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Central VirginiaRegional Activities Committee(CVRAC)Committee Chair Transition Succession PlanRev. October 27, 2014GeneralThe purpose of this document is to provide a concise summary of the general procedures and logistics utilized in leadership of the Central Virginia Regional Activities Committee, or CVRAC. Please note that any direction provided by your VWEA Board liaison, the VWEA Board, or the VWEA Organizational Manual supersedes any direction or information provided in this document.In general, the overarching goal of CVRAC is to “extend the activities of the Association, within the guidelines of the existing Association Bylaws, through the development of localized Association programs” (per the VWEA Organizational Manual 2013-2014). Our committee has found success by offering a wide array of activities that appeal to member individuals throughout our organization. This document serves to describe the general logistics employed in the planning and execution of these events. They do not need to be followed strictly in a prescribed manner – they merely serve as guideposts in your planning process. Know that previous CVRAC Chairs and Vice-Chairs, and your current Board Liaison are excellent resources to utilize in your leadership efforts. Please do not hesitate to contact any of them – all of them want you to be successful in your committee leadership.An annual leadership retreat is typically held in late-October or early-November, and will provide you an introduction to the organization, other committee leadership, and an overview of how to successfully plan your events throughout the coming year. The committee Chair and Vice Chair are typically invited to this leadership retreat.Although CVRAC planning can occur by means preferred by current committee leadership (e.g. annual meetings, quarterly meetings, periodic conference calls, etc.), planning has recently occurred via an annual planning meeting, held in November (following the leadership retreat, and prior to committee budget submission). The Chair typically prepares a meeting agenda, and the committee members present at the meeting determine the events they’d like to target for the coming year, the approximate time of year it will be held, and the committee member that will take the lead for event planning. The Chair will provide meeting summary/minutes to all committee members. Example documents are shown in Appendix A.Following the leadership retreat, the Chair will be responsible for assembling and submitting a budget for the coming year. The purpose of the budget is to project the committee’s revenues and expenses, which will provide a planning tool for both CVRAC and the Association. Guidelines for completion of the budget are typically explained during the leadership retreat. An example budget is shown in Appendix A.Review the most recent version of the VWEA Organizational Manual to gain a better understanding of the organization of the Association, resources available to you, and your duties as leadership in a Regional Activities mitteeAs CVRAC leadership, you should make every effort to involve all members of your committee in the planning and execution of all events. This is typically executed via:An annual committee planning meeting. This can be held during WaterJAM, or any time prior to submission of the annual committee budget (typically in December, following the annual leadership retreat).Email correspondence to be provided prior to the event, during event planning, and following to the event to provide a summary to the committee. The event follow-up email should summarize the event activities, indicate the attendance, acknowledge the event planners, and thank any corporate event sponsors. The board liaison and VWEA Administrator should be copied on this correspondence to keep them abreast of our activities.Conference call with full committee (or event sub-committee) as necessary to facilitate the planning of committee events, or address committee issues.The Committee chair should keep a running roster of committee membership. At minimum, this roster should contain the following contact information for each member:NameProfessional titleOrganizationBusiness phone numberBusiness email addressBusiness addressAn example committee roster is contained in Appendix A.Both VWEA and CVRAC-specific events provide excellent opportunities to “recruit” new CVRAC members. Should someone express interest in joining the committee, follow-up with them following the event to confirm interest, and obtain their information in order to add them to the committee roster.Event PlanningAs stated earlier, the events slated for the coming year can be determined in an annual planning meeting, or more frequently (committee leadership choice). It is recommended that the Chair delegate individual event leadership duties to committee members. This fully engages the committee members, and ensures that the committee leadership isn’t overburdened with event planning and execution. While committee members may take the lead on individual events, the committee membership should actively engage with them to ensure that the events meet the goals of the Association, and does not violate any procedural requirements. It is the Chair’s responsibility to coordinate with the Vice Chair, and provide periodic reports to the Board Liaison, which are further reported to the Board. The budgeting estimates for the events are determined in December, and should be utilized for overall event planning purposes. CVRAC is required to meet a minimum profit percentage, which is stipulated in the VWEA Organizational Manual, and reiterated during the October leadership retreat. Expenses incurred during the event should be approved by the committee leadership, and can be