8. Must attend Foundations and Logistics
training.
90. Procedures Manual
9. BR liaison between the Walk LD and
Board.
10. Submit CCLI report prepared by Music
Director
11. Walk LD signs covenant with Board to
follow Emmaus model
12. Walk LD must attend Foundations and
Logistics training.
91. Procedures Manual
13. Walk LD given $600 for expenses
14. Board SD appoints Walk SD who appoint
Walk ASD’s.
15. Walk LD responsible for Prayer Vigil.
16. Walk LD should delegate authority to Walk
ALD’s for various duties.
92. Procedures Manual
17. BR must be present for all Team Meetings.
18. Clergy must be present for all Team
Meetings.
19. Walk LD and SD must provide for spiritual
formation at each Team Meeting.
20. Communion and offering must be included
for all Team Meetings.
93. Procedures Manual
21. All music to be used on Walk must be
previewed at Team Meetings.
22. Walk Overview presented during Team
Meetings.
23. Provide time for sharing activities during
Team Meetings.
24. Job Training presented at each Team
Meeting.
94. Procedures Manual
25.Music Director prepared CCLI report.
26.Music Director may use transparencies,
songbooks, or a digital presentation for the
Walk.
27.All music transparencies, songbooks or digital
presentations must be returned to the BR.
28.Photographs on the Walk: Servant Team,
Conference Room, and Tables.
95. Procedures Manual
29. No recordings.
30. Written prayer requests kept confidential.
31. All talks previewed.
• Priority – ALD
• Means of Grace - SD
• Perseverance – LD
• Fourth Day – ALD
• Given only by Conference Room Team.
96. Procedures Manual
32. Technology used in a talk must be
previewed and have a back-up plan.
33. Recommend that Table Leaders or
Assistant Table Leaders are housed with
Pilgrims.
34. BR collects all Medical Release forms for
the weekend and destroys them after that.
97. Procedures Manual
35. Medical emergency:
• BR follows emergency procedures of the
facility.
• Notify Walk ALD, LD, and Head Servant
• BR notify emergency contact, if requested.
• Keep the flow of the weekend undisturbed
for Pilgrims, as much as possible.
98. Procedures Manual
36. Candlelight worship begins at 8
Pilgrims arrive at 9:30
37. Only Emmaus and Chrysalis announcements
38. When we use a church for Candlelight,
honorarium of $100
39. Town servant can request reimbursement for
mileage at current IRS rate
40. Keep Agape Feast simple.
99. Procedures Manual
41. Sunday morning wake-up done only by
Conference Room Team.
42. Delete
43. Closing begins at 4:30
44. Pilgrims have opportunity to share at
Closing.
45. Walk cross given to Walk LD
100. Procedures Manual
46. No individual recognition on Walk.
47. Pilgrims present thru Candlelight shall be
considered to completed the Walk.
Instructions for letters.
48. Letters for Pilgrims not completing Walk
are given to Sponsors.
49. Minimum pilgrims for Walk is 20.
Cancellation date is 2 weeks out.
101. Procedures Manual
50. Works out numbers of Pilgrims to Tables.
51. No extra activities or services added.
52. Work to make the Walk handicap friendly.
53. CABM basic instructions.