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Chair Nuts and Bolts

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At a local church - you make arrangements ... District Doings. Constant Contact Email List. Restricted email lists. Mailing labels & mailings ... – PowerPoint PPT presentation

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Title: Chair Nuts and Bolts


1
Chair Nuts and Bolts
  • Navigating the OMD System

2
Scheduling
  • Check the official calendar at www.ohiomeadville.o
    rg before scheduling anything.
  • Please notify the district office as soon as you
    have dates for
  • Meetings
  • Committee sponsored events
  • Teleconferences

3
Meeting Options
  • At a local church - you make arrangements
  • Via Teleconference - the office schedules these
    and sends out instructions
  • Using webinar - a staff person must be part of
    the call and it must be scheduled with the office
    and the staff person.
  • Skype (online video calls) is an option.

4
Once you get organized
  • Send a roster of all committee members, church
    affiliation and contact information to the
    district office for our records
  • Update the roster when changes occur
  • Send copies of your minutes to the district
    office for storage and to your liaison for
    information purposes

5
Annual Reports
  • Each year we request an annual report from each
    committee
  • Published in the Annual Report that goes to all
    congregations
  • There is a form to assist you
  • Also an chance to tell the board and staff what
    you need for future work
  • Deadline is February 3 this year.

6
Committee Finances
  • There are two types of budgets for each committee
  • Committee Budgets are for the costs of the
    committee meeting. This is for mileage, phone
    calls and for copies for meetings.
  • How much you budget depends on how often your
    committee meets and how. Mileage reimbursement is
    14 cents per mile right now.

7
Committee Finances
  • Any committee that sponsors events also has an
    event budget. This is for the costs of an event.
  • You must estimate your income and expenses to
    determine your profit or loss.
  • All events losses are totaled to determine the
    budget line.
  • All event profits go to the OMD Scholarship Fund
    except for Summer Institute.
  • You must include the 5 per person per day OMD
    Event Fee in your estimates.

8
Budget Requests
  • Budget requests for the next fiscal year are due
    October 1.
  • You must submit a committee request
  • If you sponsor events you must submit an event
    request.
  • If you need help, contact a staff member.
  • Send requests to the office.

9
OMD Expense Forms
  • Used to request reimbursement for committee
    expenses
  • If just mileage, can be submitted electronically
  • Everything else must be mailed with receipts
  • Must be signed by committee chair or designee
  • Due within 90 days of event
  • Can donate part or all of expenses

10
Event Planning
  • All contracts must be signed by Joan or an
    officer of the district.
  • We recommend you get a letter of agreement for
    all speakers
  • Speakers need to get the OMD presenter guidelines
  • Childcare must follow OMD Child and Youth
    Protection Guidelines. Karen Lapidus can help
  • Try to arrange some home hospitality

11
Event Planning
  • You can request advance checks to host
    congregations to purchase food/supplies
  • Checks for trainers/speakers require a W-9 before
    checks will be cut. Allow time for this!
  • Onsite petty cash requires OMD treasurer approval
  • You cannot spend cash collected onsite for
    expenses
  • Be sure to have a secure site for storing money
    and credit card forms

12
After the Event
  • Send all money, checks and credit card slips to
    the office by certified mail
  • Submit all expense reports for event
  • Submit an event form after all expenses in
  • Request any refunds

13
How the Office Can Help
  • Create a webpage with event details
  • Act as registrar
  • Online registration credit card payment
  • Create flyers for the event
  • Include flyers in the district packet
  • Handle bookkeeping details
  • Send event supplies to event site (pens, folders,
    copies, nametags, etc)

14
Other Office Resources
  • Website page for the committee
  • District Directories
  • Congregational Packets
  • District Doings
  • Constant Contact Email List
  • Restricted email lists
  • Mailing labels mailings
  • OMD Stationary

15
Dates
  • October 1 - Budget Requests for 2009-10
  • November 15 - Workshop Proposals
  • January 15 - District Award Nominations
  • February 3 - Annual Reports
  • February 27 - Exhibitor Table Requests for
    District Assembly
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