reimbursed utilizing the procedure set forth in the VWEA Organizational Manual.Event advertisements should be coordinated by committee leadership. Event flyer advertisements may be generated by the leadership, or the individual committee members. However, the event flyers should be reviewed by membership for accuracy and consistency before they are provided to external parties. It is recommended that the Chair maintain communication with the VWEA Administrator for VWEA website advertising. The flyers can be generated in a number of programs (e.g. PowerPoint, Publisher, Word, etc.), but should be converted to PDF prior to sending to the VWEA Administrator or external parties.When soliciting attendance at CVRAC events, it is recommended that the Chair or Vice Chair execute communique (e.g. email) with outside parties to ensure consistency in message. Should this responsibility be delegated to the individual committee members, it is recommended that proposed communique be reviewed and approved by committee leadership.VWEA provides monthly email updates to all members, which is a great method for advertising an upcoming CVRAC event. The deadlines and requirements can be provided by the VWEA Administrator. The Conduit, the quarterly VWEA publication mailed to all members, is also a great medium for event advertisement and summary. CVRAC committee leadership should set a goal to provide an update in every Conduit publication, which will ensure Association-wide communication, and continued visibility of the committee. Example CVRAC Conduit articles are included in Appendix A.The following pages provide a summary of each type of event. The purpose of these summaries is to provide general guidelines for event planning. Lunch and LearnPurpose:The overarching purpose of the lunch and learn classes is to provide a learning opportunity for both VWEA members and non-members.Event Summary:Lunch and learn events provide an opportunity to achieve multiple goals, including:Learning opportunity for attendeesNetworking opportunity for attendeesOpportunity to spread knowledge of a specialty item/project relatively new to the industryOpportunity for attendees to receive PDH/CEC/CEU (coordinate requirements with VWEA Continuing Education Committee)In general, CVRAC leadership and the committee member leading the event planning coordinate together to identify a topic/speaker/project of interest, and vet it amongst colleagues to determine if it’d be of interest to others. Presentations that simply highlight a specific manufactured product/service should generally be avoided. The event lead then contacts the speaker/organization to see if they would be amenable to speaking to the topic in front of a group of peers. Concurrently, the event lead should secure a venue to host the event. In the past, CVRAC has been fortunate to be able to utilize a number of training/conference rooms donated by nearby municipalities (e.g. Henrico County DPU, Chesterfield County DPU) free of charge. The event lead should tactfully investigate this possibility, as it provides a great opportunity to highlight a municipality’s facilities, attract additional attendees, and decrease CVRAC expenditures (e.g. room rental fees). This event is typically hosted around lunch time, which maximizes attendance (attendees are typically required to donate their lunch hour, which is especially true for consultants). The event lead should also coordinate lunch ordering, delivery, and payment. For the past few years, CVRAC has found success in ordering box lunches. They are typically cost effective, and are easy to coordinate. The event lead should also coordinate the AV/IT needs necessary for the presentation. On the day of the presentation, the following should occur:Generate and manage event sign-in sheet. Determine which attendees are VWEA members.Manage delivery of food.Management payment from attendees (cash or check). Bring small bills to make change.Event lead should provide welcome, thank attendees, and provide speaker introduction.Consider providing speaker with small token of thanks. A gift in the $20-$25 range is appropriate. Often, we provide the speaker with a VWEA shirt or hat, and a VWEA mug.Take photographs during event, and share them with committee and VWEA AdministratorMajor Milestone Timeline:3 months prior to event – identify class topic; secure speaker; secure venue3 months prior to event – if desired, submit request to Continuing Education Committee6 weeks prior to event – advertise event through VWEA website, CVRAC email dist. list; maintain RSVP/attendee list with contact information4 weeks prior to event – notify caterer, let them know you’ll provide final count prior to event day< 1 week after event – submit payments to VWEA administrator; provide follow-up email summary to committee; provide thank you email/note to speaker and donated venue.Afterhours (aka Happy Hour)Purpose:The overarching purpose of the afterhours events is to provide a networking opportunity for both members and non-members after business hours in a local restaurant/bar/breweryEvent Summary:Afterhours events provide an opportunity to achieve multiple goals, including:Opportunity to network with people working within our industryA wonderful time to bring and introduce non-members to VWEAIn general, CVRAC leadership and the committee member leading the event planning coordinate together to identify a time and location for the proposed afterhours. It is recommended that the location be within the Metro Richmond area, as it is fairly central to most CVRAC members. The committee member leading the event should contact the location to determine availability of the space, and to reserve an area adequate for the number of attendees. In the past, the afterhours events have attracted up to ~40 attendees. Ideally, the