Regional Officers' Responsibilities

I.     Fall Regional Meeting

1. Planning Meeting
   1. Include sectional presidents and other regional officers, regional department chairpersons, host school representatives, and any interested teachers. This is best done during the summer.
   2. Have available conference reports and any additional items received from the Division Chairperson for Secondary, Post Secondary and Operations Divisions, and the Executive Director.
2. Host School
   1. Contact early to be sure they are making the necessary preparations for the Regional Meeting.
   2. Host school is responsible for the coffee hour, luncheon and adequate meeting rooms. A fee large enough to cover the coffee hour and luncheon should be charged. It should be understood by the host school that they should only expect to get back their expenses.
3. Dues
   1. Dues are delinquent at the beginning of the Region’s Meeting.

   1. Each region, for example, may want to charge additional fees to non-CATA members at regional meetings. Other suggestions may include the use of voting cards.

4. Minutes
   1. Each President should check with his/her secretary to make sure that copies of regional minutes are sent to the State Officers, Division Chairpersons, and the Executive Director.
5. Nominees for Teacher of Excellence and other CATA/NAAE awards should be selected by the Fall Regional Meeting.
   1. Completed application forms should be sent to the Executive Director, postmarked no later than Feb. 15.
   2. Formal recognition of sectional winners should be part of your program.
6. Remind Governing Board members and all officers of State Secondary Division, Post Secondary Division, and Operations Division to attend Mid-Winter Governing Board.

II.     Governing Board Mid-Winter Meeting (January)

1. Each regional president is an official member of the CATA Governing Board and should make the necessary arrangements to participate and:

1. Serve on the Resolution Screening Committee.
2. Prepare a Regional President’s Report to cover the highlights of regional activities.

1. Submit an oral social report and written action item report if applicable to Governing Board (copy to State CATA Secretary).

III.     Spring Regional Meeting

1. Check items as you did for the Fall Regional Meeting. Additional items to take care of include:
   1. Election of next year’s slate of regional officers.
   2. Select nominee for state office.
   3. Check rotation schedule to see if appointments need to be made for: (one chairman for each)  
      1. The Farm Show – need 10 cleanup/setup helpers (host region only)
      2. The Idea Show – need 5 cleanup/setup helpers (host region only)
   4. Make a final attempt to collect delinquent dues.
   5. Take care of all business passed along from Governing Board.
   6. Make sure the Secretary sends copies of the regional meeting minutes and accompanying action cover page, if applicable, to the Executive Director.
2. Division Chairpersons
   1. The success of the Spring Regional Meeting, as far as CATA business is concerned, rests with these chairpersons.

   1. Contact each of them to make sure they will attend.
   2. Each should be prepared with agenda topics so they may lead discussion on assigned business.

3. Appoint members to serve on:
   1. Outstanding Program Awards Selection Committee
   2. Teacher of Excellence Selection Committee
   3. Outstanding Ag Teacher and Young Member Selection Committee

IV. Summer Conference

1. Governing Board Meeting (Sunday preceding Conference)
   1. Give oral and written report on regional activities including: (Copy to State CATA Secretary)

   1. Highlights of the Spring Regional Meeting.
   2. Nominee for state office.
   3.  Any special problems occurring in the region.
   4. Outstanding awards won by agriculture teachers or FFA members.
   5. Special recommendations, if any, to Governing Board from the region.

2. Conference Registration
   1. Help Regional Treasurer collect dues.
   2. Hand out conference packets.
3. Hosted Sessions
   1. Make sure six-quality raffle items are on stage.
   2. Designate two people (one for each door) to pass out raffle tickets.
   3. Usher people into the session to expedite the start of the session.
   4. The following sessions are hosted on a rotating basis:

   1. Monday – Opening Session
   2. Monday – Secondary Division Meeting
   3. Monday – Post Secondary Division Meeting
   4. Tuesday – General Assembly
   5. Wednesday – General Assembly
   6. Thursday – General Assembly

4. Regional Meetings
   1. At first meeting make sure that each agriculture department is fully represented by members from your region.
      
