Directory Guidelines
Introduction
Except for the Executive Committee, the Arts, Education, Education, Nomination, Publication, and Social, should have at least three members, including the President who oversees the Committee and is responsible for:
1. Its activities and distribution among their members.
2. Presents his working plan and budget to the Executive Committee (E.C.).
3. In December, presents the Committee’s annual report to the E.C.
4. Attends the regular meetings to present their monthly report or email it to the E.C.
Executive Committee (E.C.) Guidelines
The E.C. oversees the administration of the Council, coordinates, and supports the work of the committees, approves the Calendar of Activities, enforces the constitution, and is responsible for the Council’s Annual report and keeps the Council’s insurance updated.
Art’s Committee (A.C.) Guidelines
The A.C. promotes the Visual and the Performing Arts programs. The visual, participating in “The Arts Awards at the NBMAA.” The performing with the project of the “Directory of Hispanic Artists.”
Visual Arts Programs
Art from the New Britain Public & Parochial Schools in May
Steps to follow for its execution:
1.- Request from the E. C. the monies for the awards. Typically, 400 dollars for four students.
2.-In April contacts the coordinator of the “School & Family Programs” at NBMAA to arrange HACC’s participation
3.- Make flyers of the event and send them to the Publication committee for its circulation
4.- Winner’s selection, the coordinator of the NBMAA, will inform about the time to select the winner. Typically, on Thursday after 5 PM (Museum closes later Thursdays)
5.-The winners’ information: Their names, schools, and grades. One from kinder to 2nd grade, one from 3rd to 5th grade, one from middle school, and one from high school. Total four.
6.-The museum coordinator will notify the teachers about the winners and request their presence during the award ceremony.
7.- Prepares the awards certificates and frames them.
8.- The envelopes for the awardees will contain a 50 dollars gift certificate from Michaels and 50 dollars in cash
9.- Attends and participates in the ceremony to introduce the Council and present the Awards. The ceremony is usually sharp on time on the third week of May.
10.- Coordinates with Publication for assistance with pictures and the publication of the event.
Directory of the Hispanic Arts project
This project compiles the information and work appreciation obtained from the artists invited or hired to perform at the Cultural Social-Cultural events.
Education Committee (E.C.) Guidelines
The E.C. promotes higher and public education with the Scholarships Awards & the Educational Seminars.
Guidelines for HACC Scholarship Awards
1.- Sent the invitation letters to the different schools in C.T. (save a copy for reference) and the students’ application forms in February-March.
2.- Contacts the Publication Committee to update the website deadline for the scholarship awards, usually the third week of May.
3.- Request from the E.C. the number and value of scholarships in April.
4.- Look for a motivational speaker in April.
5.- Request from the Membership Committee the list of members and friends to appeal for donations
6.- Two to three days after the deadline, we should have our winner. Who should get an email, a phone call, and a letter regarding the event and guests (save a copy for reference)
7.-To pick the winner, mail the PDF applications to the committee members for their evaluations, according to pre-stabilized criteria and scores.
9.- Pick also the master of ceremony to introduce the event, the Presidents of Education Committee, the HACC, and the motivational speaker.
10.- Also, assing Council’s members to sit with winners and relatives during the ceremony.
11.- Bring the shield of Concilio to use for nice pictures
To Organize the Community Seminars
Consider the: What, who, when, where, and how
12.- Work with Publication to coordinate the Program and shoot the pictures.
13.- Make the certificate and buy frames.
Membership Committee (MC) Guidelines
The M.C. edits and publishes the official list of members and friends, Collects the annual dues, and Organizes membership drives.
Committee’s guidelines to conduct its activities:
1.- Sends the annual dues reminder to the members in December. ( Annual dues without penalty are in January)
2. – Publish the updated membership lists at least once a year.
3.- Organize membership drives like the “welcome to new members party” in the summer.
4.-Take advantage of the opportunity of any activity to collect past dues, sell raffle tickets to offset expenses, and register new members.
Nomination Committee (N.C.) Guidelines
Their duty is:
To seek the best Member for the job
Conducts the Annual Elections in January and
Elects the Member of the Year in April
Committee guidelines to conduct its activities (see Article IX of the Constitution)
1.- Request nominations from past Committee Presidents to elect the Member of the Year, presented in April at the Spring Party.
2.- Consult Article IX of the Constitution to conduct the process of the Elections
3.- Sends a letter to the membership in November, requesting auto-nominations and confirmed nominations. Remember, one Member can’t run for more than two committees (Article 8 “Committees,” Section 7)
8.- Presents the roster of nominations, including their own, in December
9.- Conducts the Elections at the Annual Meeting in January and empowers the newly elected Executive Board and Board of Directors with the Oath of Office ceremony. Oath of Office “Do you solemnly swear to the best of your ability to execute, preserve, protect and defend the Constitution of the HACC?”
Publication Committee (P.C.) Guidelines
Its mission is:
1.-To, bring the news of the Council to the Members and the Community.
2.-Promote campaigns to attract new members
3.-It Support the committees that request help with flyers, programs, etc.
4.- Send news releases to local newspapers, radio, and T.V.
5.- Publish the monthly minutes and the annual report of the President of the Council
6.-Update the website) at least quarterly with messages, pictures, and slide Shows
7.- Invite members and friends to collaborate with news, messages, pictures, or slides shows.
8.- Teach members and friends interested in photography to shoot pictures worth publishing.
http://photoinf.com/General/KODAK/guidelines_for_better_photographic_composition_simplicity
9.- Keep track of due dates and expenses of the domain (Verio), web hosting ( Weebly), Smile Box (slide shows), and Global Technology Solutions (GTS)
10.- Seek and recruit “savvy members” for the Committee
Social Committee (S.C.)
The Social C. oversees and works on
The fundraising Cultural-Social events of Spring & Fall, and
The Family value activities of May and December.
Guidelines to organize the fundraising parties of Spring and Fall
In spring, we celebrate one of the countries of the members, and in the fall, The Council
To do it:
Reserve an adequate facility and date
Choose the menu and drinks
Divide and assign chores to the members of the Committee like:
1.-Messages, flyers, and invitations.
2.- Plan the Program according to the event and write and publish it
3.- Contract food and drinks supplier
4.- Engage adequate entertainment for the event
5.- Seeks advertisement for the Program
6.- Collects objects, services, etc. for the raffle
7.- Contact the MC photographers and hire the D.J.
8.- Arranges transportation of decoration and other objects to and from the Hall
For Parents Day in June and Christmas in December
Consider the: Where, when, how, and who, etc.’
These are just guidelines to assist the committees in carrying on the Calendar of Activities. We hope you will find them helpful.
The Publication Committee.