facility should provide the reserved space free of charge. This is important as these events do not typically bring in revenue as they’re free networking events (i.e. no registration fee). It is important to note that VWEA cannot purchase alcoholic beverages, as its insurance policy does not cover members in the event of unforeseen issues (refer to VWEA Organization Manual). In the past CVRAC has solicited sponsorship of the event from a local consulting firm or equipment supplier. This sponsorship typically covers the cost of appetizers. While the sponsor may elect to cover a portion or all of the beverage costs, this should not be expected or solicited as it can be an exorbitant cost. It is important to recognize the sponsor on the event advertisement flyer, on table cards (during the event), and vocally during the event (when welcoming or thanking attendees for their attendance). It is recommended that simple table cards be created for use during the event, which serve to a) clearly delineate the VWEA event area, and b) thank the corporate event sponsor. An example table card is included in Appendix A.On the day of the presentation, the following should occur:Arrive ~30 minutes early to the event venue to ensure that space is prepared for the guest’s arrival.Bring 5-6 table cards, and place them on tables. If event is outside, it is recommended that you bring tape to secure them from the wind.When a representative from the corporate sponsor arrives, briefly discuss the billing with them and the attending wait staff and/or bartender. This will solidify the expectations, and avoid potentially awkward billing issues at the close of the event.Provide brief welcome to guests, and take opportunity to thank corporate sponsor in front of guests. Take photographs during event, and share them with committee and VWEA Administrator.Major Milestone Timeline:2 months prior to event – identify desired date and location for event; solicit corporate sponsorship; reserve space at event location6 weeks prior to event – advertise event through VWEA website, CVRAC email dist. list; maintain RSVP/attendee list with contact information1 week prior to event – confirm space reservation, provide venue approximate number of attendees< 1 week after event – provide follow-up email summary to committee; provide thank you email/note to corporate sponsor.Facility TourPurpose:The overarching purpose of the facility tours is to provide an opportunity for members and non-members to visit full scale operations that pertain to wastewater/stormwater collection, conveyance, or treatment, as well as manufacturers that serve our industry.Event Summary:Facility tour events provide an opportunity to achieve multiple goals, including:Provide an opportunity to visit a full scale municipal wastewater or stormwater operation. Given that these facilities are not typically open for public viewing, it provides an educational opportunity for individuals in our industry.Gives young professionals a chance to view full scale operations, which is something they may not be afforded on a regular basis.If touring a manufacturer’s facility, it provides the opportunity for individuals to better understand the process of design, manufacturing, and testing of major wastewater or stormwater equipment.In general, CVRAC leadership and the committee member leading the event planning coordinate together to identify a topic/facility/project of interest, and vet it amongst colleagues to determine if it’d be of interest to others. The event lead then contacts the organization/company to see if they would be amenable to hosting their facility to both members and non-members. This event is typically hosted mid to late afternoon (e.g. 2PM or 3PM), which maximizes attendance. Typically, the host will provide a 10-20 minute opening discussion/presentation that gives a brief history and/or overview of the facility. If not available on the facility premises, the event lead should also coordinate the AV/IT needs necessary for the presentation. The event lead should ask the host if there are any special requirements (e.g. hard hats, steel toed boots), and relay that information to the attendees prior to the event. The event lead should plan on providing concise contact with the individuals on the RSVP list as to these, and any other requirements (e.g. site conditions, inclement weather plans). Historically, an Afterhours (aka happy hour) is held following the tour at a nearby bar/restaurant. Since this has historically been a free event, there have been issues with numerous last minute cancellations or no-shows. Requiring payment in the future, albeit a small one (~$10), typically minimizes cancellations and no-shows.On the day of the facility tour, the following should occur:Generate and manage event sign-in sheet. Determine which attendees are VWEA members.Manage delivery of food (if this occurs, not typical)Event lead should provide welcome, thank attendees, and provide speaker introduction.Host should provide any necessary safety briefing.Assist the host speaker and tour guide in keeping the visiting group on track.Take photographs during event, and share them with committee and VWEA Administrator.Major Milestone Timeline:3 months prior to event – identify facility/project; secure facility & host3 months prior to event – if desired, submit request to Continuing Education Committee6 weeks prior to event – advertise event through VWEA website, CVRAC email dist. list; maintain RSVP/attendee list with contact information< 1 week after event – submit payments to VWEA administrator; provide follow-up email summary to committee; provide thank you email/note to speaker and donated venue.Annual Golf TournamentPurpose:The overarching purpose of the golf tournament is to provide a fun annual event for both members and