      1. Line up campaign for nominee for state office.
      2. Select captain and get sign-up for Conference athletic events.
      3. Introduce new teachers to region.
   2. At last region meeting supply incoming president with notebook containing all important information pertaining to previous year, i.e.,
      
      1. Minutes
      2. Agenda for region meetings, etc.
      3. Time lines, etc.
      4. Balloting
      5. Conference Evaluations (thoughtful and time given)
5. Regional Reports
   1. Regional Report forms need to be turned into the CATA State Secretary by noon Monday, in Room 241 in the Ag Ed Department.

   1. New Regional Officers
   2. Sectional Officers
   3. Thirty-Minute Club Awards
   4. Service Awards
   5. Retiring Teachers

6. Region Hosting Banquet
   1. Hosts first session
   2. Decorates stage
   3. Banquet promotion (skits during session, etc.)
   4. Vice President leads flag salute at first session.

    

I.     General Duties

1. Potentially, the Vice President does everything the President does. Therefore, he/she should be prepared by knowing the responsibilities of the President and should be ready to assist the President at all times.

II.     Special Duties

1. Serve as Regional Awards Chairperson for the following:
   1. Teacher of Excellence
   2. Honorary American Farmer
   3. Outstanding Young Member
   4. Outstanding Ag Teacher
   5. Service Awards
   6. Retired Teachers
   7. Outstanding Vocational Agriculture Program
   8. Outstanding Vocational Agriculture Program – Post Secondary Division
2. The Vice President or designee must serve as regional representative in the selection of the State Outstanding Young Member, Outstanding Ag Teacher, and Outstanding Vocational Agriculture Program during the State FFA Conference in Fresno.
3. Attend the Pre-Conference Governing Board Meeting and attend the Governing Board Mid-Winter Meeting.
4. Review minutes of Inservice Committee from Summer Conference to help plan regional inservices.
5. Conference and Regional Meeting 
   1. Assist the President in filling out the necessary forms.
   2. Distribute those to the appropriate individuals.
6. Coordinate the committee activities to keep the region informed. 
      1.    Including selection of committee members and collection of committee reports.
7. Lead flag salute if your region is hosting the first session at Summer Conference.

 

REGIONAL SECRETARY’S RESPONSIBILITIES

I.     Summer Planning Meeting

1. Send notice of the Summer Planning Meeting to the regional officers, regional division chairperson, sectional presidents, the host school, and the Regional Supervisor.
2. Take minutes during the meeting and distribute the minutes to those involved.

II.     Pre-Regional Meeting

1. Send the agenda and meeting announcement to every agriculture teacher in the region at least ten days prior to the meeting.
2. Send the above listed materials and special invitation to:

1. The State Supervisor of Agricultural Education
2. The Agricultural/Natural Resources Specialist in the California Community Colleges Chancellor’s Office
3. The State CATA Officer assigned to the region
4. Dean of Agriculture and Ag Education Departments at the State Universities
5. The CATA Executive Director

III.     Regional Meeting

1. Keep an accurate record of the minutes of the meeting.
   1. Collect department reports
2. Encourage members to fill out publicity sheets.

IV.     Post-Regional Meeting

1.  Prepare and distribute the minutes to:
   1. CATA Regional Members
   2. CATA Governing Board Members
   3. CATA Executive Director
   4. State Supervisor of Agricultural Education
   5. Agriculture/Natural Resources Specialist in the California Community Colleges Chancellor’s Office
2. Send thank you letters to the appropriate individuals.
3. Send publicity sheets to the appropriate addresses.

I.     Conference

1. Be prepared to assist in the dues collection process Sunday night and Monday morning at State CATA Conference.
2. Give dues report during the Regional Meeting at Conference including:
   1. Last year’s final results
   2. This year’s progress
3. Encourage dues payment during Conference.
4. Make sure Sectional Treasurers have adequate updated membership lists, forms and are contacted on a regular basis.
5. Contact State Treasurer to assist with collection of unpaid dues after Fall Regional Meeting.

