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Annual Meeting Planning Committee

Mandate:
To provide leadership, planning and facilitation of effective and respectful meetings of the Region which balances worship, business and education. This Committee organizes the annual meeting of the Region and recommends to the Regional Council Executive an agenda, a prospective meeting site, dates, speaker(s), reports, election process for Commissioners as required and other details for the annual meeting for approval as necessary.

Membership:

• Chair
• Secretary (at the discretion of the Chair)
• President of Region
• President-Elect of Region
• 8 Designated Individuals which may include:
  – Liturgy Coordinator
  – Proposals Coordinator
  – Youth Forum Coordinator
  – Intermediates Coordinator
  – Registration Coordinator
  – Local Arrangements Coordinator
  – Milestones in Ministry Coordinator

• Executive Minister – Staff Support
• Division Chair (Ex-Officio)

Duties:

• be responsible for planning all aspects of the annual meeting of the Regional Council
• report its progress to the Executive and Executive Minister as appropriate, for input and/or approval In consultation with the President, select the theme of the meeting
• facilitate the development of the theme through liturgy, speakers, workshops, etc.
• arrange for a site for the meeting
• visit the host site to determine suitability in meeting the needs of the court
• prepare the agenda, keeping in mind the need for balance of spiritual, educational, business and fellowship
• schedule requested times for Committees and groups
• select and work with guest speakers, etc.
• arrange for provision and operation of required audio-visual equipment
• provide instructions for meeting room set up, display space and bookstore space
• facilitate the pre-registration and registration of delegates and guests
• designate table groups and facilitators as required
• provide information for meals, snacks and accommodations
• make arrangements for:
  – new delegate orientation
  – table group facilitator orientation
  – duty people
  – Chaplains
  – Nurse/First Aid Providers
• appoint members of the Committee to act as the Business Committee
• the Liturgy Coordinator is responsible for worship during the meetings (including the Celebration of Ministries Worship Service)
• proposals Coordinator is responsible for receiving and presenting proposals
• youth Coordinator is responsible for the Youth Forum programming
• intermediates Coordinator is responsible for the intermediates programming
• registration Coordinator is responsible for all items with registration
• local Arrangements Coordinator liaison with the Host Community of Faith and the Regional program Committee
• milestones in Ministry Coordinator is responsible for the Retirees and Jubilarians Banquet program
• organizing visitors from other denominations, faiths particularly those who have mutual recognition agreements with the UC
• create working groups where needed for the functioning of the Committee/Division

Skills/Experiences:

• passion and commitment for the work of the United Church of Canada
• understanding of the United Church of Canada policies and procedures
• communications & Organizational skills important
• understanding of the various needs and expectations of participants/delegates
• a sense of preparedness for the unforeseen
• willingness to work with various groups
• time management skills
• problem solving
• computer skills
• flexibility

Accountability/Reporting:
Through the Division of Regional Services and Support to the Regional Council and Regional Executive on a regular basis. (As often as needed or required.)

Powers: 
Must refer decisions to the Division of Regional Services and Support except the following:

• any matters covered within approved budgets