non-members.Event Summary:The annual golf tournament provides an opportunity to achieve multiple goals, including:Provides an opportunity for members and non-members to network outside of the officeAt this time, this is the only VWEA/wastewater industry-centric golf tournament event in the central Virginia region.The annual golf tournament is typically held sometime between late-June and early-August. When scheduling the event, the VWEA calendar should be consulted to ensure that the event does not overlap with another VWEA event, or too closely to another golf tournament. The golf tournament should be scheduled with the golf course at least six months in advance of the desired date to ensure availability, and solidify the date on the VWEA calendar. The tournament has typically occurred on a Thursday. Historically, a deposit is required to reserve the course, and can be covered by the VWEA Treasurer. Budgeting for the tournament is a critical exercise, and should occur prior to event advertisement so that an adequate attendee and corporate sponsor fee can be established. These attendee and corporate sponsor fees typically cover the following: green fees, cart fees, lunch, facility rental (if applicable), sponsorship signs, and prizes. The solicitation of corporate sponsors is critical for the prize budget, which is a major draw for the attendees. Hunting Hawk Golf Course (in Glen Allen, VA) has been used for the annual golf tournament with great success. They provide a turnkey operation, which is recommended as it alleviates course and food management on the day of the event. Mulligans are typically sold during the morning event registration, which enters the attendees for the prizes.On the day of the golf tournament, the following should occur:Generate and manage event sign-in sheet and ledge. Determine which attendees are VWEA members.Event lead should provide welcome, and thank attendeesPublicly recognize corporate sponsors verbally during morning welcome, and prior to raffle prize giveaway.Ride around course to check on attendees, and ensure that everything is running smoothlyFacilitate raffle prize giveawayCoordinate with course on final payment requirements.Take photographs during event, and share them with committee and VWEA AdministratorMajor Milestone Timeline:6 months prior to event – secure golf course reservation2 months prior to event – advertise event through VWEA website, CVRAC email dist. list; maintain RSVP/attendee list with contact information; solicit corporate sponsors2 weeks prior to event – have sponsor signs created; purchase prizes< 1 week after event – submit payments to VWEA administrator; provide follow-up email summary to committeeService ProjectPurpose:The overarching purpose of the service project is to volunteer committee, member, and non-member efforts toward a betterment of our water environment.Event Summary:Service projects provide an opportunity to achieve multiple goals, including:Provides an opportunity to serve our communitiesRaises awareness of issues germane to the Virginia water environmentProvides an opportunity for family involvement in a VWEA event.In general, CVRAC leadership and the committee member leading the event planning coordinate together to identify a viable service event, and vet it amongst colleagues to determine if it’d be of interest to others, and gauge probable attendance. Ideally, the service project should center on the water environment, and should be located in the metro-Richmond area. The need for the service project can be identified by teaming with a state or local agency (e.g. Department of Parks and Recreation). When identifying the project scope and location, the committee member leading the event should conduct a site visit to determine its viability, and compatibility with the abilities of the probable attendees. The governing agency typically dictates the event requirements, as well as the safety requirements. The materials needed for the service project are also typically provided by the agency (e.g. trash bags, safety vests). A weekend day should be targeted for the event, given that it will likely require multiple hours of sunlight, non-business attire, and involvement of the attendees families. If the event falls around lunchtime, the committee member leading the event should consider soliciting a corporate sponsor to purchase lunch for the attendees. Having lunch available to the attendees provides a “thank you” for attending and taking part in the event, and will encourage them to return to the next service project, as well as other CVRAC events.On the day of the service project, the following should occur:Generate and manage event sign-in sheet. Determine which attendees are VWEA members.Bring any materials necessary for the clean-up (e.g. trash bags, safety vests).Bring a water cooler or bottled water for attendees.Manage delivery and payment of food.Event lead should provide welcome, thank attendees, and provide any necessary safety briefing.Coordinate the disposal of any clean-up items (e.g. full trash bags from a stream clean-up).Take photographs during event, and share them with committee and VWEA Administrator.Major Milestone Timeline:3 months prior to event – identify service project; coordinate as necessary with governing agencies; conduct site visit(s); solicit corporate sponsor for lunch purchase (if desired).6 weeks prior to event – advertise event through VWEA website, CVRAC email dist. list; maintain RSVP/attendee list with contact information1-2 weeks prior to event – obtain materials necessary for event; coordinate lunch purchase & delivery.< 1 week after event – submit payments to VWEA administrator; provide follow-up email summary to committee.Appendix A – Supplemental Information ................
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