II.     Pre-Region Meeting

1. Work with the Sectional Treasurers to encourage dues payment.
2. Help correct errors, which may occur, with dues data collection. Send corrected information to the CATA Office.
3. Coordinate the payment of registration fees to the host school.

III.   Regional Meeting

1. Collect dues. Have membership forms available at all times.
2. Report on the dues situation and regional finances.
3. Post the regional Membership Roster.
4. Collect $10 per member registration fee.

IV.    Reminder

1. Dues are delinquent at the beginning of the Fall Regional Meeting.
2. Send all dues collected to the CATA Office.
3. Assist the new Treasurer with dues collection at next year’s Conference.
4. Send registration money to the CATA Office.
5. Work to encourage paid member incentives.
6. Encourage Sectional Treasurers to make personal contact with non-paid potential CATA members after the Fall Regional Meeting.

I.     Summer Conference

1. Meet with the State Public Relations Officer to get instructions, questions answered, etc.
2. Secure the services of an agriculture teacher in each of the sections of your region – someone who "keeps an ear to the ground" and knows what is happening or can make it happen.
3. Plan what type of publicity you can produce during the year and make arrangements with those people, if in attendance at Conference.

II.     Prior to Deadline for Each Issue of the "Golden Slate"

1. Make contacts (letters, phone calls, personal visits) with people who have information that needs to be communicated. Set their deadline one week prior to your own deadline.
2. Compile all news, stories, and photos from your region into an organized and easily understood article. The article should be typed, double spaced and no longer than 300 words.
3. Mail, fax, or email your copy to arrive in the Executive Director’s Office on or prior to the deadline. Inform the Executive Director if you have requested another person to send an article directly to him.
4. Make contact with a potential advertiser. If interest is shown, inform the Executive Director immediately.
5. Take pictures or encourage other persons to take photos of something significant in your region. The photos, together with a brief description, should be sent with your copy.

III.     Specifics Regarding Written Copy

1. Interesting copy from your region.
   1. New ideas being tried.
   2. New or different programs being offered.
   3. Out-of-class or off-the-job activities of well-known agriculture teachers.
   4. Personal items of well-known agriculture teachers.
   5. Anything else worthy of recognition.
   6. Make it light and humorous if possible; most of all, make it READABLE.
      
2. Other types of information.

1. Methods of obtaining free materials for use in Voc-Ag Departments.
2. New or different methods of teaching.
3. Unique activities.
4.  Ideas that work (projects, labor savers, etc.).
5. Teaching tips (anecdotes or suggestions).
6. Effective Voc-Ag Advisory Committees or Booster Clubs.
7. "Letter to the Editor".

IV.     Specifics Regarding Photographs

1. Black and white or color photos may be submitted, however, black and white is preferable.
2. Any sizes photo is acceptable.
3. An identifiable action should be taking place in the photo.
4. An identifiable person or persons should be in the photo.
5. Take photos as close as possible and include just the important items.
6. There should be a center of interest in the photo.
7. Submit glossy photos of good contrast.
8. People in the photo should be facing the center of interest or be involved with it.
9. If you want photos returned, please inform the editor.

V.     Deadline Dates

Dates change based on the first Monday of the months listed.

I.     General Duties

1. Act as liaison between the State Division Vice President and the regional division members.
2. Attend Regional Planning Meetings as called by the Regional President.

II.     Fall Regional Meeting

1. Solicit the membership for regional concerns, which would require state action.
2. Develop these regional concerns into resolution form and ask the Regional President to present these resolutions at the Mid-Winter Governing Board Meeting.

III.     Spring Regional Meeting

1. Contact your State Division Chairperson before the Spring Regional Meeting for discussion topics.
2. Prepare an agenda for the Department Meeting.
3. Make sure your minutes are received by the Regional Secretary.

IV.     Summer Conference

1. Attend the division meeting and present your region’s concerns.